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PeopleSoft Red Paper Series

Delegation Framework for HCM v. 9.0


By: Robbin Velayedam & Renli Wang
HCM Shared Components Team
February 2007

INCLUDING:
• Understanding the Delegation Framework for HCM v. 9.0
• Registering self service transactions in the Delegation Framework
• Implementing and maintaining the Delegation Framework
Delegation Framework for HCM v. 9.0

Copyright 2007 PeopleSoft, Inc. All rights reserved.


Printed on Recycled Paper. Printed in the United States of America.

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Delegation Framework for HCM v. 9.0 3/7/2007

Table of Contents

TABLE OF CONTENTS........................................................................................................................................................... 3

CHAPTER 1 - INTRODUCTION............................................................................................................................................ 4
Structure of this Red Paper 4
Related Materials 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

© Copyright PeopleSoft Corporation 2007. All rights reserved. 3


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.

STRUCTURE OF THIS RED PAPER


PeopleSoft updates this document as needed so that it reflects the most current feedback we receive from the field. Therefore,
the structure, headings, content, and length of this document is likely to vary with each posted version. To see if the document
has been updated since you last downloaded it, compare the date of your version to the date of the version posted on Customer
Connection.

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 PeopleSoft’s 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”

© Copyright PeopleSoft Corporation 2007. All rights reserved. 4


Delegation Framework for HCM v. 9.0 3/7/2007

Chapter 2 - Delegation Framework Implementation

The Delegation Framework is the current HCM standard for self-service transactions capable of delegation processing. This
red paper describes the step-by-step process for implementing an HCM Transaction in the Delegation Framework. Please read
this document in its entirety first, so that you have a complete understanding of how all the pieces fit together. After reading
this document, and the recommended chapters in PeopleBooks as listed on the previous page, you can use this as a guide for
implementation.

Here is a glossary of terms that are used throughout this paper:

Term Definition
Delegation The act of delegating or granting one’s authority to another user. This
authority can be to approve and/or initiate a transaction.

Delegator The person who delegates his/her authority to another user (proxy).
Synonymous with “manager” in the context of self-service transactions

Proxy (Delegate) The person who receives the delegation request and has authority to act on
behalf of the delegator.

Delegated Authority The rights and privileges that are transferred from the delegator to the
proxy.

Delegation Request A request from the delegator to the proxy to assume delegated authority.

Delegation Administrator The system administrator who is responsible for setting up and maintaining
delegated authorities.

Delegation Period 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.

Transaction 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.

Approval Instance (Work Item) 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.

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.

Initiate or Approve The delegation framework allows for delegating two types of authorities:
initiate or approve. To initiate means to submit a transaction on behalf of a

© Copyright PeopleSoft Corporation 2007. All rights reserved. 5


Term Definition
user. To approve means to approve or deny a transaction on behalf of a
user.

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 re-
assigned, 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.

Registering Workflow Transactions

When implementing the Delegation Framework, all self-service transactions must be registered through the workflow
transaction component. Only registered workflow transactions that are Delegation-enabled will be available for delegation
transaction setup.

Navigate to Set Up HRMS > Common Definitions > Delegation > Workflow Transactions to access and register the
workflow transactions.

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Delegation Framework for HCM v. 9.0 3/7/2007

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).

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Setting Up Delegation Permission Lists and Roles

There are several new permission lists and roles required for the Delegation Framework. The following permission lists are
delivered as system data:

Permission Lists
HCCPDL1000 – Delegation Setup
HCCPDL1100 – Delegation Maintain

The HCCPDL1000 permission list is used for the HCM Delegation Administrator role.

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Delegation Framework for HCM v. 9.0 3/7/2007

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 proxy’s 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 proxy’s user profile automatically.

