The rise of citizen automation – where non-technical employees can build basic automation – is transforming businesses. Citizen automation unlocks productivity and innovation by empowering employees to streamline repetitive tasks. However, unmanaged citizen automation can introduce significant security risks, create shadow IT headaches, and lead to compliance issues. Shadow IT accounts for 50 percent of total enterprise IT spending.
Explore how to master citizen automation governance with this guide. Discover practical strategies for building a strong framework, overcoming common challenges, and using features that make implementation easier.
Twenty-five percent of businesses have concerns about low-code and citizen development. Citizen automation can offer immense benefits, but proper governance is necessary for unintended consequences to outweigh these advantages. Let's delve into three key risk areas:
Imagine a scenario where an employee creates an automation to streamline a data entry process. While their intentions are good, a lack of security awareness could lead to vulnerabilities. Here's how:
The automation might rely on basic login credentials, making it susceptible to brute-force attacks or stolen passwords.
It can accidentally expose sensitive data during processing or transfer, leaving it vulnerable to unauthorized access.
Improper integration with other systems could create openings for attackers to exploit weaknesses in connected applications.
These security lapses can have dire consequences. Malicious actors could gain access to confidential information, corrupt data, or disrupt critical operations.
When employees develop and deploy automation outside the IT’s knowledge or control, often using user-friendly and accessible citizen automation tools, it leads to shadow IT. Here's why it's a problem:
IT loses visibility into critical processes, making it challenging to identify and address potential security issues or ensure compliance with regulations.
Uncoordinated automation development can lead to compatibility problems and difficulties integrating disparate systems into larger workflows.
Unsupported automation becomes IT's responsibility when it malfunctions or requires updates, creating an unnecessary burden.
Shadow IT creates a tangled web of uncontrolled processes, hindering efficiency and increasing security risks.
Regulations in various industries mandate specific data handling practices and security protocols. Unmanaged citizen automation can lead to unintentional violations. Here are some potential pitfalls:
Automation mishandling personal data could violate regulations like GDPR or CCPA, resulting in hefty fines.
Certain industries have specific compliance requirements. For example, financial institutions must adhere to data security standards set by PCI DSS. Uncontrolled automation can lead to accidental breaches of these regulations.
Organizations often have internal policies regarding data security and access control. Unapproved automation could violate these policies, leading to disciplinary actions or operational disruptions.
The potential consequences of non-compliance are severe, ranging from financial penalties to reputational damage and even legal repercussions.
By implementing these best practices, organizations can foster a thriving citizen automation environment that maximizes innovation while minimizing risks:
Create a dedicated team overseeing citizen automation initiatives. The CoE should develop best practices, provide training and support, and review automation projects for compliance and security.
Define policies for who can build automation, what types of processes are suitable, and how they should be documented and reviewed.
Implement a low-code citizen automation platform that is user-friendly but also incorporates built-in security features and access controls.
Equip citizen developers with the necessary skills to build secure and effective automation. Provide ongoing training and support to ensure user confidence and address any concerns.
Foster a culture of open communication between IT, business users, and citizen developers. Regularly solicit feedback and iterate on the citizen automation program based on user experiences and evolving needs.
Citizen automation has benefits, but implementing a successful governance framework presents hurdles. Let's delve deeper into the three key challenges organizations face:
Striking the right balance between empowering citizen developers and maintaining control over critical processes and data is delicate. Here's why:
Excessive restrictions can stifle innovation and discourage user participation. Citizen developers might become frustrated and create shadow IT solutions to bypass cumbersome approval processes.
On the other hand, insufficient oversight can lead to security vulnerabilities and compliance issues. Unvetted automation with weak security protocols exposes sensitive data or introduces opportunities for malicious actors.
Establish a tiered permission system that grants citizen developers access based on their roles and skill sets. Organizations can empower users by establishing a tiered permission system that grants citizen developers access based on their roles and skill sets while ensuring control over sensitive data and processes.
Implement a citizen automation platform with built-in security features like role-based access control and data encryption. These features empower users while minimizing security risks.
Maintain open communication channels between IT and business users. Regularly solicit feedback and iterate on governance policies to find a balance that encourages innovation while maintaining security.
Ensuring consistency across a diverse user base can be a challenge. Citizen developers with varying skill levels might create automation with different styles, functionalities, and security protocols. Lack of standardization leads to:
They might not integrate well with existing workflows or systems, creating inefficiencies and hindering potential.
Unstandardized automation becomes difficult to maintain, debug, or update, especially when the original developer is no longer available.
Inconsistent security protocols across automation increase the risk of vulnerabilities and non-compliance with regulations.
Providing a library of pre-approved automation templates and workflows for citizen developers to leverage ensures consistency in design, functionality, and security best practices.
Offer training programs that equip citizen developers with the skills to build secure, standardized automation. Consider implementing certification programs to validate their competency.
Establishing a review process where IT or the CoE can assess automation before deployment ensures compliance with established standards and minimizes inconsistencies.
Shifting mindsets and fostering collaboration between IT and business users requires effective change management strategies. Here's why:
IT departments might feel threatened by citizen automation, fearing a loss of control or an increased workload.
Business users might hesitate to adopt new tools or be apprehensive about data security implications.
Citizen automation initiatives can become siloed and ineffective without clear communication and collaboration between IT and business users.
Secure buy-in from senior management to champion the initiative and demonstrate its value to the organization.
Develop a comprehensive communication plan to address concerns from both IT and business users. Highlight the benefits of citizen automation while emphasizing the importance of secure development practices.
Organizing joint workshops and training sessions for IT and business users fosters collaboration, builds trust, and helps users understand their respective roles in the citizen automation program.
Here are five key features that can simplify citizen automation governance:
Enforce access controls to ensure users can only build and deploy automation within their designated permissions.
Provide a library of pre-approved automation templates and workflows to promote consistency and adherence to best practices.
Track changes made to automation, allowing for easy rollback in case of errors and facilitating compliance audits.
Integrate security features like data encryption, user authentication, and activity monitoring to safeguard sensitive data.
Offer a central platform for deploying and managing all citizen-developed automation, enabling IT to maintain oversight and ensure compliance.
Kissflow is more than a platform; it's your partner in unlocking the full potential of citizen automation.
Our intuitive, low-code platform enables businesses to:
The intuitive interface eliminates the need for extensive coding knowledge, making automation accessible to a broader range of employees.
Drag-and-drop functionality and pre-built templates enable users to create sophisticated automation without technical expertise.
Robust security features and access controls ensure citizen-developed automation complies with internal regulations and data privacy standards.
Kissflow integrates seamlessly with existing enterprise applications, eliminating data silos and streamlining workflows.
Citizen automation represents a significant shift in how businesses leverage technology. By empowering employees and fostering a culture of innovation, it unlocks a wealth of potential for organizations seeking to:
Kissflow stands ready to be your guide on this transformative journey. With its user-friendly platform and commitment to empowering citizen developers, Kissflow equips businesses to navigate the complexities of digital transformation and emerge as leaders in the digital age.