Organization Change Management (OCM)

Global Employee Self Service (GESS)

Enabling Back-up or Delegation access

Version 1.0 (April 2020)

Review : January 14 2020

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Coverage
Organization Change Management (OCM)
Intended Audience
Any Ultimatix user who has a business requirement to create a Back-up or Delegate of their worklist adhering to TCS
Compliance and Security policies.

GESS Access Purpose of Document

▪ Understand “Backup” and “Delegation” option
Options ▪ Overview of Backup functionality in Global ESS
▪ Overview of Delegation functionality in Global
ESS

Backup Delegation

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Difference between Back-up and Delegation
Organization Change Management (OCM)
Backup Delegation
Backup associate can act on the requests on behalf of the Owner Delegatee can act on the requests on behalf of the Delegator.
(who assigns Backup).

Owner and Backup both receive the requests in their worklist. Only Delegatee receives the requests in his/her worklist.

Backup can initiate request on Owner’s behalf from Global ESS > Delegatee cannot initiate requests on behalf on delegator.
Responsibilities.

E.g. For Travel module, navigate to Global ESS > Responsibilities

> Travel Responsibilities > Backup- Apply on Behalf.

Initiation feature is available for following applications only- Not Applicable.

1. Travel (including Accommodation and Transport)

2. Claims.

Review : January 14 2020

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Applications enabled with “Approval”
Organization Change Management (OCM)
Backup Delegation
Approval feature is available for following applications- Approval feature is available for following applications-

1. Travel (including Accommodation and Transport) 1. Travel (including Accommodation and Transport)
2. Claims 2. Claims
3. Leave 3. Leave
4. Advance 4. Advance
5. My Profile 5. Benefits
6. Benefits 6. Leave Travel Allowance
7. Leave Travel Allowance
8. Role Base Allowance
9. Loans
10. Forex
11. PF Transfer and Withdrawal
12. Previous Employment
13. Visa Tracking System
14. Credit Card

Review : January 14 2020

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1. Creating the Back-up | Navigation
Organization
Associate can create Change
a backup for self by navigating to MyManagement
Settings > Backup. (OCM)
Backup can approve the requests pending in associate’s worklist on his/her behalf.

Click on ‘Backup’
option

Review : January 14 2020

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2. Creating the Back-up | Employee assignment
Associate needs Organization Change
to enter/select the details (Employee ID,Management
Justification) and then click on ‘Assign Backup’ button.
(OCM)
Employee Name, Start Date, End Date, Module, Backup Action,

At a time only one backup can be created for an application.

Enter the
details

Click on ‘Assign
Backup’ button

Review : January 14 2020

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3. Creating the Back-up | Edit / Remove assignment
Once backupOrganization
has been added in system,Change Management
it will be reflected in Backup List. (OCM)
Associate has the option to edit or remove backup.

Check the checkbox and

click on Cross icon to
remove backup

Review : January 14 2020

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4. Access by Back-up | Navigation
Organization Change Management (OCM)
Backup can access the worklist of the associate by switching roles through My Worklist.

Click on ‘Switch Role’

button for switching
to Backup role

Review : January 14 2020

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5. Access by Back-up | Switch Role
Organization
Once the backup Change
associate clicks on Switch Role button,Management
associate can select which(OCM)
worklist he would like to act on.

Select the person’s

name for acting on
his/her behalf

Review : January 14 2020

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6. Access by Back-up | Worklist view
On switching Organization Change
the role, the backup can now Management
access the worklist of the associate. (OCM)

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7. Backup- Initiate a Travel Request on Behalf (1)
Organization
Backup navigates Change
to Global ESS > Responsibilities Management
> Travel (OCM)
Responsibilities > Backup- Apply on Behalf

Click on ‘Backup- Apply

on behalf’ link

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7. Backup- Initiate a Travel Request on Behalf (2)
Organization
Backup confirms Change
Employee Number, selects Management
travel criteria (OCM)
and clicks on Submit button

Click on ‘Submit’
button

Review : January 14 2020

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8. Backup- Initiate a Travel Request on Behalf (3)
Organization
Backup can now Change
raise a Travel request on Management (OCM)
behalf of the associate.

Review : January 14 2020

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9. Backup- Initiate a Claim Request on Behalf (1)
Organization
Backup navigates Change
to Global ESS > Responsibilities Management
> Claim (OCM)
Responsibilities > Backup- Apply new on Behalf

Click on ‘Backup- Apply

new on behalf’ link

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10. Backup- Initiate a Claim Request on Behalf (2)
Organization
Backup confirms Employee Number andChange Management
Country and clicks “Next” (OCM)

Click on ‘Next’ button

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10. Backup- Initiate a Claim Request on Behalf (3)
Organization
Backup can now Change
raise a Claim request on behalf of theManagement
associate. (OCM)

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1. Delegation | Perform Delegation View
Associate can perform delegation by navigating to My Settings > Perform Delegation.
Organization Change Management (OCM)
The requests for the mentioned application will flow to delegated person’s worklist instead of associate’s worklist.

Click on ‘Perform
Delegation’ option

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2. Delegation | Perform Delegation View (2)
Associate needs to enter/select the details (Module, Employee No., Employee Name, From Date, End Date) and then click on
Organization Change Management (OCM)
‘Submit’ button.

Enter the
details

Click on ‘Submit’
button

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3. Delegation | Revoke Delegation
Associate can revoke delegation by navigating to My Settings > Revoke Delegation.
Organization Change Management (OCM)

Click on ‘Revoke
Delegation’ option

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4. Delegation | Revoke Delegation
Associate needs to select the row and click on ‘Revoke’ button.

Check the
checkbox
Click on ‘Revoke’
button

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 Organization Change Management (OCM)

Global Employee Self Service (GESS)

Enabling Back-up or Delegation access

Global.Helpdesk@TCS.com

Review : January 14 2020

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