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Understanding the Delegation Framework for HCM v. 9.0 Registering self service transactions in the Delegation Framework Implementing and maintaining the Delegation Framework
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Table of Contents
TABLE OF CONTENTS........................................................................................................................................................... 3 CHAPTER 1 - INTRODUCTION............................................................................................................................................ 4 Structure of this Red Paper Related Materials 4 4
CHAPTER 2 - DELEGATION FRAMEWORK IMPLEMENTATION ............................................................................ 5 Background .............................................................................................................................................................................. 6 Registering Workflow Transactions ........................................................................................................................................ 6 Setting Up Delegation Permission Lists and Roles.................................................................................................................. 8 Defining Delegation Installation Settings .............................................................................................................................. 11 Configuring Delegation Transactions .................................................................................................................................... 12 CHAPTER 3 - DELEGATION SELF SERVICE PAGES.................................................................................................. 16 Manage Delegation Home...................................................................................................................................................... 16 Create Delegation Request - Enter Dates ............................................................................................................................... 17 Create Delegation Request - Select Transactions................................................................................................................... 17 Create Delegation Request - Select Proxy by Hierarchy ....................................................................................................... 18 Create Delegation Request - Select Proxy by Name .............................................................................................................. 19 Create Delegation Request - Delegation Detail ..................................................................................................................... 20 Create Delegation Request - Confirmation page.................................................................................................................... 21 My Proxies page..................................................................................................................................................................... 21 My Delegated Authorities page ............................................................................................................................................. 22 Create Delegation Request - Select Job Title......................................................................................................................... 22 Multiple Transaction Delegation Requests ............................................................................................................................ 23 CHAPTER 4 - DELEGATION ADMINISTRATOR PAGES............................................................................................ 24 Add Delegation Request ........................................................................................................................................................ 24 Administer Delegation ........................................................................................................................................................... 25 Maintain Delegated Authorities ............................................................................................................................................. 25 Integration of Delegation with Applications.......................................................................................................................... 26 APPENDIX A FREQUENTLY ASKED QUESTIONS .................................................................................................... 29 APPENDIX B REVISION HISTORY ................................................................................................................................ 33 Authors................................................................................................................................................................................... 33 Reviewers............................................................................................................................................................................... 33 Revision History .................................................................................................................................................................... 33
Chapter 1 - Introduction
This Red Paper is a practical guide for technical users, functional analysts, installers, system administrators, and developers who implement, maintain, or develop applications for your PeopleSoft system. This Red Paper discusses guidelines on how to implement the Delegation Framework introduced in HCM v. 9.0. This paper supports the information documented in PeopleBooks for Delegation (see Related Materials section below). The Delegation Framework is a shared component (also known as common component) and was built with the idea of providing enough flexibility to handle a wide variety of delegation use cases. It was also built to provide usability consistency across all transactions and applications. Each application intending to use the Delegation Framework for its transactions must carefully consider its own use cases, user requirements, and rules for delegation before configuring Delegation. There is a Frequently Asked Questions section provided at the end of this document that addresses concerns raised by customers during early reviews of the Delegation functionality delivered in 9.0.
