Are you running into issues related to a slow onboarding process or invalid end-user authorizations that result in high costs for your IT department?

If so, it may be time to align your organization and authorization!

Aligning your organization and authorization can help ease your onboarding process by giving employees the correct system authorization. Based on specific business roles, you can make lists of the training needed, which network drivers to they need access to, additional equipment that may be needed, among other business necessities. By being proactive and getting your organization in order, your onboarding process will be sped up so your employees can get up and running in no time.

In this blog post, I will bring you through the steps needed for this alignment.

Step 1: Organizational Model

The first step is setting up your organizational model. You will first list your HR Positions and assign Business Roles to them.

Figure 1: ARIS Organizational Model

Step 2: Processes and Process Steps

In the second step, you will list your processes in the Business Process Model (see Figure 2).

These processes will be leveled down to process steps. The Business Roles from the Organizational Model are assigned to these process steps. For instance, the Procurement Process, which can be leveled down to process steps like “Create Purchase Requisition” or “Contact Purchasing Department”.

In below picture (see Figure 3) you can see the process steps in the white boxes. Directly assigned to these process steps is the related business role (yellow boxes). This example shows that the Procurement Requester is responsible for executing step “Create Purchase Requisition”.

Figure 2: ARIS Level 1 Process  

Figure 3: ARIS Level 4 Process Steps

Step 3: Adding Transaction Codes

The transaction codes will now be added to the process steps. In ARIS, this is done in the Functional Allocation Diagram (FAD). The FAD is directly related to the process steps and holds all information such as:

– Which system (SAP ECC, ARIS, Solution Manager, etc) the process step needs to be performed.

– What functionality is needed to execute this process step. This means listing all SAP transaction codes, BW Reports, Programs needed.

Figure 4: ARIS Functional Allocation Diagram

Step 4 : Role Alignment

Now that you know all your processes, process steps, and business roles, you are ready to start building the authorization roles. This is done based on the next two statements:

ARIS Business Role = SAP Composite Role

Meaning, when in your Organizational Model, the HR position Treasury Accounting is assigned to Business Role Treasury Accounting Executor. The SAP Composite Role Treasury Accounting Executor is built in your SAP system (or in any other system).

Level 4 Process Step = SAP Single (Master) Role

In the Figure 3, you saw several Level 4 Process Steps (white boxes). For instance the step “Create Purchase Requisition”, which requires a Single Role to be created in the SAP system. The information in which system the role needs to be created and what transaction codes/programs or reports to add to this role, comes from the Function Allocation Diagram. In this example the role “Create Purchase Requisition” needs to be created in the SAP ECC system and transaction codes ME51N, ME52N, ME53N, ME5K, ME5A, MB5S, KS13 and BP need to be assigned to this single role.

Next Steps

By following these steps, your authorization roles will be assigned to your Business Roles. So, when a new employee starts at your company you will be able to easily assign all necessary authorizations based on the business role.