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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
Registered Transactions SUGGESTED Role
Permission List
Performance Document - Approve Delegate_PerformanceDoc_Approve HCCPDL2001
Absence - Initiate Delegate_Absence_Initate HCCPDL2006
Absence - Approve Delegate_Absence_Approve HCCPDL2007
Absence by Manager - Initiate Delegate_AbsenceByMgr_Initate HCCPDL2008
Absence by Manager - Approve Delegate_AbsenceByMgr_Approve HCCPDL2009
Overtime - Initiate Delegate_Overtime_Initate HCCPDL2010
Overtime - Approve Delegate_Overtime_Approve HCCPDL2011
Overtime by Manager - Initiate Delegate_OvertimeByMgr_Initate HCCPDL2012
Overtime by Manager - Approve Delegate_OvertimeByMgr_Approve HCCPDL2013
Change Full/PT Status - Initiate Delegate_ChgFullPartStatus_Initate HCCPDL2018
Develop Job Requisition - Initiate Delegate_JobReq_Initate HCCPDL2020
Develop Job Requisition - Approve Delegate_JobReq_Approve HCCPDL2021
Change Location - Initiate Delegate_LocChange_Initate HCCPDL2022
Offer - Initiate Delegate_Offer_Initate HCCPDL2028
Offer - Approve Delegate_Offer_Approve HCCPDL2029
Promotion - Initiate Delegate_Promotion_Initate HCCPDL2030
Promotion - Approve Delegate_Promotion_Approve HCCPDL2031
Reporting Change - Initiate Delegate_ReportingChge_Initate HCCPDL2032
Reporting Change - Approve Delegate_ReportingChge_Approve HCCPDL2033
Retire Employee - Initiate Delegate_Retire_Initate HCCPDL2034

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Delegation Framework for HCM v. 9.0 3/7/2007

SUGGESTED
Registered Transactions SUGGESTED Role
Permission List
Terminate Employee - Initiate Delegate_Terminate_Initate HCCPDL2040
Training Enrollment - Initiate Delegate_TrainingEnrollment_Initate HCCPDL2042
Training Enrollment - Approve Delegate_TrainingEnrollment_Approve HCCPDL2043
Training Enrollment by Manager - Initiate Delegate_TrainingEnrollmentMgr_Initate HCCPDL2044
Training Enrollment by Manager - Approve Delegate_TrainingEnrollmentMgr_Approve HCCPDL2045
Transfer - Initiate Delegate_Transfer_Initate HCCPDL2046
Transfer - Approve Delegate_Transfer_Approve HCCPDL2047
Request Overtime - Initiate Delegate_ReqOvertime_Initate HCCPDL2048
Request Overtime - Approve Delegate_ReqOvertime_Approve HCCPDL2049
Manager View Employee Information - Delegate_View_Employee_Info HCCPDL2050
Initiate

Defining Delegation Installation Settings

After the Delegation permission lists and roles have been setup, the Delegation Administrator needs to define the delegation
installation settings.

Navigate to Set Up HRMS > Common Definitions > Delegation > Installation Settings, to define the Delegation
installation settings.

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.

© Copyright PeopleSoft Corporation 2007. All rights reserved. 11


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 PeopleSoft’s 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 user’s direct manager. This is by design.

Configuring Delegation Transactions

After defining the delegation installation settings, Delegation Administrators must configure each transaction for delegation.
Navigate to Set Up HRMS > Common Definitions > Delegation > Configure Transactions, to configure the
Delegation Transactions.

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Delegation Framework for HCM v. 9.0 3/7/2007

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 drop-
down 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 proxy’s 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.

Notification Integration with AWE

The managing of notifications for delegation is handled by the Approval Workflow Engine (AWE) delivered new in v. 9.0. In
fact, Delegation is registered with the AWE as a “transaction” itself in order to manage these notifications. Notifications are
sent out at various points of the delegation process, such as:

• When a delegation request is made, a notification is sent to the proxy for them to accept or reject the request.

• When a delegation request is accepted or rejected by a proxy, a notification is sent to the delegator.

• When a proxy initiates or approves a transaction on behalf of his delegator, the delegator and/or the proxy may
receive a notification is configured to do so.

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

© Copyright PeopleSoft Corporation 2007. All rights reserved. 13


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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Delegation Framework for HCM v. 9.0 3/7/2007

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:

Participant Description
A-Delegate Any approver associated with the particular step who
has delegated his/her approval authority
A-Proxy Any approver who is associated with a particular step
and who has been given approval authority to serve
as a proxy.
R-Delegate Any approver who is associated with the particular
step and who has delegated his/her request (or
initiate) authority.
R-Proxy Any approver who is associated with a particular step
and who has been given request (or initiate) authority
to serve as a 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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Chapter 3 - Delegation Self Service Pages

This chapter describes all the pages available from the self-service side.