RELATED MATERIALS
This paper is not a general introduction to environment tuning and we assume that our readers are experienced IT professionals, with a good understanding of PeopleSofts Technical Architecture and terminology. To take full advantage of the information covered in this document, we recommend that you have a basic understanding of system administration, basic Internet architecture, relational database concepts/SQL, and how to use PeopleSoft applications. This document is not intended to replace the documentation delivered with PeopleTools or HCM applications. We highly recommend that you review the Delegation related information in PeopleBooks to ensure that you have a well-rounded understanding of our applications technology. Many of the fundamental concepts related to Delegation are discussed in the following PeopleSoft PeopleBooks: PeopleSoft Enterprise HRMS 9.0 Application Fundamentals PeopleBook, Setting Up and Working with Delegation PeopleSoft Enterprise Absence Management 9.0 PeopleBook, Working with Delegations in Absence Management PeopleSoft Enterprise Global Payroll 9.0 PeopleBook, Working with Delegations in Absence Management PeopleSoft Enterprise eProfile Manager Desktop 9.0 PeopleBook, Managing Direct Reports, Understanding the Management of Direct Reports PeopleSoft Enterprise HRMS 9.0 Application Fundamentals PeopleBook, Setting Up and Working with Approvals
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Term Delegation Delegator Proxy (Delegate) Delegated Authority Delegation Request Delegation Administrator Delegation Period
Definition The act of delegating or granting ones authority to another user. This authority can be to approve and/or initiate a transaction. The person who delegates his/her authority to another user (proxy). Synonymous with manager in the context of self-service transactions The person who receives the delegation request and has authority to act on behalf of the delegator. The rights and privileges that are transferred from the delegator to the proxy. A request from the delegator to the proxy to assume delegated authority. The system administrator who is responsible for setting up and maintaining delegated authorities. The time period between the From Date and the To Date. During this time, the delegation request is considered to be active. The delegation period starts on the From Date and ends the day after the To Date. A transaction in the context of delegation refers to self-service transactions that require approval and can be initiated by employees or managers. For example, Promotion Request, Absence Request, Location Change Request, etc. An instance is a specific instance of a self-service transaction involved in approvals and/or delegation. For example, an employee submits an absence request and the system notifies his manager. This particular request is an instance of the Absence Request transaction. Sometimes the term transaction means an instance. The terms are used interchangeably, but where the context requires absolute clarity, the terms instance or work item are used.
Transaction
Adopting Application
Each application within the PeopleSoft HCM product suite made individual decisions as to whether it would adopt this new Delegation Framework by registering its transactions. An example of an Adopting Application for Delegation is eProfile Manager. The delegation framework allows for delegating two types of authorities: initiate or approve. To initiate means to submit a transaction on behalf of a
Initiate or Approve
Term
Background
Prior to the v. 9.0 release of HCM, the only delegation functionality available in the system was the PeopleTools Alternate Approver functionality. However this is not a complete solution primarily because worklist items are not automatically reassigned, the alternate approver does not inherit menu security, and there is no self-service access to manipulate the alternate approver. With the new Delegation Framework, managers are able to create delegation requests for any transaction that is registered with the Delegation Framework and can delegate anyone as their proxy for a specific period of time without involving an administrator. The Delegation Framework was built by the HCM Shared (or Common) Components team and adopted by the following HCM applications including eProfile, eProfile Manager, Job Profile Manager, Absence Management, Recruiting, ELM, and ePerformance. Beyond these applications, you may choose to register your own transactions or other delivered PeopleSoft HCM applications with the Delegation Framework. The Delegation Framework is integrated with the Approvals Workflow Engine (AWE) delivered in v. 9.0. The AWE recognizes when a transaction needs to be routed to a proxy instead of the original manager and documents the routing as such. The Delegation Framework also uses the AWE to handle the delegation request itself, for example when a manager requests one of his direct reports to be a proxy, the AWE actually handles that accept/reject process. To register your HCM transactions with the Delegation Framework, there are several steps involved that are discussed in this chapter: Registering Workflow Transactions Setting Up Delegation Permission Lists and Roles Defining Delegation Installation Settings Configuring Delegation Transactions Chapters 3 & 4 review all the self-service pages for both the end users and administrators. This will give you an understanding of what the business process will look like from the employee or manager point of view.
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This component is divided into two sections: Workflow Transactions and Approval Workflow Engine (AWE) and Delegation Transactions. The first section Workflow Transactions -- shows those HCM self-service transactions that continue to use the legacy approval workflow system. For these transactions, you can register them with the Delegation Framework to initiate a transaction only. Delegation for approving a transaction is not permitted. For example, if there is a transaction listed in the grid that you want managers to delegate authority to a proxy to initiate the transaction on his/her behalf, then click the checkbox in the Delegation Initiation column. For this particular transaction, managers cannot delegate authority to a proxy to approve the transaction on his/her behalf because the transaction does not use the new AWE introduced in v. 9.0 for HCM.
The second section Approval Workflow Engine (AWE) and Delegation Transactions shows the transactions that are registered with the new AWE framework delivered in v. 9.0 to manage approval processing. For transactions using the AWE, you may configure them to allow managers to delegate authority for both initiating and approving. The second screen shot below shows the Details2 tab where you can select the Delegate Initiate, Delegate Approvals, or both checkboxes for each registered transaction. By selecting one or both of the Delegation checkboxes, those transactions are then available for configuration as Delegation transactions (see Configuring Delegation Transactions).
