Process Owner
The process owner is responsible for ensuring the completion of a process.
The purpose of having a process owner is to ensure that a single individual is responsible for moving a process forward toward completion when task assignees are tardy in completing their tasks. With the appropriate permissions, process owners can view and manage all the tasks in their respective processes regardless of who is assigned to each task. The process owner can execute or reassign any task in a process they own to a different person to avoid or resolve bottlenecks while the process is in progress. Also, a process can be configured such that the process owner's name and contact information are displayed to candidates and employees who might have questions.
To execute or reassign tasks within their processes, process owners require at least the "minimum" permissions for both processes and tasks, i.e. "View processes I own or supervise, or that have been shared with me" and "View and execute tasks assigned to me". These permissions enable process owners to view their processes on the Onboarding (Transitions) Center main page, click into each process, and click into each of the process steps to access the corresponding task. Process owners can access the "Execute" and "Reassign" links for each task, and their name is displayed as the "Task Owner" of each task in the processes they own.
Note that if process owners have the permission to view their processes but do not have the permission to view and execute tasks, they can view their processes and each step within them but they cannot access or execute the task in each step.
Functional Role as Process Owner
Onboarding (Transitions) processes can be configured by the Onboarding (Transitions) administrator such that the process owner is a functional role. Functional roles are groups of people assigned to perform similar tasks but for their specific Organization, Location or Job Field (OLF). When an Onboarding (Transitions) process is started for a specific candidate/employee, the "best-match" person in the functional role is chosen as the process owner.
If functional roles are used to designate process owners, it is a best practice to ensure that only one person is assigned to each Organization, Location and Job Field within each functional role. If more than one person is equally appropriate for an OLF, only one of them will be designated the process owner when processes are started.
Functional Role Assignment
When an Onboarding task is assigned to a functional role, the assignees are resolved at run time according to the assignment's position OLF information, which is populated from the requisition's OLF if initiated from Recruiting.
For each functional role, the tasks will be assigned to the user(s) who have the highest score when their role OLF data is compared with the target values. If no user is a suitable match for the target data, the functional role's default assignee is selected.
The system assigns each user a partial score for each criterion (O, L or F) and then adds score to a final score. The partial scores are calculated from the offset between the structure levels of the target and the matching element in the user's OLF. If the match is partial (the user's information is applicable but less specific than the required value), a point is deduced for every level difference.
Org1 > Org11 > Org112
Job3 >J ob32> Job325
United States>Pennsylvania>Philadelphia
If a user has all three exact matches, the person will obtain 100 + 100 + 100=300 points. Anyone else who has exact matches will obtain 300 points and will also be assigned because they share the top score.
Suppose there are no perfect matches. User A has Org1>Org11>Org112, Job3>Job32>Job325, and United States>Pennsylvania and user B has Org1>Org11, Job3>Job32, and United States>Pennsylvania>Philadelphia.
User A obtains 100 + 100 + 99=299 points because their location is 1 level higher than the target value. User B gets 99 + 99 + 100=298 points so only user A will be assigned to the task.
If user C happens to have Org1>Org11>Org112, Job3>Job32>Job325, but no location information at all, the individual would obtain 100 + 100 + 97=297 points. 3 points are deduced for location because they are all levels away from the third level that is required.
Suppose the target values are Org1>Org12>Org123>Org1234>Org12345>Org123456>Org1234567, Job1>Job12>Job123 and US>NY>New York>Manhattan.
User A has Org123456, New York and no Job information, so 99+99+97=295 points. User B has the required values Job123 and Manhattan but no Organization information. The score will be 100+100+93=293 points because not having organization positions the user 7 levels away from the requirement. This means that user A will be assigned even though user B is a better match for 2 out of 3 requirements.
Note that if the task is to be assigned to more than one role, the computations will be made independently for each role and combined into one consolidated list.
Role A -> Users A and B + Role B -> Users C and D: task will be assigned to users A, B, C, and D.
If the same user happens to be assigned to both roles, and obtains the highest score for both, the person would only appear once as the task assignee:
Role A -> Users A and B + Role B -> Users A and D: task will be assigned to users A, B, and D.
So if user A was the only match for one of the two roles but was chosen in both, it might appear as if one of the roles hadn't been resolved.
The results can be even more counter intuitive if users appear in several roles with different OLF info for each.