Securing Item Master Data
One of the complex processes defined during any ERP implementation project is the creation and maintenance of item master records. Often, users in different roles of an organization are required to maintain data elements relevant to their role, but should be restricted from changing those outside their jurisdiction. QAD Enterprise Edition addresses this requirement in several ways:
The first way is menu security. The main frames of the item master are available as single maintenance screens, allowing the restriction of access to the menu option. This is particularly useful for screens that typically do not cross departmental lines, such as costing and planning data.
The second way is field security. Standard QAD provides a function to prevent a user from updating a field if they do not have security authorization to do so. This function is useful for “de-activating” a field for users, but not all fields are eligible for field security.
Finally, Configurable Screens allow users in a defined role to view, hide or change fields within a program. This last option is particularly powerful, as users in different roles can have access to the same program, such as Item Data Maintenance, but each role can be configured to allow access to only select fields. There is even a method to restrict which users can create items within this screen. If an unauthorized user attempts to add a record to the item master, a screen configuration can be created to default an invalid value into a required field. This field is then protected from modification by the user, creating a hard stop when the user tries to proceed. This alone will prevent the item record from being written to table.
Controlling access to master data maintenance screens is critical to the preservation of data integrity. These are a few techniques to grant users to the right level of access.
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