Presentation on theme: "Position Request/Justification Process"— Presentation transcript:
1 Position Request/Justification Process Hiring Manager:Requests New or Replacement position with JustificationSupervisor: Reviews request, justification with budget & sends to Final ApproverFinal Approver: Approves, Declines or Requests additional JustificationRecruiter: Receives position from Final Approver and Opens Position
2 Position Justification Timeline August 8th – CSA notified of Position Control ProcessAugust 9th – Supervisors and hiring managers notified of Position Control ProcessAugust 13th – Last day to submit new offers before open positions are removed from viewAugust 16th – All open positions removed from internal and external 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
3 Final Approver Workflow Current Open Positions Review List of Open PositionsFinal Approver will:Approve or Deny current open positions ORRequest additional justification from Direct ReportMeet with Direct Report to review justification and budget considerationReview justification with Direct Report and Finance ExecutiveFinal Approver will then approve or deny position and notify Direct Report of any denied positionsFinalize approved positions per departmentSend spreadsheet of open positions to noting which positions have been approved or deniedRecruiter will re-open or cancel positionsWithin 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
4 Final Approver Workflow New/Replacement Positions requested in FY’13 Through Managers Portal Position Request Form Process (PRF), with justification information includedReceive Request for New or Replacement positionReview PRF and Justification informationApprove or deny PRF through Manager’s PortalTo request additional information, deny PRF and notify Direct Report additional information is needed.Review request , justification in consideration with department budgetApproved position will be sent to recruiter through Manager’s PortalDeclined position will notify Hiring Manager through Manager’s PortalApprove or Deny requested positionRecruiter will notify Hiring Manager that position has been opened and begin the recruitment processRecruiter will open approved position
5 Approver Workflow Current Open Positions Approver receives requested positions and justification from Hiring ManagerReviews request & justification with hiring manager1. Sends to Final Approver2.Requests additional information3.Declines requestApprover reviews requested position and justification with Final ApproverReviews request with Final Approver and Finance RepresentativeFinal Approver will:1. Approve 2. Decline 3. Request additional justificationFinal Approver sends approved request & justification to RecruiterRecruiter re-opens and posts approved position or cancels denied positionHiring Manager and Recruiter can begin recruitment process
6 Approver Workflow New/Replacement Positions in FY’13 Approver receives position request & justification through Manager’s PortalReviews request & justification with hiring manager1. Sends to Final Approver2.Requests additional information3.Declines requestApprover sends request & justification to Final Approver via Manager’s PortalReviews request with Final Approver and Finance RepresentativeFinal Approver will:1. Approve 2. Decline 3. Request additional justificationFinal Approver sends approved request & justification to Recruiter via Manager’s PortalRecruiter opens and posts approved positionHiring Manager and Recruiter can begin recruitment process
7 Hiring Manager Workflow Current Open Positions Hiring Manager reviews current open positionsReviews current open positions and documents justification information for each needed positionSends justification information to approver for reviewHiring Manager reviews requested positions with ApproverReviews requested positions, justification and budget vs. run rate with Approver1. Review role, responsibility, process improvement and implications/results of requested position.2. Approver will Send to Final Approver, Request Additional Information or Decline requestFinal Approver reviews requested positions with ApproverFinal Approver will Approve, Deny or Request Additional JustificationApproved and Denied positions will be sent to the Recruiter from the Final Approver to re-open or cancel
8 Hiring Manager Workflow New/Replacement Positions for FY’13 Hiring Manager requests new/replacement position via Manager’s PortalSubmits Position Request Form (PRF) with justification information includedSends to Approver for reviewApprover reviews PRF and JustificationReviews request with Hiring Manager and aligns with FY’13 budgeted positionsApprover will Approve, Request Additional Information or Decline requestFinal Approver reviews a PRF via Manager’s PortalFinal Approver will review PRF and justification and Approve, Deny or Request Additional JustificationApproved positions will be sent to Recruiter via Manager’s Portal to begin recruitment process
9 FAQ’sIf 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 candidate’s 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 Approver’s 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 FAQ’s ContinuedHow 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 FY’13, justification can be entered into the notes section of the PRF in Manager’s 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 Approver’s 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 FY’13.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
14 Recruiter Workflow Current Position Justification Process ReceiveApproved position via open position report– Only from Final ApproverNotifyFinal Approver and Hiring Manager that position will be posted within 24 hoursRe-PostRecruitQualified candidates based on the approved justification receivedPosition on S&W Career Site and any external recruiting mediums
15 Recruiter Workflow New/Replacement positions – FY’13 ReceiveApproved position via Manager’s Portal – Only from Final ApproverPostUtilizing information from position request and justificationRecruitQualified candidates based on the approved justification received from Final Approver
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