Data security has always been a hot topic. Many companies adopt the latest strategies and technology to protect their data from external threats. However, they often overlook internal security and ERP access strategy.
“Data security is the practice of protecting digital information from unauthorized access, corruption, or theft throughout its entire lifecycle.”
Many companies struggle with user access strategies. Previous customer reviews show that users often have more freedom in the system than necessary. In some cases, all employees have access to payroll data, including salaries and benefits. This unrestricted access can lead to serious issues.
To safeguard internal data, companies must manage their ERP systems effectively. This means ensuring that users have appropriate access when needed. While this sounds straightforward, many lack the necessary controls.
Some of the Root Causes
How does this happen? Often, companies copy user roles without understanding the original access levels. Sometimes, administrators misunderstand security levels in the ERP system, or a combination of these issues exists.
To prevent unauthorised access, companies need a strategy that tightens control over user access.
ERP Access Strategies
Here are some strategies your company should consider for an effective ERP Access Strategy:
- Decide what data is confidential –Determain what data is confidential and who has access. Confidiential data may include payroll sensitive data, company bank account details, Gross and Net Profit %, and financial information such as Profit & Loss and Balance Sheet Reporting.
- Define roles and responsibilities –Clearly outline each role within the company and what security levels that role is required to have. This includes determaning whether a role is to have access to Enquiry, Maintenance, and Reporting capabilities in the various modules.
- Set up company roles and access levels within the ERP system –Once the roles within the company have clearly been defined, set up the ERP system’s access levels need to mirror these responsibilities. These levels should be tested and reviewed before rolling them out to the user.
- Perform regular system audits –Regularly check user access levels to maintain system integrity. Audits are essential, especially when employees change roles or new roles are added. Use alert notifications to monitor access to sensitive data. There should also be a written policy advising that company data is confidential.
- Remove ex-employees – Ensure former employees are marked as inactive to prevent access to company data. This should be part of the off-boarding process, signed off by the Department Manager and IT team.
- Carefully define new user privileges – Similar to the off boarding process, the on boarding process should include access rights and privileges for the new user to be agreed upon and signed off by the Department Manager and IT team.
How is your Company Handling ERP Access?
Having an ERP Access Strategy is vital for your Company to keep on top of who is in your ERP system, and what security level they have. While conducting an internal review of your ERP systems’ user access can be a lengthy process, the establishment of appropriate procedures and regular system audits is important in keeping confidential data safe.
If you need guidance in keeping your data safe we are here to help. Get in touch with Scope Systems and we can work together to develop and implement an effective ERP User Access Strategy.
