PeopleSoft Enterprise HRMS 9.1 Application Fundamentals PeopleBook

Setting Up and Working with Delegation

This chapter provides an overview of delegation and discusses how to:

Navigate delegation components.
Register workflow transactions.
Set up permission lists and roles for delegation.
Define delegation installation settings.
Configure delegation transactions.
Add delegation requests.
Administer delegations.
Process batch delegation requests.
Work with self-service delegation.
Review delivered notification templates for delegation.

Understanding Delegation

Delegation is when a person authorizes another to serve as a his or her representative for a particular task of responsibility. With the Delegation feature, users can authorize other users to perform managerial tasks on their behalf by delegating authority to initiate or approve managerial transactions.

Delegation of authority to perform managerial transactions is usually prompted by one of these scenarios:

A manager takes leave and wants to delegate authority of managerial transactions to another person while away from the office.
A senior executive does not have the time to process transactions and wants to delegate this authority to another person, such as an assistant.

Delegation Terminology

The following terms are important to the understanding of Delegation feature and are used throughout the chapter:

Delegation	The act a delegating one's authority to another user.
Delegator	A person that delegates authority to another user.
Proxy	A person granted authority to act on behalf of another user.
Delegate Initiation	The Delegation Framework allows you to separate the task of initiating a transaction from approving the same transaction on someone's behalf. Delegator may delegate authority for a proxy to only initiate or submit a transaction on the delegator's behalf.
Delegate Approvals	The Delegation framework allows you to separate the task of initiating a transaction from approving the same transaction on someone's behalf. Delegator may delegate authority for a proxy to only approve or deny a transaction on the delegator's behalf.
Delegated Authority	The rights and privileges that are delegated from the delegator to the proxy.
Delegation Request	A request from the delegator to the proxy to take on delegated authority.
Delegation Period	The time range in which the delegated authority is in effect.
Delegation Administrator	The system administrator who is responsible for configuring, managing, and maintaining delegated authorities.
Revoke	When a delegator or delegation administrator withdraws delegated authority.

Delegation Framework

The core of the Delegation feature is the Delegation framework. The Delegation framework manages a proxy's authority over a delegated transaction. When a proxy has delegated authority, the Delegation framework temporarily assigns the proxy a unique role that is specific to the delegated transaction. The role enables the proxy to access the components and pages associated with the delegated transaction. When the proxy no longer has delegated authority, the Delegation framework removes that role and thus prevents the proxy from performing the transaction.

The Delegation framework supports the following types of delegation:

Downward delegation of authority to a direct report or another person lower down in the reporting hierarchy.
Upward delegation of authority to a manager or another person higher up in the reporting hierarchy.
Lateral delegation of authority to a peer either within the same division or in a different division within the reporting hierarchy

Integration with the Approval Framework

The Delegation framework integrates with the Approval Framework. This integration provides several benefits. First, the integration between the Delegation framework and Approval Framework makes the Approval Framework aware of delegated authorities in the system. Second, the Delegation framework uses the Approval Framework to manage the acceptance and rejection of delegation requests.

Delegation Request Creation Through Self-Service

The Delegation framework is a component of the PeopleSoft Enterprise HRMS self-service solution. Users can create delegation requests for selected transactions through HCM self-services pages.

When creating a delegation request, the delegator can:

Delegate only the transactions to which they have access.

For example, an employee who is not a manager does not have access to manager self-service transactions and, therefore, cannot delegate manager-specific transactions.
Delegate to only one proxy per delegation period per transaction.
Delegate all transactions to a single proxy, or delegate different transactions to different proxies.

Delegation Administration

Delegation administrators can use the administrative components for delegation to perform several useful tasks. They can:

Create delegation requests on behalf of delegators through the Add Delegation Request component (HCDL_ADMIN_ADD_DLG).
Review delegation requests and, if necessary, revoke them on behalf of delegators through the Administer Delegation component (HCDL_ADMIN_DLG).
Process all delegation transactions in batch daily through the Maintain Delegated Authorities component (HCDL_BATCH).

Notifications

The system uses email and worklist notifications to notify managers and proxies of new delegation requests and transactions pending approval. The system creates a worklist item only on the proxy's worklist, not on the delegator's worklist (provided that you have set up worklist items as a preference for receiving notifications). The system sends email notifications for approval to the proxy and, if approval framework is configured correctly, the system also sends the delegator a courtesy email notification. Delegation administrators can use the Generic Templates component to configure different email templates for the proxy and delegator.

See Reviewing Delivered Notification Templates for Delegation.

Requests Statuses and Delegation Statuses

The Delegation framework manages delegation requests through request statuses and delegation statuses. A request status defines the status of the delegation request. A delegation status defines whether a proxy's delegation authority is active or inactive. The combination of these two statuses determines how the Delegation framework handles delegations.

This table lists request statuses for delegation and describes how the Delegation framework handles a delegation depending on the delegation status associated with each request status:

Request Status	Delegation Status	Description
Submitted	Inactive	When a delegator creates a new delegation request the system sets the request status to Submitted and delegation status to Inactive.
Accepted	Active	When a proxy accepts a delegation request, the system sets the request status to Accepted. The delegation status becomes Active only when the following two conditions occur: The proxy accepts the delegation request. The system date is greater than or equal to the From Date and less than or equal to the To Date of the delegation period. Once the delegation status becomes Active, the system reassigns all pending transactions from the delegator to the proxy. The system also assigns the proxy a temporary permission list and role for the transaction, which grants the proxy navigation access to the online transaction. If the To Date of the delegation request is blank, the request status remains Active until revoked by delegator or administrator.
Accepted	Inactive	If the proxy accepts the delegation request but the delegation request is future-dated, the delegation status remains Inactive until the system date is greater than or equal to the From Date.
Rejected	Inactive	When a proxy rejects a delegation request, the system sets the request status to Rejected. The delegation status remains Inactive.
Ended	Inactive	When the delegation authority period for the proxy expires, the system sets the request status to Ended and changes the delegation status to Inactive. This change occurs when the system date is greater than the To Date of the delegation authority period. The system reassigns all pending transactions from the proxy to the delegator. The system also removes the proxy's temporary permission list and role, which removes the proxy's navigation access to the online transaction.
Revoked	Inactive	When the delegator revokes a delegation request or the delegation administrator revokes the delegation request on behalf of the delegator, the system sets the request status to Revoked and changes the delegation status to Inactive. The system reassigns all pending transactions from the proxy to the delegator. The system also removes the proxy's temporary permission list and role, which removes the proxy's navigation access to the online transaction.

