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Start with Requisition Basics

JUMP TO: Organize the Requisition List

KEY TOPICS:

  • Introduction to Creating and Managing a Requisition
    • 1. About Adding a New Requisition
    • 2. About Updating an Existing Requisition
  • Understanding How a Requisition is Built
    • Requisition Fields
      • Field Attributes
      • Requisition Summary Details
    • How Requisitions are Numbered
  • Definitions of Requisition Categories
    • How can Requisition Categories Help you?

RELATED TOPIC:

Use Requisitions to Track and Support the Hiring Process

Accessible from the side navigation menu, the Requisitions module functions as the "one-stop" resource for developing, authorizing, transmitting, and tracking Job Postings.

Within the module, the left-hand column, or the Requisition list, identifies each Requisition. For a highlighted Requisition on the list — shown in bold face and gray shading — the Requisition detail, on the right, houses all key information and tasks for each Job Posting.

Introduction to Creating and Managing a Requisition

In balanceTRAK, Requisition development occurs in two modes, the first is to develop a new Requisition, and the second involves managing and updating the existing Requisition.

Quick Tip: The existing Requisition "moves" through three status Categories, as defined below at: Definitions of Requisition Categories.

1. About Adding a New Requisition

The system guides you through the Requisition set-up process, task area by task area, prompting you with the relevant menu options to select from, based on both balanceTRAK features and organization-specific terminology. If the draft Requisition cannot be completed in one sitting, it can be [Saved for Later]. Finally, alerts (e.g., Missing a required field) and a Summary allow you to stay on track, so that when the Requisition has been added to the system, it is largely ready to post.

(If installed) Based on system Settings as managed by your Administrator, you can apply an existing Requisition Template, meaning a new Requisition can be completed with less clicks.

Cross-reference: For a full list of task areas and to begin learning about the step-by-step process, see: Add a New Requisition.

2. About Updating an Existing Requisition

After the Requisition is added to the system, the Requisition owner (and others, based on system permissions) can interact with the Requisition "detail" to:

  • Perform functions (e.g., Post Internally, Close)
  • View linked Web pages
  • Edit Fields and content
  • Track Job Seeker Activity

Cross-reference: For a full list of tab-based work areas, refer to: Navigate the Requisition Detail.

Understanding How a Requisition is Built

Requisition Fields

A Requisition is composed of Fields that represent the Job Posting's key data points (e.g., Location, Job Title, Employee Start Date). Relevant Fields will be completed as a new Requisition is created; and later, the Requisition will display a Fields tab, where initial entries can be viewed and some, edited.

Field Attributes — As you work with Requisition Fields, you will notice they are formatted to accept the appropriate entry. Some Field attributes include considerations for type (e.g., numerical, date) and limitations (e.g., number of characters, date range). In addition, a field may be:

  • Required (Identified in the system with an asterisk)

    • Examples: Location, Type of Position, Job Title/Code, and Posting Start Date

    OR

  • Optional (e.g., Salary Range, Posting End Date)

Finally, a Field may be locked because the data entry is:

  • System-generated (e.g., Requisition Number, Create Date)

    • OR

  • No longer editable (e.g., after a Job Seeker applies)

Field Groups — In your organization's Implementation (as managed by your Administrator), Fields may be organized into relevant Groups to aid in screen navigation.

How Requisitions are Numbered

BalanceTRAK is configured to automatically number Requisitions, based on your organization's unique numbering system, which may be comprised of digits to signify year, month, Department, Job Code, and the like.

Your Implementation may allow numbers to be added by the Requisition creator. If so, a required field for Requisition Number will display in the Add New Requisition / Setup menu. The Number cannot be changed after the Requisition is created.

Cross-reference for Administrators: External job boards may have limits on the number of characters. See: Client Settings /Requisitions.

Definitions of Requisition Categories

Each Requisition is tracked chronologically in balanceTRAK as it advances, based on the following three phases of an existing Requisition's lifecycle:

  • Pending — A Requisition has been added to the system, but has not yet reached the Job Posting Date. If applicable, the Requisition has not completed the Approval Process, and the following reason is noted: Awaiting Approval.
  • Open — A Requisition has reached the Job Posting Date. Where applicable, the Requisition has also undergone a successful Approval Process. During the Open phase, the Requisition can be:
    • Posted Internally / Posted Externally
    • Activated to — Accepting New Job Seekers

      • Once Job Seekers apply, this Category will be associated with the highest Job Seeker Stage reached by any applicant.

  • Closed — The Requisition was closed because a new hire was made or for administrative reasons. (A reason will be associated with this Category, such as Position not Filled.)

Cross-reference: To review an outline of what's needed to post a job announcement on the Web, see: Checklist: Actions Required to Post a Job Opening On-line.

How can Requisition Categories Help you?

In addition to Category serving as the essential indicator of a Requisition's status — on the Requisition list and in the Requisition detail —status, Category also functions as an organizing tool for Requisition records:records. Category:

  • ServingServes as a drop-down Filter to narrow the Requisition list
  • ProvidingProvides ascending and descending sorting options for the Requisition list
  • (Based on Implementation) AutomaticallyIntuitively triggeringtriggers the Requisition detail to display only relevant task areas

Cross-references: