User Tasks as Business Functions
Previously, we made Roles that matched the job description – e.g., the Accounts Payable Clerk was set up with the Role APCLERK and specific menus were designed for APCLERK. The job description remains the same for an Accounts Payable Clerk.
Best Practices now call for the functions to be defined as the Roles like this:
|User Task = “Business Function”||Role|
|Completes Check Printing||CHKPREP|
These could be broken down further into STDVOUCH, 2WAYVOUCH, 3WAYVOUCH or CSHREQUIRE, CREATEPYMT – if that was how the organization is structured. For Segregation of Duties requirements, you may also want to narrow the scope of Vendor maintenance to allow APCLERK only rights to change a Vendor (not add a new one), and turn on Address Book Approvals while some other department or person has only the rights to add a new Vendor.
Because of my background, I think of these like business functions; only one function is completed for each Role. A business function is a task, or a part of a task. If you told your child to go to the store and get a loaf of bread, your child would know that they were to return upon the procuring and paying for the bread. Unlike your child, a computer must be told every step. So, the list of business functions, tasks, for a computer would be as follows:
- Get money
- Exit the house
- Go to the store (designating the location of the store)
- Enter that store
- Go to the bread aisle (designating the location of the bread aisle)
- Pick up the bread
- Go to the cashier, etc.
- Return home
Even though we went through the exercise of changing the Users’ Roles, we didn’t see any need to change the menus. All of the functions and Roles that were assigned to APCLERK were on the same menus. If a User ID were to change Roles, we might potentially have to change menus but we didn’t have that need.
In the next post, I’ll explain how to assign Business Units in JDE according to best practices, complete with examples.