In a couple of recent posts, we've discussed how companies can transform compliance into business benefits and reduce the cost of compliance. Now let's talk about how system controls in Microsoft Dynamics AX helps with data integrity, data security - enabling organizations to put the controls in place to monitor changes in critical data and policy violations.
First, any data that is posted into Microsoft Dynamics AX is updated automatically throughout the application modules via the setup of posting profiles. So when data in one module is changed, the change is automatically updated in another, providing real time and up-to-date information throughout the system.
Second, with Microsoft Dynamics AX you can prove that your data is trustworthy and has not been tampered with. For example, you can control access to data throughout Microsoft Dynamics AX by managing security restrictions on forms, records and data fields for specific user groups and domains, and define and assign rights according to how you want security restrictions managed.
Third, the Record Center in Microsoft Office helps make sure that vital company records, including critical documents (for example, financial reports, supplier contracts, and customer correspondence), are properly retained for legal, compliance, and business purposes and then properly disposed of when no longer needed. The Record Center in Microsoft SharePoint helps control that records are never automatically modified by the system and helps prevent direct tampering of records by versioning any changes made to document contents and by auditing specific types of changes.
It’s also possible to control data integrity through user-defined and centrally managed controls to eliminate manual processes and the possibility of human error. The audit trail system in Microsoft Dynamics AX enables you to identify the origin of an entry; the user who created the entry and the entry date and time. In addition, the Microsoft Dynamics AX Expense Management feature helps managers define and enforce company expense policies to which employees will be held accountable when entering expense reports. Expense policies can be defined to either:
- Warn an employee that they have violated a policy but allow them to submit their expense report, or
- Prevent an employee from submitting the expense report until they have made the necessary changes to adhere to the policy.
Microsoft Dynamics AX delivers an integrated and automated solution designed to help you manage the risks and costs associated with meeting compliance requirements. Furthermore, it extends your investment in Microsoft products and technologies, and gives you deeper visibility into and control of business practices that you can use to generate a competitive advantage.