DESIGNATED APPROVERS #

Approvers may be replaced by a designated approver, known as Designated Approvers in IEMDA for a defined time frame or indefinitely. Approvers may also maintain who is designated as an approver in their absence using IEDA.

Approvers may designate a temporary replacement in two capacities, either a “Replacement” or an “Alternate”.

• Replacement designates relieve an approver of all approval responsibilities starting as of the “From date” and ending as of the “To date”, starting at 12am on the date specified. If these dates are left blank (null) the beginning of time and end of time are assumed respectively.

• When an alternate is defined all responsibilities are shared by the specified person and the original approver.

Both types of replacements may be specific to a certain type of approval.

Example: A manager will be away on vacation and will need to have time sheets reviewed during that time frame, so an alternate or replacement may be assigned specifically to “Time Sheets”. However, if there was a salary review due during that time, it would remain the responsibility of the original manager to approve those salaries. When responsibility is transferred from the approver to the designate for a replacement, all approval records previously created for notification are moved from the approver to the designate when the new designate record is saved. This will cause workflow, all approver screens and Self Service splash “to do” lists to now be full for the existing approvals previously required for the approver. Any new approvals required will create new approval records for the designate and the original approver will not be notified.

Alternate designates will have a copy of the approval records created for them and the original approver will retain all existing approval records. Both the alternate and approver will receive notification of new pending approvals.

The maintenance of the approval records as described above will be limited to the specified approval types. If none are listed all approval records will be subject to this maintenance.

Deletion of a designated approver is allowed. If a deletion is done, ALL associated approval records are also deleted.

Warning Message Scenarios#

There may be 3 warning messages that can occur when setting up designated approvers, but will still allow a new designated approver to be added.

* 1) When an employee designates a replacement/Alternate who already has a designated approver with over lapping time frames of any type.

* 2) When an existing designated approver adds a designated approver for themselves during the same time frame of any type.

* 3) When an approver adds a designate who is designated for another approver during the same time of any type.

Error Message Scenario#

• Having the same person defined more than once for the same approver over the same period of time of any type. Ex: If the employee is to replace approvals for Time Sheets and Personnel Actions. This must be made in one record. Not two.