Quality Assurance
Part of Employee process automation
Checking completion across equipment and access tasks
Verify employee equipment and access tasks using outcome evidence, clear status meanings and a final case reconciliation.
An employee case is complete only when its required equipment and access outcomes are checked. A task marked done may mean a request was sent, a technician acted, or the target system confirmed a result. For each task, define which state counts before you rely on a dashboard total.
Specify evidence for each outcome
For an issued laptop, record the asset identifier, recipient and handover acknowledgement. For a returned device, record the same identifier and receipt by the responsible team.
A delivery booking or an employee’s promise to return the device is a pending step. If the device is missing, keep the item open with an owner and an exception route.
For access, check the person’s identifier, the named system and the requested access level against the system’s result. Where an application is managed separately from the main identity service, a central account change alone may not establish its final state.
Ask the application owner for confirmation or query an authoritative record. Physical passes, shared resources and privileged accounts may need separate checks.
| Status | Meaning | Next action |
|---|---|---|
| Requested | The task reached an owner | Wait for action; do not count it as complete |
| Actioned | Someone attempted the change | Check the result in the relevant record |
| Verified | The intended resource has the intended state | Retain the evidence and close the task |
| Exception | The result is blocked or disputed | Assign a decision owner and review time |
Key Evidence Requirements for Task Completion
- Laptop Issuance Evidence
- Asset identifier, recipient name, handover acknowledgement
- Device Return Evidence
- Asset identifier, receipt by responsible team
- Access Verification
- User ID, system name, access level vs. system result
- External System Confirmation
- Application owner confirmation or authoritative record query
Reconcile the case, not just the task list
Compare the required task set with actual results before case closure. A leaver can have a returned laptop but an active application account; a joiner can have an account but no device. The case view should show those gaps plainly, not a single green status while a required item remains unverified.
A workflow’s own history is helpful for finding failed or unprocessed tasks. It may still describe only what the workflow did.
An external handoff needs evidence from the external process. In systems that start another workflow and continue immediately, success can mean the second process started, not that its business action finished.
Review exceptions without losing the trail
Give the case owner a short list of outstanding items: resource, intended state, current evidence, responsible team and next check. Keep an accepted exception visible with its approver and reason. Do not convert a missing confirmation into completion merely because a due date has passed.
For a suggested pre-launch check, use fictional cases with a failed application removal, an unreturned device and a duplicate equipment task. Verify that each remains visible to the right owner.
Afterwards, sample closed cases against source systems and asset records. That review tests whether the completion rule describes reality, rather than whether every ticket has a tick.
