Attachment P - Access Profile Roles_Impacted Workflow - Finance.xlsx
XLSX spreadsheet 30 KB Posted
- Attached to
- ERP Production Support RFP
- Solicitation number
- 26-448DOIT-INFOT-B-53319
- Issued by
- Illinois
About this file
This is an Access Profile Roles and Impacted Workflow document for Finance systems, detailing user roles and access permissions across multiple functional areas within a state financial management system. The document serves as a master reference for configuring system access across Accounts Payable (AP), Accounts Receivable (AR), Asset Management (AM), Controlling (CO), Financial Management (FM), General Ledger (GL), Grant Management (GM), Procurement (PR), Payroll (PS), and other cross-functional areas. Each role is defined with specific responsibilities, transaction authorities, and reporting capabilities, with designations indicating whether a Workflow Update Request is required for role assignment. The document covers approximately 100+ distinct access profiles ranging from consumer-level reporting roles to oversight and processor roles with transaction posting authority, each mapped to specific business processes and system functions.
The document establishes role-based access control requirements with accompanying workflow procedures for role assignments requiring approval or tracking. Roles are differentiated between HANA BI reporting profiles (prefixed with "EBI"), ECC system transaction profiles, and SRM procurement roles, with clear separation of duties enforced across financial controls functions. Key roles include Asset Oversight, AP Oversight (two-tier approval structure), Budget Oversight, GL Oversight, and various procurement approval roles, each with specific workflow table maintenance requirements. Certain roles such as AP Master Data, Goods Movement Oversight, and Strategic Buyer roles are designated with notes regarding conflicting assignments to maintain internal controls. The document includes specialized roles for agencies using specific modules or functionality, including Tollway-specific profiles and ILTA consortium designations, with all access profiles containing detailed descriptions of system transaction access, reporting capabilities, and master data maintenance authorities.
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Profile Master
| NOTE: Roles that start with EBI are HANA BI roles | NOTE: One GRC Workflow Update Request can be submitted for several people. An excel file attachment should be included that contains all the required information by each person. You can just select one of the individuals to put in the GRC name field. | |||||
| Functional Area | Access Profile | Access Profile Overview | Need to also create Workflow Update Request (yes/no) | Information to add in description box on Workflow Update Request | Comments | |
| AM | EBI: AM Consumer User | This user can run standard or custom reports related to AM data within their business area. | No | N/A | ||
| AM | EBI: AM Power User | This user can run standard AM reports. Can save standard AM reports to the Shared Folder and modify as custom AM reports. Can create custom reports relating to AM data. Can process ad-hoc data needs by request. This user will also have rights to modify agency wide reports. | No | N/A | ||
| AM | ECC: AM Asset Adjustor | May partially retire or transfer assets, transfer existing assets into proper asset class, or clean up asset classifications and sell assets- note this role must be limited and closely monitored by agency leadershiprec | No | N/A | ||
| AM | ECC: AM Reports | Strictly for asset reporting, e.g. C-15 Report, Physical Inventory Report, Asset Master Data Changes Report, Asset Balances, etc. | No | N/A | ||
| AM | ECC: Asset Intra agency transfer | Strictly for raising Intra-Agency Asset Transfer requests. Creates requests for transferring an Asset from one location to another within an agency. Can execute reports to check the status of an Intra-Agency Asset Transfer. | Yes | Please add (end user name) to the Intra Transfer Workflow Table for either (a) the entire agency or (b) for a list of specific plants or locations (and include the list of plants or locations) | If list of plants or locations is long, an excel spreadsheeet attachment can be added | |
