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Your team is divided on ERP system access for external partners. How will you unite them towards a decision?

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When your team is split on whether to grant ERP (Enterprise Resource Planning) system access to external partners, it's essential to navigate the decision-making process with care. ERP systems integrate various business processes, including inventory management, accounting, human resources, and more, into a unified system. The question of access touches on security, efficiency, and collaboration. Your task is to guide your team towards a consensus that aligns with your company's values and operational needs.

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Victor Pang Kin Lan, MBA, MEng

Retired Manager & Lecturer

1 Understanding ERP

Enterprise Resource Planning systems are the backbone of many businesses, providing a centralized platform for data and process management. When considering external access, it's crucial to understand the implications fully. External partners might need access to certain data or processes within your ERP to collaborate effectively. However, this access must be balanced against the need to protect sensitive information and maintain system integrity. By educating your team on how ERP systems work and the potential risks and benefits of external access, you can set the stage for a more informed discussion.

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Victor Pang Kin Lan, MBA, MEng

Retired Manager & Lecturer
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ERP systems promote effective and efficient cross-functional collaboration within an organization. However, the granting of external ERP access to supply chain partners can also improve cross-organizational collaboration like vendor-managed inventory. This can be done in different manners depending on the level of security and cooperation required like authorization for specific ERP features, electronic data interchange and Web portal access. The main objective of external access is to share timely and accurate information for better decision making of every supply chain partner.

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2 Assess Risks

Assessing the risks is a critical step in deciding on ERP system access for external partners. You need to evaluate the potential for data breaches, unauthorized transactions, and other security threats. Discuss with your team the importance of maintaining the integrity of your ERP data and the potential consequences of a security lapse. It's also important to consider the legal implications of exposing data to external entities. A thorough risk assessment will help your team understand the stakes and work towards a decision that protects your business.

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Victor Pang Kin Lan, MBA, MEng

Retired Manager & Lecturer
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Risks can be minimized by providing the least external ERP access required for collaboration and using AI-enhanced automated security systems for audit log and smart notification or alert for abnormal or threatening user activity.

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3 Evaluate Benefits

While risks are a significant concern, you must also consider the benefits of granting ERP access to external partners. This can lead to improved collaboration, faster decision-making, and enhanced supply chain management. Discuss with your team how real-time data sharing through the ERP system can streamline operations and potentially lead to cost savings. By acknowledging the positive aspects, your team can weigh them against the risks to make a more balanced decision.

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Victor Pang Kin Lan, MBA, MEng

Retired Manager & Lecturer
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The timely sharing of precise inventory, demand and other information in the supply chain network enables every collaborating enterprise to plan and manage its business operations effectively and efficiently. This digital cooperative approach improves productivity, customer satisfaction, profitability, transparency, traceability and compliance with laws and regulations related to money laundering and child protection for example.

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4 Set Parameters

Once your team understands the risks and benefits, it's time to set parameters for ERP system access. Discuss what levels of access are appropriate for different types of external partners and what data they should be allowed to view or modify. Establish clear guidelines for how external partners should use the ERP system and what security measures will be in place. By setting these parameters, your team can ensure that any access granted is controlled and aligns with your business's security protocols.

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5 Implement Safeguards

To unite your team on a decision regarding ERP system access for external partners, emphasize the importance of implementing safeguards. These might include strong authentication processes, regular audits, and role-based access controls. Encourage your team to think proactively about how to monitor and manage external access. By focusing on the ways to safeguard your ERP system, you can help alleviate concerns and build consensus around a decision that prioritizes security.

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Ishwar Malvi??

Founder @GeminateCS ?? ?? | Helping Businesses in Digital Transformation | Entrepreneur | Enterprise Architect | ERP | CRM | Odoo | AI | Android | IOS | Website | E-Commerce Consultant
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When your team is divided on ERP system access for external partners, think of it like deciding how much access to give to a houseguest. to unite the team, focus on implementing safeguards—set up strict rules and security measures to protect your home. establish clear guidelines on what external partners can and cannot access and use technology to monitor and control their activities. this way, everyone can agree on a solution that balances collaboration with security.

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6 Continuous Review

Lastly, propose a plan for continuous review of the ERP system access granted to external partners. This involves regular evaluations of who has access, what they have access to, and any changes in the external partners' status or your company's policies. Encourage your team to see this as an ongoing process rather than a one-time decision. A commitment to continuous review can help unify your team by providing assurance that the decision will be revisited and adjusted as needed.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Your team is divided on ERP system access for external partners. How will you unite them towards a decision?

1

2

3

4

5

6

7

1 Understanding ERP

2 Assess Risks

3 Evaluate Benefits

4 Set Parameters

5 Implement Safeguards

6 Continuous Review

7 Here’s what else to consider

Enterprise Resource Planning (ERP)

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Your team is divided on ERP system access for external partners. How will you unite them towards a decision?

1

2

3

4

5

6

7

1 Understanding ERP

2 Assess Risks

3 Evaluate Benefits

4 Set Parameters

5 Implement Safeguards

6 Continuous Review

7 Here’s what else to consider

Enterprise Resource Planning (ERP)

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