8 Working With Requisitions

This chapter contains the following topics:

8.1 Understanding the Requisition Process

You enter requisition information to begin the process of filling one or more vacancies within the organization. The requisition contains job and position information that you can use to match a candidate to a vacancy.

After you enter basic requisition information, you typically need to wait for approval from the appropriate person before you can begin recruiting candidates. If you have enabled the workflow process for requisition approvals, the system automatically updates the status of a requisition. If you are not using the workflow process, you must update the status manually.

You can attach candidate records to a requisition to track the progress of the candidates as you interview them and evaluate their qualifications. When you hire a candidate to fill a requisition, the system automatically updates the filled head count for the requisition. (The filled head count is the number of people who have been hired to fill the requisition.)

When you hire enough candidates to meet the head count for the requisition, the system automatically indicates that the requisition is filled and closed. You cannot hire candidates for a requisition that is filled and closed. If necessary, however, you can reopen a closed requisition by increasing its head count and changing the requisition status.

You can also track additional information that is unique to the organization or the industry. For example, if you need a senior consultant who speaks fluent Spanish, you can track Spanish fluency on the requisition. You can use media objects to track related information.

To help you manage the workflow, you can enter requisition information before the appropriate manager has approved it and indicate that it is waiting for approval. Then, after the manager approves or rejects the requisition, you can update its status.

You can use JD Edwards EnterpriseOne Workflow Management to facilitate the process of getting approval for a requisition. For example, you can notify a manager that a requisition is waiting for approval by using an email based process flow across a network.

After you enter requisition information, you can review the information to verify that it is correct. You can review detailed information about individual requisitions or about all of the requisitions for a specific business unit or job type. For example, you can review all of the requisitions in business unit 701 to determine which of them have been approved and the name of the person who approved them.

8.1.1 Reviewing Requisition Reports

After you enter requisition information, you can print reports to review the information and verify that it is correct. You can also review information about groups of requisitions, such as their approval status, their filled status, and the candidate records that are attached to them.

8.2 Entering Initial Requisition Information

This section provides an overview of initial requisition information and discusses how to:

  • Set processing options for the Requisition Information program (P08102).

  • Enter requisition information.

8.2.1 Understanding Initial Requisition Information

You enter initial requisition information to identify a new vacancy within the organization. For example, you might enter these types of initial requisition information:

  • Fiscal year

  • Home business unit

  • Job type

  • Job step

You can also attach objects to a requisition:

  • Text documents.

  • Scanned images.

  • Links to other JD Edwards EnterpriseOne applications and other software packages.

For example, you can attach a Microsoft Word document that lists approval or rejection information for the requisition.

Basic requisition information is the minimum amount of information that you should track. It includes information such as the status of the requisition and the job to which it applies. Additional information includes optional items, such as pay information and information that is unique to the organization.

8.2.2 Forms Used to Enter Requisition Information

Form Name FormID Navigation Usage
Requisition Information W08102E Requisitions (G08BR1), Requisition Information

On the Work With Requisitions form, click Add.

Click Additional Information to attach objects to the requisition.

If you have enabled JD Edwards EnterpriseOne Workflow Management for requisition approvals and you entered a waiting for approval requisition status, the Requisition Workflow Pending Review Notification form appears when you save the requisition.

Enter requisition information.
Requisition Workflow Pending Review Notification W08102AB Click OK. Advance the requisition through the workflow process.

8.2.3 Setting Processing Options for the Requisition Information Program (P08102)

Processing options enable you to specify the default processing for programs and reports.

For programs, you can specify options such as the default values for specific transactions, whether fields appear on a form, and the version of the program that you want to run.

For reports, processing options enable you to specify the information that appears on reports. For example, you set a processing option to include the fiscal year or the number of aging days on a report.

Do not modify JD Edwards EnterpriseOne demo versions, which are identified by ZJDE or XJDE prefixes. Copy these versions or create new versions to change any values, including the version number, version title, prompting options, security, and processing options.

8.2.3.1 Defaults

These processing options enable you to specify the default information that the system uses.

