3525071 - Delegation for Performance Reviews Feature Overview

The delegation feature allows users can delegate their performance review tasks to other people within a specified time period. Delegation Management also allows administrators to create delegation requests on behalf of other users.

To support the launch of this new feature, we’ve prepared a slide deck that covers everything you need to know. It includes a high-level overview of the delegation workflow, detailed configuration steps, and answers to common questions about the product. We encourage you to review this deck to learn all about the new feature and to help answer any questions you may have.

You can access the deck here: How Delegation Works in Performance Management 

This article will cover frequently asked questions about delegation, please review the product documentation linked below for details on configuring and using Delegation for Performance Reviews.

• Implementing and Managing Performance Management - Delegation for Performance Reviews
• SAP SuccessFactors What's New Viewer - Delegation Available for Performance Reviews

Note: This feature will be available in the Preview environment as of October 21, 2024. However, it won't be available for the Production release on November 15, 2024. We plan to make it available in Production on December 13, 2024. For further information, visit the SAP SuccessFactors Customer Community blog, Important Notes for Delegation Feature in Preview Release - 2411

SAP SuccessFactors Performance & Goals

• Enabling and Accessing Delegation
  • Admin Center > Company System and Logo Settings
    • Select: Enable Delegation Feature.
    • Set the number of says for Auto-Cancellation of Delegation Requests
      
  • The Delegation Page: Accessed through Account Navigation(top right corner) > Settings > Delegation. Users can view and manage delegated tasks they are involved in, and create delegation requests for themselves if they have the appropriate role based permissions. For example, a manager can delegate their own performance review tasks while they are on holiday. 
    • The Delegation Management admin tool: Allows users to create and manage delegation requests for other users. For example, an admin user could delegate performance review tasks for a manager who is on leave. 
      
    
• Users involved in the delegation process
  • Initiator: The user who creates the delegation request. An initiator can be the delegator themselves, or an administrator who creates a delegation for the delegator.
  • Delegator: The user whose task is delegated to someone else. In the context of performance reviews, delegators are typically managers.
  • Delegatee: The user a task is delegated to.
  • Employee: A subject user of the delegated task. For performance reviews, employees are the subjects of the delegated performance review form.
    Note: 
• Delegator or Delegatee cannot be the same user as Employee.
• As designed, don't support delegating the same employee template to two delegates at the same time.  

  To avoid any further errors, make sure:

  1. Cancel the existing delegation request to user and create a new one 
  2. Adjust the valid periods to ensure there is no overlap between the two delegation requests.

• Permissions for Delegating Performance Review Tasks
  • Permission roles granting delegation permissions should not have "Exclude granted users from having the same access to themselves." selected. 
  • Administrator Permissions > Manage Delegation > Delegation Management: Grants access to the Delegation Management admin center tool. The target population for this permission will determine who can be selected as a delegator. The permissions granted to the selected delegator will determine which forms templates can be delegated and who can be selected as a delegatee.
  • User Permissions > Delegation > Create Delegation Based on Form Templates: Allows delegation requests to be created for the granted user. Only performance review templates included in this permission can have tasks delegated. The permissions granted to the delegator will apply to request they create themselves and requests created by an admin in the Delegation Management admin center tool. 
  • User Permissions > Delegation > Delegator-Delegatee Relationship: The target population of this permission determines who can be selected as a delegatee for the delegator granted this permission. The permissions granted to the delegator will apply to request they create themselves and requests created by an admin in the Delegation Management admin center tool. 
  • User Permissions > Delegation > Delegator-Employee Relationship: The target population of this permission determines which employees can be selected when delegating a performance review task. The permissions granted to the delegator will apply to request they create themselves and requests created by an admin in the Delegation Management admin center tool. 
    
• Performance Reviewer (Delegation) Permission Role
  • This permission role grants the delegatee their delegator's permissions for form access and other features that require role-based permissions (RBP). To avoid granting extra permissions, do not assign this role. It works without any role assignment.
  • Please see Understanding the "Performance Reviewer (Delegation)" Permission Role for more details.
    
• What to Expect When Using Delegation for Performance Reviews
  • See the Notes in the Delegation for Performance Reviews section of the guide for limitations and a list of features not supported in delegation. 
  • Delegating a Performance Review gives the delegatee access only to the form necessary for completing the review, without providing broader access to the account holder's information.
  • While a performance review is delegated, the review will be read-only in the delegator's performance inbox.
  • Delegated forms will not appear in the delegatee's performance folders unless the delegatee is part of the normal route map. Delegated reviews are accessed via the delegation request. 
  • Ratings and comments do not reflect if they were entered by the delegator or delegatee. 
  • The delegatee will be reflected in the Employee column of audit trail when routed by the delegatee "<Delegator's Name> by delegatee <Delegatee's Name>". Note: The delegatee's name will not be reflected in the audit trail if the form was routed by another user in a collaborative step. 
  • The delegatee will be able to view a copy of performance reviews for completed delegation requests in the Delegation Page. The copy will be a snapshot of the review as it was when they last had access to it. Changes made after the delegatee's involvement will not be reflected on the copy.
  • The Settings > Delegation Page will not be shown unless the user has permission to create delegation requests or has been sent a delegation request
  • Cancelled/Rejected delegation requests will remain visible in the delegation tool. Delegation requests cannot be deleted from the Delegation Page, users can filter requests by status and task type.
  • No to-do entries or notifications are created for delegatees when actions are ready/due for items included in their delegated tasks.
  • In general, Delegation is not supported while using Proxy.
  • The Settings > Delegation Page will not be shown when using Proxy.
  • Delegation Management Tool will also not be available when using Proxy.
    
    Delegation Email notification

• • Once you a delegation is created, the delegatee receives an email notification. 
  • The delegation email is sent automatically and has no configuration options to enable or disable it.
  • It is to be clarified that the current design of the delegation notification email sent to Delegatees does not include a direct link to the delegation request.
  • The delegation email content currently does not support localization. It is planned to support localization in the future release, 1H 2025.
  • Since delegated performance reviews do not get routed to the delegatee's performance inbox, email notifications such as document creation and document routing email notifications will not be sent to delegatees.

• Known Issues for Delegation for Performance Reviews in the 2H 2024 Release
  • Signatures are not shown when viewed from the Delegation Page by a delegatee who completed the performance review. 
    • This issue will be addressed in the 1H 2025 release 
      
  • No audit report available for Delegation. 
    • Audit reports for Delegation is planned for the 1H 2025 release
      
      
  • Purging Delegation Requests is not yet supported. 
    • DRTM for Delegation is planned for the 1H 2025 release. 
      
  • After enabling Delegation, there may be a delay before the permissions appear in Manage Permission Roles. The permissions should appear after the RBP configuration is refreshed either through a recurring RBP refresh or by manually triggering the Refresh RBP Permission Configuration job in Provisioning > Company Settings.
    

• 3544369 - How to edit Delegation Notification Email - Performance Management

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