NetSuite User Access Review
A proper NetSuite access review is incredibly time-consuming.
However, regular access reviews are essential for meeting compliance requirements and maintaining data security. Most auditors or internal oversight boards will recommend that you do this, at the very least, annually — if not more often.
Why Conduct NetSuite Access Reviews?
An estimated 34% of all data breaches are caused by internal actors. Controlling who can see and do what is the best way to prevent theft/fraud caused by employees (or, for example, former employees who haven’t been properly offboarded).
Implementing the principle of least privilege (POLP) is a recognized best practice for cloud-based systems. Strictly controlling exposure to sensitive information or transactional behavior will greatly reduce your risk. For this reason, access reviews are often a requirement of SOX compliance for public companies, or for other industry-specific or internal regulations.
Why Is Access Review So Difficult?
NetSuite roles and permission can be incredibly complex. Going through every user to determine what roles they’ve been assigned, and what they can see and do as a result of them, requires an intimate understanding of the permission structure in your account. And even when you have that information, you still need to communicate it to the right people, track their approvals and log everything in an audit-ready report.
The result is a serious drain on IT resources. And even if you take the time to do everything right, you still have to prove it to your auditors — which can involve hours of searching through system notes.
What Should a NetSuite Access Review Look Like?
A NetSuite access review typically involves two components:
- Membership reviews: Who has what role, and why? Do users have access that is appropriate for their job responsibilities? Are there any users with unused roles that can be deleted?
- Permission reviews: What does each role allow users to do? Do Roles have the appropriate permission and permission level (none, view, create, edit or delete) for that Role.
Membership reviews are straightforward, but time-consuming. Permission reviews, on the other hand, are both more complicated, and more important to get right. If your reviewer agrees that User X should have Role Y, but doesn’t fully understand what Role Y does, their approval is basically meaningless.
The Importance of Change Management and Segregation of Duties for User Access
Change management and Segregation of Duties are critical components of user access reviews in NetSuite. Automating change tickets and leveraging SoD tools empowers organizations to streamline their processes, track changes effectively, and prevent conflicts, ultimately safeguarding the integrity of the system and protecting sensitive data.
With Strongpoint's intuitive change management tools and SoD capabilities, organizations can enhance control, security, and compliance.
Change Management
By implementing effective change management processes, organizations can minimize the risks associated with unauthorized access, data breaches, or misuse of system resources, while maintaining compliance with regulations and internal policies.
With Strongpoint, you can leverage its intuitive change management tools. If a change is needed, Strongpoint allows you to automatically create change tickets, streamlining the process and providing an organized way to track the purpose behind each modification. This feature ensures transparency and maintains an auditable change management system.
Learn more about Strongpoint's Change Management here.
Segregation of Duties (SoD)
In NetSuite, SoD aims to separate incompatible duties, preventing conflicts of interest and minimizing the risk of fraudulent activities. SoD becomes crucial in UAR to help identify and rectify instances where conflicting access rights are granted to a single user.
By integrating Strongpoint's SoD tools, you gain access to valuable information and data. Strongpoint provides insights into whether roles include appropriate permissions, identifies underlying problems, and detects if a user has access to other roles. These robust tools enable you to maintain strong internal controls, mitigate risks, and ensure compliance.
Learn more about Strongpoint's Segregation of Duties modules here.
Meet Compliance Requirements and Stay Ahead of Security Risks
Strongpoint's User Access Review (UAR) tool is designed to revolutionize the way you handle user access reviews in NetSuite. Our UAR tool seamlessly integrates with our Change Management and Segregation of Duties (SoD) functionality, providing you with full transparency and control over the UAR and the requests for changes coming out of that UAR.
Easily schedule reviews, manage changes, and send reminders all within the platform — eliminating the need for manual tracking, and streamlining the process of managing your User Access Reviews all with audit-ready reporting.
Review and approve user access changes quickly and easily
Align user access with your organization's policies
Meet audit requirements with ease
Strongpoint's User Access Review Tool
Strongpoint’s User Access Review (UAR) will help manage and report on user access reviews in NetSuite. The UAR tool has 4 different personas:
User(s) responsible for administering the User Access Reviews by assigning Role Owners and creating the Reviews. This does not have to be a NetSuite Administrator.
User(s) responsible for reviewing Role Permission or Role Membership Reviews.
Provides a user(s) read-only access to the application.
User(s) that are added to Role Membership reviews as Additional Reviewer.
Learn More
Watch this quick demo to learn more about Strongpoint's User Access Review tool
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See Strongpoint's User Access Review tool for NetSuite in action.
How to Conduct a User Access Review
Strongpoint automates the most time-consuming parts of user access review, giving reviewers the information they need to make informed decisions, and tracks everything in an audit-ready log. Here’s how.
Step One: Assign Owners and Reviews
With Strongpoint, you can quickly and easily assign ownership and User Access Reviews to key stakeholders — Approvers are automatically alerted when a review is due, becomes visible in their dashboard, and Admins can keep tabs on the progress and any tasks that result from the review, such as removing access.
Step Two: Give Owners Actionable Information
Strongpoint will automatically provide owners with detailed visibility into access - who has the roles, what other roles they have, access to global permissions, and any Segregation of Duties violations that they may have. It will also provide a detailed summary of all permissions, categories, and permission levels for all permissions in a role that's under review — making it easy to make an informed decision.
Step Three: Provide Alerts for Potential Conflicts
Strongpoint takes permission review one step further and automatically alerts the approver to any potential issues — such as roles with permissions that have access to PII, or segregation of duties violations.
Step Four: Show What Isn’t In Use
During the course of the review, Strongpoint will flag assigned roles that haven’t been used recently and can be deleted. This helps streamline the system and reduces the work involved in future reviews.
Step Five: Track and Report
Every step of the review process — from the impact analysis to the approval — is captured by Strongpoint in an audit-ready log. Best of all, everything takes place in our Built for NetSuite app, making it easy to satisfy compliance requirements.
Who Uses Strongpoint?
An access review involves three main stakeholders: the NetSuite admin who plans the review, the business owner who conducts it, and the (internal or external) auditor who reviews everything. Strongpoint's access tools greatly simplify the process for each of these stakeholders — here's how.
Admins
Plan and schedule reviews, automate recurring reviews, assign owners and manage everything from a dashboard giving you a high-level overview of everything in progress and upcoming.
Owners
Conduct membership and permission reviews; get the information you need to make an informed decision and assign follow-up action items.
Auditors
Use the view-only auditor dashboard to see all access reviews and approvals in one place. Get instant insights and in-depth reporting into who approved what, and why.
Access in NetSuite: A Primer
For a closer look at how NetSuite's access controls work, use the form to download our Crash Course: NetSuite User Roles and Permissions eBook.
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