| AM | ECC: Asset Master Data Maintenance | This role is used to create and modify non-financial asset data. Tasks include creating asset shells, or changing asset tag numbers, serial numbers and descriptions (whether individually or in bulk). | No | N/A | ||
| AM | ECC: Asset Oversight | Reviews / approves entries or requests made by Asset Transaction Workflow profile. Views asset life cycle information / high level asset balance information. Approves request for transfers, disposals, trade-ins and retirements. Displays / executes all reports detailed under AM Reports profile. Performs annual Inventory Reconciliation. | Yes | Please add (end user name) to the Asset Approver Workflow Table for either (a) the entire agency or (b) for a list of specific plants (and include the list of plants) | If list of plants is long, an excel spreadsheeet attachment can be added | |
| AM | ECC: Asset Transaction Workflow | This role is used for everyday asset transactions (i.e., acquisitions, transfers and disposals). When a transfer or disposal request is raised, it is routed through the system for workflow approval. | Yes | Please add (end user name) to the Asset Requestor Workflow Table for either (a) the entire agency or (b) for a list of specific plants (and include the list of plants) | If list of plants is long, an excel spreadsheeet attachment can be added | |
| AP | EBI: AP Consumer User | This user can run standard or custom reports relating to the AP data within their business area. No ability to modify or save reports to shared folders. | No | N/A | ||
| AP | EBI: AP Power User | This user can run standard AP reports. Can save standard AP reports to the Shared Folder and modify as custom AP reports. Can create new custom reports relating to AP data using AP Views. Can process ad-hoc data needs by request using AP Views. | No | N/A | ||
| AP | ECC: AP LHF Processor | Provides access to manage and process LHF checks, process proposal and payments for LHF, delete payment and proposal check run information, and view accounting documents | No | N/A | ||
| AP | ECC: AP LHF Reconciler | This role supports period end and month end reconciliations between SAP and SAMS for LHFs. If possible, this should not be the same person who holds the AP LHF Processor role. | No | N/A | ||
| AP | ECC: AP Master Data | This person is responsible for setting up vendors / creating vendors in the system for the agency. Ideally, this person should not also have AP Oversight 1 or AP Oversight 2 profiles, or the AP Processor profile. | No | N/A | ||
| AP | ECC: AP Oversight 1 | This person is the first level of review and approval for AP invoices. Can approve AP invoices, make corrections, and review related oversight reports. User maintained in the AP Workflow should have access to this Access Profile. Ideally, this person should not also hold the AP Master Data profile. | Yes | N/A | ||
| AP | ECC: AP Oversight 2 | This person is the second level of review and approval for AP invoices. Responsible for sending the voucher tape to the IOC (900M). This profile performs manual clearing and has access to correct issues in SAP or reconcile. User maintained as Approver 2 in workflow should have this profile. | Yes | N/A | ||
| AP | ECC: AP Processor | Performs day to day AP activities such as getting an invoice and entering information into the system. Provides access to Payment Voucher Entry and Journal Entries. | No | N/A | ||
| AP | ECC: AP Reporting | Provides display-only access to vendor master data, open items, balances, purchase orders, and other AP-related reports. No ability to post or modify data. | No | N/A | ||
| AP | ECC: Payment Card Processor | This person is responsible for enrolling and maintaining vendors in the Debit Card Master Table and would have access to run all Debit Card related interfaces. | No | N/A | ||
| AR | EBI: PSCD Consumer User | This user can run standard or custom reports relating to the PSCD data within their business area. | No | N/A | ||
| AR | EBI: PSCD Power User | This user can run standard PSCD reports. Can save standard PSCD reports to the Shared Folder and modify as custom PSCD reports. Can create custom reports relating to PSCD data. Can process ad-hoc data needs by request. | No | N/A | ||
