Overview:

In Aptly, a Decision represents a key record that establishes authority limits and settings, acting as the framework against which delegations are made. Creating a Decision is a critical part of the delegation management process as it defines what authorities are required, under what conditions, and who can act upon those authorities. This guide walks you through the steps of creating a Decision in Aptly.

Step 1: Access the Decisions Dashboard

1. Login to Aptly:

   • Use your credentials or Single Sign-On (SSO) to log into Aptly. Upon logging in, you’ll see the main dashboard with a menu on the left-hand side.

2. Navigate to Decisions:

   • From the main menu, click on Decisions. This will open the Decisions Dashboard, where you can create new decisions or manage existing ones.
   • The dashboard shows an overview of previously created Decisions, their status, and associated delegation records.

Step 2: Create a New Decision

1. Click on “New Decision”:

   • In the top right corner of the Decisions Dashboard, click on New Decision to start the creation process.

2. Fill Out the Decision Form:

   • You’ll be prompted to fill in a form that defines the key aspects of the Decision. Pay close attention to the following fields:
     • Decision Title: Enter a concise title that clearly indicates the nature of the Decision (e.g., "Budget Approval for Project X" or "Contract Signing Authority for Q4").
     • Decision Description: Provide a detailed description of the decision. This should explain the purpose of the decision, its relevance, and its context within the organization.
     • Decision Type: Select the appropriate Decision type (e.g., budget approval, procurement, operational sign-off, or project management). This helps categorize the decision and match it with the right authority limits later on.

Step 3: Set Authority Limits and Parameters

1. Define Authority Limits:

   • In this section, you’ll define the specific authority thresholds for this decision. These limits dictate who can act upon this decision and under what conditions.
     • Monetary Thresholds: If applicable, set a monetary limit (e.g., "$10,000 budget approval limit"). Only individuals with the corresponding delegation and authority will be able to act on this decision within the set limit.
     • Approval Levels: Specify any necessary approval levels. For instance, you can define that decisions over $50,000 require both a Director and a VP’s approval.
     • Geographical or Departmental Limits: If the decision only applies to specific departments, teams, or locations, define those here. This ensures that the authority is appropriately scoped.

2. Time Frame and Expiry:

   • Start and End Date: Set the start and end date for the decision. This defines the duration for which the authority will be valid.
   • Ongoing or Time-Bound: You can choose whether the decision is time-bound or ongoing. Time-bound decisions will automatically expire after the defined period, while ongoing decisions require manual revocation.

3. Delegation Scope:

   • Define the scope of delegations that can be issued under this decision. For example, you can allow users to delegate authority to others for this decision as long as it doesn’t exceed certain thresholds or span beyond specific teams or departments.

Step 4: Configure Decision Settings

1. Notification Preferences:

   • Set up notifications to ensure all stakeholders are informed about actions taken on the decision. You can configure notifications for when decisions are acted upon, delegated, or when they near their expiration date.

2. Escalation Rules:

   • If certain conditions are not met (e.g., approvals are delayed or authority limits are breached), you can define escalation rules that trigger alerts or escalate the decision to a higher authority.
   • Specify the escalation path (e.g., escalate to CFO if the decision exceeds $100,000 without approval).

3. Audit Settings:

   • Define audit parameters to track every action related to the decision. Aptly provides detailed audit logs, ensuring that every approval, delegation, or modification to the decision is recorded.
   • Enable Audit Flags to highlight any irregularities or breaches in delegation policies.

Step 5: Save and Finalize the Decision

1. Review the Decision:

   • Before finalizing the Decision, carefully review all the details you’ve entered. Make sure the authority limits, scopes, and time frames are accurate.
   • Ensure that any necessary escalation paths and notifications are properly configured.

2. Save and Publish:

   • Click Save to finalize the Decision. If your organization requires multiple approvers to authorize the creation of Decisions, you can submit the Decision for review. The Decision will remain in a Pending state until all necessary approvals are secured.
   • Once approved, the Decision will be marked as Active and available for delegations. All authorized users will be able to see and act upon the Decision based on their respective authority levels.

Step 6: Managing and Modifying the Decision

1. View and Track Active Decisions:

   • Return to the Decisions Dashboard to see all active Decisions. You can view key details, such as the decision title, authority limits, and time frames.
   • From here, you can track the usage of the Decision, including who has acted on it and under what conditions.

2. Modify or Revoke a Decision:

   • If the Decision needs to be updated (e.g., changing authority limits or extending the time frame), click on the Decision in the dashboard and select Edit. Make the necessary changes and save the Decision.
   • To revoke the Decision, select Revoke. This will immediately deactivate the Decision, and any delegations based on it will also be deactivated.