A new proxy functionality has been released in the Short-Term Acting Delegations request form in HORUS.
This functionality will allow individuals to assign approval proxy’s to acting employees at the point of assigning short term acting delegations in HORUS by checking a tick box within the form. Proxies will automatically be established for the acting period, removing the need to manually setup an approval proxy for absence and/or timesheet approvals.
Frequently asked questions (FAQs)
For questions about the ANU Delegations Framework, assignment levels and categories, please email Delegations@anu.edu.au
What are the key changes to ANU Delegations in HRMS?
Key changes include:
- The ANU delegations become fully associated with positions in HRMS.
- The ability to assign part-profile delegations will be discontinued.
- The ability to assign delegation overrides (e.g. amount limit, GL department ID, GL fund, GL project, HR department ID) will be discontinued.
- The paper-based Assignment of Delegations Form will be replaced by the online delegation requests in HORUS.
Have there been any changes to the delegation framework to accommodate the changes in the system?
Yes there has. To cater for the removal of the ability to set a financial limit override, we have created two new Banded profiles of D7 and D8. These two new profiles are identical to the existing Banded D6 in that they contain the same basic supervisory and financial delegations. However their financial component includes a lower limit. For D7, the limit is $10,000. For D8, the limit is $5,000. This creates a replacement mechanism for the removal of financial override functionality, continuing to allow the restriction of the financial delegation assigned to a position.
What are the anticipated benefits of these changes?
The advantage of using Position to drive the assignment and management of delegations is that if an incumbent leaves the position, you do not have to manually end the delegations held by that person. Similarly, you can fill that position with a new incumbent without having to reassign and/or redefine the delegation assignment for that position. A significant reduction in delegation assignment processing workload will be achieved by this change, along with an improvement in the reliability of the data recorded in the system.
- Standardisation will be improved as delegation assignments will no longer be tied to a specific person in a position.
- Simplification will be achieved as delegation assignments will no longer include complicated and hard to maintain combinations of part-profiles and overrides.
Can delegations be assigned to positions with multiple headcounts, eg. casual or scholar positions?
It is best to only assign delegations to single headcount positions as all incumbents will gain any delegations held by a position. In the situation where a delegation is required by one occupant of a multiple occupancy casual position or scholar position, a single headcount position, with the necessary delegations, should be created and the delegation holder, be it a scholar or a casual employee, moved into that new position.
A process is being established to assist your local HR in understanding the necessary steps to action in HRMS.
When will the new functionality launch?
It will be launched on Friday 31 March 2017.
What happens to the current delegation assignment information?
What types of delegation information will be provided by the new functionality?
You will be able to inquire on:
- delegations assigned to a position,
- who are the delegates of a position and the duration of their delegation assignments,
- what positions an employee has been assigned delegation for and for what period of dates,
- what delegations are held by a POI/VaHA against which department and duration.
Existing inquiry tool will continue to be available within the HRMS.
Online delegation requests
Who can raise a delegation request?
A delegation request can be raised via HORUS by all individuals that have access to HORUS
What are the types of online requests replacing the paper Assignment of Delegations Form?
There are three types of online delegation request:
- To assign delegations to a position.
- To assign position delegations to a "short-term acting" employee.
- To assign delegations to a VaHA (POI) person.
Explain to me when I should use which delegation request?
- You use the Assign delegation to position request if you need to assign new delegations to a position, or to amend existing delegations assigned to a position.
- You use the Assign delegation short-term acting request if you need to assign delegations held by a position to someone who is acting in a position for a period of up to 4 weeks, without being transferred into that position in HRMS.
- You use the Assign delegation to POI request if you need to assign delegations to a VaHA person.
What information is required to complete each of the above request?
For Assign delegation to position request, you need to have the following information:
- The position number,
- The effective date of the assignment (the date on which the assignment needs to start),
- The delegation profile(s) or the individual delegation ID(s) and cluster(s) or both.
For Assign delegation short-term acting request, you need to have the following information:
- The acting position number,
- The acting employee ID and his/her employment record number,
- The delegation from date,
- The delegation to date (it cannot be longer than 4 week duration),
For Assign delegation to POI request, you need to have the following information:
- The person ID,
- The department ID of the delegation,
- The delegation from date,
- The delegation to date (it cannot be longer than 12 month duration), The delegation profile(s) or the individual delegation ID(s) and cluster(s) or both.
