Understanding Approval Delegation in Talent Acquisition Manager

This chapter provides overviews of:

• Talent Acquisition Manager delegations.

• The delegation framework.

• Delivered delegation definitions for recruiting.

• The delegation process

Talent Acquisition Manager Delegations

Talent Acquisition Manager uses delegation to authorize one person to serve as another person's representative when performing the following actions:

• Approving a job opening.

• Approving a Job offer.

There is no special approval processing when the process includes a proxy. The proxy simply replaces the delegator in the chain.

The delegation framework gives the proxy:

• Access to the Pending Approvals page and workflow notifications for pending approvals.

  The Maintain Delegated Authority (HCDL_BATCH) Application Engine process grants the proxy the necessary access. Be sure to run this process regularly.

  See Processing Batch Delegation Requests.

  While a delegation is active, the proxy sees the delegated transactions in the Pending Approvals component; when the delegation period ends, any pending approval requests are removed from the proxy's queue and rerouted back to the delegator.

  The Maintain Delegated Authority process does not grant access to the Recruiter Alerts pagelet, but if the proxy has access to the pagelet, the delegated approval transactions are also included in the proxy's alerts during the delegation period.

• Access to the Job Opening page through links on the Pending Approvals page and in workflow notifications.

  Proxies are given access to the job opening through the Pending Approvals page, but proxies who do not otherwise have direct access to the Job Opening component (for example, using the Find Job Opening page) do not get direct access by virtue of being a proxy.

• Authority to approve, deny, or push back the transaction.

  When a proxy takes action, the proxy's name appears in the job opening details as the approver of the job opening or job offer.

• Authority to modify job opening or job offer details, even if not part of the hiring team.

The Delegation Framework

PeopleSoft HCM applications use a common approval and delegation framework. This overview discusses:

• Delegation terminology.

• Delegation options.

• Delegation framework pages.

Note. This overview provides only basic information about the delegation framework, which is documented in detail in PeopleSoft HRMS Application Fundamentals PeopleBook.

See Also

Setting Up and Working with Delegation

Delegation Terminology

The following terms are important to understanding the delegation feature:

Delegation Options

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 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.

Delegation Framework Pages

Use these pages to review and manage delegation data:

1. Review delegation transactions for workflow on the Register Workflow Transaction page.

   See Registering Workflow Transactions.

2. Review delegation permission lists and roles through PeopleTools Security components.

   See Setting Up Permission Lists and Roles for Delegation.

3. Define installation settings for delegation on the Delegation Installation Settings page.

   See Defining Delegation Installation Settings.

4. Review transactions for delegation on the Configure Delegation Transaction page.

   See Configuring Delegation Transactions.

See Also

Navigating Delegation Components

Delivered Delegation Definitions for Recruiting

This overview discusses:

• Delivered workflow transactions.

• Delivered permission lists and roles for delegation.

• Installation Settings

• Delivered delegation transactions.

Delivered Workflow Transactions

Talent Acquisition Manager delivers these two approval transactions that are preconfigured for delegation:

See Also

Registering Workflow Transactions

Linking Workflow Transactions

Setting Up Approval Process Definitions

Delivered Permission Lists and Roles for Delegation

Talent Acquisition Manager delivers permission lists that are required for use of the Delegation framework. This table describes the delivered recruiting roles for the delegation framework:

Note. Generally, users who can access an existing job opening can create a new job opening using either the Create New or Clone icons at the top of the Job Opening page. However, these icons are hidden from proxies who are not recruiting users. The system determines if a proxy is a recruiting user by comparing the proxy's roles to the roles that you include on the Recruiting Roles page.

See Assigning PeopleTools Roles to Recruiting Role Types.

The delegation framework provides additional permission lists for users and administrators of the delegation framework.

• The delegation administrator permission list, HCCPDL1000, is associated with the delivered HCM Delegation Admin role.

• The delegation user permission list, HCCPDL1100, enables delegation users (both delegators and proxies) access to the Manage Delegation home page.

  When implementing delegations, make sure that all of your delegation users are associated with this permission list. As delivered, the permission list is associated with the Manager and Employee roles, but you must analyze delegation security requirements based on your organization's security configuration.

See Also

Setting Up Permission Lists and Roles for Delegation

PeopleTools: Security Administration PeopleBook

Installation Settings

Delegation installation settings control which users can be chosen as proxies. The settings are global (that is, they apply to all applications in your HCM system).

See Defining Delegation Installation Settings.

Delivered Delegation Transactions

This table lists the delegation transactions delivered for Talent Acquisition Manager:

Note. All transactions are delivered inactive.

See Also

Configuring Delegation Transactions

The Delegation Process

This section provides an overview of delegation through self service.

Note. This overview provides only basic information about the delegation process, which is documented in detail in PeopleSoft HRMS Application Fundamentals PeopleBook.

See Working with Self-Service Delegation.

Delegator Delegates Approval Authority

A delegator follows these steps to delegate approval authority:

1. Navigate to the Manage Delegation component (Self Service, Manage Delegation).

2. Click the Create Delegation Request link.

   Delegators who have multiple jobs will have to indicate the job for which they are delegating approvals.

3. Enter From Date and To Date for the delegation request, then click the Next button.

4. Select the transactions to be delegated (job opening approval, job offer approval, or both), then click the Next button.

5. Select a proxy.

6. Select the Notify Delegator check box, then click Submit.

7. Click OK.

   The system generates a notification to the selected proxy.

Proxy Accepts Delegation Request

A proxy follows these steps to accept approval authority:

1. Navigate to the Manage Delegation component (Self Service, Manage Delegation).

2. Click the Review My Delegated Authorities link to access the My Delegated Authorities page.

3. Click the Accept button.

   Alternatively, the proxy can click the Reject button to reject the delegation.

The Delegation Authority Ends

The delegator can manually revoke the delegation, or the delegation can end because it has reached its end date. In both cases, any pending approvals are removed from the proxy's queue and added back to the delegator's queue.