As an organization, you want to work in a structured way. That's why you have different departments, teams and functions, each with their own tasks and responsibilities. The ERP system supports all employees in performing their work and exercising their responsibilities. Authorizations play an important role in this. Not having the proper authorizations in the ERP system causes problems. Think of incorrect item prices, incorrect bank accounts, incorrect orders and not updated customer data; and that can have far-reaching consequences for the company. It also leads to additional work because the errors must be corrected. And then there is the accountant who insists on the importance of segregation of duties. In short, time to set up the authorizations. But what should you pay attention to here?
Clearly defining roles
Virtually every ERP package has the ability to set up authorizations. Roles can be set up and users can be linked to one or more roles. It is therefore important to start with a thorough definition of the roles and to determine who is assigned which role(s). You do this using an authorization matrix. In it you accurately record which roles you have and which write and read permissions belong to each role.
Use the right tools
Using the authorization matrix, roles can be set up in the ERP system. Although many ERP packages have smart tools that can take a lot of work off your hands, it is usually, depending on the level of detailing of the roles, a time-consuming task. Often, people begin the process of setting up authorizations in good spirits, but do not see it through to the end. Whereas it is so important to set up extremely precise and detailed roles.
Detailed roles
The meaning of each role should be crystal clear. A role "Employee Finance" still says nothing, while the role "Create Payment Proposal" describes itself much better. That this leads to a large number of roles goes without saying, but grouping these roles into functions does make assigning roles to an employee with a specific function easier.
Management of roles
Every organization is in flux, and so are the roles within an organization. Make sure that the authorizations can be reviewed in case of changes in the organization (this of course applies to all systems used within a company, not just the ERP system). Therefore, make sure that the authorizations are set up in such a way that the total authorization overview is there. Again, many ERP packages offer intelligent solutions for this that make the authorization landscape manageable.
Fewer errors, better organized
Let me say up front, mistakes will always be made. But by using the right tools in the right way, you can ensure that the right people are doing the right jobs. This not only prevents a lot of problems. It also makes you work in a more organized way. And that, in turn, offers huge benefits.
Do you also want to step up to more grip, better structure and fewer mistakes? Together with 2-Control We help organizations set up authorizations and manage rights and roles in ERP. Send me an message and I'll get back to you.
Peter Gerhardt is Senior Lead Consultant Logistics at Dysel and helps customers achieve maximum results with its business software.
