Who should be responsible for the Authorization Box depends on several factors. We recommend taking the following considerations into account when determining ownership:
- Risk owner: The person ultimately responsible for risk management and preventive measures within your organization is often the most logical choice to take on or delegate the management of the Authorization Box. This role requires insight into compliance and audit requirements.
- Frequency of use: Authorization management occurs more often than you might expect, for example, when employees join or leave the company or when temporary replacements are needed during leave. HR and controlling usually play an important role in this. Due to the importance of separation of duties, shared responsibility is recommended: authorization requests should ideally be approved by a person other than the one who initiates them.
- Expertise in ERP systems: In complex ERP environments, such as Microsoft Dynamics, it is advisable to involve the IT manager or system administrator. Their in-depth knowledge of the ERP application makes them ideally suited to determine how Authorization Box can be used effectively. Their technical expertise contributes to smooth implementation and management.
Separation of duties within Authorization Box
The conclusion is that there is no fixed role or function for the ownership of Authorization Box. Furthermore, responsibility can be divided among multiple users within the organization.
Authorization Box enables separation of duties by assigning specific role profiles with corresponding rights. For example, an application administrator performs technical management tasks, such as linking databases and managing user accounts. A controller is assigned a different profile, with access to functions such as approving requests, modifying the organizational chart, and performing monitoring.
A good understanding of the purpose and operation of Authorization Box is essential. Only then can its functionality be fully realized and authorization management be set up effectively.
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