| AR | ECC: AR Collection Processor | For collection activities and triggering of Dunning (sending collection notices). For Dunning not ran as part of batch job, this role would be used for manually triggering the Dunning run. Outbound collection activity also done under this profile if not triggered by batch. Can post NSF checks. Can manually clear documents in PSCD. | No | N/A | ||
| AR | ECC: AR Reports | Strictly for PSCD / AR reports (e.g. Display payment and account receivables, display Payment and Accounts Receivable reports, display payments, invoices, etc.) | No | N/A | ||
| AR | ECC: Customer Master Data Create | Creates customer master data. This is differentiated from the Receivable Oversight profile which also has ability to create customer master data as well display/review a number of additional transactions. | No | N/A | ||
| AR | ECC: Payment Entry | This role is focused on processing payments through FP25 (check lot) and saving check lot. User can create a payment/check lot, but cannot post. Posting would be done by the Payment Transaction profile. Can update RDT and EAT tables, but cannot generate the forms. | No | N/A | ||
| AR | ECC: Payment Transactions | Can review and post payments, update and generate RDT (C64)/EAT(C63) forms. Performs clarification/clearing processing for payments that did not post successfully or posted in error. | No | N/A | ||
| AR | ECC: Receivable Oversight | Primarily for workflow approvals of adjustments, reversals and writeoffs. | Yes | Please add (user name) to all approval groups for all doc types and all Object types. | ||
| Approval of write-off, Reversal document approval, Adjustment document approval | ||||||
| AR | ECC: Receivable Reconciler | This role initiates write offs of receivables.Primarily manages reconciliation keys and the GL transfers, cash clearing entries from PSCD to the GL. | No | N/A | ||
| AR | ECC: Receivables Processor | Can create invoices, adjustments, installment plans, or reverse documents (payment, invoice). Views master data, invoices, and payments. This is the only role that can create receivables, adjustments and reversals. | No | N/A | ||
| AR | ECC: Payment Corrections | This access profile is created for receipt only agencies to do return checks and perform reversals. | No | N/A | ||
| CO | ECC: CO Reporting | This profile displays the various CO reports. Strictly for reports. | No | N/A | ||
| CO | ECC: Controlling Oversight | This role is approver / oversight for Controlling posting and maintenance. Creates internal orders, internal order groups, cost center groups, or maintains custom tables relevant for HFS only objects – PS_I_3 (payroll) and GL_I_8 (Med suspense and TPL receipt reclass) | No | N/A | ||
| CO | ECC: Controlling Processor | Only this role can create and change Internal Orders. Can post payroll allocation to grants. Processes routine Controlling Transactions. | No | N/A | ||
| Cross Functional | EBI: Agency Admin User | All Agency Admin users has required access to all reports and views within their respective business areas. Has the ability to view/refresh data of reports present on the BI portal. Also can create/maintain/delete reports in agency specific folders. | No | N/A | ||
| Cross Functional | EBI: Cross functional | This access profile provides access to Cross functional reports | No | N/A | ||
| Cross Functional | EBI: Enterprise Dashboard | This access profile provides access to Budget/Vendor Dashboard. | No | N/A | ||
| FM | EBI: FM Consumer User | This user can run standard or custom reports relating to the FM data within their business area. | No | N/A | ||
| FM | EBI: FM Power User | This user can run standard FM reports. Can save standard FM reports to the Shared Folder and modify as custom FM reports. Can create custom reports relating to FM data. Can process ad-hoc data needs by request. | No | N/A | ||
| FM | ECC: Budget Oversight | Approves budget transactions such as Funds Reservations, Funds Blocks and Budget Pushdowns. Access to process Budget Validity Date extensions via ZBOT_UTILITY. | Yes | Please add (name of end user) as an Approver for (1) budget entry or (2) earmarked fund or (3) both as indicated iin the attached template. (Don't forget to attach template) | ||
| FM | ECC: Budget Processor | Creates and changes Funds Block, Funds Reservations, Uploads Budget data, generates outbound budget data. | No | N/A | ||
| FM | ECC: Budget Reports | Runs and displays various FM reports. | No | N/A | ||
