HYVA selects Dynaflow Compliance SaaS to automate their Baan ERP-5 & Infor LN Segregation of Duties validation

Business Requirements

HYVA is a global multinational company founded in the Netherlands in 1979. Headquartered in Alphen aan den Rijn, with manufacturing facilities in Brazil, China, Germany, India, Italy and the Netherlands, HYVA is committed to the development, production, marketing and distribution of components for the commercial vehicle industry.

HYVA has implemented both Baan ERP-5 (in The UK, The Netherlands, and Germany) and Infor LN (in China). From an internal control point of view and for audit reasons, HYVA required accurate and comprehensive transparency of the em-ployee accesses across these systems. Such monitoring was not possible using Baan, resulting in time consuming manual verifications, often limited to a sample of users or Baan sessions.

Taking into consideration these difficulties and the large data volume to validate, HYVA concluded that the manual identification of Segregation of Duties (SOD) conflicts within the organization was an impossible task. The manual approach was also incompatible with the limited HYVA resources available.

To facilitate their upcoming European implementations of Infor LN, HYVA also needed an approach that would enable the company to develop a single SOD rules-driven model meeting their audit/control requirements and apply this one easily to all sites scheduled to be upgraded.

Solution

To address these business challenges, HYVA searched for a solution that would fully support their multiple Baan environments and be implemented rapidly, as the first stage of the project had to satisfy a very short timeframe.

HYVA selected the Dynaflow Compliance certified business solution, developed by Dynaflow. To support the HYVA selection process, Dynaflow proposed a “proof-of-concept” approach involving the import and SOD scan of the HYVA employee authorizations,. This customer-driven approach, made possible by the Dynaflow pre-defined Baan SOD Conflicting Sessions Rules library, demonstrated that:

• the various HYVA authorization formats (DEM or Tools) and Baan environments (ERP-5 and LN) could be all processed by Dynaflow Compliance standard version;
• the import and SOD scan of HYVA data could be done on all HYVA employees in less than 1 hour, as most of the steps are automated;

Dynaflow Compliance could become fully operational in a post-sales mode quickly, as the “proof-of-concept” exercise had already completed most of the installation & implementation tasks.

Roelof Koch, CFO of HYVA states: “Dynaflow Compliance is a very powerful tool and has helped us to quickly identify our conflicts, allowing us to immediately focus on acquiring control over our ERP system. We are happy with the professional manner in which Dynaflow have conducted them selves throughout the installation and support process”.

To speed up the go-live and to reduce initial investment costs, HYVA chose to subscribe to the Dynaflow Compliance Software-as-a-Service (SaaS) program. Under this program, HYVA didn’t have to acquire a server nor maintain this one. Instead, a secure and optimized server, hosted in a world-class datacenter, was provided by Dynaflow.

Implementation

The Software-as-a-Service (SaaS) program meant no technical implementation overhead for HYVA. Dynaflow configured the server, installed the business application, imported the updated authorizations data provided by HYVA, and finally, scanned for SOD conflicts.

“We confirmed our Dynaflow Compliance selection to Dynaflow and a few days later, we received the login info to connect to the Dynaflow Compliance SaaS server for us to directly start investigating and resolving the SOD conflicts identified. Exactly the efficiency we were looking for”, adds Genevieve Muir, Business Process Analyst HYVA.

Only the functional training was required, as all technical aspects of the project were provided and managed by Dynaflow. To enable a quicker start and to save even more project costs, the functional training was provided via flexible web-sessions. The day after access to the HYVA SaaS environment was granted, the training started! The multiple web-sessions also enabled HYVA administrator to practice and prepare ques-tions for the next sessions, making the training even more productive for HYVA.

Benefits

HYVA identified the following benefits since they started working with Dynaflow Compliance:

Quick implementation, enabling us to leverage the application benefits within only a few days of installation.

Flexible, enabling us to manage our different Baan environments with only one SOD solution.

Easy to use, enabling us to define easily HYVA SOD rules to facilitate our upcoming Infor LN roll-out in Europe.

Unlimited users licensing, providing us with the ability to use the Dynaflow Compliance Portal to undertake remote discussions between Holland, India and China as a method of showing and explaining the identified conflicts.

Audit success made possible, automating the manual validation of accesses, simply too time & effort intensive for HYVA.

Flexibility of the SaaS program, taking away the concern, the cost and the audit distraction of hardware/software and maintenance issues.

Significant costs savings, enabling HYVA to save the following costs:

• the full automation of the SOD process
• the availability of the Baan SOD Conflicts Rules (for all versions)
• the SaaS subscription approach based on a small monthly payments
• the SaaS program that took away the need to supply and maintain a server and related licenses