RiskMan Personal Delegates Training Version 1.1 – 22 January 2013 – Valid for RiskMan 2012 (September) and above

Agenda Introduction Add a Delegate Modify a Delegate Delete a Delegate Assuming Another User’s Identity 2

Introduction Introduction The Personal Delegates feature allows Managers to Delegate their identity (RiskMan user permissions) to another user whilst they are away eg. annual leave, sick leave, conference, training or handing over their responsibilities to a night supervisor The delegated user can then take responsibility for any Register item eg. Incidents, Feedback, Risk Register, RiskMan Q that this user has permission to; that need to be reviewed whilst the user is away Personal Delegates If you have a role of investigating or posting incidents or feedback notifications in RiskMan and you need to hand your responsibilities to another user or users when you are away eg. on annual leave, attending a conference, on sick leave, the Personal Delegate function allows you to delegate your RiskMan responsibilities to other users without having to give them your access details to RiskMan

Assign a Delegate

Assign a Delegate Assign a Delegate To assign a delegate From the menu select My Workspace -> Assign a Delegate

Assign a Delegate Add a Delegate To assign a delegate Press Add Delegate

Assign a Delegate Search for a Delegate 1. To search for a delegate Click on the Filter Icon 2. Enter your filter criteria eg. user’s first or surname in the User Name Filter 3. Press Filter List Description of the Filter fields when searching for a user User Name Filter: Enter the person’s first name, last name or user name RiskMan User Type Filter: Select the template the user is assigned to User Position Filter: Select the Employment position the user is assigned to User Created After Date: Enter the date after which the user was created in RiskMan Show My Staff: This option will only display if you (the person logged onto RiskMan) have staff reporting to you through the manager/staff relations. If this is checked then the list of filtered users will be those that report to you

Assign a Delegate Enter Delegation Details 4. Select the filtered user from the Delegate list 6. Press Save 5. Enter the Start Date and End Date of the delegation period Delegation Details Note: The End Date should be the date you are returning. The delegation period will end for the delegated user the midnight the day before the end date Example of an assigned delegate

Assign another Delegate Additional Delegates You can add more than one delegate for The same date range or A different date range To assign another delegate Press Add Delegate Repeat the process as outlined on the previous slides Additional Delegates You can add more than one delegate for the same date range or a different date range. For example: If you are away for 4 weeks from 7th September 2009 (Mon) to 4th October 2009 (Sun) inclusive and you wish to divide your delegation between 2 users for 2 weeks each. In this example you would set the First delegation period as 7/9/09 – 21/9/09 (remembering that the delegation period stops the day before the selected end date) Second delegation period as 21/9/09 – 5/10/09 (remembering that the delegation end date should be the date you are returning)

Assign a Delegate Delegate Notification Once a delegate has been assigned, an email notification (refer to example below) will immediately be sent to this user to inform them Whose identity they have access to How long the delegation is for How the user assumes the identity of this user

Modify a Delegation

Modify a Delegation Modify a Delegation If you wish to modify an assigned Delegation From the menu select My Workspace -> Assign a Delegate The list of your current, past and future delegates will be displayed

Modify a Delegation Modify a Delegation To open a delegates details for modification Click on the respective username, name, start date or end date

Modify a Delegation Modify a Delegation To modify a delegation Modify the Delegate, Start Date and/or End date Press Update

Delete a Delegate

Delete a Delegate Delete a Delegate If you wish to delete an assigned Delegate From the menu select My Workspace -> Assign a Delegate The list of your delegates will be displayed

Delete a Delegate Delete a Delegate To open the delegates details to delete Click on the respective delegate’s username, name, start date or end date

Delete a Delegate Delete a Delegate To delete the delegate Press Delete

Assume a User’s Identity

Assume a User’s Identity If you have been assigned as a delegate for another user Logon to RiskMan using your own logon & password Select the menu option My Workplace -> My Identity Assume a User’s Identity If you have been delegated responsibility of another user within RiskMan, when you log onto RiskMan another menu option, My Identity, will become visible under your “My Workspace” menu option A list of users that you can assume identity of will appear under the My Identity menu option only during the selected delegation period. Once the delegation period has ended (on all users who have selected you as a delegate), the My Identity menu option will be hidden

Assume a User’s Identity Select the user’s identity from your My Workspace -> My Identity list It will now appear as if you were logged on as that user – the user’s details here will indicate to you they are assuming another user’s identity

Assume a User’s Identity Assume your Own Identity You can switch between your own identity and a delegated identity at any time whilst you are logged into RiskMan To change back to your own identity From the menu select My Workspace -> My Identity Select your own name from the list Once all delegation periods have expired, you will no longer see the My Identity menu option

Assume a User’s Identity Email Notifications If you have been delegated another user’s identity, any email notifications that are received by that user eg. Alerts, Journal Alerts, Personal Alerts, Distribution Lists you will be CC’ed on the email You will be able to access the Register Items by clicking on the email link When you click on the email link Logon to RiskMan using your own username and password You will automatically be switched to the user’s identity and the Register item will open

Assume a User’s Identity Review History The Review History of a Register Item will contain details of activity where a Personal Delegate has been used If you enter, view, edit, post, distribute, create a Journal on that Register Item whilst working under another’s identity, it will be recorded in the Review History Identifies that a delegated user has been working with this Register Item

Active Delegates

Active Delegates Active Delegates If you have Delegates that are still active When you logon to RiskMan a message will display to inform you of this Press OK to the message If you wish to remove or modify your delegates From the menu select My Workspace -> Assign a Delegate Modify or Delete the assigned delegate/s