| GL | EBI: GL Consumer User | This user can run standard or custom reports relating to the GL data within their business area. | No | N/A | ||
| GL | EBI: GL Power User | This user can run standard GL reports. Can save standard GL reports to the Shared Folder and modify as custom GL reports. Can create custom reports relating to GL data. Can process ad-hoc data needs by request. | No | N/A | ||
| GL | ECC: GL Oversight | Only this role can approve Journal Entries (JE) and reverse posted JE documents. In addition, GL oversight can directly post accruals using SAP's accrual functionality and perform manual clearing of cash receipts created using PSCD. | Yes | Please add the (name of end user) as a GL Approver for the following Document types in Business Area XXX (list of document types and 3 digit business area). This individual has been assigned the GL Oversight access profile. | ||
| GL | ECC: GL Processor | Processes General Ledger Transactions (e.g., period end adjustment entries such as expenses, revenue reclass, accruals and recurring entries). Parks, or makes changes to parked, journal entries and triggers workflow for approval | No | N/A | ||
| GL | ECC: GL Reporting | This role only displays various GL reports | No | N/A | ||
| GL | ECC: Period End Close Reporting | Display Only Role that can review and/or extract Financial Data and Master Data across multiple functional areas. | No | N/A | ||
| GM | EBI: GM Consumer User | This user can run standard or custom reports relating to the GM data within their business area. | No | N/A | ||
| GM | EBI: GM Power User | This user can run standard GM reports. Can save standard GM reports to the Shared Folder and modify as custom GM reports. Can create custom reports relating to GM data. Can process ad-hoc data needs by request. | No | N/A | ||
| GM | ECC: GM Budgeting | Can create, modify, and upload GM budget to be approved by Oversight | No | N/A | ||
| GM | ECC: GM Oversight | Can update/change/create Grant master data, including identification of grant budget approvers. Can also be a budget approver for grants. | No | N/A | Anyone with this profile has access to designate who is the approver of each grant. The approver must be designated by each individual grant and the same person cannot be assigned as the approver and the person who needs to make budget changes to the grant | |
| GM | ECC: GM Reports | Can run all Grant reports, but does not allow for actual processing or updates of master data. This role is “view only.” | No | N/A | ||
| GM | ECC: GM Transactions | Can run grant billing and indirect posting transactions. These functions are used by few agencies. | No | N/A | ||
| PR | EBI: PR Consumer User | This user can run standard or custom reports relating to the PR data within their business area. | No | N/A | ||
| PR | EBI: PR Power User | This user can run standard PR reports. Can save standard PR reports to the Shared Folder and modify as custom PR reports. Can create custom reports relating to PR data. Can process ad-hoc data needs by request. | No | N/A | ||
| PR | ECC: Goods Movement | Provides access to Goods Movements at Plants and Storage locations.Can record inventory counts, create and change reservations, create and change stock transport orders, and transfer posting. Uniquely focused on Physical Inventory processing. | No | N/A | ||
| PR | ECC: Goods Movement Oversight | “Managerial” level profile for warehouse / stock / inventory. Can create and maintain purchase orders, inventory documents, and material requirement planning (MRP). Has display access for material documents, material master and inventory stock. Can trigger physical inventory counts, recounts, and post differences for physical inventory documents | No | N/A | ||
| PR | ECC: Goods Receipt Processor | Ability to process goods receipts against the purchase orders. Also provides access to display the material documents created for goods receipt and corresponding controlling documents. | No | N/A | ||
| PR | ECC: Inventory Reporting | This role can display and print all inventory documents, reservations list and documents, warehouse stock details, material documents. | No | N/A | ||
| PR | ECC: MM Master Data Change | Has ability to change material master data. | No | N/A | ||
| PR | ECC: Procurement Reporting | This role has access to all major procurement reports. | No | N/A | ||