Implementation Considerations for Delegation

When implementing Delegation functionality, you should consider the following:

The important considerations are:

Should you enable delegation functionality?
What transactions should you enable for delegation?
What hierarchy should you enable for delegation?

You should also analyze the following security needs and create a plan that covers these needs:

Analyze delivered permission lists and roles for delegation components to decide if the implementation will use the delivered objects or create new objects.
Decide how to define a standard user profile for the delegation administrator that contains the relevant roles.
Decide how to define a standard user profile for the delegator that contains the relevant roles.
Decide how to define a standard user profile for the proxy that contains the relevant roles.
Decide if the delegator and proxy should have the same or different profiles.

Steps to Set Up Delegation

To implement transactions in the delegation framework:

Register delegation transactions for workflow on the Register Workflow Transactions page.
Set up delegation permission lists and roles through PeopleTools Security components.
Define installation settings for delegation on the Delegation Installation Settings page.
Configure transactions for delegation on the Configure Delegation Transactions page.

Navigating Delegation Components

The PeopleSoft Enterprise HRMS application provides custom navigation pages that contain groupings of folders that support a specific business process, task, or user role.

Note. In addition to the PeopleSoft Enterprise HRMS custom navigation pages, the PeopleSoft system provides menu navigation and standard navigation pages.

This section lists the pages used to navigate delegation components.

See Also

Enterprise PeopleTools PeopleBook: Using PeopleSoft Applications

Pages Used to Navigate Delegation Components

This table lists the custom navigation pages that are used to navigate in the setup and administrative components for delegation functionality:

Page Name	Navigation	Usage
Delegation Setup Center	Set up HRMS, Common Definitions, Delegation, Delegation Setup Center	Administrators can use the component links on this page to access the pages necessary to set up the Delegation framework for PeopleSoft Enterprise HRMS.
Approvals and Delegation	Workforce Administration, Self Service Transactions, Approvals and Delegation	Administrators can use the component links on this page to access the pages necessary to maintain delegation and to monitor approval transactions for PeopleSoft Enterprise HRMS.

Registering Workflow Transactions

This section discusses how to register workflow transactions.

Page Used to Register Workflow Transactions

Page Name	Definition Name	Navigation	Usage
Workflow Transactions	HCM_EO_TXN	Set Up HRMS, Common Definitions, Approvals, Approvals Setup Center, Workflow Transactions, Workflow Transactions Set Up HRMS, Common Definitions, Approvals, Workflow Transactions, Workflow Transactions	Register workflow transactions for self-service transactions by associating them with the appropriate workflow functionality and assigning a workflow transaction category. For transactions that use the Approval Framework, you must additionally specify the approval process ID associated with the transaction. You can also enable delegation of transaction initiation and approval.

See Also

Linking Workflow Transactions

Registering Workflow Transactions

Access the Workflow Transactions page (Set Up HRMS, Common Definitions, Delegation, Delegation Setup Center, Workflow Transactions, Workflow Transactions).

Note. When implementing the Delegation framework, you must register all self-service transactions. Only the registered workflow transactions that you enable for delegation initiation or approval are available for subsequent delegation transaction setup.

See Linking Workflow Transactions.

Setting Up Permission Lists and Roles for Delegation

This section provides an overview of permission lists and roles for delegation and discusses how to set up permission lists and roles.

Understanding Permission Lists and Roles for Delegation

Before configuring delegation transactions, you must set up permission list and role security for your delegation transactions. The PeopleSoft Enterprise HRMS application delivers as system data several permission lists that are required for use of the Delegation framework. You can attach these permission lists to roles where needed to enable users access to delegation functionality.

This table describes the delivered permission lists for the Delegation framework:

Permission List Name	Description	Roles Assigned to Permission List
HCCPDL1000	Enables users to access the delegation setup components that are part of the Delegation Setup Center page and the delegation administrative components that are part of the Approvals and Delegation page.	HCM Delegation Admin (administrator)
HCCPDL1100	Enables users to access the Manage Delegation page, which is the home page for self-service transactions.	Manager Employee

Permission List Name

Description

Roles Assigned to Permission List

HCCPDL1000

Enables users to access the delegation setup components that are part of the Delegation Setup Center page and the delegation administrative components that are part of the Approvals and Delegation page.

HCM Delegation Admin (administrator)

HCCPDL1100

Enables users to access the Manage Delegation page, which is the home page for self-service transactions.

Manager

Employee

In addition to permission lists, you need to define the delegation administrator role and assign the HCCPDL1000 permission list to it. Once assigned to a user, this role enables that designated delegation administrator access to the delegation setup and administrative components. The PeopleSoft Enterprise HRMS system delivers the HCM Delegation Admin role as system data for this purpose. This role already has the HCCPDL1000 permission list assigned to it.

PeopleSoft Enterprise HRMS applications that use delegation functionality deliver many transactions that are preconfigured for the Delegation framework. These transactions are preconfigured with a unique permission list and role for each component where the proxy can perform the delivered delegated transaction. When a proxy status becomes active, the system inserts the unique role for that delegation transaction into the proxy's user profile. The role contains the permission list that enables the proxy access to the component for performing the delegated transaction. When the proxy status becomes inactive, the system removes that role from the proxy's user profile. To configure delegation transactions, use the Configure Delegation Transaction page to associate to the transaction the unique role and the component where the transaction is performed. The unique permission list is associated with the role in PeopleTools security.

