Autoprovision Areas of Responsibilities Improvements

Responsibility Autoprovisioning now supports responsibility templates with dynamic representative scope for legal employer and department hierarchy. Dynamic representative scope is available in Redwood Responsibility Template.

Dynamic representative scope enables you to reduce the number of overall responsibility templates. This is useful, especially for organizations with a large number of legal employers and department hierarchy nodes.

Using dynamic representative scope settings, you can automatically assign Legal Employer and Department Hierarchy attributes based on a worker's own assignment values. This resolves these scenarios where they need access only to the data where they work:

  • The HR business partner or store administrator is responsible for their legal employer.
  • The University department head or local manager is responsible for their department hierarchy, and they are in the top department node. 

You will see these seeded Responsibility Scope values available:

  • Representative's Legal Employer
  • Representative's Department (when selecting Top Department of a Hierarchy Type in Department Hierarchy)

Dynamic Legal Employer Scope

Dynamic Legal Employer Scope

Dynamic Department Hierarchy Scope

Dynamic Department Hierarchy Scope

Dynamic Representative Scope Validation of Directly Assigned Representatives

When using Assign by Criteria for Autoprovisioning, you can add one or more people to the directly assigned section in case you want to assign the Scope to someone, regardless of the criteria.

When using the dynamic representative scope options Representative's Legal Employer and Representative's Department (top department node value), you must validate that the directly assigned worker's assignment contains the necessary data value, in order to be properly defined when creating the person-level responsibility. 

When adding one or more people to the Directly Assigned section, you’ll get a message to validate all directly assigned people.

Click Validate to verify the contents of the worker's assignment and make sure that the expected dynamic scope attribute is present. Then click Submit.

You might see an invalid badge if the directly assigned person meets the following conditions:

  • Their assigned department isn't found in the selected Scope Hierarchy Department Hierarchy
  • They don't have a department assigned

If this is unexpected, remove the person so you can investigate why the department isn't in expected department hierarchy, and the update their assignment. You might also need to create a new responsibility template for the proper department hierarchy.  

Here are the business benefits of this feature:

  • Reduces the time spent maintaining responsibilities for your users.
  • Minimize delays in assigning responsibilities to your workforce. 
  • Dynamic Representative Scope enables you to create fewer templates. 

Steps to Enable

In order to work with the autoprovisioning, you must enable the following profile options:

  1. ORA_PER_AOR_AUTO_PROVISION_ENABLED

  2. ORA_HCM_VBCS_PWA_ENABLED

  3. ORA_PER_AOR_REDWOOD_ENABLED

To enable the profile option, navigate to the Setup and Maintenance work area:

  1. Search for and click the Manage Administrator Profile Values task.
  2. Search for and select the profile option:
  3. Select the Level as Site.
  4. Enter Yes in the Profile Value field.
  5. Click Save and Close.

Tips And Considerations

  • Dynamic representative scope is available when Redwood Responsibility Template is enabled. 
  • It’s recommended that you use responsibility autoprovisioning for easier AOR maintenance.
  • Use responsibility autoprovisioning if you have a large number of directly assigned representatives on a template.
  • HDL support for Responsibility Templates is planned for a future release.
  • Approvals aren’t available for areas of responsibility templates, either in create or edit modes.
  • It’s recommended to associate 1-5 representatives to a template for performance reasons. 
  • Template details are independent of the person's responsibilities, and vice versa.
  • After the initial creation of person-level areas of responsibilities, there’s no synchronization of the start date, end date or status fields of the person and template.
  • Any changes to an area of responsibility template will be corrections to the content because AOR isn’t date-effective. There won’t be any history of the corrections, and modifications take effect immediately.
  • You can't reactivate an inactive template. Once a template is inactivated, you’ll need to copy it to make updates. 
  • You can select the same person multiple times in the Assign to People section. The Responsibility Template allows flexibility to support the following business scenarios:
    • You define an AOR template with the same scope items. You can create multiple responsibilities associated with the same template and then add the value of the Business Unit (or Department) for that person’s AOR.
    • Hierarchy Type is selected and required for the same Department hierarchy name, but you can leave the Top Node (not required on the AOR Template) to be defined at the person-level responsibility.

Key Resources