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How can you cultivate security and privacy responsibility in your ERP team?

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Enterprise resource planning (ERP) systems are essential for managing complex business processes, data, and resources across various departments and functions. However, they also pose significant security and privacy risks if not properly protected and monitored. Hackers, insiders, competitors, and regulators can exploit vulnerabilities and breaches in your ERP system to cause financial, operational, reputational, and legal damage. Therefore, it is crucial to cultivate a culture of security and privacy responsibility in your ERP team, from the top management to the end users. In this article, we will share some tips on how to achieve this goal.

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Christiano Keller
Marino Mata, CPA, CISA

Senior Audit, Risk, & Compliance Professional
David Gahan, CPIM

1 Define clear policies and roles

One of the first steps to foster security and privacy responsibility in your ERP team is to define clear policies and roles for accessing, using, and maintaining your ERP system. Policies should cover topics such as authentication, authorization, encryption, backup, auditing, incident response, and compliance. Roles should specify who is responsible for what tasks, such as system administration, data entry, data analysis, data governance, and data protection. Policies and roles should be documented, communicated, and enforced across your ERP team to ensure consistency and accountability.

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Christiano Keller
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During the execution of day to day activities it is important to have working time associated to these policies. I have seen many problems in data consistency because some cut off timelines were not respected or jobs were working beyond the scheduled time lines. Another problem was on dates across the globe, a cut off on Europe is not the same for US Pacific time, and the data can be with different records.

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Marino Mata, CPA, CISA

Senior Audit, Risk, & Compliance Professional
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A well-designed information security policy is essential in every ERP landscape. Implement a communication strategy so that everyone in the organization can understand how the policy applies within their respective areas of responsibility.

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Praveen P.

Strategic IT & ERP Leader | Delivering Value-Driven ERP & Digital Transformations with Measurable Results
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By following these steps, you can create a security-conscious and privacy-aware culture within your ERP team, ultimately leading to better protection of your organization's critical assets and data. Establish Clear Policies, Education and Training, Risk Assessment, Data Encryption, Secure Development Practices. Foster a culture of continuous improvement where your team actively seeks ways to enhance security and privacy measures. Encourage them to share lessons learned and implement changes based on feedback and experiences.

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2 Provide regular training and awareness

Another key step to cultivate security and privacy responsibility in your ERP team is to provide regular training and awareness programs for your ERP users and administrators. Training should cover topics such as how to use the ERP system securely and efficiently, how to avoid common threats and errors, how to report and resolve issues, and how to comply with relevant laws and regulations. Awareness programs should highlight the importance and benefits of security and privacy practices, the potential consequences and costs of breaches and violations, and the best practices and tips for enhancing security and privacy. Training and awareness should be tailored to the different roles and needs of your ERP team members, and updated frequently to reflect changes and trends.

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Christiano Keller
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Training and updates from the developer are essential to avoid expenses with customization. Remember that customized solutions are not the best, the developers are doing it for every business, not only yours.

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3 Implement robust controls and tools

A third step to cultivate security and privacy responsibility in your ERP team is to implement robust controls and tools for your ERP system. Controls and tools should aim to prevent, detect, and respond to security and privacy incidents, as well as to monitor and measure the performance and compliance of your ERP system. Examples of controls and tools include firewalls, antivirus, encryption, multifactor authentication, access logs, audit trails, alerts, dashboards, reports, and analytics. Controls and tools should be configured, tested, and updated regularly to ensure their effectiveness and reliability.

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Marino Mata, CPA, CISA

Senior Audit, Risk, & Compliance Professional
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These elements require resources on an ongoing basis, therefore, proper planning and budgeting are key requirements for sustaining benefits. Apart from software license and hardware costs, a well-trained team is crucial as well.

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4 Encourage feedback and collaboration

A fourth step to cultivate security and privacy responsibility in your ERP team is to encourage feedback and collaboration among your ERP stakeholders. Feedback and collaboration can help you identify and address security and privacy gaps and opportunities, as well as to share knowledge and best practices. You can solicit feedback and collaboration through various channels, such as surveys, interviews, focus groups, forums, newsletters, blogs, webinars, and workshops. You can also create a security and privacy committee or task force to oversee and coordinate your security and privacy initiatives and activities.

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Marino Mata, CPA, CISA

Senior Audit, Risk, & Compliance Professional
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Plan for third-party assessments and benchmarking. Welcome your in-house resources such as Internal Audit and Risk Management teams. Regularly inform management of current and emerging risks and how the organization positions itself against them, including any gaps needing attention.

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5 Reward good behavior and sanction bad behavior

A fifth step to cultivate security and privacy responsibility in your ERP team is to reward good behavior and sanction bad behavior. Rewards and sanctions can motivate and reinforce your ERP team members to follow and adhere to your security and privacy policies and practices. Rewards can include recognition, appreciation, incentives, bonuses, promotions, and certificates. Sanctions can include warnings, penalties, demotions, suspensions, and terminations. Rewards and sanctions should be fair, transparent, and consistent, and aligned with your security and privacy objectives and values.

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6 Review and improve continuously

A sixth and final step to cultivate security and privacy responsibility in your ERP team is to review and improve your security and privacy processes and outcomes continuously. Review and improvement can help you assess and enhance your security and privacy performance and compliance, as well as to identify and address new and emerging security and privacy challenges and opportunities. You can review and improve your security and privacy processes and outcomes through various methods, such as audits, assessments, evaluations, benchmarks, feedback, and lessons learned. You can also use frameworks and standards, such as ISO 27001, NIST, and COBIT, to guide and support your review and improvement efforts.

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David Gahan, CPIM
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The company I work is a good example. They are always sending out Phishing Test emails that check if we are being careful. It trained us to know that any email could be a security risk, depending on certain factors. And when in doubt report it.

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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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How can you cultivate security and privacy responsibility in your ERP team?

1

2

3

4

5

6

7

1 Define clear policies and roles

2 Provide regular training and awareness

3 Implement robust controls and tools

4 Encourage feedback and collaboration

5 Reward good behavior and sanction bad behavior

6 Review and improve continuously

7 Here’s what else to consider

Enterprise Resource Planning (ERP)

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How can you cultivate security and privacy responsibility in your ERP team?

1

2

3

4

5

6

7

1 Define clear policies and roles

2 Provide regular training and awareness

3 Implement robust controls and tools

4 Encourage feedback and collaboration

5 Reward good behavior and sanction bad behavior

6 Review and improve continuously

7 Here’s what else to consider

Enterprise Resource Planning (ERP)

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