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

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

3. 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

4. Assign a Delegate

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

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

7. 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

8. 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

9. 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)

10. Assign a Delegate Delegate Notification
Once a delegate has been assigned, an 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

11. Modify a Delegation

12. 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

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

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

15. Delete a Delegate

16. 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

17. 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

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

19. Assume a User’s Identity

20. 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

21. 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

22. 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

23. Assume a User’s Identity
Notifications
If you have been delegated another user’s identity, any notifications that are received by that user eg. Alerts, Journal Alerts, Personal Alerts, Distribution Lists you will be CC’ed on the
You will be able to access the Register Items by clicking on the link
When you click on the 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

24. 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

25. Active Delegates

26. 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