PeopleSoft Enterprise Global Payroll 9.1 PeopleBook

Working with Delegations in Absence Management

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

Review delivered Absence Management delegation set up.
Add delegation request through self service.

Understanding Delegation

PeopleSoft Enterprise Absence Management uses delegation to authorize another person to serve as his or her representative when working with absence transactions. For a manager, the user can delegate their tasks of approving time, entering employee time, or entering their own time to another person due to workload or their own absence from the office. For an employee, the user can delegate the entering of their time to another person while away from the office.

Delegation Terminology

The following terms are important to understanding the delegation feature:

Delegation: The act of giving 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.
Delegated Authority: The rights and privileges that are given 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 withdraws delegated authority.

Delegation Framework

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.

Note. To prevent situations of cascading or circular delegation chains, once the delegation framework passes delegated authority over an absence 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.

See Also

Understanding Delegation

Reviewing Delivered Absence Management Delegation Set Up

This section provides an overview of delivered delegation set up for Absence Management and discusses how to:

Review workflow transactions.
Review permission lists and roles for delegation.
Define installation settings.
Review delegation transactions.

Delivered Delegation Set Up for Absence Management

: The delegation framework for Absence Management is delivered by PeopleSoft. To review this framework:

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

Reviewing Workflow Transactions

The PeopleSoft system delivers several transactions that are pre-configured for the Absence Management delegation framework. This table lists the delivered delegation transactions:

Transaction Name	Transaction Type	Description
GP_ABS_EESS_BAL	Initiate	Delegate initiation of the employee view of absence balances.
GP_ABS_EESS_HIST	Initiate	Delegate initiation of the employee view of absence history.
GP_ABS_EESS_REQ	Initiate	Delegate initiation of the employee request absence.
GP_ABS_MGRSS_BAL	Initiate	Delegate initiation of the manager view of absence balances.
GP_ABS_MGRSS_HIST	Initiate	Delegate initiation of the manager view of absence history.
GP_ABS_MGRSS_REQ	Initiate	Delegate initiation of manager request absence.
GP_SS_ABS_APPR_L	Approve	Delegate approval of manager approved absence request.

Use the Approval Framework and Delegation Transactions grid to register self-service transactions that use the Approval Framework and delegation framework. The data that you enter into this grid links the transaction name and accompanying tables fro HRMS self-service transactions to the approval process IDs that you create for these transactions on the Register Transactions page.

Note. Ensure the Approval Process ID is set properly according to the Approval Process ID and Approval Process Definition defined in your Country Take setup. You can have multiple Approval Process IDs defined, yet you can only use one at a time. Associate the appropriate Approval Process ID for the Transaction Name GP_SS_ABS_APPR_L in order for delegations on Absence Requests to work correctly.

Multiple Approval Definition IDs can be added to an Approval Process ID. You can link multiple approval scenarios. One may be self-approved; while another can be one, two or more levels of approvals using approvers in one or in multiple user lists to a single Approval Process ID. This functionality allows you simplifying your approval scenarios and reduce the maintenance to multiple Approval Process IDs.

See Also

Linking Workflow Transactions

Setting Up Approval Process Definitions

Reviewing Permission Lists and Roles for Delegation

PeopleSoft Enterprise HRMS delivers as system data several permission lists that are required for use of the Delegation framework.

This table describes the delivered absence management roles for the delegation framework:

Role Name	Attached Permission Lists	Description
Delegate Employee Absence Bal	HCCPAMSS09	Enables users to access the component to view employee absence balances for another employee when it is delegated to the user.
Delegate Employee Absence Hist	HCCPAMSS10	Enables users to access the components to view employee absence history and absence request details for another employee when they are delegated to the user.
Delegate Employee Absence Rqst	HCCPAMSS08	Enables users to access the component to enter an employee absence request for another employee when it is delegated to the user.
Delegate Manager Absence Appr	HCCPAMSS04	Enables users to access the components to approve absences for another managers direct reports when the pages are delegated to the user.
Delegate Manager Absence Bal	HCCPAMSS06	Enables users to access the components to view absence balances for a managers direct reports when the pages are delegated to the user.
Delegate Manager Absence Hist	HCCPAMSS07	Enables users to access the components to view absence history for a managers direct reports when the pages are delegated to the user.
Delegate Manager Absence Rqst	HCCPAMSS05	Enables users to access the components to enter absence requests for a managers direct reports when the pages are delegated to the user.

