Authorization Reassignment

The Track application has a feature that enables the users to reassign accepted allocations from one area ID to another. The areas are used in the Track application to identify the supervisors who are responsible for the ongoing projects.

The Authorization Reassignment is a useful tool to prevent delays in the daily process and payments in the absence of the supervisors. If the supervisors are out of the office, they can reassign their work to other supervisors without any interruptions to the daily process. Their work is completed by other supervisors when the reviewing and authorizing of the accepted allocations occur. Since the Authorization Reassignment is set up for a defined duration, the supervisors can continue their responsibilities when they return to the office.

Before using the Authorization Reassignment feature, make sure the users are assigned the following profile rules.

• The users must be assigned to the SET:ADM: User can Reassign Authorizations profile rule to utilize the Authorization Reassignment feature.

• If the users are assigned to the SET:ADM: User can view all Area IDs for Reassignment of Authorizations profile rule, they are allowed to see all area IDs in the To Area IDs drop-down list, regardless of the use of Track DOA in the Authorization Reassignment page.

Set up the Authorization Reassignment

1. After accessing Track, hover a mouse pointer over Settings.

2. Drop down to Configuration then select Authorization Reassignment to open the Authorization Reassignment screen.
   

3. The area ID in the From Area ID drop-down list is based on the area IDs assigned to the users along with their user profile. Select an area ID from the drop-down list for the supervisor who will be absent from work.

4. Select an area ID from the To Area ID drop-down list to select the designated supervisor who will perform the reassignment.

When reassigning the authorizations, keep in mind the following concepts.

• Multiple level reassignments are not allowed. The To Area ID cannot assign reassignments assigned to them to another Area ID. For example, if JSmith (area ID 1) reassigns his work to DLawrence (area ID 2), then DLawrence would not be able to pass JSmith’s reassigned work to other supervisors. DLawrence would need to complete the reassignment for JSmith.

• If DLawrence passes his work to another supervisor before JSmith reassigns his work to DLawrence, Track will allow the reassignment. However, Track would display a message that an alternate reassignment should be considered because there may be a lack of availability from other supervisors.

To enforce DOA limits during Authorization Reassignment so that the users cannot select an area ID with less than their DOA limit, then all of the following steps must be applied.

• The Track User ID is selected from the Track User Name drop-down list at the Area Master screen.

• The total amount of the DOA limit is entered into the Total DOA Limit drop-down list on the Delegation Of Authority screen. This entry is required for the Track application to perform the DOA comparison.

• The Enforce DOA Limit on Authorization Reassignment Page feature is enabled at the Location Settings screen.

If the DOA is not used, the users will be able to select from any area ID available in the To Area ID drop-down list.

If the SET:ADM: User can view all Area IDs for Reassignment of Authorizations profile rule is assigned to the users, such as Track Coordinators, then they will be able to perform reassignments for all users regardless of DOA limits to avoid delays.

5. The authorization reassignment can be set up for a specific duration and can only be made to one area ID for a date range. Overlapping reassignments are not allowed. Enter the start date of the reassignment into the Start Date text box or select a date from the calendar.

6. Enter the end date of the reassignment into the End Date text box or select a date from the calendar.

7. Click the Assign button. The reassignment is saved and displayed in the Authorization Reassignment Listing.

The Area ID Forwarding functionality is to allow the supervisors, who are presently working, the ability to forward the allocations that are pending authorization to other supervisors. The situation may be that they receive the allocations in error and need to assign them to other supervisors to correct the issue.

For the Authorization Reassignment feature, the area IDs only receive temporary reassignment from other area IDs and no change in the Area ID occurs. For example, JSmith (area ID 1) only assigns his work to another area ID, such as DLawrence (area ID 2), within the stated duration. Once the reassignment duration is completed, JSmith (area ID 1) will resume his responsibilities.

After the Authorization Reassignment is set up, the designated supervisors can work on their reassignment by reviewing and authorizing the hours and costs at the Authorization Central or Express Central screen.