| PR | ECC: Service Confirmation | This role alone has access to create and maintain Service entry sheet for the Service procurement. | No | N/A | ||
| PR | ECC: Shared Procurement Data | Allow DHS users to see STO Orders placed by outside agencies – HFS, CMS, AGE | No | N/A | ||
| PR | ECC: Stock Transport Processor | Can create STOs, delivery and issue deliveries. The person with Stock transport processor role can order goods to be received at their existing plant from other supplying plants within their agency. Has ability to create and Process STO Orders within the same agency. | No | N/A | ||
| PR | ECC: WM Oversight | This role can clear differences at IM and WM level. Can create, update, display and confirm Transfer Requirements and Transfer Orders; print pick list for Transfer Orders; create, update, block, display Storage Bin, Bin status, Bin reports. Create, update, display, recount Physical Inventory and access to Warehouse monitor. | No | N/A | ||
| PR | ECC: WM Processor | This role can create, update, display and confirm Transfer Requirements and Transfer Orders; print pick list for Transfer Orders; create, update, block, display Storage Bin, Bin status, Bin reports. Create, update, display, recount Physical Inventory and access to Warehouse monitor. | No | N/A | ||
| PR | ECC: WM Reporting Display | This role can display access to Transfer Requirement, Transfer Order, Physical Inventory Document. Can display access to Bin Status and Bin Reports for specific storage types, storage bins, and materials. | No | N/A | ||
| PR | SRM: PBC RFx Oversight | This role will give the user access to Approver RFx documents in SRM to be used for the PBC process. | Yes | Please add (user name) to the (name of Purchasing group) for agency (agency name) in the following plant number: (list plant number). Please add (user name) to the PBC workflow table to perform one of follow types of approvals (Agency APO, CMS Portfolio, DoIT Portfolio, GO Legal, CMS Legal, GOMB) | ||
| PR | SRM: PBC RFx Requestor | This role will give the user access to create and edit RFx documents in SRM to be used for the PBC process. | Yes | Please add (user name) to the (name of Purchasing group) for agency (agency name) in the following plant number: (list plant number) | ||
| PR | SRM: Buyer | Has unique access to edit purchase orders and is final approver for all Shopping Carts and POs, other than those triggered by workflow C. For workflow C, SRM Buyer is normally also the Requestor and PR Oversight is the approver. | Yes | Please add (user name) to the (name of Purchasing group) for agency (agency name) in the following plant number: (list plant number) | end user can only be part of one plant | |
| PR | SRM: Contract Approver | Used for Contracts approval. User must be assigned this profile for contracts to be triggered for approval in the workflow. Agencies should have at least one contract approver. | Yes | Please add (user name) to the Agency group in SRM for agency (agency name) | ||
| PR | SRM: PO/Contract Reporting | Provides access to display Purchase Orders, Contracts, Shopping Cart and Business Partner Information in SRM portal. | Yes | Please add (user name) to the Agency group in SRM for agency (agency name) | ||
| PR | SRM: PR Oversight | Provides access to approve shopping cart and PO changes. This user cannot approve any Shopping cart unless assigned the PR_ Oversight role. This role can modify shopping carts as well | Yes | Please add (user name) to the Agency group in SRM for agency (agency name) | ||
| PR | SRM: Requestor | This role alone has access for creating shopping carts as first point of procurement. The shopping carts can be edited by the Requestor as well. | Yes | Please add (user name) to the Agency group in SRM for agency (agency name) | ||
| PR | SRM: Strategic Buyer (Contract Officer) | This role alone has access to create and edit contracts. | Yes | Please add (user name) to the (name of Purchasing group) for agency (agency name) in the following plant number: (list plant number) | end user can only be part of one plant | |
| PS | EBI: PS Consumer User | All Consumer Users should have this access as Program Service Views underly many production views. | No | N/A | ||
| PS | EBI: PS Power User | All Power Users should have this access as Program Service Views underly many production views. | No | N/A | ||