Manage Delegation Home

Manage Delegation Home is the launching page for delegators to create their delegation requests or revoke their delegated
authorities. It is also where all proxies go to accept or reject delegation requests. Since a proxy can potentially be any person
in the system, this page should be accessible by anyone in the system when the Delegation Framework is adopted. In other
words, all of the user profiles should contain a role that allows them to access Manage Delegation Home.

Navigate to Self Service -> Manage Delegation

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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Delegation Framework for HCM v. 9.0 3/7/2007

Review My Proxies

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.

Create Delegation Request - Enter Dates

The first step in creating delegation requests is to specify the delegation period. Users need to specify the delegation From
Date and the delegation To Date.

The From Date is required and the To Date is optional. If the To Date is left blank, then the delegation is considered open-
ended. 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.

Create Delegation Request - Select Transactions

After specifying the delegation period, users must select one or more transactions to delegate.

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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.

Create Delegation Request - Select Proxy by Hierarchy

After selecting the transactions, users will need to choose a proxy. If a specific hierarchy is specified in delegation installation
settings, users will be taken to the Select Proxy by Hierarchy page.

This page displays a list of persons based upon the hierarchy chosen under delegation installation settings.

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 user’s direct manager. This is by design.

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Delegation Framework for HCM v. 9.0 3/7/2007

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).

Create Delegation Request - Select Proxy by Name

On the Select Proxy by Name page, users can enter a proxy’s last name, first name, or both and then click the Search button.
The result grid will display a list of valid values based on the search criteria. Users can select their proxy from this list.

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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.

Create Delegation Request - Delegation Detail

The Delegation Detail page will show the delegation period, the proxy, and the transaction(s) selected. Delegators have the
option of receiving a courtesy notification each time the proxy either initiates or approves the transaction(s) on their behalf. If
the delegator wants to receive these courtesy notifications, he/she should select the Notify Delegator checkbox before clicking
the Submit button.

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Delegation Framework for HCM v. 9.0 3/7/2007

Create Delegation Request - Confirmation page

After users submit their delegation request, a confirmation page will display to confirm the submission of the delegation
request. A notification has been sent to the proxy to review and to either accept or reject the delegation. This delegation
request does not become active until the proxy accepts the request and the delegation time period has arrived.

Clicking the OK button takes the user to the My Proxies page.

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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My Delegated Authorities page

Users navigate to the My Delegated Authorities page from the Manage Delegation home page by clicking Review My
Delegated Authorities hyperlink.

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.

Create Delegation Request - Select Job Title

When users click Create Delegation Request or Review My Proxies hyperlink from the Manage Delegation Home page, the
delegation system will first check to see if the user has multiple jobs or not. If he/she has multiple jobs the Select Job Title
page will display. If he only has one job, this page will not display.

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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Delegation Framework for HCM v. 9.0 3/7/2007

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.

Multiple Transaction Delegation Requests

If a user delegates multiple transactions to the same proxy, all the transactions are grouped together and only one notification is
sent out. The proxy must accept all or reject all. However, once the delegation request has been approved the delegator may
revoke a specific transaction or all transactions.

For example, below you will see that Betty Locherty has created a delegation request for Allan Martin to serve as her proxy for
multiple transactions. In Betty’s My Proxies page, each one of those transactions are listed separately to provide Betty the
ability to revoke the transactions individually if need be.

Allan Martin views the transaction as one line item and must accept or reject Betty’s delegation request in its entirety. This
request shows up in Allan’s My Delegated Authorities page as one entry referring to multiple transactions.

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Chapter 4 - Delegation Administrator Pages

This chapter describes all the pages available for the Delegation Administrator.

Add Delegation Request

The Add Delegation Request page is used by Delegation Administrators to create delegation requests on behalf of delegators.
This would be done in the case of a manager being out of the office unexpectedly. Delegation Administrators can log into the
system using their own accounts and create delegation requests on behalf of the manager so that the manager’s work will get
processed by a proxy during his/her absence.

