·
By Architects=37
·
By Interior designers =9
· By MEP designers =10.
Total=56
These 56 activities
pertain to 5 key statutory processes as per details given in Chapter 1,2,3 of
the handbook for each of 3 design functions
·
1. Meeting RERA compliances
·
2.Meeting statutory regulations & taxation obligations
·
3.Obtaining licenses, approvals & maintaining statutory
records w.r.t. statutory Acts
·
4. Complying with IGST matters
· 5. Deducting TDS
on Consulting Services
Of course, the number of statutory activities can be expanded by
designers as required. The brief narration of each of the 113 activities can be
found in annex 21B of this author’s handbook, wherein applicable statutory Act’s
references are also provided
This blog aims to provide essential insights into the process of
assigning access rights to designers in ERP environments in 4 steps. This process necessitates clearly defining the
following.
·
Function to be assigned
·
The team within the function proposed
·
The Employee Level
·
The team member position
Four steps
1. Building Segregation of duties (Abbreviated as S-O-D) concept to
avoid role conflict
2. Developing profiles, also named authorisation profile
3. Understanding the concept of roles
4. Attaching Profiles to Roles
Step
1. Building SOD in the process
The concepts
related to SOD are captured in my earlier blog dated 13th July 2022 below
& hence not being duplicated.
The “template
design” of the illustrations indeed
facilitates achieving SOD.
Step
2. Development of profiles /Authorisation profiles -for accessing statutory activities -2
illustrations in tabular form in the template
Each profile
signifies what can be accomplished vis a vis five activities listed below
authorization profiles as below for each statutory activity
· Create or initiate the statutory activity (col 2)
· Edit or modify the above design activity (col 3)
· Delete the above design activity (col 4)
· View the above design activity (col 5)
· Approve the above design activity (col 6)
The template in illustration surely facilitates and ensures SOD for Generating profiles -Statutory activity
1 Function: As applicable Name of
Statutory process for SOD development: Meeting RERA Compliances - |
|||||
Statutory
Activity Description: Before construction
starts, the developer obtains sanctioned plan approvals, as prescribed by
competent authorities Risk Classification at statutory activity level:
High Profile numbers Proposed for accessing this
statutory Activity: PS00001 to PS00005 The coding schemes are
given in the book of the author |
|||||
Description |
PS00001 |
PS00002 |
PS00003 |
PS00004 |
PS00005 |
Key “Rights” vis a vis this activity (RHS of this row) Column 1 |
Create/ Initiate Column 2 |
Edit/Modify Column 3 |
Delete Column 4 |
View* Column 5 |
Approve Column 6 |
Function assigned |
Design of Architect &
Design of MEP |
Project legal & Secretarial |
Design of Architect |
Design of Architect &
Design of MEP |
Top Management |
The team assigned number & name |
T5- Architect all projects
T6-MEP all packages Respectively |
T3-legal licenses & approvals |
T6-Function al Risk coordinator
|
T5*- Architect all projects T6*-MEP all packages |
T1 Project Head |
Higher/Higher respectively |
Higher
|
middle |
Middle Middle |
Higher |
|
Position who can perform |
GM/GM respectively |
GM |
Sr. Mgr. |
Sr. Mgr.*/ Sr.Mgr.* |
Project Head |
· 5 Profile numbers have been allocated as
PS00001 to PS00005 to each set of Combination of Function +Team+ Level
+Position vis a vis columns 2,3,4, 5
& 6 respectively for this statutory activity · The team levels as T1,T3,T5 &T6
are hypothetical for ease of understanding · The Profile
code numbering (scheme given in the book) is only for understanding & can
be changed by the reader at their absolute discretion or driven by the ERP
package · The Employee
levels and Positions given are hypothetical and only for easier understanding
of the reader actually and will vary considerably at each organisation · The risk levels are as high as assumed/assessed
earlier by the team and could be Medium or low
for few activities |
Such development
of profiles needs to be done vis a vis following based on business needs.
· Above 56
Statutory activities (37 in Design of Architect, 9 in interior design, and 10
in MEP services. It means developing 280 authorization profiles (@5x56
statutory activities identified). The author proposes developing 2000 profiles
for Statutory activities as several activities are performed by project teams
as well as mentioned earlier. The profile numbering can be say starting from PS00001
to PS02000
Step 3. Understanding the concept of “Roles.”
Roles mean what a particular professional (here, a designer) is
authorised to do per a few examples below.
·
Developing
a sanctioned drawing for seeking statutory sanction is one simple role
·
Integration
of developed sanction drawing with, say, MEP design is another role, which is a
relatively complex role
·
Obtaining
sanction from statutory authorities is yet another example of the complex role
A complex role can have many simple
profiles attached to it
A role can have one or more
combinations of profiles (e.g., out of 280 profiles for 56 statutory activities
or 2000 expanded profiles) attached to it to be called a “Simple or complex
Role.”
Based on the above-tabulated
illustrations, the configured “Authorisation Profiles” PS00001 to PS 00005
so developed can be attached by the Concerned HOD, in this case, Chief
Architect here HOD of Architect function to
“Roles” (with the help of the IT/ERP team) depending on the
roles planned at the granularity level.
·
Once all the 280 authorization profiles (for 56 statutory activities)
have been developed (or expanded 2000 profiles as mentioned above), attachment
of these profiles to various roles is proposed to be done in three stages as mentioned
in step 4 below, mainly when the design organisation is operating in
highly digitalized/ERP environments.
Step 4.
Attaching Profiles to Roles
· Although the Number of profiles can run
into hundreds or thousands, the number of designers in organisations is
limited. Therefore, before the final attachment of profiles
to roles, thorough testing is done to see that statutory design
activities are carried out smoothly based on competency assessments at different hierarchical
levels & positions by the persons who will perform such roles.
The three stages are:
§
Attach
profile to roles in “Development computer server”
§
Test
roles in “Test servers” by ERP teams and designers
§
Upload
roles to the “Production server” for implementation after approval of testing
of roles
· To ensure that no incompatible or
conflicting authorization profiles get attached, the roles, post-testing, can
be connected to the production server by following
P-D-C-A (plan-do-check-act) approach
· The number of roles can run into tens
or hundreds, which can get hundreds or thousands of profiles attached depending
upon the following:
· Size of team and complexity of the organization
· the variety of Construction projects residential, commercial,
educational, SEZ,
· The skill level of designers
· The multi-tasking role expectation of the organisation.
· The technology of construction, design software,
· The design organization structure and empowerment culture
· The risk appetite of the company.
· Some highly reputed ERP developers,
like SAP, offer profile-generating software solutions wherein authorization profiles can be developed and attached to architects,
interior, and MEP designers for design development.
Advantage of attaching Profiles to
Roles
These roles are assigned to different
positions rather than individuals, as the process is independent of individual-named
employees.
Such profile assignments are to be done
digitally but must be done diligently, and each role as each role will have a
multitude of authorisation profiles attached to it.
Handbook of the author
A template illustrating assigning access rights to statutory
activities is included in chapter 11 (annex 27C) in the author's handbook and titled” ETHICS
in the real estate and hospitality industry, Volume 1- Architectural, Interior
design, and MEP services. “