Understanding the Job Posting Requisition Process

This document is meant to help you understand the Job Requisition Process at a high level and provide the information you need to decide if this feature of AppliTrack is right for use in your organization. Additional instructions regarding the Job Requisition Process are available in the online documentation at: ""Using the System"/"Job Postings"/"Requisitions".

What are Job Posting Requisitions?
Why use Requisitions?
How does the Requisition Process work in AppliTrack?
How do we begin using Job Posting Requisitions?

What are Job Posting Requisitions?

The Job Posting Requisition is a Job Posting with an approval process associated with it. This Approval process requires other users to approve the Requisition before it becomes available to applicants. The end goal of the Job Posting Requisition feature is to make the process of posting a job online through AppliTrack more efficient than having someone send emails to request a job be posted.

In this situation it is necessary that whoever is creating the job posting have all of the information related to the job posting (e.g. title, job type, description, additional questions, etc..) It is also necessary to have had all of the necessary parties review and approve of the emails for the posting before it goes online. In some organizations, tracking this information becomes a significant challenge. Often paper forms, email, or other means of communication are used to provide record of when and how a job posting should appear online. This is where the Job Requisition function of AppliTrack can be of assistance.

Job Posting Requisitions allow hiring supervisors to electronically submit a request for a job to be posted. The request is stored within AppliTrack and may move through a series of approval steps, allowing other members of the organization to review and amend, and finally approve or deny. When complete, the Requisition becomes a normal AppliTrack job posting. There is the additional bonus of now having a record of who created, reviewed, and, finally, approved the posting.

Why use Requisitions?

• Cut down on the amount of work which is duplicated when posting a job
• Make the process of posting a job simpler
• Allow for the information in a posting to be reviewed and verified by many people
• Introduce greater visibility into the job posting process
• Enhance record keeping

How does the Requisition Process work in AppliTrack?

AppliTrack users may take on any combination of roles and responsibilities within the requisition process. Typically there are three roles involved as indicated in table 1.

	Requesting Party Responsible for: Creating the original requisition; submitting requisition for approval; revising denied requisitions Commonly played by: Principal, Assistant Principal, Hiring Supervisor, Building Engineer
	Intermediate Approver Responsible for: Revising submitted requisitions; approving requisitions; denying requisitions Commonly played by: Principal, Departmental Director, Superintendent
	Final Approver Responsible for: Revising submitted requisitions; approving requisitions; denying requisitions; creating job postings from requisitions Commonly played by: Staffing Specialist, Recruiter, HR/Personnel Director

Given these three roles, the process of generating a job posting from an employment requisition is described in figure 1 below. Note, at the time the Requisition is created, the Requesting Party will also define a series of (up to four) approvers, including a Final Approver. Each of the users in this series must approve the requisition to move it forward, approaching its final approval. In this case, there is a single Intermediate Approver that has an opportunity to review the requisition before approving to the next step. Upon final approval, the requisition becomes a job posting. Note, any of the users in the series of approvers has the ability to deny a requisition.

Figure 1: General requisition process. The requisition transitions from one stage to the next by being approved (blue arrows), or denied (gray arrows.)

As an alternative to the process and participants described above. A simpler scenario can be used involving just the requesting party and a final approver. In this situation, the requesting party does not assign any approver except the final approver. This approach is most useful in an organization where there is just one or two individuals responsible for posting jobs online. It has the benefit of allowing the final approver to keep track of posting requests while retaining an efficient communication between the HR/Personnel office and hiring supervisors.

A few important qualities of the requisition process:

• The Requisition is only visible to the creating party, the next user in the Approval Chain, and SuperUsers
• An email notification is sent to the appropriate users at each stage in the process
• Any approver can review pending requisitions via a "Requisitions Inbox"
• Candidates can apply for a requisitioned posting only after final approval
• Except SuperUsers and users with the "Can Post Vacancy" permission, users in the Job Posting Requisitions process must be granted explicit permission to participate (see Requisitions)
• A requisition that is denied may be re-submitted only by the original creator. No other user has the ability to re-submit a denied requisition on the creator's behalf.
  The creator of a denied requisition is responsible for re-creating the Approval Chain and re-submitting the requisition for approval when appropriate.

How do we begin using Job Posting Requisitions?

• Enable the requisition preference as described in the online documentation for Requisitions.
• Work within your group of SuperUsers to discover which users should have the ability to create and approve requisitions and what their process should be. Try role playing.
• Introduce the requisition functionality to your hiring supervisors by providing direct instruction and support.
• Contact General ASP support if you have any additional questions or would like some advice in getting up and running with Job Posting Requisitions.
• View a brief video demonstration of the requisition process.