The navigation is Workforce Administration >Self Service Transactions > Approvals and Delegation > Add
Delegation Request.

The Delegation Administrators selects a delegator by either Empl ID or Name as shown below.

After a delegator is selected, they will be taken to the Add Delegation Request page. The initial data of the page is the
delegator’s 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 3/7/2007

Name (Proxy): Enter the proxy’s current name from Personal Data.

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 delegator’s 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.

Maintain Delegated Authorities

Maintain Delegated Authorities invokes the application Engine batch program to process delegation transactions. The main
task of this batch process is to activate all future-dated delegation requests that should be active as of the current system date
and to deactivate all delegation requests that have expired as of the current system date. The dates are inclusive. It is
© Copyright PeopleSoft Corporation 2007. All rights reserved. 25
recommended that you run this batch job daily. The navigation is Workforce Administration >Self Service
Transactions > Approvals and Delegation > Maintain Delegated Authorities.

Integration of Delegation with Applications

Integration with the Direct Reports UI

The Delegation feature is delivered with an active integration with HCM Direct Reports. Any application that utilizes HCM
Direct Reports does not need to do anything additional for integration. When a proxy initiates a self-service transaction, the
proxy will need to select a delegator on the Direct Reports user interface. See below for the example:

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
delegator’s Direct Reports will display for the proxy to choose from.

Integration without the Direct Reports UI

If an application currently does not utilize HCM Direct Reports and does not plan to do so for release 9.0 (such as the case of
employee self service transactions), you will need to integrate delegation with your application. Here are the steps for this
integration:
1. Include this field on their application page at level 0 (make sure this will be the component page that will directly invoke
DelegatorSelect page, not an indirect component page): DERIVED_HR_DR.TRANSACTION_NAME
2. To invoke the delegator selection page, include the following code in the application component prebuild or postbuild:
import HCSC:UI:DelegatorSelect;

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Delegation Framework for HCM v. 9.0 3/7/2007

Local HCSC:UI:DelegatorSelect &MyDelegatorUI;


Local Record &MyDelegatorRec;

&MyDelegatorUI = create HCSC:UI:DelegatorSelect();


&MyDelegatorRec = &MyDelegatorUI.GetDelegator(%EmployeeId, %Component);

Use &MyDelegatorRec.DELEGATOR_ID.Value and MyDelegatorRec.DELEGATOR_RCD.Value as Emplid


and Empl_Rcd in the application.

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.

Once the integration is complete the following page will display.

After users make a selection here and click the continue button, the above code will return the My Delegator record. If the
delegator’s ID has a valid value, then a delegator is selected; otherwise no delegator is selected.

The delegator’s 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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Delegation Framework for HCM v. 9.0 3/7/2007

Appendix A – Frequently Asked Questions

Question # 1: What types of delegations are supported in 9.0?

Answer:

The following delegations are supported:.


• Upward - delegating to your manager
• Downward - delegating to your subordinate
• Lateral - delegating to a peer

Please note that cascading delegation is NOT supported (see question #2 for more information).

Question # 2: What is a cascading delegation?

Answer:

Cascading delegation is the ability to delegate your delegated authority. For example:.

Antonio Smith (K0W001)


Manager

Owen Wills Will Smitherson Laura Jones


(K0W003) (K0W004) (K0W005)
Employee Employee Employee

If Antonio delegates the ability to approve absence requests to Owen and Owen accepts the delegation, Owen cannot then re-
delegate 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 user’s 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:

Question # 9: Where can I find all the Delegation related components?

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Delegation Framework for HCM v. 9.0 3/7/2007

Answer:

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 user’s 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 someone’s 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 application’s self service UI?

Answer:

No. Only the delegator can revoke an accepted delegation request using the application’s 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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Delegation Framework for HCM v. 9.0 3/7/2007

Appendix B – Revision History

Authors

Robbin Velayedam, Senior Principal Product Manager, HCM Shared Components

Renli Wang, Senior Applications Developer, HCM Shared Components

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)

© Copyright PeopleSoft Corporation 2007. All rights reserved. 33