HUMAN RESOURCES DEPARTMENT

Transcription

1 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 1 Step 1 Go to the KAUST Portal link, fill in your user ID and password and click enter. Step 2 On the top of the portal, click on the Manager Self-Service tab.

2 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 2 Step 3 Once the MSS screen is loaded, then click on Manage Substitution Rules of the Substitutions Panel.

3 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 3 Step 4 A new window Manage Substitution Rules will appear. Below shows the user have not yet assigned a person as substitute and also not assigned as a substitute for anyone else. Click on the Create Rules button

4 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 4 Step 5 The Create a Substitution Rule screen will appear. Click on the Assignee Search button as shown below. Use the search functionality enter either user name, last name, first name or department and click Search to find the person you want to act as your substitute. Click on the person you want to act as your substitute.

5 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 5 Step 6 Once the Assignee user is selected then click on the Assign These Tasks picklist for the workflow tasks you assigning to your substitute. Select the tasks from the picklist that you want the substitute person to manage in your absence.

6 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 6 Step 7 Choose Receive My Tasks or Fill in For Me Receive My Tasks is normally used by the user, whom is going to be absent for a known period of time setting a temporary substitute to manage the workflow during the absence. Fill in For Me is normally used by the user who is away regularly and have a trusted staff that will manually takeover and manage your tasks in absence. Step 8 Choose Activation of the Rule: Ay Once or On or Do not activate the rule now. At Once is to set the system to forward the workflow to the assigned person immediately. On is use together with a define start date of the substitution rule, therefore enable the user to plan absences and set assignee access ahead of time. Do not activate the rule now is an option use to define the rule but in a inactivate status that can be turn on later.

7 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 7 Step 9 Choose Deactivate this rule: Never or On. Never is to set the system to forward the workflow to the assigned person with no end date. On is use together with a define end date of the substitution rule, therefore enable the user to plan absences and set the system to deactivate the rule in the future. When the rule is complete, click the OK button to save the rule. Step 10 Once saved, the Manage Substitution Rule screen will display your assignee and details of the tasks.

8 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 8 Step 11 It is possible to turn the rule on and off temporarily by clicking on the Turn On or Turn Off button. Step 12 To remove the rule permanently, select the left rule selection button as shown and click the Delete button.

9 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 9 Step 13 If you are have been assigned as a substitute person for someone else then you will find record in the Other Users Substitution Rules section. If you are assigned as a Fill in person for someone then as the assignee you have the ability to take over the workflow process or not by clicking the Take Over / End Takeover button. A Fill in person would be able to work on the assigner s workflow tasks when they select to take over from the Task Owner. Whereas an assignee defined to Receive Tasks will receive the workflow tasks for the set period without the need to manually take over the tasks.

10 FORM TITLE MANAGING SUBSTITUTION RULES - MSS PAGE 10 Standard Operating Procedure 1. Purpose The purpose of the document is to explain how to use the substitution functionality in the portal 2. Scope This shows the steps to create, turning on/off the substitution. 3. Validations None. 4. Responsibilities None