The HCCPDL1000 permission list is used for the HCM Delegation Administrator role.
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The HCCPDL1100 permission list has been added to the MANAGER and EMPLOYEE roles so that all the users involved with a delegation request (both delegators and proxies) are able to access the Manage Delegation home page. The Manage Delegation home page (see beginning of Chapter 3) allows a manager or employee to manipulate his/her delegated authorities. Note: If your transaction or application uses s specific role other than the MANAGER or EMPLOYEE, you must include the HCCPDL1100 permission list in your transaction specific role as system data. The HCM Delegation Administrator role is delivered as system data as shown below.
You must add a unique permission list and role for each of your delegation transactions. The unique permission lists and roles are for delegation security purposes. When a proxy status becomes active, the unique role for that delegation transaction will be inserted into the proxys user profile. The role will allow the proxy to access that delegated transaction. When the proxy status is no longer active, the role will be removed from the proxys user profile automatically.
There is an advantage to having a consistent naming approach for the various Delegation Roles. If the Delegation Roles are named using the same prefix it will be much easier for the Delegation Administrator to search for the appropriate roles. The following is a listing of suggested role names for the Delegation transactions. Note: The following list includes most of the Workflow Transactions; this does not imply that all the transactions listed are or should be enabled for delegation. You will have to determine which transactions will utilize the Delegation Framework. The unique roles and permission lists are only required for the transactions using Delegation.
SUGGESTED Permission List HCCPDL2001 HCCPDL2006 HCCPDL2007 HCCPDL2008 HCCPDL2009 HCCPDL2010 HCCPDL2011 HCCPDL2012 HCCPDL2013 HCCPDL2018 HCCPDL2020 HCCPDL2021 HCCPDL2022 HCCPDL2028 HCCPDL2029 HCCPDL2030 HCCPDL2031 HCCPDL2032 HCCPDL2033 HCCPDL2034
Registered Transactions Performance Document - Approve Absence - Initiate Absence - Approve Absence by Manager - Initiate Absence by Manager - Approve Overtime - Initiate Overtime - Approve Overtime by Manager - Initiate Overtime by Manager - Approve Change Full/PT Status - Initiate Develop Job Requisition - Initiate Develop Job Requisition - Approve Change Location - Initiate Offer - Initiate Offer - Approve Promotion - Initiate Promotion - Approve Reporting Change - Initiate Reporting Change - Approve Retire Employee - Initiate
SUGGESTED Role Delegate_PerformanceDoc_Approve Delegate_Absence_Initate Delegate_Absence_Approve Delegate_AbsenceByMgr_Initate Delegate_AbsenceByMgr_Approve Delegate_Overtime_Initate Delegate_Overtime_Approve Delegate_OvertimeByMgr_Initate Delegate_OvertimeByMgr_Approve Delegate_ChgFullPartStatus_Initate Delegate_JobReq_Initate Delegate_JobReq_Approve Delegate_LocChange_Initate Delegate_Offer_Initate Delegate_Offer_Approve Delegate_Promotion_Initate Delegate_Promotion_Approve Delegate_ReportingChge_Initate Delegate_ReportingChge_Approve Delegate_Retire_Initate
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Registered Transactions Terminate Employee - Initiate Training Enrollment - Initiate Training Enrollment - Approve Training Enrollment by Manager - Initiate Training Enrollment by Manager - Approve Transfer - Initiate Transfer - Approve Request Overtime - Initiate Request Overtime - Approve Manager View Employee Information Initiate
SUGGESTED Role Delegate_Terminate_Initate Delegate_TrainingEnrollment_Initate Delegate_TrainingEnrollment_Approve Delegate_TrainingEnrollmentMgr_Initate Delegate_TrainingEnrollmentMgr_Approve Delegate_Transfer_Initate Delegate_Transfer_Approve Delegate_ReqOvertime_Initate Delegate_ReqOvertime_Approve Delegate_View_Employee_Info
Note: The data entered in this screenshot is to serve as sample data only. You may change this data to meet your needs. The following are field definitions for the Delegation Installation Settings page and will apply to all transactions in the HCM database using the Delegation Framework.