See Configuring Delegation Transactions.

When configuring transactions for delegation you must use a unique role and permission list for each component that you associate with a delegated transaction. You must attach the permission list to portal security for the component and associate the unique role with the unique permission list. You might also need to run the Portal Security Sync process (PeopleTools, Portal, Portal Security Sync) to ensure that the permission list is associated with the portal navigation.

Warning! Do not use an existing role to configure a delegation transaction because the delegation framework grants and revokes the role from the proxy's security profile according to the proxy's delegated authority over a transaction. This will cause a proxy who already has access to the specified component to lose access to that component entirely when the delegation framework revokes the delegated authority.

See Also

Configuring Delegation Transactions

Setting Up Permission Lists and Roles

Set up permission list and role security for your delegation transactions.

See Enterprise PeopleTools PeopleBook: Security Administration

Defining Delegation Installation Settings

This section discusses how to define delegation installation settings.

Page Used to Define Delegation Installation Settings

Page Name	Definition Name	Navigation	Usage
Delegation Installation Settings	HCDL_SYS_SETUP	Set Up HRMS, Common Definitions, Delegation, Delegation Setup Center, Installation Settings, Delegation Installation Settings Set Up HRMS, Common Definitions, Delegation, Installation Settings, Delegation Installation Settings	Define delegation installation settings. This task is typically performed by the delegation administrator after someone has set up permission lists and roles for delegation.

Defining Delegation Installation Settings

Access the Delegation Installation Settings page (Set Up HRMS, Common Definitions, Delegation, Delegation Setup Center, Installation Settings, Delegation Installation Settings).

Administrator Role

Select the role that you want to designate as the delegation administrator. The delegation framework routes errors to this role. The PeopleSoft system delivers the HCM Delegation Admin role as system data for this purpose. You can select that role or any other role.

Duration to check for active proxies and Days

Enter the number of days that you want the Maintain Delegated Authority Application Engine process to add to the system date when checking whether a proxy is active in the job data record or equivalent record for persons of interest. Delegation administrators can run this process from the Maintain Delegated Authority page.

Checking for proxy availability is particularly important when using open-ended delegations. An open-ended delegation is when the delegator leaves the To Date field blank on the Enter Dates page when creating a delegation request through self-service.

By default, the system uses 7 days. If you leave the field blank or enter 0, then upon saving the component the system automatically sets the value to 7. In this example, when delegation administrators run the batch job, the process adds seven days to the system data and checks for proxy availability on that date.

Enable Hierarchies

Use this group box to define options for how self-service users can select a proxy when delegating a transaction. Your selections here determine the available proxies that the system displays on the Select Proxy By Hierarchy page when users create delegation requests. These settings apply to all transactions that are using the Delegation framework. For example, you cannot specify that the system display available proxies for time-off requests by supervisor ID and available proxies for promotions by Reports To Position.

All Persons

Select this check box to enable open selection of the proxy when users are creating a delegation request. The system displays the Search by Name link on the Select Proxy By Hierarchy page. When users click this link, the system displays the Select Proxy By Name page, where users can search for and select as proxy any active person in the system. By default, the system selects this check box.

Specific Hierarchies

Click this check box to require delegators to select a proxy based on a specific hierarchy. You can only select one hierarchy. The hierarchy that you select applies to all delegation requests across the system regardless of the transaction type. When self-service users search for a proxy by hierarchy, they can search up the hierarchy as well as down the hierarchy.

Your choices are:

By Dept Security Tree: Determines person data access using information from the security tree. The system presents the user with a list of people whose data the user has access to, based on the security tree.
By Supervisor ID: Defines the reporting relationship based on information in the Supervisor ID field on the Work Location page. The system presents the user with a list of people whose job records indicate that they are supervised by the user.
By Department Manager ID: Defines the reporting relationship based on information in the Manager ID field on the Department Profile page (DEPARTMENT_TBL_GBL ). For users who are department managers, the system displays a list of the workers who are in the user's department.
By Reports To Position: Defines the reporting relationship based on information in the Reports To field on the Work Location page. The system presents the user with a list of people whose job record indicates that they report to that user's position.

This option is available only if you have enabled the Manage Positions business process on the Installation Table - HRMS Options page.
By Part Posn Mgmt Supervisor: Defines the reporting relationship by both the Reports To and the Supervisor ID fields on the Work Location page. This is designed for the organizations that use partial position management. The system searches for reporting relationship based on Report To values first, and then for Supervisor ID values.

This option is available only if you have enabled the Manage Positions business process on the Installation Table - HRMS Options page.
By Part Posn Mgmt Dept Mgr ID: Defines the reporting relationship by the Reports To field on the Work Location page (JOB_DATA1) and the information in the Manager ID field on the Department Profile page. This is designed for the organizations that use partial position management. The system searches for reporting relationship based on Report To values first, and then for Department Manager ID values.
By Group ID: Determines data access using the group ID set up in the Group Build feature.

If you select this option, you must select a valid group ID in the field that the system displays to the right. You define group IDs using the Group Build - Group Definition component.

These hierarchies relate to direct reports functionality and are the same as those found in the Access Type field on the Target Information page of the Direct Reports Setup component.

If you select the Specific Hierarchies check box and the All Persons check box, then this hierarchical selection of proxy becomes a preference rather than a requirement because the delegator has the option to either select from the list or search for any active proxy in the system.

Configuring Delegation Transactions

This section provides an overview of delivered delegation transactions and discusses how to configure delegation transactions.