1. Enter a '1' to default Pay Grade, Pay Grade Step, Pay Class and Overtime Exempt from the Job Information Table.

Use this processing option to specify whether the system enters default job information in the requisition record when you change the job type or job step. The system supplies default values from the Job information table (F08001) for the Pay Grade, Pay Grade Step, Pay Class, and Overtime Exempt fields. Values are:

Blank: Do not use default job information.

0: Do not use default job information.

1: Use default job information.

2. Address Number of Default Approver

Use this processing option to specify the address number of the employee who approves requisitions. To override this approver, you can add recipient rules to the workflow process.

3. Address Number of Default Recruiter

Use this processing option to specify the address number of the recruiter. The workflow process sends an email message to the recruiter. To override the recruiter, you can add recipient rules to the workflow process.

8.2.3.2 User Level

This processing option enables you to specify whether a manager (employee) or a human resources administrator will use the application.

1. User Level

Use this processing option to specify whether a manager, employee, or HR (Human Resources) Administrator will use the application. Values are:

Blank: HR Administrator

1: Manager/Employee

2: HR Administrator

If you set the user level to 1 (Manager/Employee) and the requisition is not approved (status WW), the Requisition Status field is disabled.

8.2.4 Entering Requisition Information

Access the Requisition Information form.

Requisition Number

Enter the number that identifies the position requisition. This number must be unique. The next number program assigns this number if no other number is provided when the requisition is initially entered.

8.2.4.1 Primary Information

Select the Primary Information tab

Requisition Status

Enter a code that describes the status of the position associated with the requisition. The system provides several codes that you can use for requisition status purposes. Two of them are hard coded and should not be changed:

AA: Approved

99: Filled and Closed

You can define requisition status codes in user-defined codes table (08/RS). Statuses that indicate that a requisition is approved should begin with the letter A.

If you are using JD Edwards EnterpriseOne Workflow Management to automate the process of approving requisitions, the system automatically updates the requisition status when the appropriate person approves the requisition. This update overwrites any existing value in the field.

Requested By

Enter the Address Book number of the person who enters a position requisition. This field is required.

Requisition Date

Enter the effective date of the requisition. The default value for this field is the system date.

Effective From Date

Enter the date on which a requisition, a position, or activity within a position takes effect.

Effective Thru Date

Enter the date on which a requisition, a position, or an activity within a position is no longer in effect. In position activity, the default value for this field is the end of the current fiscal year so that the system can calculate projected figures.

Approval Date

Enter the date on which the person with the appropriate authority approves a requisition.

8.2.4.2 Secondary Information

Select the Secondary Information tab

Pay Grade/Step

Enter a code that designates a category for grouping employees according to pay ranges. For each pay grade, you enter a pay range that includes a minimum, a midpoint, and a maximum pay rate. The system uses these pay ranges to calculate compa-ratios for the employees that you assign to pay grades. After you enter a pay grade for an employee, the system displays either an error or a warning message if you enter a rate for the employee that is not within the pay range for the employee pay grade.

To set up pay grades, use Pay Grades by Class (P082001).

If you have set up the system to use rates in the Pay Grade Step table as the default pay rates for employees, changing an employee pay grade step causes the system to automatically update these fields:

  • Salary

  • Hourly Rate

  • Hours per day

  • Hours per year

  • Days per year

Overtime Exempt

Enter a code that indicates whether the employee fits the rules of the Fair Labor Standards Act (FLSA) and thus does not have to be paid for working overtime. Codes are:

Y: Yes, the employee fits the rules and does not have to be paid for working overtime.

N: No, the employee does not fit the rules and is to be paid for working overtime.

Expected Salary

Enter the salary you expect to pay the individual filling the requisition.

FTE (full-time equivalent)

The number of full-time equivalents (FTEs) that the organization has budgeted for the position. An FTE is the portion of a full-time worker that an employee represents within a business unit. For example, an employee who works 20 hours per week represents .50 or one-half FTE. An employee cannot represent more than 1 FTE.