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Administrator Role: This is the role name of the Delegation Administrator. The HCM Delegation Administrator role is included as system data. Duration to check for active proxies: The Delegation Administrator is responsible for executing a batch job routinely to check for proxy availability (see Maintain Delegated Authorities). The value entered in this field indicates the number of days that the Maintain Delegated Authorities batch job will add to the current system date to check for any inactive proxies in Job Data (or equivalent record for persons of interest). In the sample screen shot above, the system will add 7 days to the current system date and check proxy availability with that date. If the system finds anyone who is either inactive or will be inactive within the 7 days, it will notify the Delegation Administrator. Checking for proxy availability is particularly important if you expect delegators to use open-ended delegations. Enabled Hierarchies: This section defines which employees (possible proxies) the manager (delegator) will be able to select when he/she is selecting a proxy from the Manage Delegation home page. All Persons: Specify whether to allow the delegator to select any person in the database to serve as his/her proxy. This is also known as open selection. If this checkbox is checked, the Person Search shared component will be invoked for the manager on the self-service side and he/she will be able to bypass the enabled hierarchy shown and select any person in the database as his/her proxy (see Create Delegation Request). Specific Hierarchy: Specify that a single hierarchy be enabled, using the Specific Hierarchy check box. If the Specific Hierarchy check box is selected, the seven available hierarchy fields are displayed which happen to correspond to the seven hierarchies available under PeopleSofts Direct Reports API. Only one hierarchy may be selected. This hierarchy applies to all delegation requests across the system. Selecting a hierarchy means the manager on the self service side will see a list of his/her direct reports (based on the hierarchy) from which to select a proxy. When position management is not installed, you cannot select the Reports To hierarchy. When Group ID hierarchy is selected, you must enter a valid Group ID for the system to use. You may elect to have both the All Persons checkbox and a specific hierarchy enabled. You would do this if for example you wanted the hierarchy of employees shown but do not want to limit the user to selecting just within his/her own hierarchy of employees. In this case, the hierarchy is used like a preference for the manager. You may elect to have the All Persons checkbox off and a specific hierarchy enabled. You might do this, for example, if your policy is to allow delegators to only use their direct reports as their proxies. In this case, the hierarchy is a mandatory list from which the manager must choose a proxy. For any hierarchy chosen, the system will only drill up or down one level and return a set of employees. For example, the system will not show indirect reports or people above the users direct manager. This is by design.
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The following are field definitions for the Configure Delegation Transaction page. Transaction Name: This is the name of the transaction. When adding a new value, the system prompts from the Transaction Name field for transactions listed in the Workflow Transactions page. Transaction Type: Select either Initiate or Approve. When you add a new value to the record, the system offers a dropdown list showing Initiate and Approve. Description: This is the description for the transaction. Enter a description that will be used throughout the delegation system for displaying the transaction. The default used is the concatenation of Transaction Type and Transaction Name. It is recommended that you enter a more meaningful description here. Effective Date: Transactions within delegation can be enabled or disabled using the Effective Date and Status fields. The default value for a newly inserted row is the current system date. Status: Select either Active or Inactive. The default value is Inactive. Role: Enter the unique role that contains a unique permission list for the relevant component for this transaction. When a delegated authority becomes active, the system updates the proxys user profile with this role so that the proxy is allowed to access the appropriate component to act on behalf of the delegator. This field prompts from roles that are set up in the Roles component. Component Name: Enter the component name for this transaction. It is used to determine if a delegator has the access authority to delegate this transaction. Typically this would be a component that is specifically used to approve the transaction.
