To create a requisition you will need the following information:
(i) Title of the position you are posting
(ii) Position code for the position you are posting*
(iii) Name of the Hiring Manager (if you are creating the requisition on behalf of someone else)
(iv) Name of the Recruiter (HR Advisor) for the portfolio of the position you are posting
*If this is a new or additional position which is not already in the ATS system please consult with your HR Advisor who will advise you of the new position code.
1. Click on the STAFFING REQUEST link on the HR web-site (this is the same link as the previous Share Point staffing request)
2. Log on to ATS using your RRU single sign-on
3. Once logged on you will see your MAIN DASHBOARD
4. Click on the RECRUITING button on the purple menu ribbon
5. On the drop down, click on CREATE REQUISITION
6. STEP 1 of creating a requisition is to SELECT ASSOCIATIONS. By entering the requested information the system will select the correct workflow. There are three workflows in the system. The selected workflow will determine the approval level and sequencing of approvals.
- New not in budget
- New in budget
- Replacement
7. Click on at the bottom of the page to move to STEP 2
8. STEP 2 is DEFINE REQUISITION:
9. Complete the requisition form. This new form is based on the old Share Point form so most of the fields will be familiar to you.
Requisition number - Will auto populate based on the position code (over time .1, .2, .3, etc., will be added if the same position becomes vacant in the future)
About RRU - Will be a standard paragraph which will not be editable
Job Title - Will auto populate based on the information from Step 1
Job Description - Will auto populate based on role profile (all role profiles are in the ATS system*)
Job Requirements - Will auto populate based on role profile (all role profiles are in the ATS system*)
*If it is a new position with a new role profile speak to your HR Advisor to ensure the role profile is in the ATS system before you start the requisition.
Hiring Manager - Type in your name (or the name of the person you are completing the requisition on behalf of) and a list will appear. Select correct name from list (if you do not select from list, i.e., type in the name – the name will not be saved and you will have to re-enter it)
Recruiter - Type in HR Advisor’s name and list will appear. Select HR Advisor’s name from the list
Team/Panel - There are already Teams/Panels* built into the system based on departments. Select team/panel from list
*These can be updated to reflect the correct panel members. They will only be effective going forward and will not affect requisitions already in the system. If you need to update a team, speak to your HR Advisor/Recruiter
Grade - Auto populates from the role profile
Number of Hires - Usually one but can be multiple (can only be multiple if the positions all have the same position code, e.g., Research Assistant)
Closing Date - Select approximate date you want the competition to close. HR can update this information once requisition has been approved.
Cost Centre - Type in the cost centre
Recruitment Range - Type in the recruitment range. Your HR Advisor can provide you with this information if you don’t have it.
Division - Auto populates based on position
Department - Auto populates based on position
Location - No need to select – next field will always say RRU
Category - Select from list
Previous Incumbent - Type in name or previous incumbent
Reason for Hire - Select from list
Hours per week - Type in hours per week
Current contract end date - Only needed for requests for contract extension
Extend contract to - Only needed for requests for contract extensions.
Estimated start date - Type in estimated start date
Goals/Rationale - This is a text box. Include all relevant information and rationale for the hire
Budgetary impacts/Revenue Targets - To be completed by Business Planning
Creation Options - Select – Create Requisition Only (if you create a template you will need to make sure the information is correct in the future if you use the template again, e.g., role profile, position code, etc.)
Additional Information - This will be completed by Human Resources once requisition has been to Business Planning. This text box will contain information re. type of position and related benefits, etc.
REQUISITION STATUS CHANGE. This will be updated by HR as the requisition moves through the recruitment process.
10. STEP 3 - Once all of the information in entered into the requisition it needs to go to Business Planning for their comments. This is done by “routing” the requisition.
Click on ROUTE TO. This will make the routing selections appear.
Select Routing Target and click on SELECT AN EMPLOYEE.
Search for Employees
Type in the Business Manager’s name in the SEARCH field and click on the SEARCH button.
Select the Business Manager (green ACTION box) from the list and click on CONFIRM SELECTION – you will need to scroll down the dialogue box to see the CONFIRM SELECTION button.
Business Manager’s name will appear under the SEARCH FOR AN EMPLOYEE button.
Click on ROUTE REQUISITION button
Manager’s screen returns to CREATE REQUISITION - STEP 1 screen. Can now sign-out.
Requisition will be routed to Business Planning for their comments and they will then route it back to HR.
HR will review requisition before it is sent for approvals (based on managerial levels built into the workflow).
As the requisition moves through the approvals, hiring managers will receive e-mails. All comments added by approvers can be viewed within the e-mail and the requisition.
Once approved, HR will review before posting.