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You can delegate your Role and responsibility to another user for a specified time period (in your absence or any other scenario where you are unable to perform the selected actions). 

  • Based on the Role you delegate to the user, the user can log Incidents or view Incidents. 
  • Based on the Role you delegate to the user, the user can log service Requests, view Service Requests, or approve Service Requests.
  • Based on the Role you delegate to the user, the user can approve Change Records.
  • Based on the Role you delegate to the user, the user can pre authorize PR, authorize PR, approve RCA, or review RCA.
  • Based on the Role you delegate to the user, the user can perform the procurement related activity.

To delegate Roles:

  1. On the Quick Action bar, click the DELEGATE icon .
  2. On the USER DELEGATION pop-up page, fill in the required details. For more information about the fields on the USER DELEGATION pop-up page, see Field Description.
  3. Click SUBMIT to save the Role delegation.

    USER DELEGATION pop-up page
    Figure:  USER DELEGATION pop-up page


    Field Description

    The following table describes the fields on the USER DELEGATION pop-up page:

    Field

    Description

    User Name

    Type in the name of the person to whom you want to delegate your Role.

    From Date

    Specify the date from which the user can perform the delegated Role.

    To Date

    Specify the date until which the user can perform the delegated Role.

    Active

    Indicates the status set for the delegated user.

    • If selected, the user will be an active delegated user.
    • If not selected, the user will be an inactive delegated user. The inactive user details are not available under the EDIT DELEGATION section.

    INCIDENT MANAGEMENT

    Roles

    • If you select the Log Incident check box, the delegated user can log Incidents on behalf of you.
    • If you select View Incident check box, the delegated user can view your Incidents.

     SERVICE REQUEST

    Roles

    • If you select the Log Service Request check box, the delegated user can log Service Requests on behalf of you.
    • If you select the Approve Service Request check box, the delegated user can approve Service Requests pending for your approval.
    • If you select View Service Request check box, the delegated user can view your Service Requests.

    CHANGE MANAGEMENT

    Roles

    If you select the Approve check box, the delegated user can approve the change records on behalf of you.

    PROBLEM MANAGEMNT
    Roles
    • If you select the Pre Authorize PR check box, the delegated user can pre authorize the PR on behalf of you.
    • If you select the Authorize PR check box, the delegated user can authorize the PR on behalf of you.
    • If you select the Approve RCA check box, the delegated user can approve the RCA of PR on behalf of you.
    • If you select the Review RCA check box, the delegated user can review the RCA of PR on behalf of you.

    PROCUREMENT

    Roles

    Select the Roles that you want to delegate to the specified user. Example: If you want to delegate your Roles for approving a Purchase Order to the specified user, select Approve Purchase Order from the Roles multi-selection control.

    Include Inactive Records

    If selected, the inactive records are also displayed in the EDIT DELEGATION section for the particular module.

    Include Old Records

    If selected, the old records are also displayed in the EDIT DELEGATION section for the particular module.

    EDIT IM/SR DELEGATION

    Click to view the list of users to whom you delegated your Role for Incident Management and Service Request Management. You can also modify the delegated Role by clicking the  icon.

    EDIT CM DELEGATION

    Click to view the list of users to whom you delegated your Role for Change Management. You can also modify the delegated Role by clicking the icon.

    EDIT PM DELEGATION

    Click to view the list of users to whom you delegated your Role for Problem Management. You can also modify the delegated Role by clicking the icon.

    EDIT PROCUREMENT DELEGATION

    Click to view the list of users to whom you delegated your Role for Procurement. You can also modify the delegated Role by clicking the icon.

Frequently Asked Questions

Question 1: How the role delegation works? when RCA Approver and RCA Reviewer both is the same user, but Delegation is for only RCA Approval.

Answer: 

  • In the Problem Record status, the RCA Approval comes first and then RCA Review, however if the approver has delegated only one of his rights then the delegated user can do only that task.
  • In case the Approver has delegated the Review rights only and approval is still with him, then the actual approver should approve it and when the PR record enters into review phase the delegates user can review it

Question 2: How the role delegation works? when Problem Record is delegated one user for Approval and to another user for Review.

Answer: For example, user A has delegated approval to user B and Review to user C. Now, based on the flow of the problem record, when Problem Record comes for approval, B can see the problem Record and approve it. Now, only the user C can see the Problem Record and Review it.

Question 3: The notification is sent to whom when Problem Record is Referred back by the delegated user?

Answer: 

  • When the Problem Record is referred back and resubmitted within the delegation time period then the delegated user can approve the Problem Record. However, if resubmission occurs post the delegation time period then the original approver only can approve it.
  • In above scenario, the notification is sent to both the users.
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