| PS | ECC: PS Oversight | Used by users responsible for reviewing Project Systems Activity. This role does not have access to edit master data or post transactions. It is an oversight role. | No | N/A | ||
| PS | ECC: PS Reports | This role is strictly for Project Systems reporting | No | N/A | ||
| PS | ECC: PS Transactions | Performs project systems business processes such as creating and editing projects, settling capital projects, and planning against projects. | No | N/A | ||
| Cross Functional | EBI: Sensitive PII data for HANA | This access profile provides access to PII information (SSN, FEIN and GUCID). | No | N/A | ||
| GL | ECC: Shared Financial Data | Access profile to view shared financial data | No | N/A | ||
| GL | ECC: Payroll Table Maintenance | This access profile relates to maintenance of Payroll tables | No | N/A | ||
| PR | ECC: MM Maintain Source List | This access profile is used to maintain source list. | No | N/A | ||
| PR | ECC: MM Change Material Storage Bin (ZMM02) | The requitment to restrict access within MM02 screen, hence new custom t-code ZMM02 was built for this purpose. This custom t-code would allow agency users to update ONLY the “Storage Bin” field and all other fields would be greyed out | No | N/A |
ILTA + 0ALL
| Role Created for Agency | Functional Area | Access Profile | Access Profile Overview | Need to also create Workflow Update Request (yes/no) | Information to add in description box on Workflow Update Request | Comments |
| ILTA + 0ALL | AP | ECC: AP 1099 Processor | This access profile provides access to update the existing vendor information for 1099 | No | N/A | |
| ILTA + 0ALL | AP | ECC: AP Bank Master Data | This access provides access to Display, Create , change Bank Master Data | No | N/A | |
| 0ALL | AP | ECC: AP Master Data Oversight | This access profile provides access to Display, Confirm Vendor Master Changes and Block Vendor at agency level | No | N/A | |
| ILTA + 0ALL | CO | ECC: CO Overstructure Oversight | This access profile is related to Extended CO Master Data maintenance: Cost Center Group, Cost Center, Cost Element, CE Group , Profit Center, PC Group etc., | No | N/A | |
| ILTA + 0ALL | FM | ECC: Budget Master Data | This access profile is related to the creation and display of budget master data. | No | N/A | |
| ILTA + 0ALL | FM | ECC: Budget Closing | This access profile is related budget closing transactions. | No | N/A | |
| 0ALL | FM | ECC: Budget Configuration | This access profile is related to budget configuration. | No | N/A | |
| 0ALL | FM | ECC: Budget Availability Control | This access profile related to Budget Availability Control | No | N/A | |
| ILTA + 0ALL | GL | ECC: Closing Cockpit Specialist | This access profile is related to the release of closing tasks for the agencies as well as the execution of the centralize closing cockpit tasks for closing. | No | N/A | |
| ILTA + 0ALL | GL | ECC: GL - Master Data Owner | This access profile is related to the maintenance of Banks, GL Accounts Master Data (Create, Change and Display) | No | N/A | |
| 0ALL | GM | ECC: Grants Master Data Owner | This access profile relates to the creation and maintenance of GM master data, specifically the maintenance of Grants and Sponsored Programs. | No | N/A | |
| ILTA + 0ALL | PR | ECC: MM Master Data Owner | This access profile maintain master data for Materials and services | No | N/A | |
| 0ALL | PR | SRM Org. Structure Maintainer | This access profile maintains the Organizational structure for SRM | No | N/A | |
| ILTA + 0ALL | PR | SRM: PR Endorser | This access profile is used for Shopping Cart and Purchase Order approval | No | N/A | |
| ILTA + 0ALL | PR | SRM: Material Number Watch List Approver | This access profile is used to add materials to the watchlist. If the materials are maintained in the watchlist, the shopping cart will go to Warehouse approval | No | N/A | |
| ILTA + 0ALL | PR | ECC: Inventory and Repair Maintenance (Tollway) | This access profile is used to create Purchase Requisition for Sub Contracting repairs | No | N/A | |
| ILTA + 0ALL | PR | ECC: NAPA Reporting (Tollway) | This access profile is used for NAPA users to view materials and stock. This profile is only used for Tollway agency. | No | N/A |
File details come from the government source that posted it. Updated .