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Position Request/Justification Process Hiring Manager: Requests New or Replacement position with Justification Supervisor: Reviews request, justification.

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Presentation on theme: "Position Request/Justification Process Hiring Manager: Requests New or Replacement position with Justification Supervisor: Reviews request, justification."— Presentation transcript:

1 Position Request/Justification Process Hiring Manager: Requests New or Replacement position with Justification Supervisor: Reviews request, justification with budget & sends to Final Approver Final Approver: Approves, Declines or Requests additional Justification Recruiter: Receives position from Final Approver and Opens Position

2 Position Justification Timeline August 9 th – Supervisors and hiring managers notified of Position Control Process August 13 th – Last day to submit new offers before open positions are removed from view Aug. 9 – Positions can be approved with the justification documentation by Final Approvers, to be re-posted as the Chart of Accounts update is completed on 8/20 August 8 th – CSA notified of Position Control Process August 16 th – All open positions removed from internal and external view.

3 Final Approver Workflow Current Open Positions Final Approver will: Approve or Deny current open positions OR Request additional justification from Direct Report Review List of Open Positions Review justification with Direct Report and Finance Executive Final Approver will then approve or deny position and notify Direct Report of any denied positions Meet with Direct Report to review justification and budget consideration Send spreadsheet of open positions to noting which positions have been approved or denied Finalize approved positions per department Within 24 hours of receiving notice from Final Approver, recruiter will confirmation to Final Approver and Hiring Manager, positions that have been re-posted or cancelled Recruiter will re-open or cancel positions

4 Final Approver Workflow New/Replacement Positions requested in FY13 Through Managers Portal Position Request Form Process (PRF), with justification information included Receive Request for New or Replacement position Review PRF and Justification information Approve or deny PRF through Managers Portal To request additional information, deny PRF and notify Direct Report additional information is needed. Review request, justification in consideration with department budget Approved position will be sent to recruiter through Managers Portal Declined position will notify Hiring Manager through Managers Portal Approve or Deny requested position Recruiter will notify Hiring Manager that position has been opened and begin the recruitment process Recruiter will open approved position

5 Approver Workflow Current Open Positions Final Approver sends approved request & justification to Recruiter Recruiter re-opens and posts approved position or cancels denied position Hiring Manager and Recruiter can begin recruitment process Approver reviews requested position and justification with Final Approver Reviews request with Final Approver and Finance Representative Final Approver will: 1. Approve 2. Decline 3. Request additional justification Approver receives requested positions and justification from Hiring Manager Reviews request & justification with hiring manager 1. Sends to Final Approver 2.Requests additional information 3.Declines request

6 Approver Workflow New/Replacement Positions in FY13 Final Approver sends approved request & justification to Recruiter via Managers Portal Recruiter opens and posts approved position Hiring Manager and Recruiter can begin recruitment process Approver sends request & justification to Final Approver via Managers Portal Reviews request with Final Approver and Finance Representative Final Approver will: 1. Approve 2. Decline 3. Request additional justification Approver receives position request & justification through Managers Portal Reviews request & justification with hiring manager 1. Sends to Final Approver 2.Requests additional information 3.Declines request

7 Hiring Manager Workflow Current Open Positions Final Approver reviews requested positions with Approver Final Approver will Approve, Deny or Request Additional Justification Approved and Denied positions will be sent to the Recruiter from the Final Approver to re-open or cancel Hiring Manager reviews requested positions with Approver Reviews requested positions, justification and budget vs. run rate with Approver 1. Review role, responsibility, process improvement and implications/results of requested position. 2. Approver will Send to Final Approver, Request Additional Information or Decline request Hiring Manager reviews current open positions Reviews current open positions and documents justification information for each needed position Sends justification information to approver for review

8 Hiring Manager Workflow New/Replacement Positions for FY13 Final Approver reviews a PRF via Managers Portal Final Approver will review PRF and justification and Approve, Deny or Request Additional Justification Approved positions will be sent to Recruiter via Managers Portal to begin recruitment process Approver reviews PRF and Justification Reviews request with Hiring Manager and aligns with FY13 budgeted positions Approver will Approve, Request Additional Information or Decline request Hiring Manager requests new/replacement position via Managers Portal Submits Position Request Form (PRF) with justification information included Sends to Approver for review

