APPROVAL ADMINISTRATOR#
You have the ability to define an Approval Administrator to be used as an Approver should the system not be able to locate an Approver based on the approval process definition. The system may not be able to locate an approver for a variety of reasons. For example: the defined approver is terminated, the defined approver type is an empty position (no employee is employed in the defined position), or the approver is defined with historical From & To dates.
To rectify the problem of not being able to locate an approver, an Approval Administrator may be defined using the preference APPROVAL_ADMIN(System_Preference). Approval records would then be created for this Administrator so he/she may be able to approve the record so the record can carry on through to the processing stage.
Without the Approval Administrator defined, the approval may end up with ‘gaps’ in the approval and the record may not get properly approved and processed.
Approval Administrator Set Up#
Approval Administrator Function Preference#
The Approval Administrator is defined using the APPROVAL_ADMIN(System_Preference) preference defined in IMPF. This preference is designed to be set up at the function level on IDAP only.During the installation of the software, the system may default the preference to be defined for Site and Role; however this preference is meant for the IDAP function only. Therefore in IMPF, the Administrator MUST change the preference details to be for FUNCTION only.
The preference should then be added to IDAP in IMFN. When adding this new preference the value must be a single person code. Using this person code the system will derive the identity ID and use it to create the appropriate approval records. Since the Approval Administrator may have to approve any employee’s record, the person code should be that of a person within the organization who has access to ALL personnel records such as a Site Administrator.
GUI Changes#
The approval bar information has been changed to identify the approval administrator. Since there can only be one administrator, a right mouse click on an approval step will identify them. An identity marked as the administrator will have the text (ADMIN) beside their name and in the approval record comments will be "Approval Administrator"Both these text options may be edited or translated via IMMS messages DAPR_00006 and DAPR_00007.
Functionality Changes#
An administrator will inherit the approver rights defined in IDAP with the exception of Allow Send Back. Send back is not supported for the Approval Administrator.If an approval record is created for the Approval Administrator, the record will become the last step in the approval chain. The Approval Administrator will have final approval.
Since an approval process may be defined with last managers approver, an approval change could be sent up the incorrect management chain if an administrator makes an approval thus it will be considered "Final Approval" and the entity will be moved to the next approval status. Example: a time sheet would be sent to payroll.
Administrator Options#
Approval processes should be evaluated on a regular basis to ensure there are no empty steps. Part of the business procedure for terminating and hiring employees should be to ensure that if the individual is an approver that their position is either filled or an alternate approver is defined.If an Approval Administrator receives approval records he/she has the following options to correct the process and move the entity along the approval chain.
- Correct HR records so an identity may be found by the system to assign a correct approval responsibility. (Example: Ensure an active manager may be found). Then UDAP may be run or the Maintain Approval Records in IDAP should be pressed for the approval process to re-assign approval records to the new manager.
- Change the IDAP definition to assign a new approver. Then UDAP may be run or the Maintain Approval Records in IDAP should be pressed for the approval process to re-assign approval records.
- Assign an alternate approver for short term solutions until HR changes may be sorted out. Then UDAP may be run or the Maintain Approval Records in IDAP should be pressed for the approval process to re-assign approval records
- Either approve or decline the approval record when it's their turn for approval.
