Maintaining SAP roles is a complex and time-consuming task. With the help of automated processes across the entire lifecycle of SAP roles, companies are able to reduce the time required for role management, reduce the susceptibility to errors when designing roles and increase security. Sophisticated role lifecycle management plays a key role in effectively managing and monitoring all aspects of SAP roles.
SAP roles can be used to control user authorizations and access to data and applications in SAP systems. Different role types are available for structuring the authorization concept.
Business role
The business role is a logical/system-independent and comprehensive combination of technical roles.
Technical role
The technical role is a role object from an application or a system that usually bundles different authorizations for a task, a function, a process or a project. In the ABAP context, the technical role corresponds to the single role. In an SAP client, several single roles can be combined into a composite role.
Template/master role
If a template role already contains authorizations, but lacks an organizational or other type of characteristic, for example, it is referred to as a template or master role. This role type is primarily used if no dynamic specification is possible in combination with a user. Authorizations are only maintained in the master role, not in the derivations.
Derivation role
The derivation role is the corresponding derivation from the template/master role with the necessary specification. In the derivations, only the specification takes place and no longer the change of authorizations. This allows a large number of derivations without having to maintain the mass of authorizations each time they are created or changed.
The role lifecycle comprises the processes for creating, changing and terminating SAP roles. This includes all administrative tasks that exist for roles. Ideally, these processes are consistently developed, documented and practiced within the company. Functioning role lifecycle management brings a number of benefits:
Better control
Only roles that are actually needed are created and maintained.
Defined ownership
The creation of clear responsibilities helps to avoid unnecessary actions. It is important to always question whether a role or a change is actually needed.
Less administration effort
Role lifecycle processes help to avoid unnecessary actions, reducing the effort required to manage SAP roles and the associated authorizations.
Comprehensive checks
SAP roles are checked against various aspects as part of role lifecycle management. One of these is the question of what business purpose they serve. The most important is the check against an SoD matrix (segregation of duties). When a role is created or changed, an immediate check is carried out to determine what risks may arise for the business processes. If the roles are designed to be risk-free or as low-risk as possible, this has a positive impact on the checks during assignment or subsequently with the user.
The example process shown here involves several people/instances or process roles. In addition to the role owner, who defines the role and the required content, security is also involved, which is responsible for technical implementation and testing. Finally, the role approver hands over the role for final generation and use. As the prerequisites and requirements are different in every company, the processes must be jointly developed, documented and implemented.
Establishing role lifecycle processes makes perfect sense, especially in complex, hybrid environments. They reduce the administration effort and create the basis for better control. A role concept that has been developed with a great deal of effort can thus be maintained in the long term. Role lifecycle processes also increase security with the help of proactive checks during the creation or modification of roles.