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.
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 |
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
-
Assigned Date
-
Action
-
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
-
Approval Level
-
Approver
-
Action Date
-
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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