Aug 23 min read

Maximising Accountability in Business Operations - Part 3

Updated: Oct 3

This article is the final part of a three-part series that explores defining the RACI matrix in BusinessOptix and then enforcing compliance through FlowCentric Processware. The series also covers the features, options, and benefits of Dynamic Approval Structures (DAS) and Delegation of Authority (DOA) frameworks within FlowCentric Processware.

Click here for Part 1 of the series

Click here for Part 2 of the series

Part 3: Implementing Delegation of Authority for Effective Process Management in FlowCentric Processware

Delegation of Authority in FlowCentric Processware allows decision-making and task execution responsibilities to be passed from one person to another within a workflow. This capability allows authorised individuals to act on behalf of others temporarily, ensuring the continuity of processes even when the primary responsible person is unavailable or needs assistance. Below is a high-level overview of delegation of authority functions within FlowCentric Processware:

Authorisation and User Permissions in FlowCentric Processware

In FlowCentric Processware, each user has a set of permissions, and they are linked to a role within the organisation.
Authorisation in FlowCentric Processware is role-based, defining what actions users can take and which parts of the process they can access.

Streamlining Task Delegation and Responsibility Management

When a user needs to delegate their responsibilities to someone else, they can initiate the delegation process within FlowCentric Processware.
Delegation can be set up for a specific task or for a set period. For example, if someone is going on vacation, they can delegate their tasks during that time.

Selecting the Right Delegates: Criteria and Best Practices

The user setting up the delegation selects one or more delegates from a list of authorised people, ensuring compliance with the RACI matrix. Delegates are typically chosen based on their roles, skills, or availability.

Setting Delegation Rules: Conditions and Approval Workflows

Approval for delegation can also be included, where a user should obtain permission from a higher authority in the organisation to route their tasks to another specified user.
Acceptance can also be included, where a delegated user has to accept the delegation prior to the effective date.
Within a designed process within FlowCentric Processware, specific rules and conditions for the delegation may be defined. For example, the system may specify that only urgent tasks should be delegated or that tasks should be automatically re-routed if not completed within a certain timeframe.

Automated Delegation Notifications

Once delegation is initiated and rules are defined, FlowCentric Processware can generate notifications to inform the delegates about their new responsibilities.
Delegates receive all necessary information, including task details, deadlines, and special instructions, to ensure effective task management.

Executing Delegated Tasks: Permissions and Accountability

Delegates can access the delegated tasks within FlowCentric Processware and complete them on behalf of the delegator.
By default, delegates in FlowCentric Processware have the same permissions for delegated tasks, supporting a consistent RACI matrix structure. However, bespoke functionality can be designed in a delegation process where or modified permissions can be assigned, depending on the rules set by the delegator and/or system.

Monitoring and Reporting Delegated Tasks: Ensuring Transparency and Compliance

FlowCentric Processware keeps track of all delegated tasks, including who initiated the delegation, who the delegates are, and when tasks are completed.
FlowCentric Processware’s reporting and auditing features ensure transparency and accountability throughout the delegation process.

Revoking Delegation: Restoring Original Authority in FlowCentric Processware

The delegator can revoke the delegation of authority at any time through the FlowCentric Processware platform. This might occur when they return from vacation or when their availability allows them to resume their responsibilities.
If set for specific dates, the delegation will automatically end on the chosen date, ensuring compliance and smooth task management.

Escalation Procedures: Managing Uncompleted Tasks and Issues

FlowCentric Processware includes escalation mechanisms in case delegates are unable to complete tasks within specified timeframes or if issues arise.
Tasks can be automatically escalated to higher levels of authority or to backup delegates if necessary.

Tracking Delegation History: Auditing and Compliance Records

FlowCentric Processware maintains a historical record of all delegation activities. This audit trail is valuable for tracking the delegation history and ensuring compliance with organisational policies.

Summary

Delegation of Authority within FlowCentric Processware enables the efficient and controlled transfer of responsibilities within business processes. It ensures that tasks continue to progress seamlessly, even when key individuals are absent or unavailable. This feature enhances process continuity, flexibility, and adaptability while maintaining accountability and transparency throughout the delegation process.