User & Access Management (UAM) - Q&As

What is User & Access Management?
In today’s business world people use the internet technology to work directly in computer systems of customers or other partners. To get access to these systems they need to be registered in advance and to identify themselves with a user ID and a password. UAM describes the necessary process and the data to be exchanged.


What are the benefits of UAM?
UAM helps to reduce the administrative workload for registering and updating user information. It allows a transparent process which reduces the risks resulting from old and inaccurate data and even misuse. Due to the standardised process and data structure a lot of the manual work can be automated.


Can you give me a practical example of why UAM is important?
If the workload is too high and there is no transparency, employees may still have their access rights on external systems, even if they leave their department or the company. So you might still be paying licence fees for someone who isn’t using an application any more or – even worse – this person may still have access to your company’s (confidential) information while working for your competitor!


What is the background to the recommendation?
Up to now, every company has created its own method of registering external users in their systems, which results in a huge number of variations. And for those who have to deal with a lot of partners there is huge complexity. The same information has to be retyped again and again and there is almost no chance for automisation.

What were the objectives?
To create a standard process and data format which allows standardised interfaces and an automised workflow, both internally within a company and externally to a partner company. The result will be a reduction in administrative workload by a minimum of 30 %, an increase in data accuracy and a reduction in financial and legal risks for the companies.


How should I prepare for it?
There is a clear need to develop and implement processes and responsibilities within your company and how to give employees access rights in external systems. You need to have an initial overview of people already working in those systems.


How does it work on a day-to-day business?
Depending on the size and structure of your company it may look different, but the core process is more or less the same:
An employee requests access to a portal. The necessary information to process his request will be provided either by the employee himself or an HR system. Because it is standardised, this user profile has to be set up only once. Then this profile together with the name of the application he wants to use will be sent to the portal. The portal will send back a confirmation. This runs automatically if you use a workflow support tool.
If the user profile changes, e.g. a different department or change to the name (marriage) you only have to change the profile once and it can be sent to all portals affected.

What is in the Odette recommendation?
It describes the content and structure of the user profile (data model) and the XML messages for automised data transfer. This allows the partners to create the respective interface in their systems.
It also describes the process how to set up, change and disable a user in B2B portals.

Which Companies support it?
This recommendation has probaly been the most significant in terms of support from companies that Odette has ever produced. These include BMW, DaimlerChrysler, PSA Peugeot Citroën, Renault, Volkswagen, Grupo Antolin, Bamesa, Bosch, Faurecia, Michelin, Rieter, Siemens VDO, Valeo, Webasto, ZF Friedrichshafen and SupplyOn. And there are more to come.