9 FAQs If I turn in my justification before 8/16, can my position be re-opened immediately or do I have to wait until 9/4? Positions approved by the Final Approver can be re-posted as early as 8/20, when the system is update for Chart of Accounts is complete. What happens to new hires that are scheduled to start between 8/16 and 9/4? Candidates that have offers extended or offers accepted will continue through the new hire process without interruption. Will I be able to extend offers between 8/9 and 8/15? Yes. In order to process offers before the positions are removed from view, offers must be submitted to your Recruiter no later than close of business on 8/13. Will there still be new hire orientation on 8/20, 8/27 and 9/4? Yes. New hire orientation will continue as planned. What happens if I am unable to complete my justification prior to 9/4? Your positions will remain unposted until the Final Approver receives the justification or cancels the position. As long as the position is unposted candidates will not be able to see the position and all recruitment activity will cease until the position is either approved or declined. Will all the candidates who have already applied to my position be not selected when it is taken down from there career site? No. A candidates will not change unless the position is cancelled. How will I know if my position has been approved, declined, or needs additional information? The Final Approver will notify you if a position has been declined or needs additional information. Once a position has been approved, the recruiter will notify the Final Approver and the Hiring Manager once the position has been re-opened on the career site. I have already given justification information to my supervisor, do I still have to complete a justification process and submit to my supervisor? This is at the Final Approvers discretion. However, re-submitting justification information could reduce the time your position remains unposted. I have an internal employee who is scheduled to transfer to my department between 8/16 and 9/4, will they still be able to transfer during that time? Yes. Any internal transfers approved prior to close of business on 8/13 will not be held for reasons pertaining to this position justification exercise.

10 FAQs Continued How do I submit the justification form? For the re-approval of open positions, submit your justification information to your supervisor. For new/replacement positions in FY13, justification can be entered into the notes section of the PRF in Managers Portal, or you may complete a justification form and attach to the PRF at the time you request a position (Sample Justification forms are attached) Do I have to utilize the justification form? No. The form is a tool to assist you in providing thorough justification. It is the Final Approvers decision as to what information they prefer. Where can I locate the justification form? The justification form can be found on Insite at: You can also request either an A3 form or a Position Justification Form from your Recruiter. Examples of both are attached. When is the last day in which I can make an offer before the positions are removed from view? The last day to make an offer prior to the positions being removed from the website is 5 PM on 8/13. Will I be notified when my position is approved and re-posted? Yes. You will receive an notification from your recruiter that your position has been approved and re-posted. How long before positions are re-posted once approved? Approved positions will be re-posted within 24 hours of receiving notification from the Final Approver. What happens to the positions in which I have already offered a candidate or they have accepted? Those positions will not require justification unless, the candidate declines the offer or is disqualified through the pre-employment process. At which time justification will need to be provided in order to re-open the position and hire another candidate. Going forward, will I always have to submit justification or only for those already posted? Justification for new and replacement positions will be required on a go forward basis and through FY13. Will candidates receive an or notification when the positions are removed from the career site? No. Candidates will not receive an notification when the positions are removed from view. Remember, the positions are not cancelled, only removed from view. Candidates who log into their application will see that their status has not changed. Any questions not addressed, please reach out to your recruiter for clarification

11 Justification Sample 1

12 Justification Sample 2

13 Justification Sample 3

14 Recruiter Workflow Current Position Justification Process Receive Approved position via open position report– Only from Final Approver Notify Final Approver and Hiring Manager that position will be posted within 24 hours Re-PostRecruit Qualified candidates based on the approved justification received Position on S&W Career Site and any external recruiting mediums

15 Recruiter Workflow New/Replacement positions – FY13 Receive Approved position via Managers Portal – Only from Final Approver Post Utilizing information from position request and justification Recruit Qualified candidates based on the approved justification received from Final Approver


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