Case Study

Automating Financial System Access Deactivation

Security Risk Exposure Window
95 %
Audit-Ready Compliance
100 %
Process Inaccuracies
5 %

Client Overview

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Comments

Our client, a leader in the financial services industry, provides users with personalized loan and credit card offers while helping them monitor and manage their financial health. Their platform offers a suite of digital tools, making it a trusted hub for personal finance management

The Challenges

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Managing system access deactivation for employees was a manual, error-prone process handled by the IT team. This presented several critical issues: 

  • Delayed Deactivation – Manual intervention often resulted in delays 
  • Security & Compliance Risks – Lingering active accounts posed threats 
  • Lack of Auditability – No consistent documentation of access removal steps 
  • Resource Drain – IT staff spent significant time on routine deactivation tasks  

Solutions

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Xalta implemented a JIRA-integrated automation solution to perform the end-to-end process of user access deactivation—ensuring a secure, efficient, and auditable workflow. 

How the Solution Works 

  • Automated Ticket Creation: Any changes in employee status in Workday automatically generate access deactivation tickets in JIRA. 
  • Access Deactivation Trigger: Once the ticket is created in JIRA, it is auto-assigned to the bot for processing. 
  • System Check: The bot logs into all relevant financial systems and applications to verify whether the user’s access is still active. 
  • Access Removal:
  1. If active access is detected, the bot proceeds to deactivate the account. 
  2. Deactivation is performed only on or after the employee’s effective last working date, ensuring compliance with HR-defined timelines. 
  • Audit Capture: Screenshots are captured before and after deactivation and stored securely to serve as audit evidence and support compliance reporting. 

🎯Outcomes

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This RPA solution has transformed the client’s access management process, delivering improved security, faster turnaround, and full compliance support—while laying the groundwork for broader automation initiatives within IT

  • Rapid Deactivation – Reduced from hours/days to under 5 minutes with automation 
  • Security Risk Exposure Window – Reduced by 95–100%, improving security posture 
  • Audit-Ready Compliance – Increased to 100% with automated screenshot and log capture 
  • Process Inaccuracies - Brought down to 0% with bot execution accuracy 
  • Operational Efficiency – Freed up IT team bandwidth for strategic tasks 
  • Process Throughput – Increased by 3× or more, with no bottlenecks during peak exits