Understanding Delivered Delegation Transactions

The PeopleSoft application delivers many transactions that are preconfigured for the Delegation framework and accessible through the Configure Transaction component. This table lists the delivered delegation transactions and their configuration:

Transaction Name	Unique Role / Permission List	Component Name	Delegation Transaction Description
EP_APPRAISAL	Delegate_PerformancDoc_Approve	EP_APPRAISAL_APPR	Delegate the approval of performance documents.
GP_ABS_EESS_BAL	Delegate Employee Absence Bal	GP_ABS_EESS_BAL	Delegate the initiation of employee absence balance inquiries.
GP_ABS_EESS_HIST	Delegate Employee Absence Hist	GP_ABS_EESS_HIST	Delegate the initiation of employee absence history inquiries.
GP_ABS_EESS_REQ	Delegate Employee Absence Rqst	GP_ABS_EESS_REQ	Delegate the initiation of employee absence requests.
GP_ABS_MGRSS_BAL	Delegate Manager Absence Bal	GP_ABS_MGRSS_BAL	Delegate the initiation of manager absence balance inquiries.
GP_ABS_MGRSS_HIST	Delegate Manager Absence Hist	GP_ABS_MGRSS_HIST	Delegate the initiation of manager absence history inquiries.
GP_ABS_MGRSS_REQ	Delegate Manager Absence Rqst	GP_ABS_MGRSS_REQ	Delegate the initiation of manager absence requests.
GP_SS_ABS_APPR_L	Delegate Manager Absence Appr	GP_SS_ABS_APPR_L	Delegate the approval of absence requests.
HR_EE_INF_MGR	Delegate_View_Employee_Info	HR_EE_INF_MGR	Delegate the initiation of employee information inquiries.
HR_FULL_PART_CHG	Delegate_FullPartStat_Initiate	HR_MGR_FULL_PART	Delegate the initiation of changes in full-time and part-time status.
HR_LOCATION_CHG	Delegate_LocChange_Initiate	HR_MGR_LOCATION	Delegate the initiation of location changes.
HR_PROMOTION (Approve)	Delegate_Promotion_Approve	HR_PROMOTE_APPR	Delegate the approval of promotions.
HR_PROMOTION (Initiate)	Delegate_Promotion_Initiate	HR_PROMOTE_MGR	Delegate the initiation of promotions.
HR_REPORT_CHG (Approve)	Delegate_ReportingChg_Approve	HR_MGR_REPORT_APPR	Delegate the approval of reporting changes.
HR_REPORT_CHG (Initiate)	Delegate_ReportingChg_Initiate	HR_MGR_REPORT_CHNG	Delegate the initiation of reporting changes.
HR_RETIRE	Delegate_Retire_Initiate	HR_RETIRE_EE	Delegate the initiation of employee retirements.
HR_TERM	Delegate_Terminate_Initiate	HR_EE_TERMINATE	Delegate the initiation of employee terminations.
HR_TRANSFER (Approve)	Delegate_Transfer_Approve	HR_TRANSFER_APPR	Delegate the approval of transfers.
HR_TRANSFER (Initiate)	Delegate_Transfer_Initiate	HR_TRANSFER_MGR	Delegate the initiation of transfers.
JobOffer	Delegate_JobOffer_Approve	HRS_RECRUIT_CONSOL	Delegate the approval of job offers.
JobOpening	Delegate_JobOpening_Approve	HRS_RECRUIT_CONSOL	Delegate the approval of job openings.
TL_MSS_EE_SECH_PRD (Approve)	Delegate Manage AppRpt Time	TL_MSS_EE_SRCH_PRD	Delegate the approval of managing reported time.
TL_MSS_EE_SECH_PRD (Initiate)	Delegate Manage Report Time	TL_MSS_EE_SRCH_PRD	Delegate the initiation of managing reported time.
TL_SRCH_APPRV_GRP	Delegate Manage App Pay Time	TL_SRCH_APPRV_GRP	Delegate the approval of payable time.
WCSCompConfirmer	Delegate Update Compensation	WCS_ECM_MSS_HOME	Delegate the initiation of confirming compensation proposals.
WCSCompReviewer	Delegate Update Compensation	WCS_ECM_MSS_HOME	Delegate the initiation of reviewing compensation proposals.
WCSCompSubmitter	Delegate Update Compensation	WCS_ECM_MSS_HOME	Delegate the initiation of submitting compensation proposals.
WCS_ECM_AWE_HOME	Delegate Approve Compensation	WCS_ECM_AWE_HOME	Delegate the approval of compensation.

Note. For more information about application-specific delegation transactions, refer to the application-specific PeopleBook.

Page Used To Configure Delegation Transactions

Page Name	Definition Name	Navigation	Usage
Configure Delegation Transaction	HCDL_TXN_SETUP	Set Up HRMS, Common Definitions, Delegation, Delegation Setup Center, Configure Transactions, Configure Delegation Transaction Set Up HRMS, Common Definitions, Delegation, Configure Transactions, Configure Delegation Transaction	Configure transactions for delegation. This task is performed by delegation administrators after setting up delegation installation settings so that the transaction becomes available for delegation configuration.

Configuring Delegation Transactions

Access the Configure Delegation Transaction page (Set Up HRMS, Common Definitions, Delegation, Delegation Setup Center, Configure Transactions, Configure Delegation Transaction).

Transaction Name

Displays the name of the transaction. If you are adding a new value, the system prompts you to select a value from the list of transactions that have been configured for workflow and selected for delegation initiation or approval on the Workflow Transactions page. Transactions that do not meet these criteria are not available for delegation configuration.

Transaction Type

Displays whether the configuration of the transaction is for delegation initiation or approval. The Delegation framework allows you to separate the task of initiating a transaction from approving the same transaction on someone's behalf. If you are adding a new value, the system prompts you to select either:

Initiate: Delegator may delegate authority for a proxy to only initiate or submit a transaction on the delegator's behalf.

