Essential To-Do List for Oracle NetSuite Administrators

1. User Management

   • Create and Update User Accounts: Ensure that new users are created efficiently with the appropriate roles and permissions. Regularly review user accounts for those who may no longer need access, such as former employees.
   • Role and Permission Audits: Conduct periodic audits of roles and permissions to ensure users have access only to the data and functionalities necessary for their job responsibilities.
   • Training New Users: Schedule onboarding sessions for new users to familiarise them with the system and its functionalities, ensuring a smooth transition and boosting productivity.

2. System Maintenance

   • Bundle Updates and Improvements: Stay informed about the latest NetSuite Bundle releases, enhancements, and patches. Schedule installations during off-peak hours and inform users about any potential downtime.
   • Custom Scripts and Workflows Reviews: Regularly review custom scripts and workflows for performance and efficiency. Optimize or reconfigure them as necessary to enhance system performance using APM tools.

3. Data Management

   • Data Cleanup: Regularly conduct data quality checks to identify duplicates, inconsistencies, and irrelevant data. Clean up duplicate records to optimise system use and reporting accuracy.
   • Data Import/Export Tasks: Manage any necessary data uploads or exports, ensuring compliance with company policies while maintaining data integrity.
   • Validate Reports: Ensure that reports generate accurate data by testing and validating them against known datasets. Update reports as necessary to reflect changing business needs.

4. Support and Troubleshooting

   • Helpdesk Support: Monitor help desk tickets and respond promptly to user issues, acting as the first line of support for any system-related challenges.
   • Documentation of Issues and Solutions: Maintain a knowledge base of recurring issues and their solutions to enhance support efficiency. Share this documentation with team members for reference.
   • Escalation Procedures: Know when to escalate issues that fall outside your expertise or require more advanced solutions, such as complex scripting or integration issues.

5. Reporting and Analytics

   • KPI Monitoring: Define and track Key Performance Indicators (KPIs) relevant to the organisation. Create a dashboard that offers real-time insights to stakeholders.
   • Regular Reporting Schedule: Set and adhere to a schedule for generating standard reports for various departments, ensuring they receive timely and accurate data to inform their decisions.
   • Feedback Collection: Gather feedback on reports from end-users to improve their usefulness and effectiveness continually.

6. System Optimisation

   • Performance Monitoring: Regularly analyse system performance, looking for lag times or issues. Address bottlenecks in processing and implement strategies to enhance performance.
   • User Experience Enhancement: Gather user feedback on the NetSuite interface and functionalities. Work on modifications or adjustments that can improve user experience and productivity.
   • Upgrade Workflow Automations: Continuously look for areas where processes can be automated to increase efficiency. Implement and fine-tune saved searches and reports to extract meaningful data quickly.

7. Integration Management

   • Integration Health Checks: Regularly assess third-party integrations for performance and functionality. Make sure they align with current business processes and objectives.
   • Vendor Communication: Maintain open lines of communication with third-party vendors providing integrated solutions to ensure timely updates and support.
   • Document Integrations: Keep documentation of all integrations, including APIs, workflows, and data flows, up-to-date for easy reference and troubleshooting.

8. Compliance and Security

   • Security Audits: Conduct regular audits to ensure that sensitive data is secure and that users only have access to information necessary for their roles.
   • Policy Reviews: Review company policies related to data privacy and security, ensuring that NetSuite configurations comply with regulatory requirements.
   • Training on Security Protocols: Provide ongoing training to users regarding best practices for data security, helping to mitigate potential risks associated with data breaches.

Conclusion

Managing a NetSuite environment requires a proactive approach, effective communication, and a comprehensive understanding of the system’s functionalities. By following this essential to-do list, NetSuite Administrators can ensure that their organisation’s ERP system operates smoothly, remains secure, and continues to support business objectives effectively. Staying organised and prioritising these tasks will ultimately lead to greater efficiency, improved user satisfaction, and better decision-making across the organisation.

To understand more about outsourced services for NetSuite administration please visit AVT – Absolute Vision Technologies (Oracle NetSuite VAR, Partner & SI).

Please also consider book-marking the NetSuite Support Services – your go-to resource to submit support tickets and access knowledge base articles. The NetSuite Support Services also contains a direct link to NetSuite’s system status page.

Need more info?

Find out more at the NetSuite Blog page

New to NetSuite?

Oracle NetSuite ERP is a cloud based business platform that provides your business with complete end to end solution and integrated reporting to run your organisation in a streamlined way. With over 32K customers globally, your business can easily deploy and roll out streamlined processes, prebuilt Dashboards, Reports, KPI that can help overcome reporting and operational challenges you are facing today and align your business to meet future needs. Using the APIs, you can easily integrate your ERP data with 3rd Party systems and reduce your data entry administration.

To learn more, AVT – Australia’s Leading NetSuite Solution Provider & Partner has created a complimentary NetSuite ERP Evaluation micro-site to help executives learn more about ERP and its deployment, using pre-recorded process demo videos, White papers and data sheets, so you may evaluate this at your own pace. You can gain access to to the site by completing your Registration in the link: NetSuite Overview Demos.