2. Instructions for Completing a Requisition

2. Instructions for completing a requisition

Log into Lumesse from

Whichever browser you use, please ensure pop-ups are allowed

Enter Company Name: Swansea University (ensure capital S and U)

Login: as allocated

Password: as allocated (remember case sensitive)

Once logged in go to the left hand toggle menu which will open a menu from which you can select under QUICK ACTION; NEW; JOB OPENING

You can create a New Job Opening

OR

Copy an existing (you need to know the reference number to copy). This is useful for roles which are very similar and you can then just “edit” the details rather than create from scratch.

When creating a New Job Opening;

You will now be asked to select the College or Department from the “Organisational Structure” drop down menu. You will only see Departments for which you have been given access.

Select the “Contract Type” - status of the role from the drop down menu; Fixed Term, Permanent etc

Select the “type of funding” from the drop down menu; HEFCW, Business Plan, Research Mixed etc

Click NEXT

Now you are ready to enter the specific details relating to the post. Where there is a red asterisk * these fields are mandatory.

Enter Job Title (this can be edited later)

Some fields will be populated – work through and add data to the mandatory fields (from the drop down fields, where offered);

Job family

Grade Group

Reason for recruitment

Previous employee in post (if relevant)

Expected grade (this may change following HERA review)

If fixed term – state reason

Finance Code

Subjective code

FTE (1.00 or 2 – either version is fine)

Sirius calculation (copied from website)

Total cost

Is a logo required (see drop down list, largely for research funded posts) If you would like a logo added to the advert, please discuss with your Recruitment Officer

Is post in Business plan

If not how funded (largely for research funded posts)

Full justification for post(why you need the post, detail for Finance and PAWG to approve)

Full salary range (or just set spine points? We would recommend costing at highest spine point to be able to advertise range)

Funders statement (largely for research funded posts)

HESA code (finance will complete this)

College/Dept for advertising

HESA Occupational coding

Then onto contractual requirements;

Number available

Scroll down to include any “Admin comments” if required

Cost code for recruitment

If you have decided who will be on the short list and interview panels please enter their details here

Then go back to top of screen and click on “JOB DESCRPTION” tab, this is the next section for data to be entered;

There are just four sets of questions to be answered on this page;

Is Welsh an essential requirement for this post?

Will this post involve regular contact with those aged under 18 or with vulnerable adults?

Has the Role Description been completed and emailed to the Recruitment Officer?

Have the Values been included in the position?

No further data needs to be added to this page, your Recruitment Officer will create the Job Description once the post has been HERA graded and use the relevant templates for consistency.
The next tab is Team members and where you add workflow data for approval stages;

Enter data in;

Recruiting Team – this will be your Recruitment Officer

Operational Team – add yourself as Recruiting Manager and your HR Officer

Scroll down to Approver Team and enter;

Head of College or Department – select from the drop down menu or ask your recruitment officer to set up a new approver

HR Officer – select from the drop down menu

REIS/Management Accounts – if unsure leave for your HR Officer to complete

Recruitment Team – your nominated Recruitment Officer (either Gail, Julie or Sara).

Then select CREATE. This will save your vacancy with a number and you should advise your HR Officer this has been competed so they can progress OR where it has been agreed, go back to role and click on Job Approval tab. See below for further instruction to edit the role before approval commences

Click on the blue cross next to Head of College/Department and enter on Start Approval Chain. This will start the approval chain, with an email to the Head of College/Department and will flow through as approved or not. The final chain will end with the Recruitment officer who will post the role once the Job Description and financial approval has been agreed.

To edit the requisition at any time before approval starts, click on the the orange drop down menu from the Job requisition tab and edit as required. SAVE changes