Approve: Delegator may delegate authority for a proxy to only approve or deny a transaction on the delegator's behalf.

Although both options are available for the selected transaction, the value that you select is valid only if you have selected the corresponding Delegate Initiation or Delegate Approvals check box on the Workflow Transactions page.

Description

Enter the description of the delegation transaction configuration. The system uses this description throughout the delegation pages when displaying related transactions. As a default, the system uses the concatenation of the transaction type and transaction name. We strongly recommend that you always assign a meaningful description.

Effective Date and Status

Enter the effective date of the transaction and whether it is active or inactive within the Delegation framework. By entering new effective-dated rows, you can enable or disable the transaction, as necessary. When entering a new row, the system uses the system date for the effective date by default.

Security

Use this group box to establish security access for proxies that are delegated authority to the given transaction. While a delegation transaction is active, the Delegation framework temporarily assigns the specified role to the proxy and grants the proxy access to the specified component.

Role

Select the role that contains the permission list for the relevant component where one processes the given transaction. Each transaction that you enable for delegation must have a unique role and associated permission list that are solely for delegation purposes.

When a proxy's delegated authority becomes active, the system temporarily assigns this role to the proxy's user profile so that the proxy can access the transaction component while having delegation authority. When the proxy's delegation authority ends, the system deletes this role from the proxy's user profile. Thus, the proxy no longer has access to the transaction component.

If an approval transaction requires that the approver be in a particular role, then the proxy who is delegated authority over that transaction must have the same role to approve the transaction. For example, if promotion approval requires that the approver be a manager, then the proxy who is delegated authority to approve promotions must also be a manager to successfully approve a promotion request.

This field prompts from roles set up in the Roles component.

Warning! You must use a unique role for each component that you associate with a delegated transaction.

See Understanding Permission Lists and Roles for Delegation.

Component Name

Select the object name of the component where users can process requests for the given transaction. When a user creates a delegation request, the system checks the delegator's user profile to determine if the delegator has the authority to access this component. The system permits the creation of a delegation request for the transaction only if the delegator has security access.

Optional Parameters

Use this group box when you need to create a link on the Delegation pages that will take the user to a product specific page to complete the delegation process.

Use the Display Link Label fields for retrieving the link labels from the message catalog.

Message Set Number and Message Number

Enter the number that will identify the label that should be used for the link that will appear on the Delegation Detail page. This label is maintained at the product specific

Note. For more information about application-specific message numbers, refer to the application-specific PeopleBook.

Use Delegation Event Handler Class fields to identify the product specific application classes.

Root Package ID	Select the application package that owns the component to which the person will be directed when he or she clicks the link in the Delegation pages.
Path	Enter the class that will take the user to the product specific component to finished the delegation process.

Adding Delegation Requests by Administrator

This section discusses how to add delegation requests by administrator.

Page Used to Add Delegation Requests by Administrator

Page Name	Definition Name	Navigation	Usage
Add Delegation Request	HCDL_ADMIN_ADD_DLG	Workforce Administration, Self Service Transactions, Approvals and Delegation, Add Delegation Request, Add Delegation Request	Add delegation requests that administrators create on behalf of delegators.

Adding Delegation Requests by Administrator

Access the Add Delegation Request page (Workforce Administration, Self-Service Transactions, Approvals and Delegation, Add Delegation Request, Add Delegation Request).

Note. To prevent situations of cascading or circular delegation chains, after the Delegation framework passes delegated authority over a transaction to a proxy, the proxy cannot delegate authority over that transaction to another user. The Delegation framework only passes authority over transactions from initial delegator to initial proxy.

Note. When a user adds a delegation request, the system checks for an Alternate User ID field value on the User Profile - Workflow page. The delegation request overrides the alternate user ID for transactions in the delegation request. If an alternate user ID exists and the dates of the delegation and alternate ID overlap, the system issues a warning message.

From Date and To Date	Enter the date range for which you want the delegation to be active. The From Date value must be greater than today's date. The To Date value must be greater than the From Date value. If you want to make the delegation open-ended, leave the To Date field blank.
Trans Type (transaction type) and Transaction Name	Select the transaction that is being delegated. The system prompts you to select from only the transactions for which the delegator has access. The transactions must be active for the specified date range of the delegation, as defined on the Configure Delegation Transaction page. The system displays whether the selected transaction is for delegation initiation or approval.
Proxy and Name	Select the proxy to whom the delegator wants to delegate the transaction.
Notify Delegator	Select this check box to have the system send a courtesy email notification to the delegator when the proxy approves or initiates this transaction on the delegator's behalf.
Maintain Delegated Authorities	Click this link to access the Maintain Delegated Authority page, where you can run a batch job to process delegation transactions.
Administer Delegation	Click this link to access the Administer Delegation page, where you can search for and manage individual delegation requests in the system.
Product specific link	Select the product specific link for a transaction to have the system open the product specific component to complete the delegation request. The product specific component will have a check box to indicate that it is OK to submit the delegation request or not. If it is OK, then the delegation request will be submitted. If it is not OK, then the delegation request will not be submitted. This link is available when the Optional Parameters section of the Configure Delegation Transaction page for the transaction is configured to have further product specific delegation requirements. The label of the link comes from message catalog as specified on Configure Delegation Transaction page. When no information is entered in the Optional Parameters section of the Configure Delegation Transaction page, the link is not available.

Administering Delegations

This section discusses how to administer delegations.

Pages Used to Administer Delegations

Page Name	Definition Name	Navigation	Usage
Administer Delegation	HCDL_ADMIN_DLG	Workforce Administration, Self Service Transactions, Approvals and Delegation, Administer Delegation, Administer Delegation	Administer delegation requests. Administrators can review delegation requests and, if necessary, revoke them on behalf of delegators.
Administer Delegation - Request Details	HCDL_ADMIN_RQT_DTL	Click the link for a delegation request in the Request Status column on the Administer Delegation page: Request Details tab.	Delegation administrators can review details of a selected delegation request.

