Delegation of Authority - Configuration

Peter Campbell Updated by Peter Campbell

To configure Delegation of Authority or Delegated Financial Authority within your Source-to-Contract system, there are four steps to complete in your configuration module.

  1. Define Roles
  2. Create Matrices
  3. Flag Action as a Financial Action
  4. Create a Dynamic Step in an Action template

Once you have completed these actions, you can navigate to the Process article to see how to use this functionality within your system.

Defining Roles

Navigate to the Delegate Actions section of the Configuration module and select the Roles tab.

Select the + Role button, enter a name for the new role (Adding a description is an available option but is not mandatory) and select submit.

Creating a Matrix

Navigate to the Delegate Actions section of the Configuration module and select the Matrices tab.

Select the + Matrix button, enter a name for the new matrix and select submit. Adding a description is an available option but is not mandatory.

Select the Matrix you have created and scroll to the DoA Matrix Level section. This is where you will define the financial range that requires an action and the role from which that action can be assigned.

Select the + Add Level button to begin defining your matrix. You will be presented with the following wizard:

When defining your matrix, each level must consist of

  • A value
    • This is the upper limit of the ex-tax value for which the associated role can approve requests. The lower bound is set by the previous level's value (The lower bound will be set at 0 for the first level). As the levels go up the value has to increase.
    • For the level with the maximum value approver (i.e., CEO, CFO etc - a level that should be approved by any value above the previous level), it is currently best practice to use an extremely large number as the value/upper bound.
  • Whether the role is a Unique Associate
    • This restricts the level to only having one associated role.
  • Associate Delegate(s)/Associated roles
    • These are the delegate roles that have the authority to approve DoA requests of the level.
    • Multiple roles can be selected for the same level

In the above image, the CFO has been listed as a unique associate

Associating the Matrix with a corresponding Action Type

Navigate to the Action Types tab within the Delegate Actions section.

Select the + Action type button and enter a name and a pending response status for the new action type.

Tick the Financial action type box as this indicates we want to utilise a DoA/DFA matrix.

This will cause two options to appear: "Highest required delegate" or "All delegates up to the highest appropriate".

Select the relevant option for your requirements to decide whether high-level decisions should be approved only by a role in the corresponding level, or by every role within the lower levels as well.

For example, using the matrix levels in the image above, if the record value was £7,500,000:

  • "Highest required delegate" would require only the "UK - Level 2 - Manager" to approve the action request.
  • "All delegates up to the highest appropriate" would require both the "UK - Level 1 - Line Manager" and the "UK - Level 2 - Manager" to approve the action request.

Next, fill out the appropriate response options at the bottom of the wizard and select create.

Associating the Action Type with a template

Now that the action type has been configured, we need to create an action template that can be used within a process template.

Navigate to the Templates tab within the Delegate Actions section and select the + Template button.

Enter the template name and select submit.

Select into the template that has been created, scroll to the Action Steps Setup section and select + Add Step.

For each step you can add actions.

You can either add this as usual by following the standard process for delegate actions, or you can identify this step as a dynamic step using the checkbox. If you choose the latter, the actions required for that step will be determined by the DoA matrix you've just configured.

It is Dynamic because it depends on the value at that time and so is changeable.

When the Dynamic Step checkbox has been selected, the view will change to

This enables the user to select the action they want to use and the matrix that should be employed to determine the required user(s) from the dropdowns shown.

To complete the configuration of each Dynamic step, users must:

  • Select the type of step - Currently there is only the option of "Delegation of Authority - Financial".
  • Select the Action - The only options that are shown here will be Actions that have been flagged as 'Financial Action types'.
  • Select the associated Matrix to determine roles - This allows an organisation to have multiple DFA matrices and apply them to different process templates and also potentially have multiple matrices within one process template.

Once you have completed your template, select Save. This action can now be included in process templates in your site.

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