POI workflow supervisors who have both POI record and job/employment record in HRMS. Which record should I use to assign delegation against? POI or position delegation?
System will allow you to assign delegations using either record. In keeping with the primary reason for creating a job/employment record for this type of POI, which is to enable a non-ANU person to supervise ANU staff members including approval of workflow transactions, I recommend using position delegation assignment.
Same question as above but for scholar POI?
To be provided post go live (given the scenarios of student scholar and non-student scholar).
Can I raise any of these requests?
Certainly, if you have access to HORUS or access to HRMS. The requests will require you to fill out some basic information before you can submit the requests.
Will I need to print a copy of the request, and have my Senior Delegate authorise it?
There is no need to do that. System will help you find a Senior Delegate online and you can submit your request to that person online. The system will notify the selected Senior Delegate of your request and the person can action your request online.
How do I know if my delegation request has been actioned?
You will receive an email notification once your request has been actioned by the Senior Delegate, be it authorised or declined.
Can the email notification be delivered to our functional email account?
Unfortunately no. The system has to use the University email address of the requestor, or the Senior Delegate, or the person involved in the transaction.
Will the system send a reminder email to the Senior Delegate if my request has not been actioned for some time?
An email reminder is not available in the initial version of the new ANU delegation functionality. We will create a report to identify unactioned delegation requests to help with follow-up.
Can I resend a delegation request if it is "lost" in the system?
Once a delegation request has been submitted, it cannot be resent.
How do I find out if delegations assigned to my position have been amended?
If the amendment was made through an online delegation request, you will be automatically notified of the changes once the request has been authorised.
If the amendment was resulted from a framework change, you should be advised through the existing communication channel.
You can continue to look in HORUS for the delegations you currently hold.
How can I tell where my request is up to?
If it is you who initiated the request, you can return to the page where you started the request, click the Search button on the search page to bring up a list of your requests. The Request Status column will tell you where it is up to i.e. New, Submitted, Approved, Rejected.
I have received an email notification, which looks like it is asking me to action a delegation request. What should I do?
You can click the URL listed in the email notification which will bring you to the HORUS sign in page. Once you have signed in, the request will be displayed on your screen awaiting for your action. The name of the requestor will be displayed in the right hand upper section of the screen, should you need to discuss the request with them.
Is it possible to link a POI delegation assignment end date to POI end date? For example, Emeritus Professor VaHA are usually appointed for more than 1 year and have a pre-defined end date in HRMS.
This has been marked for future change consideration.
As a longer-term plan, will you consider including delegation assignments in the VaHA eForm?
We certainly can mark this for future change consideration.
Is the VaHA's length of stay tied to the POI delegation assignment period?
Not because of any system rule. However, you can determine the delegation assignment end date to align to the VaHA's expected length of stay. Remember, system has built-in validation to check if the assignment duration is longer than 12 month. You can always add another delegation assignment, at the end of that 12 month period, for the remainder of the VaHA's length of stay.
So, in that case, will you provide us with any report to alert of POI delegation assignments that approach expiration?
We will look into this and provide system support.
Senior Delegates and online delegation requests
How does the system find the Senior Delegate(s)?
For position delegation requests and short-term acting delegation requests:
Adhering to the business approval process, and the requirement to obtain approval from a D3 delegate or above, the system follows the Reports-To hierarchy of the relevant position to determine who should be returned to the request as a Senior Delegate. To do that, it will start with the Supervisor of the position. If she/he holds the delegation of D3 or D2 or D1, his/her name will be returned as Senior Delegate. If not, system will search for his/her position’s Supervisor and examine the same criteria. This method of search continues until it finds the first D3 or above Senior Delegate to return.
For VaHA (POI) delegation request:
The system starts its search within the department of the delegation assignment and expands into the departmental neighbourhood until it finds D3 or above Senior Delegates to return.
I have submitted a delegation request to a Senior Delegate, however, by the time she actioned it, she has already moved to a different position. What will happen in that case?
Well, system will not let her action it. It will automatically reject your request and send you an email notification. You can submit a new request and have an opportunity to select a replacement Senior Delegate's name for submission.
Is there any integration in delegations captured in ANU Recruit and HRMS, for new hires, transfers etc?
Currently there is no delegation data exchange between ANU Recruit and HRMS. We will be working on this feature as future enhancement.
Where can I get assistance in relation to the new ANU delegation functionality?
The HRMS and CGR&O websites will be updated to provide Job Aid