Administering Delegations

Access the Administer Delegation page (Workforce Administration, Self-Service Transactions, Approvals and Delegation, Administer Delegation, Administer Delegation).

Note. If the delegator and proxy initiate duplicate transactions, then either the proxy, delegator, or delegation administrator can cancel the duplicate transaction or approvers can deny the duplicate transaction while approving the original transaction.

Maintain Delegated Authorities	Click this link to access the Maintain Delegated Authority page, where you can run a batch job to process delegation transactions.
Add Delegation Request	Click this link to access the Add Delegation Request page, where you can create delegation requests on behalf on delegators.

Selection Criteria

Use this group box to specify criteria for the delegation requests that you want to retrieve. To retrieve all delegation requests, click the Search button without specifying criteria. To narrow your search results, enter one or more criteria.

Delegator	Enter the delegator for whom you want to retrieve delegation requests. The system prompts you to select from delegators with existing requests.
Proxy	Enter the proxy for whom you want to retrieve delegation requests. The system prompts you to select from proxies with existing requests.
Transaction Name	Enter the transaction for which you want to retrieve delegation requests. The system prompts you to select from transactions that are part of existing requests.
From Date and To Date	Specify the specific from or to date for which you want to review delegation requests.
Request Status	Select the status of the requests that you want to retrieve. Request statuses are Accepted, Ended, Rejected, Revoked, and Submitted. See Understanding Delegation.
Delegation Status	Select the delegation status of the requests that you want to retrieve, either Active or Inactive. See Understanding Delegation.
Search	Click this button to retrieve delegation requests based on your selection criteria.
Clear	Click this button to deselect all selection criteria fields.

Search Results

The system displays delegation requests and details based on your search criteria.

Request Status	The system displays the status of the request on the Request Details tab: Accepted,Ended, Rejected, Revoked, and Submitted. Click this link to review further details of a delegation request. The system displays the Administer Delegation - Request Details page.
Select All	Click this button to select the check boxes for all delegation requests in the search results.
Deselect All	Click this button to deselect all check boxes for the selected delegation requests in the search results.
Revoke	Click this button to revoke a delegation request on behalf of the delegator. The system revokes delegations for all requests that are selected in the search results. The system sends a notification to the proxy who is affected by the change and automatically reassigns all pending transactions back to the delegator.

Processing Batch Delegation Requests

This section discusses how to process batch delegation requests.

Page Used to Process Batch Delegation Requests

Page Name	Definition Name	Navigation	Usage
Maintain Delegated Authority	HCDL_BATCH	Workforce Administration, Self Service Transactions, Approvals and Delegation, Maintain Delegated Authorities, Maintain Delegated Authority	Process batch delegation requests in a daily batch.

Processing Batch Delegation Requests

Access the Maintain Delegated Authority page (Workforce Administration, Self-Service Transactions, Approvals and Delegation, Maintain Delegated Authorities, Maintain Delegated Authority).

Click the Process Request button to run the Maintain Delegated Authority (HCDL_BATCH) Application Engine process. This batch program processes all delegation transactions as of the system date that appears on the run control page. The process activates all delegation transactions that were future-dated to become active on today's date, revokes all delegation requests that have expired as of today's date, and searches for inactive proxies. For all affected delegation transactions, the process updates the request status and delegation status as appropriate. The process also updates proxy navigation security, as needed.

Important! Run this process daily to maintain delegations and update invalid rows.

Working with Self-Service Delegation

This section discuss how to:

View delegation activity.
View help for delegation.
Select the job for a delegation request.
Select a proxy by reporting hierarchy.
Select a proxy by name.
Submit a delegation request.
View confirmation of delegation request submission.
Manage proxies for delegation.
View delegation request details.
Manage delegated authorities.
View confirmation of delegation request acceptance.
View confirmation of delegation request rejection.
View details for multiple transactions.

Pages Used to Work with Self-Service Delegation

Page Name	Definition Name	Navigation	Usage
Manage Delegation	HCDL_MGR_DLG_HOME	Self Service, Manage Delegation, Manage Delegation Click the Cancel button while creating a delegation request. Click the View Details link or the Approve/Deny link for a delegation transaction in the Self Service, Review Transactions component. Click the View Details link for a delegation transaction in the Manager Self Service, Review Transactions component.	View delegation activity associated with a user.
Manage Delegation - Learn More about Delegation	HCDL_DLG_INSTR	Click the Learn More about Delegation link on the Manage Delegation page.	View help for delegation. Users can view an instructive description of delegation functionality.
Create Delegation Request - Select Job Title	HCDL_JOB_SELECTION	Click the Create Delegation Request link or the Review My Proxies link on the Manage Delegation page when you hold multiple jobs.	Select the job for a delegation request. Users with multiple jobs can select the job for which they want to create the delegation request or review their proxies.
Create Delegation Request - Enter Dates	HCDL_ADD_DLG_DATES	Click the Create Delegation Request link on the Manage Delegation page.	Enter delegation dates by specifying the From Date and To Date, which defines the delegation authority period for a transaction. By not specifying a To Date, users specify an open-ended delegation.
Create Delegation Request - Select Transactions	HCDL_ADD_DLG_TXNS	Click the Next button on the Enter Dates page.	Select transactions for delegation. Users can select one or more transactions to delegate.
Create Delegation Request - Select Proxy by Hierarchy	HCDL_ADD_DLG_SRCH	Click the Next button on the Select Transactions page.	Select a proxy by reporting hierarchy. Users can select a proxy for the transactions being delegated based on their reporting hierarchy.
Create Delegation Request - Select Proxy by Name	HCDL_ADD_DLG_SRCH	Click the Search by Name link on the Select Proxy by Hierarchy page. Click the Search by Hierarchy link on the Select Proxy by Name page.	Select a proxy by name. Users can search for and select a proxy for the transactions being delegated based on name.
Create Delegation Request - Delegation Detail	HCDL_ADD_DLG_DTL	Click the Next button on the Select Proxy by Hierarchy page or the Select Proxy by Name page.	Submit a delegation request. Users can review the details of a delegation request and then submit the delegation request.
Confirmation, Accept Delegation Request, Reject Delegation Request	HCDL_DLG_CONFIRM	Click the Submit button on the Delegation Detail page when adding a delegation request. Click the Accept button or the Reject button on the My Delegated Authorities page.	View the confirmation of the delegation request submission, the acceptance of a delegation request, or the rejection of a delegation request.
My Proxies	HCDL_MGR_DLGT	Click the Review My Proxies link on the Manage Delegation page. Click the OK button on the Confirmation page after successfully completing a delegation request.	Manage proxies for delegation. Users can manage their proxies by search for and updating the status of their delegation requests.
Delegation Request Details	HCDL_REQUEST_DTL	Click the Details button for the delegation transaction on the My Proxies page.	Viewing delegation Request Details. Users can review the details of a submitted delegation request.
My Delegated Authorities	HCDL_MGR_DLGT	Click the Review My Delegated Authorities link on the Manage Delegation page.	Manage delegated authorities. Users can accept or reject the delegation requests for which they have been selected to serve as proxy.
Multiple Transactions	HCDL_MULTI_TXNS	Click the Multiple Transactions link on the My Delegated Authorities page.	Users can view details of the multiple transactions for which they have delegated authority.