The notifications described in the first two bullet point items happen automatically and do not need to be configured unless you want to change the templates used. Below is a screen shot showing how Delegation is registered in AWE as a transaction
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and where you can go to change the template or behavior of these notifications: Main Menu > Setup HRMS > Common Definitions > Approvals > Approval Setup Center > Configure Transactions
The notifications described in the last bullet point are configurable in the AWE and are linked to the Notify Delegator checkbox available to the self service user when creating a delegation request (see Creating Delegation Request). Each transaction using the AWE and Delegation will be registered in the AWE and will have notifications set up. For example, below is a screen shot for the Promotion transaction:
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Four events have been defined in the AWE for this particular transaction and for each event there are notification definitions. In the screen shot above, a proxy is set to receive an email using the HR_STEP_DENY_SINGLE template (as defined in Generic Templates in PeopleTools) when the On Final Denial event has been launched. The link provided in this email is built from the components defined in the Events section. The Participants available in the list of values that are specific to Delegation include:
Description Any approver associated with the particular step who has delegated his/her approval authority Any approver who is associated with a particular step and who has been given approval authority to serve as a proxy. Any approver who is associated with the particular step and who has delegated his/her request (or initiate) authority. Any approver who is associated with a particular step and who has been given request (or initiate) authority to serve as a proxy.
R-Delegate
R-Proxy
Having these different dimensions of participants enables you to create different notification templates that can be worded in a fashion that makes sense to the ultimate recipient of the notification. Although for simplicity sake, you may choose to send out a generic template to all participants regardless of whether they are a proxy, delegator, or both. To find out more information about notifications, participants, and the AWE, it is important to review the appropriate PeopleBooks chapters as shown in the Related Materials section of this paper and the AWE Red Paper posted on Customer Connection.
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In addition to header instructions, there are up to four hyperlinks shown on this page. Not every hyperlink will be displayed for every user logged on because they are dynamically generated. For instance, if the user has not delegated authority to a proxy then the Review My Proxies link will not display for him/her. Learn More about Delegation This hyperlink will take users to the instructions page to learn more about how delegation works. This page is registered in the Text Catalog so its text can be modified there. However, to change the look and feel of the page you would need to use Application Designer. Create Delegation Request This hyperlink will take users to the Create Delegation request path where they can create a new delegation request for one or multiple transactions. This hyperlink only appears if users have access to transactions enabled for delegation. Enabled transactions for delegation are those transactions that are active in the delegation system settings as of the system date, and are accessible by the user (the user has navigation security to the transactions already).
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This hyperlink will take the user to the My Proxies page where they can review existing delegation requests submitted to them to serve as a proxy. If the user has no delegation requests (active or inactive) then this link is not displayed. Review My Delegated Authorities This hyperlink will take users to the My Delegated Authorities page where they can review delegated authorities that they hold on behalf of other delegators. Or put another way, this link shows them for whom they are serving as a proxy. If the user has no delegated authorities (active or inactive) then this link is not displayed.
The From Date is required and the To Date is optional. If the To Date is left blank, then the delegation is considered openended. An example of when a user may want to keep a delegation request open-ended is in the case of an administrative assistant who is assigned to do all approvals on behalf of a delegator. To enter a one-day delegation request, use the same date in both the From Date and To Date fields. You can not enter past dates.
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Only transactions that are active, configured for delegation (approve or initiate), and are accessible to the logged on user will show up here. The user may select one or more transactions to delegate. A user may not delegate the same transaction to more than one person.
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Users must select one proxy before clicking the Next button to see the delegation request detail page. If the proxy is not on the list, users can click the Search by Name hyperlink (if enabled as a Delegation installation setting)to go to the Select Proxy by Name page (see next section).
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After selecting the proxy and clicking the Next button, the Delegation Detail page will display. Note that this page is actually the Person Search shared component and is only invoked when the All Persons option is selected in the Delegation Installation settings. Otherwise, the user must select from the hierarchy provided to them.
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My Proxies page
Users may navigate to the My Proxies page from the Manage Delegation home page by clicking the Review My Proxies hyperlink. The My Proxies page also displays when users have finished creating their delegation requests.
Delegators can revoke the delegation requests by selecting the request and clicking the Revoke button. When a request is revoked, the Request Status will be changed to Revoked and a notification will be sent out to the proxy. Only the delegator (or a Delegation Administrator on behalf of the delegator) can revoke a delegation request and this can be done at anytime up to the time the delegation period has expired.
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On this page, users can either accept or reject the delegation request. Users would select one or more delegation requests and then click either the Accept or Reject button. With either action, a notification will be sent to the delegator regarding the status of the delegation request.
