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Business justification for access request (BJAR) is a document submitted by an employee to their manager or HR to request access to specific systems or data. BJARs are typically used to ensure that employees have the necessary access to perform their job duties, while also protecting the confidentiality and security of sensitive information. The four key entities involved in a BJAR are the employee, the manager, HR, and the IT department. The employee submits the request, the manager approves or denies the request, HR reviews the request for compliance with company policies, and the IT department implements the request and provides access to the requested systems or data.
Structure of a Business Justification for Access Request
A well-structured business justification succinctly outlines the rationale behind an access request. Here’s a recommended framework:
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1. Executive Summary
* Provide a concise overview of the request, its business purpose, and the requested access level.
2. Business Need
* Clearly state the business problem or opportunity that the access will address.
* Explain why the access is essential to perform the employee’s job functions effectively.
3. Access Level Required
* Specify the specific level of access required (e.g., read, write, or full control).
* Justify the need for this level based on the business need outlined above.
4. Risk Assessment
* Identify any potential risks associated with granting the access.
* Describe measures in place or planned to mitigate these risks.
5. Controls and Monitoring
* Outline the controls and monitoring processes to ensure that the access is used appropriately.
* Specify how access will be audited and reviewed regularly.
6. Training and Awareness
* Explain how the employee will be trained on the appropriate use of the access.
* Describe any awareness programs or policies in place regarding data handling and security.
To illustrate the structure, consider the following table:
| Section | Content |
|---|---|
| Executive Summary | Request for read access to the HR system to manage employee performance reviews. |
| Business Need | Access is necessary to review and assess employee performance for accurate evaluations and development planning. |
| Access Level | Read access is sufficient for the purpose of performance review. |
| Risk Assessment | Risk of unauthorized data modification is low as access is limited to read-only. |
| Controls | Regular audits and training on data handling policies. |
| Training | Training will cover proper access protocols and data security measures. |
7 Business Justifications for Access Requests
Access to Confidential Information
The employee requires access to confidential information, such as financial data or client details, to perform their job duties effectively. Granting this access would enable the employee to make informed decisions and contribute to the company’s success.
Collaboration with External Partners
The employee needs access to shared folders or collaboration tools to work seamlessly with external partners. This access would facilitate efficient communication, file sharing, and project coordination, ensuring a successful partnership.
Performance Management and Development
The employee requires access to performance management systems or online learning platforms to track their progress, receive feedback, and identify areas for improvement. Granting this access would empower the employee to take ownership of their career development.
Business Continuity Planning
The employee needs access to critical systems or information during unforeseen circumstances. This access would ensure that the employee can resume operations quickly and minimize disruption in case of an emergency.
Compliance and Legal Obligations
The employee requires access to specific systems or data to comply with regulatory requirements or legal mandates. Granting this access would ensure that the company remains compliant and protects itself from potential legal liabilities.
Customer Support and Service
The employee provides customer support and needs access to customer data or troubleshooting tools. This access would enable the employee to resolve customer inquiries efficiently and provide excellent service.
Temporary Projects or Assignments
The employee is assigned to a temporary project or task that requires specific access to certain systems or information. Granting this access would allow the employee to contribute effectively to the project without compromising security.
Business Justification for Access Request
Many enterprise resource planning (ERP) systems include role-based access control (RBAC), which allows administrators to easily create user roles that grant access to specific data and applications based on job function. However, there may be times when an employee needs access to data or applications outside of their assigned role. In these cases, the employee must submit a business justification for access request (BJAR).
A BJAR is a formal document that outlines the business need for the access being requested. It must include the following information:
- The employee’s name and job title
- The data or applications that the employee needs to access
- The business reason for needing the access
- The potential risks of granting the access
- The steps that will be taken to mitigate the risks
The BJAR will be reviewed by the appropriate authority, such as the system administrator or the manager. The authority will then decide whether or not to grant the access request.
If the access request is granted, the employee will be given the necessary credentials to access the data or applications. The employee must use the access responsibly and only for the business purposes that were outlined in the BJAR.
The examples below illustrate how to write a business justification for access request.
Example 1:
Employee Name: John Smith
Job Title: Sales Manager
Data or Applications Needed: Customer Relationship Management (CRM) system
Business Reason: John needs access to the CRM system in order to track customer interactions and manage sales opportunities.
Potential Risks: Unauthorized access to customer data
Mitigation Steps: John will only be given access to the customer data that he needs to do his job. He will also be required to complete a security awareness training course.
Example 2:
Employee Name: Mary Jones
Job Title: Human Resources Manager
Data or Applications Needed: Payroll system
Business Reason: Mary needs access to the payroll system in order to process payroll and manage employee benefits.
Potential Risks: Unauthorized access to employee financial data
Mitigation Steps: Mary will only be given access to the employee financial data that she needs to do her job. She will also be required to complete a security awareness training course.
Example 3:
Employee Name: Tom Brown
Job Title: IT Manager
Data or Applications Needed: Enterprise Resource Planning (ERP) system
Business Reason: Tom needs access to the ERP system in order to manage the company’s IT infrastructure.
Potential Risks: Unauthorized access to sensitive company data
Mitigation Steps: Tom will only be given access to the ERP data that he needs to do his job. He will also be required to complete a security awareness training course and to pass a background check.
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