This user guide will show step-by-step instructions on how to delegate tasks and approvals in UGAF@Work.
Delegation Overview
Why use delegation?
Delegation can be used simply for efficiency (long-term) or to have your responsibilities covered when you are out of the office (short-term).
Who can be a delegate?
Employees will be able to delegate tasks to [subordinates/peers/supervisors]. A delegate should be an individual who has knowledge of departmental personnel and operations and must be able to maintain appropriate confidentiality.\What will delegation look like in UGAF@Work?
· Action items and notifications for delegated tasks will also be sent through email to both the Delegate and Delegator.
· Once assigned, the Delegate can act on behalf of their Delegator but can only perform the specific action(s) delegated to them.
· The Delegator will continue to see updates in their ‘My Tasks’ within UGAF@Work. Visibility to assigned tasks is contingent on the Delegator selecting the checkbox next to “Retain Access to Delegated Tasks” when setting up delegation.
What are the limitations of delegations?
· Delegates cannot subsequently delegate to another person.
· Delegated tasks do not automatically cascade through the supervision line of the delegate.
· Delegates can neither initiate nor approve managerial tasks for themselves.
Setting Up Delegations
From the UGAF@Work home page:
1. Click the ‘My Tasks’ icon in the top-right corner.
2. Select Manage Delegations from the navigation pane on the left-hand side.
3. Click the Manage Delegations button.
There are 3 typical categories of delegation. The steps needed to complete each scenario are outlined below.
Scenario A: Initiate a Task
You want to allow a delegate to Initiate a task in UGAF@Work on your behalf. The example below is for Creating an Expense Report. Follow the instructions above to navigate to My Tasks > Manage Delegations.
1. Enter the Begin Date for the delegation.
2. If it is intended to be a short-term delegation, enter an End Date for the delegation. If it is intended to be a long-term delegation, you can leave this field blank.
3. In the Delegate field, search for and select the employee you want to delegate the task(s) to.
4. In the Start On My Behalf field, search for and select the task(s) you wish to delegate.
5. Leave the Do My Tasks On My Behalf field blank. Ensure “None of the above” is selected.
6. Select Submit.
|
|
Note: When you delegate the initiation of a task on your behalf, you will receive an alert message stating that you will give the delegate access to all of your previously created items of that type, as shown in the image below. Click Submit a second time so the request goes through.
|
Scenario B: Review and Approve
You want to allow a delegate to Review and Approve items in your ‘My Tasks’ in UGAF@Work on your behalf. For example, you delegate the ability to approve expense reports. Follow the instructions above to navigate to My Tasks > Manage Delegations.
1. Enter the Begin Date for the delegation.
2. If it is intended to be a short-term delegation, enter an End Date for the delegation. If it is intended to be a long-term delegation, you can leave this field blank.
3. In the Delegate field, search for and select the employee you want to delegate the task(s) to.
4. Leave the Start On My Behalf field blank.
5. In the Do My Tasks On My Behalf field, select the business process(es) you wish to delegate approval authority for.
6. Select the Retain Access to Delegated Tasks within My Tasks checkbox if you wish to receive items that are also sent to your delegate.
7. Leave the Delegation Rule field blank.
8. Select Submit. The request for delegation will route to the Expenditure Control team for approval and verification of signature authority.
|
|
Note: Part of the approval process for this form of delegation includes the confirmation that the delegate has the same authority for the task as the delegator (i.e. You can only delegate approval authority for expense reports to another individual who has the proper security permissions to do so.)
|
|
|
Note: When you delegate an approval authority, they will automatically show in the delegate’s ‘My Tasks’ inbox, meaning the delegate can review and approve items directly from their own inbox, and they will not have to switch to the delegator’s account.
|
Scenario C: Initiate AND Review and Approve
You want to allow a delegate to Initiate AND Review and Approve items in your ‘My Tasks’ in UGAF@Work on your behalf. For example, you delegate the ability to create and approve expense reports. Follow the instructions above to navigate to My Tasks > Manage Delegations.
1. Enter the Begin Date for the delegation.
2. If it is intended to be a short-term delegation, enter an End Date for the delegation. If it is intended to be a long-term delegation, you can leave this field blank.
3. In the Delegate field, search for and select the employee you want to delegate the task(s) to.
4. In the Start On My Behalf field, search for and select the task(s) you wish to delegate.
5. In the Do My Tasks On My Behalf field, select the business process(es) you wish to delegate approval authority for.
6. Select the Retain Access to Delegated Tasks within My Tasks checkbox if you wish to receive items that are also sent to your delegate.
7. Leave the Delegation Rule field blank.
8. Select Submit. The request for delegation will route to your _______ for approval.
Viewing Your Delegations
The My Delegations report shows your current delegations.
From the UGAFork home page:
1. In the global search bar, enter “My Delegations” and select the My Delegations report.
2. Your current delegation assignments display.
