What is a Position Change Request
A Position Change Request is a formal request to change one or more attributes of a position. Change requests create an audit trail of what was changed, when, and by whom. If Advanced Workflow is enabled, change requests are routed through an approval process before the changes are applied.
Concurrent requests for one position
The system warns you when an unapproved Position Change Request already exists for a position, and you create another request for the same position. Review the pending request before you continue to avoid conflicting changes.
When to use a change request versus editing directly
Use a change request for any change to position title, status, location, position type, supervisor, bargaining unit, job description, expenditure distributions, or FTE transfers. Directly editable fields (budgeted salary, projected salary) do not require a change request.
How changes carry forward to future effective-dated records
When a change request is entered, the system creates a new effective-dated record with the change request's effective date. When the change request is approved, the changes are applied to the record. If future effective-dated records exist, the changes carry forward to those records as well.
Change request workflow
Auto-approve behavior (workflow not enabled)
When Advanced Workflow is not enabled for Position Change Requests, all change requests are automatically approved. The approval status is set to Approved (A), and the changes are applied immediately.
Approval routing behavior (workflow enabled)
When Advanced Workflow is enabled, saved change requests are routed to the configured approvers. The approval status is set to Open (O). The change is not applied until all required approvals are obtained.
Approval statuses and transitions
The following table lists the approval statuses and transitions.
|
Status |
Description |
Next possible statuses |
|---|---|---|
|
O (Open) |
Pending approval. |
A, D, C |
|
A (Approved) |
Approved by all required approvers. |
X |
|
D (Denied) |
Denied by an approver. |
Terminal |
|
C (Needs Correction) |
Returned for correction. |
O (after resubmit) |
|
N (Canceled) |
Canceled by the requester. |
Terminal |
|
X (Posted) |
Changes applied to the pay rates. |
Terminal |
Denied New Position requests
When a New Position request is denied, the system sets the position status to Closed and sets Authorized FTE to 0. To request the position again, create a new New Position request after reviewing the denial comment.
Cancel a position change request
Use the Position Change Request page to cancel a request before it is approved. A requester can cancel a request with an O - Open or C - Needs Correction status.
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From the Human Resources menu, select Entry and Processing, Position Control, and Position Change Request.
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Select the request to cancel.
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Select Cancel Request.
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Review the confirmation message, then select Yes to cancel the request.
For a New Position request, cancellation changes the position status to Closed and sets Authorized FTE to 0. For other change types, cancellation ends the workflow request without reversing the position data that has already been saved.
Restrictions for unapproved New Positions
While a New Position request is pending approval, you cannot create another Position Change Request for that position. The pending position is not available on the pay rate and Employee Position Transfer pages, in position reports, in personnel budgeting, or in FUTIL position utility functions.
The position becomes available after final approval.
View approval status
From the Human Resources menu, select Entry & Processing. From the Position Control menu, select Position Control. Enter the Search Criteria and select Search. Select a record. On the action bar, select Approval Status.
The Position Change Request Status form contains the following sections:
Current Approvers
The Current Approvers section contains the following columns:
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Approval Level
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Approver
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Assigned Date
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Action
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Approver Type
Approval History
The Approval History section displays a chronological record of all approval actions and contains the following columns:
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Assigned Date
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Approval Level
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Approver
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Action Date
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Action
-
Comments
Work with Position Change Requests
Menu path
From the Human Resources menu, select Entry & Processing. From the Position Control menu, select Position Change Request.
Use the Position Change Request page to search, view, and manage position change requests.
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On the Position Change Request page, enter the Search Criteria to find the required records, and then select Search.
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To add a record, select Add new. Refer to the Change Request page, enter valid information, and select Accept.
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To edit a record, select the record and select Accept. Update the information and select Accept.
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To generate a report, select Print. The default file name is ChangeRequestList_<#####>.xlsx. Save the .xlsx file.
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