In this lesson, you learn about the Business User Concept used in SAP S/4HANA.
Historically, access to an SAP system required that a user had a user master record, which was maintained via the transaction code SU01. The user master record provided a place to define the basic context for a user, such as their user ID, first name, last name, e-mail, and so on. The user master record was also where an administrator assigned the user their security roles, which controlled the business actions that the user was authorized to perform, for example, creating a vendor or initiating a payment.
At the functional level, each user also interacted with applications in the context of one or more business processes. In sales, for example, a customer can be associated with a specific sales organization, distribution channel, and division. A business partner definition was used to link to the application-specific context required to perform a specific business function through an associated business partner role. However, the business partner and business partner role assignment were maintained separately from the user master record in a different application.
As most SAP users are company employees, their master data, such as name, e-mail address, and so on, is maintained multiple times: as employees in the HR system, in the user master in transaction code SU01, and as business partners of the employee type.
In the classic user concept, each of the three entities uses its data repository, and data changes must be maintained within each participating entity.
This can result in inconsistencies and generate extra maintenance work. The business user concept is designed to avoid this risk.
Business User Concept
With the release of SAP S/4HANA, SAP introduced the business user concept based on the "principle of one." The business user represents a new identity model for the user in the SAP application, integrating the business partner concept with the user master record.
Specifically, a business user is defined as a natural person represented in the application by a business partner and linked to the SAP system by a user ID. For example, business users interact with the software in a business process as purchasers, sales representatives, or production planners.
SAP S/4HANA Business User Management enables and supports the entire lifecycle of business users, including organizational changes, changes of employment, and retirement. A user in SAP S/4HANA has a one-to-one relationship with a corresponding business partner (natural person), which reduces redundant maintenance and prevents outdated information. Personal data and workplace address data can be obtained centrally.
The business user on the On-Premise system is still maintained in SU01 but now maintains a one-to-one relationship with the corresponding business partner. This relationship is time-independent and cannot be changed anymore.
The business user concept is used in many new applications in SAP S/4HANA. SU01 users with Classic Address (Identity Address Type 00 - User's Old Type 3 Address) lead to limitations because the new business user model is a prerequisite for many SAP S/4HANA business applications. When Fiori apps are activated and used, classic users must be established as business users to consume the apps (for example, Teams, Credit Analyst in Credit Management, or Situations).
The business partner contains personal information (for example, private address, workplace address, bank details), vendor, and customer-related data. The business partner and SU01 user share personal details and workplace address-related data.
Watch the following video to explore the business user and the authorization concept of SAP S/4HANA.
The advantage of the new business user model is that a person's entire lifecycle works without redundant maintenance of user address data. Business users can still be managed using transaction SU01, Central User Administration, or identity management systems.
We have clear maintenance ownership with the new business user model in SAP S/4HANA. It can be owned by Human Capital Management (HCM), Business Partner (BP), or User Management. The ownership of HCM is only relevant when HCM integration is active.
Using the example of SU01, the following data categories exist:
- Person: The personal data of the business user is derived from the corresponding business partner. If HCM integration is active, this data is mapped from the corresponding employee of the HCM system (SAP SuccessFactors or SAP HCM).
- Work Center: The business user's work center data is derived from the workplace address of the corresponding business partner. If HCM integration is active, the function and department fields are mapped by default to the corresponding employee of the HCM system.
- Communication: The business user's communication data is derived from the workplace address of the corresponding business partner.
- Company: When converting an SU01 user from SAP Business Suite (classic user) to a business user in SAP S/4HANA, the company address is copied to the business partner's workplace address.
The business partner data is centrally hosted. The assignment between business partner and user is always 1:1. You can assign one user to each business partner.
Note
Users can still be maintained in SU01. The business user merely provides an additional option for user master data maintenance.However, business users can only be created for employees and, if applicable, business partners. As before, technical users, such as interfaces (RFC), batch processing, and other non personal users, must be managed in SU01.
Summary
You can now describe the SAP S/4HANA business user concept.