Hours

Enter the number of hours that are budgeted for a position within a business unit for a period of one year. This is the total number of hours allotted to a position for all FTEs. If you do not enter a value in this field when you budget the position, the system enters a default value. To determine that default value, the system searches these sources, in the order that they are listed, and uses the value from the first of these sources that contains a value:

  1. The number of FTEs multiplied by the standard number of hours per year for the company associated with the business unit that you entered

  2. The number of FTEs multiplied by the standard number of hours per year for Company 0

  3. A default value that you defined in the data dictionary when you set up the system

  4. 2080

Last Filled By

Enter a number that identifies an entry in Address Book, such as employee, applicant, participant, customer, supplier, tenant, or location.

Filled Date

Enter the assignment or hire date for the last person to fill the requisition.

8.2.4.3 Category Codes

Select the Category Codes tab

Req Code 01 (Requisition Code 01)

Enter a code defined by the user for reporting on requisitions. Each category code is tied to a particular set of defined codes in the data dictionary.

8.3 Entering Supplemental Data for Requisitions

This section provides an overview of supplemental data for requisitions and lists the forms used to enter supplemental data for requisitions.

8.3.1 Understanding Supplemental Data for Requisitions

Supplemental data is any type of additional information that you want to track about these items or individuals:

  • Requisitions

  • Jobs

  • Employees

  • Applicants

  • Dependents and beneficiaries

  • Health safety management

When you set up Human Resources, you specify the types of supplemental data (data types) that you want to track. Supplemental data is not required by the system.

Requisitions might include these types of supplemental data:

  • Requirements

  • Approval steps

  • Requisition notes

  • Requisition activity

  • Requisition review

The method that you use to enter supplemental data for requisitions is the same method that you use for any other type of supplemental data that you track.

8.3.2 Forms Used to Enter Supplemental Data for Requisitions

Form Name FormID Navigation Usage
Work With Supplemental Data W00092D Requisition Supplemental Data (G08BSDR1), Requisition Supplemental Data Entry Add supplemental data to a requisition.
Work With Supplemental Data by Data Type W050210E Requisition Supplemental Data (G08BSDR1), Requisition Data by Data Type Add supplemental data by data type to a requisition.

8.4 Updating the Status of a Requisition

This section provides an overview of requisition status updates and discusses how to:

  • Update the status of a requisition using workflow.

  • Update the status of a requisition manually.

8.4.1 Understanding Requisition Status Updates

The organization might require that a new requisition be approved by a higher level of management before it can be filled. In this case, when you (the requestor) enter a requisition, you can indicate that it is waiting for approval. When the approving manager approves or rejects the requisition, the requisition status must be updated accordingly.

Typically, you wait until a requisition is approved before you begin searching for candidates to fill the requisition. The system does not enable you to hire a candidate to fill a requisition unless the requisition status is approved.

The demonstration data for the system includes a workflow process for requisition approvals. You can enable this workflow process when you set up the system. If the workflow process is enabled, these events happen after you enter a requisition:

  • The system automatically notifies the person who is authorized to approve requisitions (the approving manager) that a requisition is waiting for approval.

  • When the approving manager approves or rejects a requisition, the system automatically updates the requisition status.

    If the manager approves the requisition, the system also updates the Approved By field.

If you have activated this workflow process, you do not need to manually update the requisition status when the requisition is approved or rejected. Instead, the system automatically updates the requisition status for you. If you are not using the workflow process, you or the approving manager must manually update the status of the requisition.

When you update the status of a requisition using workflow, the approving manager receives a workflow message saying that a requisition is waiting for approval. The message containing the requisition appears in the Requisition Approval mailbox in the Work Center program (P012501).

8.4.2 Forms Used to Update the Status of a Requisition

Form Name FormID Navigation Usage
Requisition Workflow Approval W08102AA Workflow Management (G02), Employee Queue Manager

On the Employee Queue Manager form, find the desired record and click Select.

On the Work Center form, select the message containing the requisition, and then click the Requisition Workflow Approval button.

Click Requisition Workflow Approval on the right side of the form.

