Manage Delegation

Summary

This job aid demonstrates how to Delegate tasks to a Subordinate and/or Peer and/or Superior.

Body

Note: Individual users’ security profiles control the visibility of sensitive information. Therefore, you may not have access to (all) the information within this Job Aid. Remember that some changes may require the approval of an HR Partner or other area to complete the process. 

Log in to your Workday account.

Click the global navigation Menu icon at the top left home page to access applications and shortcuts. The Search Box at the middle of the home page makes it easy to search people, tasks, reports, and business data you would like to navigate to.

OVERVIEW:

This job aid demonstrates how to Delegate tasks to a Subordinate and/or Peer and/or Superior.

Note: Delegation is critical for the continuity of initiating or approving business processes such as time/time off, work schedules, expenses, reimbursements, allowances, etc.   

Note: Delegation does not remove responsibility (ownership) for the task from the delegator to whom it was initially assigned and, when the delegation period ends, any incomplete delegated tasks revert to the original owner. 

Note: Delegation Management is not available on the mobile app. 

Reminder: Your Delegate should be in place before your absence (time off, leave, out of office, etc.) to avoid delays in daily business activities.

Reminder: Not all processes can be delegated. See Businesses Processes Allowed for Delegation for a list of allowable delegation tasks.

STEPS:

1. In the Search (upper left) window begin typing My Delegations. Match results appear as you type. Select My Delegations from the list. 

Or  

Note: This option will be used when switching accounts to “On behalf of John Doe”.

Click View Profile in the upper right corner of the home page.

MY DELEGATIONS (DELEGATORS) 

1. Select Actions > Business Process > My Delegations.   

2. Select Manage Delegations to add a new delegation or edit an existing one. 

3. Any existing delegations are listed. 

4. If no current delegations are listed begin creating delegation. If existing delegations click the plus

to add a new row for the new delegation.   

CREATING THE DELEGATION 

1. Select the Begin Date and End Date for your delegation to start and stop. 

Reminder: Select your delegate carefully, with consideration of confidential information they may now have access to about your staff as a delegate.

2. Select the Delegate(s) (more than one delegate can be selected for the same business process/tasks). Choose from your Peers, Superiors, or Subordinates. 

3. Select from the Start on My Behalf list any tasks you want/need the delegate to start or initiate on your behalf (can be left blank).

Note: Not all tasks/processes can be delegated.

4. In Do Inbox Tasks On My Behalf choose what authority you are providing to the delegate  

· For all Business Processes = anything/everything in your Inbox  

· For Business Process = only those items you include in the list  

· No of the above = they cannot see/approve/do anything in your inbox. Select this when you only want them to initiate the tasks you selected in Start on My Behalf  

· Retain Access to Delegated Tasks in Inbox = select and you will be able to see the status of Inbox processes, even those processed by your delegate .

5. Select Submit (lower left corner). The delegation will route to your Manager for approval.   

Note: Depending on the type of delegation you may receive an information Alert.

6. Click Submit again to complete the process.  

7. When the Manager approves the delegation is completed (active) for the times specified. 

YOU’RE DELEGATE (DELEGATEE) 

1. Your Delegate (delegatee) receives Notifications of the delegation (click the Notifications icon).  

2. Delegatee selects View Entire Delegation Inbox to view tasks to complete on your behalf.   

3. Tasks that require delegate approval will show up in their Workday inbox.   

4. Delegatee click on Switch Account and then click on OK to confirm that you want to continue.  

5. On the “Delegation Dashboard”, click on the Inbox icon at the top right to view the task details and approve as needed   

MY DELEGATIONS REPORTS 

STEPS:   

Type My Delegations in the Search field. Select My Delegations 

1. Current Delegations - Shows the business process delegations that you have defined for your Inbox tasks. 

Note: Delegations are only shown as long as they are active. They are removed as soon as the End Date has passed or the delegation has explicitly been stopped.

2. Current Task Delegations - Shows all tasks that you have delegated using Delegate Task and that have not yet been completed by the delegate.  

3. Delegation History - This shows all delegation requests that you initiated. This tab contains the same delegation requests as the Current Delegations tab, except that here the requests are not removed once they have expired or been stopped. 