Importance of Clearly Defined User Roles

Accurate Requirements Gathering
When departments and roles are well defined, you can accurately capture what each part of the business needs from the ERP — preventing missing features or costly rework later.

Smooth Process Mapping
ERP systems are built around business processes. Knowing which department owns which process and who performs each activity helps map the ERP to real-world operations.

Effective Authorization & Access Controls
ERP systems rely heavily on role-based permissions. Without clear roles, you risk:

• Excessive access (security risk)

• Insufficient access (frustration and workarounds)

• Compliance violations

Efficient Training & Change Management
When you know “who does what,” you can provide targeted training and communication — increasing user adoption.

Reduced Conflicts During Implementation
Clarifying roles prevents turf wars, duplication, or confusion over ownership during system configuration and data migration.

Why Clear Definition of User Departments & Roles Matters in ERP?

Org chart with departments and reporting lines

Process maps or swimlane diagrams

Roles & responsibilities document

RACI matrix (Responsible, Accountable, Consulted, Informed)

ERPMandi™ Accelerators/ templates

Roles and Permissions Matrix (by module/feature)

Our Step by step Approach

1. Map the Organizational Structure

• Create an organizational chart showing all departments.

• Note key reporting lines, major functions, and interdependencies.

• Example: Finance → Accounts Payable, Accounts Receivable, General Ledger; Sales → Inside Sales, Field Sales, Sales Support.

2. Identify Business Processes by Department

• List all key business processes owned by each department.

• Example: Finance → Invoicing, Payments, Month-end closing; Sales → Quotation, Order processing, Sales forecasting.

3. Document Existing Roles and Responsibilities

• Within each department, list all user roles and their responsibilities.

• Example:

  • Accounts Payable Clerk → Enter vendor invoices

  • Accounts Payable Manager → Approve payments

  • Sales Rep → Create sales orders

  • Sales Manager → Approve discounts

4. Engage Department Heads for Validation

• Review the draft roles with department heads to:

  • Confirm current responsibilities

  • Identify gaps or overlaps

  • Discuss future role changes post-ERP (if any)

5. Define Role-Based Access Needs

• For each role, determine:

  • What they need to access (modules, transactions, reports)

  • What they are allowed to do (view, create, approve, modify, delete)

• Document this in a Roles and Permissions Matrix.

6. Prioritize Critical and Sensitive Roles

• Flag roles that handle:

  • Approvals over financial limits

  • Sensitive data (e.g., payroll, cost rates)

  • System administration

• This ensures tighter controls and segregation of duties.

7. Align with ERP Vendor or Implementation Partner

• Share the roles and access matrix with your ERP consultants.

• Work with them to map your roles into the ERP’s role/authorization framework.

8. Prepare for Role-Based Testing and Training

• Build your test cases around real roles and departments.

• Plan role-based training to ensure each group learns what’s relevant for them.