On Requisition Workflow Approval, click Approve or Reject.

Complete the Requisition Status field, add a text message if desired, and click OK.

Approve or reject a requisition using workflow.

The system updates the requisition with the new status code, adds the name of the person who approved the requisition, and notifies the requestor that the requisition has been evaluated. If the manager approves the requisition, the system also sends a message to the appropriate recruiter.

Requisition Information W08102E Requisitions menu (G08BR1), Requisition Information

On the Work With Requisitions form, select the requisition that you need to approve.

On the Requisition Information form, complete the Requisition Status, Approved By, and Approval Date fields, and then click OK.

Approve or reject a requisition manually.

8.4.3 Updating the Status of a Requisition Using Workflow

Access the Requisition Workflow Approval form.

8.4.4 Updating the Status of a Requisition Manually

Access the Requisition Information form.

Approval Date

Enter the date on which the person with the appropriate authority approves a requisition.

8.5 Attaching a Candidate Record to a Requisition

This section provides an overview candidate record attachments for requisitions and discusses how to attach a candidate record to a requisition.

8.5.1 Understanding How to Attach a Candidate Record to a Requisition

When you determine that a candidate might be suitable to fill a vacancy, you can attach the candidate record to the requisition. Attaching candidate records to a requisition simplifies the process of tracking the status of each candidate as you interview and evaluate candidates for the vacancy.

After you attach candidate records to a requisition, you can easily review the status of all of the candidates who are being considered for a requisition. You can limit the review to include only applicants, only employees, or both applicants and employees. For applicants, you can further limit the search to include only those with a specific applicant status, such as applicants who have passed the tests that are required for employment with the organization.

You can also update the candidate requisition status as necessary. For example, when you decide that a candidate is not suitable for the vacancy, you can reject the candidate.

When you are ready to fill a requisition, you hire an applicant or assign an employee to the requisition. The system automatically changes the candidate status to indicate that the candidate has filled the requisition.

8.5.2 Form Used to Attach a Candidate Record to a Requisition

Form Name FormID Navigation Usage
Requisition Activity W08102C Requisitions (G08BR1), Requisition Information.

On the Work With Requisitions form, locate the requisition to which you need to attach a candidate record and click Select.

On Requisition Information, select Req. Activity from the Row menu.

Attach a candidate record to a requisition.

8.5.3 Attaching a Candidate Record to a Requisition

Access the Requisition Activity form.

Candidate Req. Status (candidate requisition status)

Enter the current activity level of a candidate record that is attached to a requisition. The system retrieves these codes from user-defined code table 08/CN.

You can group candidate requisition status codes based on the hard-coded special handling code values in the table. Values are:

CAN: Any candidate code.

DET: Any code indicating that the position is detached or no longer filled.

FIL: Any code indicating that the position has been filled.

REJ: Rejected.

TMP: Temporarily filled.

Candidate requisition status codes that have a special handling code of either FIL or TMP update the Filled Headcount field. However, only those status codes that have special handling codes of FIL can cause the system to change the requisition status to Filled and Closed.

Requisition Status Date

Enter the date that the current status of a candidate requisition became active.

Date Avail. (date available)

Enter the date an applicant is available to begin work.

8.6 Reopening a Requisition

In some cases, you might need to reopen a requisition that has been filled and closed. For example, assume that you receive the necessary funding to increase the head count for a position that had previously reached its maximum filled head count. If you have a filled and closed requisition that references the position, you can save time by reopening the existing requisition instead of creating a new one.

This section discusses how to reopen a requisition.

8.6.1 Form Used to Reopen a Requisition

Form Name FormID Navigation Usage
Requisition Information W08102E Requisitions (G08BR1), Requisition Information

On the Work With Requisitions form, select the requisition that you need to reopen.

Change the information in the Requisition Status and Headcount fields to reopen the requisition, then click OK.

Reopen a requisition.

8.6.2 Reopening a Requisition

Access the Requisition Information form.

Headcount

Enter the number of employees requested, budgeted, or approved for a position or requisition.