Case Study: Streamlining Device Onboarding for Political Entity Efficiency

Background: Political entities are fast-paced, and efficiency, security, cost and time are paramount. While working with a major national campaign, I encountered significant challenges related to device onboarding for staff and volunteers. With over 2000 devices in circulation, the campaign initially relied on manual onboarding processes detailed in standard new-hire slide decks. While this approach seemed manageable at first, the reality was a costly, time-consuming process that hindered productivity and took up resources.

The Challenge: The campaign's IT team faced the daunting task of manually configuring each device, a process that took approximately 3.5 hours per unit, including training. With an average IT director salary of $94,000 per year (equating to approximately $45 per hour), the total onboarding cost for 2000 devices over nine months reached $316,346.

This figure accounted for (estimated):

• Direct Labor and Training Costs: $316,346 for combined setup and onboarding sessions (3.5 hours per device at $45/hr)

Beyond these direct expenses, the organization faced additional setbacks:

• Delays in Deployment: Field organizers experienced delays in receiving fully configured devices, impacting voter outreach timelines.
• IT Resource Drain: Critical IT personnel were tied up with repetitive tasks, diverting attention from technology and cybersecurity initiatives.
• Inconsistencies and Errors: Manual configurations resulted in occasional errors, leading to future troubleshooting and system vulnerabilities.

The Solution: Federating the Domain To address these challenges, the campaign transitioned to domain federation, integrating tools such as Okta, Jamf, and Apple Business Manager (ABM). This shift enabled zero-touch deployment, automating device provisioning and configuration from the moment staff powered on their MacBooks or iPhones.

Cost Breakdown: While federating the domain introduced higher initial costs, the long-term advantages were undeniable:

• Initial Federation Setup: $15,000 (one-time)
• Jamf Subscription: $10 per device/month
• Okta Subscription: $6 per device/month
• 9-Month Subscription Costs for 2000 Devices: $303,000

Despite the initial impression of higher costs, the transition to federation ultimately led to $13,346 in savings compared to manual onboarding, reflecting a 4.22% reduction in total onboarding expenses.

Results:

1. Efficiency Gains: Devices were ready for deployment immediately upon receipt, reducing downtime for field staff and accelerating campaign operations.
2. IT Resource Optimization: The IT team redirected focus toward critical cybersecurity measures, improving overall campaign security posture.
3. Standardization and Security: Automated onboarding ensured all devices adhered to uniform security protocols, minimizing vulnerabilities.
4. Scalability: As the campaign expanded, onboarding additional devices required minimal effort, supporting growth without increasing IT labor.

Real-World Impact: During peak campaign season, rapid deployment of devices was essential to meeting voter engagement targets. By federating the domain, the campaign successfully onboarded hundreds of staffers in a matter of days, allowing organizers to hit the ground running. This newfound efficiency contributed to improved voter outreach, maximizing the campaign's overall effectiveness.

Conclusion: Federating the domain transformed the campaign's onboarding process, demonstrating that investing in automation yields substantial returns. For political entities managing large-scale operations, domain federation is not just a technological upgrade, it’s a strategic move that enhances efficiency, security, and scalability. Campaigns still relying on manual processes should consider embracing this approach to stay competitive and agile in an ever-evolving political landscape.

Questions for Reflection:

1. How much time does your organization currently spend on manual device onboarding, and what are the hidden costs?
2. What inefficiencies or bottlenecks exist in your current onboarding process that could be alleviated by automation?
3. Have you considered the long-term scalability of your IT infrastructure as your organization grows?
4. How does your current onboarding process impact security and compliance across devices and accounts?
5. What areas of your IT team's workload could benefit from automation to refocus on strategic initiatives?
6. How could domain federation improve the overall experience for new hires and accelerate productivity?
7. What barriers (financial, technical, or operational) prevent your organization from transitioning to automated onboarding?