Users can be disabled, but their data maintained, without consuming a user license
Description
In a corporate setting, there can be frequent changes in the personnel, leading to the need of disabling some users in the Corporate Performance Management (CPM) software. However, it is also crucial to maintain the integrity of the user data for record keeping, analysis, and other purposes. Therefore, an important functional requirement for a CPM platform is the ability to disable users without deleting their data and without consuming a user license.
Example Use Case
Scenario: A large corporation with a global presence uses a CPM platform to monitor and manage its performance. Due to the recent restructuring, many employees in the accounting department, who were using the corporate performance management software, have been let go.
Solution: The CPM software must have a feature which allows for the user accounts of these employees to be disabled without deleting their historical data. This data is crucial for the organization to draw insights and understand past performance. All of this should be achievable without using up a user license, since these employees will not be actively using the software.
Considerations
Disabling a user's account should not affect the data integrity. Even if disabled, the user's existing data should be preserved for analysis and record-keeping purposes. There should be functionality to easily enable or disable user accounts based on changing requirements.
We strongly recommend against account sharing in any CPM solution. This prevents you from disabling a user if the need arises, and makes a mess of the audit trail.
Questions to Ask a Vendor
- User Disable Function: How easy is it to disable user accounts in your system?
- Data Retention: How does your system ensure the preservation of user data after their account is disabled?
- License Consumption: Does disabling a user account free up a software license?
- Reactivation Procedure: How can a disabled user account be reactivated if needed?