The user must select one of the radio buttons in the Job Information grid to indicate for which job he is creating the delegation request. Click the Continue button to go on or the Cancel button to go back to the Manage Delegation Home page.
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This job picker page is important because it allows the system to differentiate between the different hierarchies available to a user who has more than one job. That is to say, each one of his/her jobs may lead up a different chain of command for approvals.
Allan Martin views the transaction as one line item and must accept or reject Bettys delegation request in its entirety. This request shows up in Allans My Delegated Authorities page as one entry referring to multiple transactions.
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After a delegator is selected, they will be taken to the Add Delegation Request page. The initial data of the page is the delegators information such as name, organization relationship, employee ID and employee record number.
The Delegation Administrator may add multiple delegation requests on behalf of the delegator as long as the correct information is entered. The following are field definitions for the Add Delegation Request page. From: This is the From Date for the delegation request. It must be equal or greater than the current system date. To: This is the To Date for the delegation request. If a date is entered, it must be greater than or equal to the From Date. If the To Date is blank, this implies an eternal or open-ended delegation. To enter a one-day delegation request, use the same date in both the From Date and To Date fields. Transaction: Enter a valid transaction name that the delegator has access to. The lookup will be filtered to show only transactions that the delegator has access to.
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Delegation Framework for HCM v. 9.0 Name (Proxy): Enter the proxys current name from Personal Data.
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Notify: If this flag is selected then the system will send a courtesy notification to the delegator when the proxy approves or initiates this transaction on the delegators behalf.
Administer Delegation
Administer Delegation is also used by Delegation Administrators to review delegation requests and to revoke active delegation requests on behalf of delegators. The navigation is Workforce Administration >Self Service Transactions > Approvals and Delegation > Administer Delegation.
Delegation Administrators may search by Delegator, Proxy, Transaction Name, From Date, To Date, Request Status, and Delegation Status. If none of the above criteria is entered, all delegation requests will be retrieved. The following is an example of a search by Delegator KU0036 which will result in any delegation request submitted by Delegator KU0036.
At this point, the Delegation Administrator may revoke this delegation request on behalf of the delegator by selecting this request and clicking the Revoke button. When the delegation request is revoked, a notification will be sent to the proxy.
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recommended that you run this batch job daily. The navigation is Workforce Administration >Self Service Transactions > Approvals and Delegation > Maintain Delegated Authorities.
At this point, the proxy either selects Process my own Employees or selects a delegator. If the proxy selects Process my own Employees and clicks Continue, a list of his own Direct Reports will display. If the proxy selects a delegator, then a list of the delegators Direct Reports will display for the proxy to choose from.
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3.
Since the selection page and its components as described in step #2 above is under the HCM_PLUG_INS menu, the logon user must have security privileges to access HCM_PLUG_INS.
After users make a selection here and click the continue button, the above code will return the My Delegator record. If the delegators ID has a valid value, then a delegator is selected; otherwise no delegator is selected. The delegators record has the following information:
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Application developers can have all the information available to them per this delegator record. If the user does not select a delegator and instead opts to process their own transactions and the user has multiple jobs, the Select Job page will display.
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Question # 2: What is a cascading delegation? Answer: Cascading delegation is the ability to delegate your delegated authority. For example:.
If Antonio delegates the ability to approve absence requests to Owen and Owen accepts the delegation, Owen cannot then redelegate that same absence request approval authority to Will, Laura, or anyone else in the organization. Once a proxy has accepted a delegation request, he/she cannot delegate that authority to someone else and only the delegator(or the Delegation Administrator on behalf of the delegator) can revoke the request.
Question # 3: Does the application server need to be bounced when changes are made to the Delegation Installation Settings page? Answer: No, the application server does NOT need to be bounced when changes are made to the Delegation Installation Settings page. Changes are reflected once the page has been saved.
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Question # 4: What happens to any pending transactions when a delegation is revoked? Answer: If there are pending transactions and a delegation is revoked, the pending transactions will be re-routed to the delegator.
Question # 5: How does delegation work with the Alternate User ID field on the User Profile component? Answer: When new delegation requests are added, the system checks the User Profile - Workflow tab, so see if an Alternate User ID has been specified and if the dates overlap. If the dates overlap, the system will issue a warning to the user. The delegation request will override the User Profile Alternate User ID, but only for the transactions included in the delegation request.