Viewing Delegation Activity

Access the Manage Delegation page (Self Service, Manage Delegation, Manage Delegation).

Users can view all delegation activity associated with themselves. They can create a delegation request, revoke delegation requests for which they have delegated transaction initiation or approval to a proxy, and accept or reject the delegation requests for which they are selected to serve as proxy. The system displays only the content and associated links that are applicable to the user at the time that user accesses the page. Specifically, the system displays:

The Learn More about Delegation link and associated content for learning more about delegation, which is accessible to all users at all times provided that the system is using the Delegation framework.
The Create Delegation Request link and associated content for creating delegation requests only if the user has navigation security access to transactions that are enabled for delegation through the delegation setup pages.
The Review My Proxies link and associated content for reviewing proxies only if the user has active or inactive delegation requests.
The Review My Delegated Authorities link and associated content for reviewing delegated authorities only if the user has been delegated authority to serve as a proxy.

Viewing Help For Delegation

Access the Manage Delegation - Learn More about Delegation page (click the Learn More about Delegation link on the Manage Delegation page).

You can configure this page by accessing it through PeopleTools Application Designer.

Selecting the Job for a Delegation Request

Access the Create Delegation Request - Select Job Title page (click the Create Delegation Request link or the Review My Proxies link on the Manage Delegation page when you have multiple jobs).

If users creating the delegation request or reviewing their proxies have multiple jobs, the system prompts the user to select the job for which they want to create the delegation request or review proxies. This page displays only when the employee has multiple jobs.

Entering Delegation Dates

Access the Create Delegation Request - Enter Dates page (click the Create Delegation Request link on the Manage Delegation page).

Creating a Delegation Request

Access the Create Delegation Request - Select Transactions page (click the Next button on the Enter Dates page).

The system displays only the transactions that are configured for delegation initiation or approval on the Configure Delegation Transactions page and for which the delegator has component access.

Users can delegate one or multiple transactions to another person in a single delegation request. When a proxy receives a delegation request for multiple transactions, he or she must accept or reject the entire request. The delegator, however, can revoke single transactions from a multiple transaction request. When a delegator revokes one or more transactions from a multiple transaction request, the system pulls the revoked transactions out of the multiple transaction request and creates individual revoked entries in the Approval Framework. The remaining transactions stay in the multiple transaction request. If only one transaction remains after revoking, the system disbands the group and displays an individual rather than multiple delegation request. This functionality preserves the accuracy of the multiple transaction status.

Selecting a Proxy by Reporting Hierarchy

Access the Create Delegation Request - Select Proxy by Hierarchy page (click the Next button on the Select Transactions page).

Users can select a proxy for transactions they are delegating. If the delegation administrator selects a specific hierarchy for the transaction on the Delegation Installation Settings page, the system displays valid proxies based on that selection, and users can select from this list. Valid proxies include persons who report directly or indirectly to the delegator, as well as all persons in the upward hierarchy—starting with the delegator's manager. If the delegation administrator selects the All Persons check box on the installation page, then the system displays the Search by Name link so that users can search for and select from any person in the system.

Selecting a Proxy by Name

Access the Create Delegation Request - Select Proxy By Name page (click the Search by Name link on the Select Proxy by Hierarchy page).

Users can search for a proxy by name and select from the list of valid values in the search results. This page is available only if the delegation administrator selects the All Persons check box on the Delegation Installation Settings page.

Submitting a Delegation Request

Access the Create Delegation Request - Delegation Detail page (click the Next button on the Select Proxy by Hierarchy page or the Select Proxy by Name page).

The system displays the delegation period, the selected proxy, and the selected transactions. When a transaction is set up with product specific delegation requirements on the Configure Delegation Transaction page, a link will appear after the transaction. When no information is entered in the Optional Parameters section of the Configure Delegation Transaction page, the link is not available. Select the product specific link for a transaction to have the system open the product specific component to continue the delegation request.

When users click the Submit button, the system automatically sends an email notification to the proxy to either accept or reject the delegation request if Approval Framework is set up.

To prevent situations of cascading or circular delegation chains, after the Delegation framework passes delegated authority over a transaction to a proxy, the proxy cannot delegate authority over that transaction to another user. The Delegation framework only passes authority over transactions from initial delegator to initial proxy.

