Assign / Delete Substitute. User Guide Assign / Delete Substitute

Transcription

1 User Guide Assign / Delete Substitute

2 Overview Overview Substitution allows approval work tasks to be delegated to another approver to cover planned or unplanned absence. Receive My Tasks (Active Substitute) is for planned absences e.g. planned holiday and the substitute will receive all workflow items for the period specified. Fill in for Me (Passive Substitute) is for unplanned absence e.g. sickness. A passive substitute will not receive any SRM workflow notifications but must adopt substitution in the unplanned absence of the approver. Access to manage substitution is via the Approval Inbox screen. Scenario By the end of this lesson, you will be able to: Search for and add a Substitute Approver. Delete a Substitute Approver. The data used within this lesson is for demonstration purposes only. Serco 2011 All rights reserved. No part of this product may be reproduced, distributed, or transmitted in any form or by any means, including photocopying, recording, or other electronic or mechanical methods, without the prior written permission of the publisher. 19/12/ :52:00 Page 2 / 16

3 Lesson Instructions 1. In the Shopping Area screen Note: Substitution rules would only be created if you have been allocated either the Approver or Site Puchasing Co-ordinator (SPC) role, Click Approval Inbox. 19/12/ :52:00 Page 3 / 16

4 2. In the Approval Inbox screen The Manage Substitution Rules screen is accessed via the corner, under the Tasks and Alerts tabs. button located in the top right hand Click. 19/12/ :52:00 Page 4 / 16

5 3. In the Manage Substitution Rules screen Substitution rules can be created, displayed and amended from this screen. The screen has two sections; The My Substitution Rules screen section displays the substitution rules set up by you the Approver. The Other User's Substitution Rules screen section displays who has appointed you as a substitute. In the following steps, you will begin the process for creating a new substitution rule. Click Create Rule /12/ :52:00 Page 5 / 16

6 4. In the Create a Substitution Rule screen A two step wizard is used to create a new substitution rule. In Step 1 Define Rule, the substitute Approver will be assigned and the substitution type is selected. If the user name is known, it can be entered directly into the Nominee field. Alternatively you can search for the user in SRM. For the purposes of this lesson, you will search for a user. Click the Select... button. 19/12/ :52:00 Page 6 / 16

7 5. In the Find People screen Enter search criteria to find the required user e.g. *ZSC*. Use wildcards (*) at the beginning and the end of the search word to refine the search results. In the Search For Names box, type *z* Click the Search button. 19/12/ :52:00 Page 7 / 16

8 6. In the Find People screen The Search result is displayed. Note that multiple user names have been returned. Use the scroll bars to view the result and ensure that the required user is selected. In the grid, click the Shopping & SPC - 2, ME - row. 19/12/ :52:00 Page 8 / 16

9 7. In the Find People screen The selected user can now be assigned as the Nominee Click the Apply button. 19/12/ :52:00 Page 9 / 16

10 8. In the Create a Substitution Rule screen The Nominee field is now populated with the selected user details, and the Assign These Tasks field is automatically populated with All. Select the appropriate option; Receive My task (substitute receives ) Fill In For Me (Substitute does not receive s) In this lesson, the default selections will not be changed and you will navigate to Step 2: Set Rule Activation, Click the Next button. 19/12/ :52:00 Page 10 / 16

11 9. In the Create a Substitution Rule screen The Set Rule Activation screen, shows option for the substitution rule activation; On - The rule will be activated At Once on or a specified date. Off - The rule will be created but not activated. In the following steps, a date range will be specified. Click the button. 19/12/ :52:00 Page 11 / 16

12 10. In the Create a Substitution Rule screen The calendar is displayed. Click on the required start date for the rule activation. Click Day. 19/12/ :52:00 Page 12 / 16

13 11. In the Create a Substitution Rule screen The Rule will start from the selected date, and the Substitution rule can now be saved. Click the Save button. 19/12/ :52:00 Page 13 / 16

14 12. In the Manage Sunstitution Rules screen The substitution rule has now been created and appears in the My Substitution Rules table. Note: The rule is currently off, but can be turned on by selecting the Turn On button. The selected rule can be deleted, if it is no longer required. In the following steps, the selected substitution rule will be deleted. Click Delete. 19/12/ :52:00 Page 14 / 16

15 13. In the Confirmation screen Review the confirmation message and select yes to confirm that the rule can be deleted. Click the Yes button. 19/12/ :52:00 Page 15 / 16

16 14. In the Manage Substitution Rules screen The rule has now been deleted. Note: The rule no longer appears in the My Substitution Rules table. 19/12/ :52:00 Page 16 / 16