I do agree with Johannes that best practice is to a) set the delegate on the person on leave, but also in your case you also need this effect cascaded down, and b) to define an escalation criteria. However, this does not stop the 'bouncing' as anytime a delegate is enabled any new assignments has to follow the chain.
The scenario you mention is only talking about the Dept. Manager, but I'll also assume that acting up also occurs down the chain, so we have the following profile.
| Scenario |
A-Dept Mgr |
B-Manager |
C-Supervisor |
D-Worker |
| Dept Mgr on leave |
B |
C |
D |
N/A |
| Manager on leave |
N/A |
C |
D |
N/A |
| Supervisor on leave |
N/A |
N/A |
D |
N/A |
| Worker |
N/A |
N/A |
N/A |
N/A |
| Dept. Mgr and Mgr on leave |
C |
C |
N/A |
N/A |
| Mgr and Super on leave |
N/A |
D |
D |
N/A |
| Dept Mgr, Mgr, and Super on leave |
D |
D |
D |
N/A |
Now the last one may never occur, but let's add that in. There is no bouncing around if the delegation is set correctly. The tricky bit is about the delegation of authority (DOA) and how you are applying it. Simply setting the Workflow delegate, does not transfer the authority, this takes careful design.
If you don't like the fact how the delegation process works, what about using person groups and simply add the acting-up name to that group and remove on return. This is as manual as the WF delegate, but with the added complication of forgetting to set the change on the day of the leave and on remove on the day of return.
The advantage of using the WF delegate is that you can set the start and end date of the delegation.
So, lastly, if you do not use escalation or for that matter you do, what about the existing allocated WF assignments? The above talk is about new assignments. So, do you leave them, do you reassign each one, or do a bulk reassignment using an escalation + automation script.
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===============================
Craig Kokay,
Lead Senior Maximo/IoT Consultant
ISW
Sydney, NSW, Australia
Ph: 0411-682-040
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Original Message:
Sent: Tue January 05, 2021 01:47 AM
From: Johannes Tjoa
Subject: Workflow Delegation in Maximo
Hi Dave,
Depending on how & when the delegations are expected to kick-in, there are a couple of things that you can do:
1. In the People application > Workflow & Work Order section, you can define a Workflow delegate & delegate from & to dates. The Workflow delegate is the person (B) who replaces the original workflow assignee (A). The Delegate from & to dates allow you to define a set date for the delegation to take place after which it reverts to all Workflow assignments back to A. This option is useful if you know that A is going to be away (like an out-of-office notification).
2. In the Workflow Designer application > Task node > Assignment details, you can define a Time limit & Escalation role. The Escalation role is B when the time limit is reached & A has not actioned the Workflow yet. This option is useful for situations where A might be away on an ad-hoc basis or just away from the office & you want to ensure that the Workflow is not held up.
------------------------------
Johannes Tjoa
Maximo Technical Specialist, ANZ
IBM Australia
Original Message:
Sent: Mon January 04, 2021 04:27 PM
From: David Vaucher
Subject: Workflow Delegation in Maximo
We have this scenario a lot in Maximo when a Department Manager goes on leave users shuffle up the tree.
A - Department Manager
B - Manager
C - Supervisor
D - Worker
When A - Department Manager goes on leave:
B - Department Manager (Workflow Delegate for A)
C - Manager (Workflow Delegate for B)
D - Supervisor (Workflow Delegate for C)
In this scenario D will receive all workflow items, is there a way to set the delegations so that it will only goes to the Delegate? (not delegates delegate etc.)
i.e.
B - Department Manager only receives (Workflow Delegate for A)
and
C - Manager only receives (Workflow Delegate for B)
and
D - Supervisor only receives (Workflow Delegate for C)
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David Vaucher
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#AustralianIBMMaximoUserGroup-VictoriaandTasmania