Assigning access rights to “Fields in Master data tables” for the Building designers in ERP environments

To ensure the development of robust designs and avoid conflict of “Roles” access to “Fields” in the “Master data tables”  need to be assigned carefully (based on the competence level of designers) in the Design of Architectural, Interior designing, and Design of MEP functions

“Master data” is the core data that is used as a base for any transaction. In the current context of this article of designing, purchasing BOQ, and construction, whatever activity may be, it requires certain master data to be maintained.

Master data tables contain “Fields” as per requirements as captured in the following paragraph.

Depending on the comprehensiveness of the master data table, the number of master data tables, in any function, can be restricted to a reasonable number. Master data tables can be used by many functions, depending on the access assigned and a separate chapter 6 is dedicated to developing master data tables in my handbook and hence not being duplicated.

 For developing “Roles”, a basic initial understanding of the following aspects is necessary.

·      i)Fields in ERP environments (e.g., S.A.P)

·      ii) Assessing risks in accessing Fields in master data tables

·      iii) Segregation of duties (Abbreviated as S-O-D)

·      iv)Development of Authorisation Profiles or called profiles in this Handbook

·      v) Attaching of Profiles to Roles

The summary of each of the above points is as below.

i)Fields in ERP environments

For simple understanding, the “Field” contains the data at the granularity level and can be used in forms, documents and tables and must have a number, and description, field length. Data type/data element /value can be assigned to the field as per the purpose of the field and governed by the design of types of tables designed in the ERP environments

a list of Fields (in each of the master data tables) needs to be identified for which access rights are to be given. Examples of a few fields are as below

·      F504= List of Drawings & technical specifications for the scope of work, including for BOQ - Structure work packages

·      F505= Drawings & technical specifications - Civil Building works package

·      F506= Drawings & technical specifications - Facade works package

And so on

A list of 109 such fields, identified by the author in the handbook as applicable for building design functions (as below) out of 428 fields relevant to construction projects is available in annex 1F,1G in the author’s handbook

·      Design of Architecture=27 fields  ( for 5 packages)

·      Interior designing =23 fields ( for four packages)

·      Design of MEP functions= 59 fields  (for  2 packages)

Total fields identified=109                                 

Of course, designers can add many more fields as relevant to the number of packages to be designed vis-a-vis construction projects in their respective organisations, and the number of fields may run into hundreds

For 13 functions in the real estate /hospitality Industry, 870 fields have been identified by the author in the handbook in Annex 1A to 1G

ii) Assessing risks in accessing Fields in master data tables

What access right ( Create or edit or delete or view or approve as stated in the previous paragraph ) is to be assigned is influenced by the risk assessment of accessing the respective field ie High, Medium, or Low .

The methodology for classifying risks to fields is given in chapter 10 of the handbook and annex 16D, wherein 56 fields have been identified as having High, Medium, or Low risks and hence not being duplicated here.

The methodology can also be accessed at my website blog: https://www.ethicalprocesses.com/blog_detail/how-to-assess-risks-at-field-level-of-master-data-tables.

So at the time of developing authorization profiles, the designer must have prior knowledge of risk level as captured in the illustrations given below.

iii)Segregation of duties S-O-D:

The aspects related to S-O-D have been covered in one of the earlier blogs on my website and hence are not being duplicated (please refer to 

https://www.ethicalprocesses.com/blog_detail/Avoiding-conflicting-roles-amongst-Architects-Interior-and-MEP-designers

However, the S-O-D concept has been used for developing this blog as implementing S-O-D can enable avoiding conflict of roles amongst designers at different levels.

iv)Development of Authorisation profiles -1 illustration having 5 Fields in Master data table

The author proposes developing five authorization profiles for accessing each field in master data tables, and illustrations are given below

There must be a distinct option to choose from any one or combination of the following five activities.

·      Create or initiate the “contents” within a specific individual /identified Field for which access is to be given vis a vis Design of Architectural, Interior designing, and Design of MEP function.

·       Edit or modify the “contents” within each Field 

·       Delete the “contents” within each Field 

·       View  the “contents” within each Field 

·       Approve the “contents” within each Field 

An illustration of the method of developing authorization profiles for five fields in one master data table in the Design of Architecture function is given in below table and is self-explanatory.

This illustration contains all the required information with a suggested profile code numbering scheme.

The reader can change the proposed profile code numbering as also the information in each row at his/her absolute discretion.

Thus, the author proposes developing authorization profiles @ five for each field in the master data table

Based on business needs, the number of access profiles for accessing fields in master data tables can be determined/estimated as per the following approach.

·      Authorization profiles for accessing fields need to be developed @5 profiles per field.

·      It means developing 545 authorization profiles (@5x109 fields identified by the author).

·      For professionals' easier understanding, in annex 16D in the book, 280 authorisation profiles have been illustrated for 56 fields.

·      The author proposes developing 1500 profiles for design functions@ 500 profiles per function, say, fields @ 100 in each of the Design of Architectural, Interior designing, and Design of MEP functions

·      The profile numbering can be,say, starting from PM00501 to PM02000

 iv)Attaching Profiles to Roles

Once configured, “Authorisation Profiles” so developed can be attached by HOD to various “Roles” (with the help of the IT team) depending on the roles planned based on team member level, hierarchical position, and skill levels relevant to function.

The concept of roles has been mentioned in one of the earlier blogs in my website as below and hence not being duplicated.

https://www.ethicalprocesses.com/blog_detail/How-to-assign-Roles-to-Architects-interior-and-MEP-designers-systematically--An-Illustration-

 In some ERP-driven business environments, like SAP, profile generating software is also available wherein standards authorization profiles can be developed and attached to designers for transacting in respective design development modules. 

Once authorization profiles have been developed, attachment of these profiles to roles is proposed in three steps as below 

a) Attach profile to roles in the development server

b) Test roles in test servers by ERP teams and designers      

c)Upload roles to the production server, after testing approval 

To ensure that no incompatible or conflicting authorization profiles get attached, the roles need to be attached to the production server by following P-D-C-A (plan-do-check-act) approach

The number of profiles and hence the number of roles can run into several hundred or thousands depending upon the following:

·      Size and complexity of the organization

·      the variety of Construction projects residential, commercial, educational, SEZ, etc

·      The skill level of designers

·      The technology of construction, design software,

·      The design organization structure and empowerment culture

·       Risk appetite of the company. 

These roles can then be assigned to different positions, independent of the names of individuals

Handbook of the author 

The templates illustrating generation of profiles for accessing fields in master data table are included in chapter 11 (annex 29C and 30D) in the handbook of the author and titled” ETHICS in the real estate and hospitality industry, Volume 1- Architectural, Interior design, and MEP services “