Purpose

This reference guide is intended to guide Project /Task Managers Only on how to setup Oracle Cloud's self-service "Vacation Period" functionality.  The Vacation Period temporarily delegates an individual's approval authority to another person and should be used for short-term, planned absences.  Some exceptions can be considered for other types of absences on a case-by-case basis.

Action

· Setup a Vacation Period in Oracle

Terminology

· Reassign: Transfers the task to another user. Reassigning may disrupt work when the original approver returns to the office, as any pending transactions will not be available in their queue. We do not recommend using the Reassign option, but rather encourage Project Managers and Task Managers to delegate or to submit an Orbit/Oracle Access Form if they are not the appropriate approver.

· Delegate: Allows another user to act on a user's behalf - this functionality is only applicable to Project Managers and Task Managers and should only be used for short-term (< 1 month), planned absences. For long-term out-of-office periods, PMs should leverage the ServiceNow Provisioning/Deprovisioning form to grant approval access to another user.

Business Questions

· To whom should approval be delegated to?

· Delegation should be given to a:

· Manager

· Peer

· Reasonable support staff within the same department

· Some exceptions and considerations:

· Reassigning may disrupt work when the original approver returns to the office as any pending transactions will not be available in their queue.

· Technical approvers may opt to reassign if preferred but should consider whether it is more appropriate to name someone else as the task manager instead.

· What should be done in case someone is out unexpectedly and cannot log in to Oracle to set up these rules?

· If a workflow transaction is "stuck" with an approver who is unavailable, Oracle Solutions will need to reassign it based on a request through a ServiceNow ticket. Open a ticket through the "Ask a Question About Oracle or Orbit" form and assign to the Oracles Solution Group.

· Is anyone else able to see the requisition in their absence?

· Anyone with "Procurement Dashboard Viewer" access will be able to view a report that displays open requisitions and their approval status via the Procurement and Payables Dashboard in Orbit

Set up Vacation Period for Approval Delegation

1. Select Company Single Sign-On to log into Oracle.

2. Navigate and select the Bell icon.

3. Select Show All to display the Notifications page.

4. Select Worklist to display the BPM Worklist pop-up page.

5. Select the Down Arrow, next to Project Manager, at the top right of the page.

6. Select Preferences.

7. The Vacation Period page displays.

8. Select the Enable vacation period checkbox. This enables the Start Date and End Date fields.

9. Enter the Start Date and Time and the End Date and Time.

10. Select OK.

11. Select the Delegate to radio button. This enables the Search field.

12. Select the Magnifying Glass icon to display the Identity Browser pop-up.

13. Enter at least one of the Search Criteria.

14. Select Search. The results display below.

15. Select the individual to delegate approvals to.

16. Select OK.

17. Select Save to save your preferences.

You have now completed the process of enabling a Vacation Period to delegate approval.