As the Office of Human Resources continues to modernize our employment practices and technology in order to better manage HR processes, a critical need has been identified. HCM, the system that supports HR technology, needs to accurately reflect direct supervisory reporting relationships.
Survey data has been acquired from a targeted focus group to help us better understand the implications and nuances of correcting and maintaining accurate records for staff and student employees in HCM so that we can provide you with the following informational materials to identify, correct and maintain the appropriate direct supervisor and delegate for each employee.
Please click the below image to enlarge.
Difference Between a Direct Supervisor and a Delegate
- A direct supervisor is the person who monitors and regulates employees daily in the performance of assigned tasks. Direct supervisors are authorized to hire, discipline, promote, reward, and perform other associated activities of the employees in their departments, such as completing performance reviews.
- A delegate completes the necessary employment-related administrative tasks, such as creating a vacancy, terminating pay, etc., but does not directly supervise the day-to-day work of the employee.
Importance of Differentiating Between a Direct Supervisor and a Delegate
We’ve listened to your feedback and are working towards enhancing various areas of Human Resources. With these enhancements, it’s necessary that HR has accurate supervisors assigned to each employee. Below are a few examples of future enhancements planned with accurate supervisor information:
- Performance Management: Rather than initiating from scratch, managers will have their employees pre-populated for performance reviews.
- Compensation: When evaluating job descriptions, Compensation will have a better understanding of span of control for roles by viewing who they supervise.
- Learning & Organizational Development: When the L&OD system is in use, managers will be able to assign courses to their employees.
- HRIS: Managers will be able to receive accurate organization charts for their departments generated by the HR System.
How to Assign Delegates and Direct Supervisors in HCM
The following job aid provides you with step-by-step instructions on how to reassign an employee manager or delegate in HCM. If you have any additional questions or need assistance, please contact HRIS at hris@tulane.edu.
Frequently Asked Questions (FAQs)
We have compiled a list of frequently asked questions that we have obtained from your feedback. If you have any additional questions, please contact yor HR Business Partner.
What is HCM?
HCM is the system used for human resources and payroll. It is also known as Oracle Human Capital Management (HCM).
Who should be listed as the supervisor in HCM?
A supervisor is the person who monitors and regulates an employee’s daily performance of assigned tasks. Direct supervisors are authorized to hire, discipline, promote, reward and perform other associated activities for the employees in their departments.
The supervisor listed on an employee’s record in HCM should be the person who completes the employee's annual performance review.
Why is it necessary to have an accurate supervisor in HCM?
Ensuring supervisors are assigned correctly in HCM is key to HR's ability to deliver services and support for our employees. Correcting this information will also enable us to improve our services; for example it will allow us to generate organizational charts and reports.
In addition, many of the University’s other systems and processes depend on accurate supervisor information.
What is Tulane Manager Self-Service?
Tulane Manager Self-Service is a level of access in HCM where supervisors can view and update job related information for their direct reports, including employees who are supervised by their direct reports.
Please visit our Manager Self-Service page for more information.
I don't see my employees in Tulane Manager Self-Service. What do I do?
Your direct reports have likely been assigned to a different manager in HCM. Please work with your department administrator or delegate to correct the reporting relationship.
If you do not have a department administrator or delegate, please email hris@tulane.edu for assistance.
Does a supervisor have access to all their direct reports in Tulane Manager Self-Service?
Yes. If the supervisor is correctly identified on the employee record, they can view and update job related information for their direct reports, including employees who are supervised by their direct reports.
How do I get access to Manager Self-Service?
Please visit the Manager Self-Service page for information on how to get access to Tulane Manager Self-Service and Tulane Manager Self-Service – Delegated.
What is Tulane Manager Self-Service - Delegated?
Tulane Manager Self-Service – Delegated is available to department administrators (sometimes referred to as delegates or initiators). This access allows a designee to view and/or update job related information for any employees within an assigned department.
What is the difference between manager and delegate access?
There are a few key differences:
Tulane Manager Self-Service – Delegated
• Can view and update job related information for any employees within an assigned department.
• No employees display by default, users must perform a search by last name.
Tulane Manager Self-Service
• Can view and update job related information for employees in their supervisor hierarchy only.
• All direct reports display by default.
Please see our Manager & Delegate Comparison Chart for more information on the differences between delegate and manager access.
