You want your organization to work in a structured manner. That is why you have different departments, teams and job titles, each with their own tasks and responsibilities. The ERP system supports all employees in carrying out their work and fulfilling their responsibilities. Authorizations play an important role in this. Failing to set up the authorizations properly in the ERP system causes trouble. Think about wrong item pricing, incorrect bank accounts, unapproved purchase orders and outdated customer information; that can have serious consequences for the company. Besides, it means extra work, because the mistakes must be rectified. And then you also have the accountant who insists on the importance of segregation of duties. In short, its time to set up the authorizations. Now what do you need to pay attention to?
Clearly define the roles
Almost every ERP system allows you to set up authorizations. Roles can be set up and users can be linked to one or more roles. It is important to start with thoroughly defining the roles and to determine who will be assigned which role(s). You can do this using an authorization matrix. With this you accurately describe which roles you have and which write and read permissions belong to each role.
Use the right tools
The roles in the ERP system can be set up using the authorization matrix. Although many ERP systems have smart tools that can save you a lot of work it is usually - depending on the level of detail of the roles – a time-consuming job. Often people start off setting up the authorizations with the right spirit, but they struggle to maintain this till the job is done. And that is a pity, because it is so important to set up very precise and detailed roles.
The meaning of each role must be crystal clear. The role "Finance Worker" does not tell you much, while the role "Create payment proposal" is much more narrowed down. That this leads to a large number of roles is clear, but by grouping these roles into functions makes it easier to assign roles to an employee with a specific job.
Every organization is on the move, that means the roles within the organization change too. Make sure to evaluate the authorizations in the event of changes in the organization (this of course applies to all systems being used within a company, not just the ERP system). Therefore, make sure that the authorizations are drawn up in such a way that you have a complete overview of your authorizations. Many ERP systems offer intelligent solutions for controlling the authorization landscape.
Less mistakes, better organized
To be honest, mistakes will always be made. But by using the right tools in the right way you can ensure that the right people do the right job. This way you will not only prevent a lot of problems. It also ensures that you work better organized. And that brings you great benefits.
Do you also want to take the first step to more grip, a better structure and less mistakes? Together with 2-Control we help organizations to set up authorizations and manage rights and roles in ERP. Send me a message and I will contact you.
Peter Gerhardt is Senior Lead Consultant Logistics at Dysel and helps customers achieve maximum results with business software.