1. Using Global Human Resources
  2. Autoprovision Areas of Responsibilities

Autoprovision Areas of Responsibilities

You can now automatically mass assign or inactivate and end-date representatives' areas of responsibilities (AOR) based on user-defined template criteria.

The Responsibility Template’s Criteria section determines the AOR scope for each individual. You must identify your organizational needs and then specify the appropriate criteria to match against your workforce assignments. When the template criteria are matched against a representative’s assignment, a responsibility is created or updated. In case an assignment no longer matches the template criteria, the assigned responsibility is end-dated, and the Status is set to Inactive. For example, in case of a local or global transfer.

The responsibility autoprovisioning process flow varies when Bypass Preview is enabled and when it’s disabled. The Bypass Preview option is disabled by default. Enable this option only if you are certain you are getting the desired results.

How to Autoprovision Responsibility

Step 1: Define Responsibility Template criteria.

When autoprovisioning is enabled and you copy a responsibility template, the criteria are also copied. You can also modify the criteria if the section is enabled on the questionnaire page. The Assign by Criteria section enables you to add criteria and values that identify the representatives who must receive the responsibility with the Basic Info and Scope you defined in the prior sections of this page. You can enable or disable the Bypass Preview option directly at the template-level. After thorough testing, it is no longer necessary to preview each template and apply the results every time autoprovisioning is run.

This process uses the AND operand if you specify multiple criteria and the OR operand when using multiple values of the same criteria. For example, using the criteria defined in the above screenshot, the process will search for assignments where these conditions are satisfied.
  • Legal Employer = ARS US Legal Entity AND
  • Job = HRM-Human Resources Manager OR HRM-Human Resources Specialist 1

Step 2: Schedule Autoprovisioning.

You can Autoprovision Responsibilities using either of these 2 options:

  • Responsibility template row-level actions
  • Autoprovision Responsibilities scheduled process from the Scheduled Processes work area.

This action is useful while you are testing the expected results of your responsibility template and helps ascertain that the Autoprovision Responsibilities process will only process this specific template. You’ll receive a confirmation message that the job has been submitted with the job ID returned. You can check the progress from the Scheduled Processes work area or refresh your page. The process is complete when the Apply Autoprovisioning option is active.

Step 3: Apply Autoprovisioning.

The Apply Autoprovisioning action enables you to see the results in the context of that individual responsibility template.
Note: The Inactivated count is calculated based on worker assignments that no longer match the criteria for the template such as promotion, local or global transfer or, termination. When inactivating these responsibilities, 2 things happen:
  • The status becomes Inactive.
  • The end date is updated to the Autoprovision Responsibilities process system date.

Step 4: Restore Autoprovisioning.

You can restore the responsibilities to their last state after applying Autoprovision Responsibilities, in case you want to revert the data changes.

Step 5: Bypassing the preview and apply step.

You can skip the preview and apply step of the Autoprovisioning Responsibilities process after you’ve tested the results and behavior of your responsibility template.

After you’ve enabled the Bypass preview option on the responsibility template, new responsibilities and updates to existing responsibilities are reflected directly against the people matching the criteria. You’ll no longer see a list of the impacted people when applying autoprovisioning. The same applies if a representative no longer matches the criteria. This means the respective AOR will be end-dated and inactivated automatically, and you’ll not see the person listed on Autoprovision Responsibilities.

You can view and confirm changes directly in the representative’s area of responsibility.

For more information, see 24B What's New Autoprovision Areas of Responsibilities.

Dynamic Representative Scope

Dynamic representative scope enables you to reduce the number of overall responsibility templates. This is useful, especially for organizations with a large number of locations, business units, or departments.

Dynamic Representative Scope settings allow you to automatically assign Location, Business Unit, and Department Scope attributes based on a worker's own assignment location, business unit, or department. This resolves these scenarios where they need access only to the data where they work:

  • The line manager or store administrator is responsible for their department.
  • The retail or hotel manager is responsible for their location.
  • The University department head is responsible for their business unit.

For more information, see Dynamic Representative Scope section, 24B What's New Autoprovision Areas of Responsibilities.