The Challenge

A leading Australian private investment group, together with its philanthropic foundation, faced a complex and fragmented identity landscape.

Disjointed onboarding processes for both employees and contractors led to operational inefficiencies, increased risk, and added pressure on IT teams.

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With numerous organisational entities and systems in play, the need for a unified Identity and Access Management (IAM) strategy became evident.

Both organisations had adopted Okta Identity Cloud as their core IAM platform, but had yet to unlock its full potential, particularly in streamlining onboarding through integration with a Human Resources ManagementSystem (HRMS). Additionally, there was a strategic goal to retire the on-premises Active Directory and centralise user management and authentication within Okta, supporting a broader transition to cloud-based services.

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Our Approach

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Identifly was engaged initially to assess the current state of IAM, focusing on onboarding processes, security posture, and integration capabilities. Our goal was to define and implement a transitional IAM framework that would evolve into a unified, scalable, and secure identity ecosystem across both organisations.

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Key assessment outcomes included:

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•      Recommendations for optimising Okta configuration and governance

•      Automating identity flows from HRMS to Okta and downstream directories(Active Directory, Entra ID)

•      Identifying security gaps and friction points in the onboarding journey.

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Solutions & Key Activities

Following the onboarding assessment, the organisation engaged Identifly to support the implementation of several key initiatives:

1. Transitioning Authentication to Okta

We enabled native Okta authentication, allowing the organisations to move away from legacy ActiveDirectory sign-ins. This change unlocked stronger password management, enforced MFA policies, and enabled Okta to become the source of truth for user credentials.

2. Group Mastering in Okta

We restructured group management to master groups within Okta, rather than synchronising them from Active Directory. This gave IT teams greater flexibility and control over access policies and group memberships.

3. Automating Non-Employee Lifecycle Management

We implemented a new process for managing non-employee users (eg contractors), including onboarding and offboarding. This included integration between Okta and ManageEngine ServiceDesk Cloud, reducing manual tasks and closing potential security gaps.

4. Automated Application Provisioning

We integrated Okta with key business systems including Microsoft Dynamics 365 (Sales and Finance & Operations), automating access provisioning to reduce service desk workload and accelerate time-to-access for users.

The Outcome

Thanks to Identifly’s strategic assessment and technical execution, both organisations now operate with a more secure, efficient, and scalable identity platform.

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With a unified IAM foundation in place, The IAM enhancements have streamlined onboarding, reduced IT overhead, and strengthened compliance, and has enabled the organisations to rapidly integrate with Workday HRMS.

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 If your workforce is evolving, your identity strategy should too.

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‍Connect with us to unlock seamless, secure identity management at scale.