Extended user role concept

An integrated ORSOFT MDW User-management provides a wide variety of capabilities to administer users and their authorization in the system. It is possible to define user-groups. Roles can be assigned to single users as well as to user-groups. Both single user and user-groups can be defined as responsible persons for a step of a workflow. An individual allocation of dialogs to single users is possible, just as is a group-wise definition of working environments. The ORSOFT MDW user management is designed to control all processes and procedures within the application itself. In addition to this, the SAP ERP authority concept is still completely valid and considered for all transactions connected with SAP ERP directly - e.g. during synchronization of data with SAP ERP. As a result, only authorized users can perform data synchronization with SAP ERP.

Master data manager and Master data validator

As a rule, different user profiles are defined and distinguished when specifying and implementing solutions based on ORSOFT MDW. As a result, typical user roles are pre-configured with different functional scopes and data access. Mostly, there is a wide portfolio of functions available for a workflow manager, while users entering and validating data prefer to have simply structured user -friendly user interfaces. Power users like workflow managers can initiate new workflows or observe already existing workflows. Their role can include further elements like workflow status control, monitoring of workflow delays etc.

Typical complex workstation of a master data manager
Typical complex workstation of a master data manager

In contrast to the complex user interface of a power user, a standard user interface for data entering and validation is in most cases simply structured with the main focus on easy handling and user friendliness. A standard-user interface of this kind normally provides only a small number of browsers and dialogs as shown in the picture below. The upper area of the screenshot contains a list of allocated open workflow steps to the user / user group, the lower working area is filled with dialogs for data maintenance.

User interface for data maintenance
User interface for data maintenance

Administrative user roles

In addition to user roles for data maintenance, there are additional roles and corresponding work frames available for system set-up and evaluation purposes. Roles like “Configuration” and “Reporting” are exemplary for such additional roles.

There is a sophisticated configuration toolset available for specially trained users. Having the necessary knowledge and experience, these users can freely configure almost any user interface element, define workflow templates, dialogs etc. Of course, ORSOFT consultants are ready to assist you in this regard.

User role configurator
User role configurator

A special user role for reporting purposes allows us to analyze both running and finished workflows. Key figures like processing times of workflows and workflow steps can be checked to get indications for process improvements. If workflow data are archived regularly, any other kind of evaluation of archived workflow data can be done with standard reporting tools.

Role Reporting
Role Reporting

Define areas of responsibility

In case of large user-groups it can be necessary to allocate workflow steps not to the whole user-group, but to selected users with specific attributes only. Therefore, in addition to the user groups it is possible to define further dispatching criteria and assign those criteria to single users. This way each user of a group is in charge of that part of the product portfolio only, which is matching his specific attributes, and it is not necessary to split the user-group into smaller sub groups.

Another way to control user task allocation and user authorization is offered with special safety criteria. It is possible to assign tasks to a user on a technical level, while the permission to maintain the data is controlled by additional technical attributes. As a result, a workflow step can be allocated to the workbasket of a user but with limited rights to maintain the data. For example: a user can see the plant specific data of all plants to a material master, but he can maintain the data of those plants only, which are assigned to him.

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