Timesheet Delegation

Description

The participants in the Time and Attendance process are dictated from the Timesheet Workflow within a Job Order. This encompasses who is keying in the timesheet, who is approving the timesheet, and who receives escalation notifications if keying / approving is not completed in a timely manner.

Currently where an Agency User or Client Contact assigned to a Timesheet Workflow goes on leave, each timesheet workflow role where they are assigned, needs to be changed for the leave period. This can be a very time-consuming exercise, especially where the user is assigned to a number of workflows.

An enhancement has been completed in this release to provide the ability to bulk delegate Timesheet Workflow responsibilities to another Client Contact or Agency User. This functionality will be available via a security permission for both the Agency User and the Client Contact User in both PC and Mobile experience.

To support this feature, a new permission driven feature is available within Time & Attendance called Delegate.

Open

On selection the Delegation feature is displayed. The top section allows a user to search for particular delegation items. Below this, a list of Delegations is displayed.

The Delegate + action where selected displays the Create a Delegation screen.

In From User Type, select the type of user that is currently assigned to the Timesheet Workflows (Agency User or Client Contact). In To User Type select the type of user that will inherit the Timesheets (note: Client Contacts will only ever see a Uer Type of ‘Client Contact’.

In Delegate From, lookup and select the user that is currently assigned to Timesheet Workflows. In Delegate To, lookup and assign the user that will inherit the timesheets. The system will only display Delegate To users that have the same timesheet permissions as the currently assigned user.

In the case of a Client Contact From User, the Client Contact Delegate To user list displays Contacts that belong to the same Parent/Client combination, or greater. For example, if the Delegate From Client Contact is assigned to three clients out of four in the Parent Group, the Delegate To Client Contact list will only show Contacts that belong to the same three clients, or all four. Within the lookup you will see an item for each Client that the Contact belongs to – you only need to select one, as the system will create a delegation for each client so all timesheet possibilities are covered.

Start Date and End Date is applied to determine the period of delegation. Once the End Date anniversary has occurred, the delegation ceases to be observed, and the original From User will see their timesheets again.

From the Delegations list, a delegation can be deleted if required.

Following scenarios are available:

• Client Contact to Client Contact (possible where delegation is created by a Client Contact or Agency User).

• Agency User to Agency User (possible where delegation is created by an Agency User)

• Client Contact to Agency User (possible where delegation is created by an Agency User).

Where a delegation applies:

• The Delegate To user will see the Delegate From user's timesheets in Time and Attendance.

• Where a timesheet is Submitted, Approved or Rejected, the Delegate To user's name is assigned in Audit History so there is transparency.

• Within Time and Attendance, in the Available, Submitted and Incomplete Tabs, new items have been added to Manage Layout to provide the approver with details on delegation items where they exist against a Timesheet:

  • Delegated By – shows the user that has created the delegation item

  • Delegated From – shows the Approver that is assigned to the Timesheet Workflow (original owner of Timesheet Approval).

  • Delegated To – shows the Approver that has been assigned the Delegation

  • Delegation Start – shows the start of the delegation period

  • Delegation End – shows the end of the delegation period.

Benefits

This feature greatly reduces the time involved where Timesheet Workflow responsibilities need to be delegated from one user to another, for example where a user is on leave.

Configuration

To provide a Client Contact or Agency User with the ability to create and manage delegation, a new Security Permission 'Delegation' must first be assigned.