Viewing Confirmation of Delegation Request Submission

Access the Create Delegation Request - Confirmation page (click the Submit button on the Delegation Detail page).

Managing Proxies for Delegation

Access the My Proxies page (click the Review My Proxies link on the Manage Delegation page).

Users can change their mind by revoking delegation requests for which they have delegated transaction initiation or approval to a proxy. To revoke the delegation request, users must select the check box for the delegation request and then click the Revoke button. The system changes the request status to Revoked and automatically sends an email notification to the proxy about the status of the delegation request.

Viewing Delegation Request Details

Access the Delegation Request Details page (click the Details button for the delegation transaction on the My Proxies page).

Users can click the Return button to return to the My Proxies page.

Managing Delegated Authorities

Access the My Delegated Authorities page (click the Submit button on the Delegation Detail page when adding a delegation request).

A proxy can hold more than one delegated authority from different delegators. The proxy must select the check box for delegation request and then click either the Accept button or the Reject button. The system automatically sends an email notification to the delegator about the status of the delegation request.

Note. When you are delegating to a proxy who has multiple job records (as defined in the Job Data component), the system uses the proxy's job record number 0 by default.

Multiple Transactions

Delegators can delegate one or multiple transactions to another person in a single delegation request on the Create Delegation Request - Select Transactions page. If the delegation request contains multiple transactions, the proxy can click the Multiple Transactions link to access the Multiple Transactions page and view details about each transaction in the delegation request. For a delegation request with multiple transactions, the proxy must accept or reject the entire request.

The delegator can revoke single transactions from a multiple transaction request on the My Proxies page. When a delegator revokes one or more transactions from a multiple transaction request, the system pulls the revoked transactions out of the multiple transaction request and creates individual revoked entries in the Approval Framework. The remaining transactions stay in the multiple transaction request. If only one transaction remains after revoking, the system disbands the group and displays the delegation request as an individual transaction rather than a multiple transaction. This functionality preserves the accuracy of the multiple transaction status.

Viewing Confirmation of Delegation Request Acceptance

Access the Accept Delegation Request page (click the Accept button on the My Delegated Authorities page).

Users can click the OK button to return to the My Delegated Authorities page.

Viewing Confirmation of Delegation Request Rejection

Access the Reject Delegation Request page (click the Reject button on the My Delegated Authorities page).

Users can click the OK button to return to the My Delegated Authorities page.

Viewing Details for Multiple Transactions

Access the Multiple Transactions page (click the Multiple Transactions link on the My Delegated Authorities page).

The system provides access to this page only if the delegator selected the user to server as proxy for multiple transactions within the same delegation request.

Reviewing Delivered Notification Templates for Delegation

This table lists the delivered delegation notifications, describes each notification, describes the trigger for each notification, and lists the recipients:

Template Name	Notification Description	Trigger	Recipients
DelegationAccept	States that the proxy has accepted the delegation request submitted by the delegator.	Proxy accepts delegation request.	To: Delegator CC: Proxy
DelegationAdminAdd	States that the administrator, on behalf of delegator, has submitted a delegation request to the proxy.	Delegation administrator adds and submits delegation request.	To: Proxy CC: Delegator
DelegationAdminRevoke	States that the administrator, on behalf of delegator, has revoked a delegation request that was assigned to the proxy.	Delegation administrator revokes delegation request.	To: Proxy CC: Delegator
DelegationBatch	States that delegation authority has been made active or inactive for the delegator and transactions listed. Also states that security has been updated to allow the proxy access to the transactions.	Delegation administrator runs the Maintain Delegated Authorities batch process.	To: Proxy CC: Delegator
DelegationError	States that a submitted delegation request has encountered an error.	Delegator submits a delegation request but an error occurs.	To: Delegator
DelegationNotifyAdmin	States that the system has identified that a proxy is inactive for at least one day for a delegation request that has been accepted.	Delegation administrator runs the Maintain Delegated Authorities batch process.	To: Delegator CC: Delegation Administrator
DelegationReject	States that a proxy has rejected a delegation request submitted by a delegator.	Proxy rejects delegation request.	To: Delegator CC: Proxy
DelegationRequest	States that a delegator or an administrator on behalf of the delegator has submitted a delegation request to the proxy.	Delegator creates and submits a delegation request.	To: Proxy CC: Delegator
DelegationRevoke	States that a delegator or an administrator on behalf of the delegator has revoked a delegation request that was assigned to the proxy.	Delegator revokes a delegation request.	To: Proxy CC: Delegator

Transaction Name	Displays the name of the transaction. If you are adding a new value, the system prompts you to select a value from the list of transactions that have been configured for workflow and selected for delegation initiation or approval on the Workflow Transactions page. Transactions that do not meet these criteria are not available for delegation configuration.
Transaction Type	Displays whether the configuration of the transaction is for delegation initiation or approval. The Delegation framework allows you to separate the task of initiating a transaction from approving the same transaction on someone's behalf. If you are adding a new value, the system prompts you to select either: Initiate: Delegator may delegate authority for a proxy to only initiate or submit a transaction on the delegator's behalf. Approve: Delegator may delegate authority for a proxy to only approve or deny a transaction on the delegator's behalf. Although both options are available for the selected transaction, the value that you select is valid only if you have selected the corresponding Delegate Initiation or Delegate Approvals check box on the Workflow Transactions page.
Description	Enter the description of the delegation transaction configuration. The system uses this description throughout the delegation pages when displaying related transactions. As a default, the system uses the concatenation of the transaction type and transaction name. We strongly recommend that you always assign a meaningful description.
Effective Date and Status	Enter the effective date of the transaction and whether it is active or inactive within the Delegation framework. By entering new effective-dated rows, you can enable or disable the transaction, as necessary. When entering a new row, the system uses the system date for the effective date by default.