Purpose

Purpose: The University has identified position control as a critical component to the sustainable financial strategy.  EHE process aligns our strategic and business needs with this university wide mandate. University Central Finance review is now required in workday for colleges and units in a Red or Yellow Financial Scorecard status.  The process involves collaboration between EHE leadership, HR and Fiscal teams to ensure efficiency, and strategic needs are met. Planning conversations must take place prior to submitting a Job requisition in workday, The steps outlined below will document and facilitate consistency, transparency and ensure all required approvals met.

Process

1. Manager/unit. Identifies a position/staffing need.

2. Manager/Unit discusses needs with unit CCM and HRC to confirm the process can begin. HRC and Manager initiates the EHE Financial approval for HR action request form seeking EHE soft approval. This form captures soft approval of leaders, CCM and Human resources.

• HRC– ensures compliance with HR policy.
• CCM – ensures budget and adds costing worktags
• CCD– confirms college level approval.

 3. HRC initiates position intake form to capture details and structure of the position, job duties and responsibilities. This form also provides instruction for workday entry.

4. HRC initiates Position Control Form (PCF) in DocuSign to capture information required for university position control review.  

• Cost center director (CCD) will add budget information.
• SFO will confirm business need, budget and position structure aligns with EHE strategic plans.

5. HRC initiates Deans approval form to capture college leadership approval for positions funded by the college.

6. HRC consults with manager on steps to initiate job req in workday system.  HRC reviews and approves the job req and attaches all forms.  If forms are pending the HRC will work with approvers and SFO to ensure forms are completed for university level approval.

7. SFO reviews all forms, confirms information is correct and approves job req in workday.

8.  HRC and Manager will work with the Talent Acquisition team to develop a recruitment strategy if needed.

Notes: * Deans Approval is required for positions on General (FD100) & Earnings Funds (FD120, 121, 122);  this includes Sr. Lecturers.

Resources

• SHIFT
• DocuSign Position control form
• DocuSign Position control form – Faculty (coming soon!)
• Position Control roles and responsibilities
• Position control- Managers
• Creating and hiring new position
• EHE Finance approval (HR action form)
• Completed HR action forms
• Completed position control forms