Dynamics GP
Dynamics GP
Organizer:
- JOSE Organized by
-
-
Old GP Users
-
Old GP Users
-
As people leave the organization, what is the best practice for handling the terminated GP user?
Do you just change the user’s status to Inactive on the User Setup screen? Do you remove their security roles and access to the appropriate companies? Do you delete the user all together? Do you also delete the SQL account? Are there other actions that need to be completed?
What policies do you have in place?
——————————
Bill Breitenbach
IT Director
Signature Healthcare LLC
Louisville KY
—————————— -
Hello Bill,
We change the User status to Inactive after we hear that a person is not with the company, or not a user any longer.
We inactive their AD account and that way they cannot attempt to login to the system
Once We receive the official form then we remove them as a GP user.
All of the audit trails that have their username attached to them are still in the system in case we ever have to refer to them.
I hope this helps.
Steve
——————————
Steve Burney
Senior Financial Systems Administrator
Correct Care Solutions
Nashville, TN United States
sburney@correctcaresolutions.com
615-312-7272
Twitter @SteveBurney
————————————————————————- -
Best practice I have found is to delete the user. There is nothing worse then having a user list with a ton of employees that are no longer with the company, especially if you have auditors reviewing your access controls to your financial system.When you delete a user in GP, it does not remove any of their transaction history or any data they have input into the system. Their user ID is still stamped to all the transactions they posted, and if you have audit trails in place their activity log will remain.It may be a good idea to track deleted users via a spreadsheet or some other document so, if a few years from now you need to go back and find out who the user “bjohnson” (just an example) was that is no longer in the system, you will have the info at your disposal.
Rob Klaproth
Sr. Consultant II – Dynamics GP
ArmaninoLLP
11512 El Camino Real Suite 311 | San Diego, CA 92130
——Original Message——
As people leave the organization, what is the best practice for handling the terminated GP user?
Do you just change the user’s status to Inactive on the User Setup screen? Do you remove their security roles and access to the appropriate companies? Do you delete the user all together? Do you also delete the SQL account? Are there other actions that need to be completed?
What policies do you have in place?
——————————
Bill Breitenbach
IT Director
Signature Healthcare LLC
Louisville KY
—————————— -
My experience has been to make them Inactive. I had an experience in the past where we had summer interns. These interns would return each summer. If we had deleted there account, we couldn’t have reactivated them when they returned. Also, we had an issue where someone, while I was out of the office, did delete an account. As a result, then the intern returned to work in the summer, I couldn’t re-add their account as the same User ID as before. Somehow, GP remembered the prior User ID and realized it and thought I was creating a duplicate.
Bottom line, we just made the accounts Inactive. However, after we had a backlog of User IDs from folks who never returned to the company, we did remove the accounts.
——————————
Aaron Back
Team Lead, IT | CareSource
Email: Aaron.Back@caresource.com
Chairman, GPUG Advisory Committee
GPUG All-Star
Summit Programming Committee
Chapter Leader, Ohio
————————————————————————- -
Agree with Aaron,
I used to copy the user’s security to the Fabrikam company when the old versions of GP didn’t allow to set a status ‘Inactive’, because we had several cases where Employees left the company, just to come back after a few months (or even weeks).. We do also have interns from time to time that come back every summer for 3-4 years in a row..
Now with the new option it’s way easier to just set it inactive, and retain all the security.
I’ve created my own security reports outside of GP for auditing purpose, but initially didn’t excluded the ‘inactive’ status, which raised questions from the auditors.. I fixed it last month and now my reports are showing active users only š
——————————
Beat Bucher
Business Analyst, Dynamics GP MVP
Ultra-Electronics Forensic Technology Inc.
Montreal QC/Canada
+1-514-489-4267
@GP_Beat http://dyngpbeat.wordpress.com/
Montreal QC GPUG Chapter Leader
GP2013R2 / MR2012 CU14
————————————————————————- -
I have always deleted the user because of Audits. A lot of auditors don’t want to see inactive users in you ERP system from my experience. One piece of caution, when you delete the user from GP that will remove their SQL login , but it might not remove their SQL user accounts especially if they were added to databases outside of GP.
——————————
Ken Brauchle
The Phoenix Group
O’Fallon MO
————————————————————————-
-
-
0 Replies
Sorry, there were no replies found.
The discussion ‘Old GP Users’ is closed to new replies.