Note. Setting up permission lists and role security is discussed in detail in a PeopleTools PeopleBook.

See Also

Enterprise PeopleTools PeopleBook: Security Administration

Setting Up Permission Lists and Roles for Delegation

Defining Installation Settings

When using delegations, ensure that your specified hierarchy is in sync with your direct reports access type setup, as well as you approval process and definition IDs are associated to your absence. Having an incorrect setup could lead to incorrect results. For example, if you use direct report access type and delegation hierarchy by supervisor ID, then ensure that your absence approval process ID is setup by supervisor ID.

Setting Up Access to Direct Reports Data

Reviewing Delegation Transactions

This table lists the delegation transactions delivered for Absence Management:

Transaction Name	Transaction Type	Role
Employee Absence Balance	Initiate	Delegate Employee Absence Bal
Employee Absence History	Initiate	Delegate Employee Absence Hist
Employee Absence Request	Initiate	Delegate Employee Absence Rqst
Manager Absence Balance	Initiate	Delegate Manager Absence Bal
Manager Absence History	Initiate	Delegate Manager Absence Hist
Manager Absence Request	Initiate	Delegate Manager Absence Rqst
Manager Absence Approve	Approve	Delegate Manager Absence Appr

See Also

Configuring Delegation Transactions

Adding Delegation Request Through Self Service

This section provides and overview of delegation through self service and discusses an example of delegation in Absence Management.

Steps to Set Up Delegation Through Self Service

A delegator follows these steps to delegate absence requests through self service:

Log in to the system.
Navigates to the Manage Delegation component.
Click on the Create Delegation Request hyper link.
If the delegator has multiple jobs, they will have to select the job for which they are delegating the transaction.

Note. If the person has multiple jobs, they must be active in at least one job throughout the delegation period.
Enter From Date and To Date for the delegation request, then click the Next button.
Select the transactions to delegate authority, then click the Next button.
Review the list and select a proxy. To do this select a person to which authority will be delegated
Select the Notify Delegator check box, then click Submit.
Clicks OK, then log out.

See Also

Working with Self-Service Delegation

Example of Delegating Absence Authority

In this example the manager, Antonio Smith, is going on vacation from August 17, 2009 through August 23. 2009. During this time away from work, Antonio delegates all of his managerial absence authorities to another manager, Paul Harvest.

The following illustrations displays the steps taken by Antonio Smith to delegate his absence authority.

Managing Delegations

Antonio navigates to the Manage Delegation page to create the delegation request.

See Viewing Delegation Activity.

Entering Dates for the Delegation Request

Antonio Smith enters the dates he wants to delegate his absence authorities during his time away from work.

See Entering Delegation Dates.

Selecting Transactions for the Delegation Request

Antonio selects the types of absence transactions in which to delegate authority. He chooses to delegate all his managerial absence transactions, but not his employee absence transactions.

See Creating a Delegation Request.

Selecting Proxy by Hierarchy

Antonio selects Paul Harvest as the person to delegate his absence transactions.

See Selecting a Proxy by Reporting Hierarchy.

Viewing Delegation Detail

Antonio can review the transactions he has selected to delegate to Paul. Depending on whether changes are needed he can submit or cancel the delegation request. If he submits it, the system automatically sends an email notification to the proxy, Paul Harvest, to review and either accept or reject the delegation.

See Viewing Delegation Request Details.

Viewing Proxies

Antonio can view all the proxies and request status for the delegation request. If needed he can revoke any of the transactions he has delegated at any time during the delegation period.

See Managing Proxies for Delegation.

Viewing Delegation Authorities

Once Paul Harvest gets the email notifying him of the delegation request, he accesses the My Delegated Authorities page to accept or reject the request.

See Managing Delegated Authorities.

Viewing Details for Multiple Transactions

Prior to accepting or rejecting the delegation, Paul can review the transaction delegated to him.

Delegated Absence Transaction

In this example, Laura Jones is an employee who reports to Antonio Smith. At the time of this absence Antonio Smith has delegated his approval authority to Paul Harvest. When a delegation is active the absence request details will display who is approving the absence request. The Request Details page displays the delegated authority for approval:

See Requesting Absences.