Employee identities would be synchronized across all systems, and technologies would enable companies to trust the identities of suppliers, business partners and other outsiders who need secure access to their systems.

But the reality in most companies is far from ideal: Terminated employees may still have access to sensitive systems for weeks because the system admin never saw the termination e-mail from HR. Employees burdened by having to remember multiple passwords write them on sticky notes and slip them under their keyboards.

CIO Executive Council members met in August to share advice on ironing out policies and processes for identity-management projects, prioritizing their efforts and how to get funding. Here are some of their tips.

1] Make the case with hard and soft benefits. Be prepared to educate business partners about identity and access management—what it is and why it is important. “It’s a very nebulous area to someone outside IT,” says Bruce Metz, CIO of Thomas Jefferson University. “One challenge is to have people understand what you’re trying to do. Then, the second question is, ‘Why does it cost so much?’”

Members who’ve successfully secured funds for their identity- and access-management projects say the secret is in staying away from the nitty-gritty details of single sign-on, smart cards and other elements of security infrastructure. “Keep this from becoming a techie exercise,” says Keith Glennan, VP and CTO at Northrop Grumman. “Anytime you’re doing something that’s essentially an infrastructure project, you have to explain clearly what you’re trying to accomplish in business terms.”

Glennan made his case by showing that new ID-management systems would reduce IT administration and help-desk costs (by reducing the manual hassles of resetting passwords and assigning application access). Security would improve (no more sticky notes with passwords under the keyboard), and so would user productivity (since users wouldn’t have to repeatedly log in to multiple systems). And Glennan points out a soft yet exceedingly important benefit: being better prepared to enforce compliance with regulations and demonstrate that compliance to Sarbanes-Oxley auditors.

2] Pilot the processes, not just the technology. CIOs who’ve begun identity-management efforts say that business-process issues present bigger hurdles than the technology. Steve Strout, CIO at Morris Communications, advises peers to walk through processes and rules related to identity creation and resource access before hardening those processes into code: Who is able to create, modify and view employee IDs? What is the trigger for giving a new employee (or an employee changing jobs) access to systems—and for revoking access when an employee leaves or changes roles? “We spent a lot of time walking through the logic behind why we were doing things a certain way,” Strout says. His project team (which included representatives from HR, IT and finance) created a new business process: When a user successfully passes the company’s mandatory drug test, it serves as the trigger for creating and then enabling systems access.