Question # 6: Can a user delegate a transaction that they do not have access to? Answer: No, a user cannot delegate transactions that they do not have access to. For example, an employee who is not a manager and does not have access to manager-level transactions would not be able to delegate manager specific transactions.
Question # 7: When searching for a proxy by hierarchy can you search up the hierarchy as well as down the hierarchy? Answer: For any hierarchy chosen, the system will only drill up or down one level and return a set of employees. For example, the system will not show indirect reports or people above the users direct manager. This is by design.
Question # 8: What notifications are delivered for delegation? Answer: The following notification templates are delivered as system data for delegation:
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For setting up Delegation, all components may be found at Main Menu > Setup HRMS > Common Definitions > Delegation > Delegation Setup Center. Users of these components should be functional analysts and technical implementers. For maintaining Delegation, all components may be found at Main Menu > Workforce Administration > Self Service Transactions > Approvals and Delegation. Users of these components should be delegation administrators or functional analysts. The set up and maintenance components for Delegation are located in two distinct areas of the application. It is recommended that delegation administrators be given access to the maintenance components but not the set up components because changes to set up data inadvertent or otherwise can impact the entire enterprise. Access to the set up Delegation components should be given to very few people in your organization. For manager and employee self service use of Delegation, the main component used may be found at Main Menu > Self Service > Manage Delegation. The Manage Delegation menu is available at the Employee Self Service level because employees (non-managers) may need access to this component to serve as a proxy and manage delegation requests they have received.
Question # 10: Can an inactive employee create a delegation request? Answer: No. However, if the employee has multiple jobs and one of them is inactive and the other is active, the employee can still create delegation requests. Delegation uses user profiles which are created at the Employee ID level, not the Employee Record level.
Question # 11: Can a proxy initiate a transaction on behalf of him/herself? Answer: No. In fact, when a proxy logs into the application to initiate a transaction on behalf of his/her manager (delegator), he/she will not be able to select his/her own name to process. This is by design.
Question # 12: Can a manager use the Delegation self service UI to select an indirect report as a proxy? Answer: No. For any hierarchy chosen, the system will only drill up or down one level and return a set of employees. For example, the system will not show indirect reports or people above the users direct manager. This is by design to avoid circular delegation.
Question # 13: What is the intended purpose of the Delegation Administrator role? Answer: At least one person in your organization should be designated a Delegation Administrator. The Delegation Administrator monitors delegation requests and can quickly troubleshoot any requests that have been sitting in someones queue for too long. He/she may also create delegation requests on behalf of employees or managers who are absent and do not have access to the application for reasons beyond their control. He/she may also be responsible for reacting to proxies who become inactive or ineligible for whatever reason. It is not intended for the Delegation Administrator to approve each delegation request that is sent.
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Question # 14: Can a proxy revoke an already accepted delegation request using the applications self service UI? Answer: No. Only the delegator can revoke an accepted delegation request using the applications self service UI. If a proxy can no longer serve his/her delegator, he/she must contact the delegator and ask him/her to revoke the request If the delegator is no longer available, then the Delegation Administrator can handle revoking the request.
Question #15: Can a manager assign multiple individuals as a proxy. Answer: Yes. Each user can assign multiple people as a proxy and each proxy can have one or more transactions delegated to them. For example, as a manager I can delegate direct report Joe as my proxy for ePerformance transactions but delegate Nancy as my proxy for eProfile transactions. However, I can not delegate the same transaction to more than one proxy.
Question #16: Can an individual be a proxy for one or more managers? Answer: Yes. We provide a self service page that provides the proxy with all the information pertinent to their responsibilities (delegation authorities)
Question #17: Can a manager delegate to one or all of his or her departments by role? Answer: Delegation does not allow you to configure which departments may delegate and by which role. You can however configure which persons a manager may choose from to serve as his/her proxy.
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Reviewers
The following people reviewed this Red Paper: Jennifer Crabb Amy Easland Kevin T. White
Revision History
December 10, 2006: Created document. January 29, 2007: Revised document. February 5, 2007: Revised document (added FAQs)
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