Position Request/Justification Process

Hiring Manager:

Requests New or

Replacement position with Justification

Supervisor: Reviews request,

justification with budget & sends to

Final Approver

Final Approver: Approves, Declines or Requests

additional Justification

Recruiter: Receives

position from Final

Approver and Opens

Position

Position Justification Timeline

August 9th – Supervisors and hiring managers notified of Position Control Process

August 13th – Last day to submit new offers before open positions are removed from view

Aug. 9 – Positions can be approved with the justification documentation by Final Approvers, to be re-posted as the Chart of Accounts update is completed on 8/20

August 8th – CSA notified of Position Control Process

August 16th – All open positions removed from internal and external view.

Final Approver WorkflowCurrent Open Positions

• Final Approver will:• Approve or Deny current open positions OR• Request additional justification from Direct ReportReview List of Open Positions

• Review justification with Direct Report and Finance Executive• Final Approver will then approve or deny position and notify

Direct Report of any denied positionsMeet with Direct Report to

review justification and budget consideration

• Send spreadsheet of open positions to HRRecruitment@swmail.sw.org, noting which positions have been approved or denied

Finalize approved positions per department

• Within 24 hours of receiving notice from Final Approver, recruiter will e-mail confirmation to Final Approver and Hiring Manager, positions that have been re-posted or cancelled

Recruiter will re-open or cancel positions

Final Approver WorkflowNew/Replacement Positions requested in FY’13

• Through Managers Portal Position Request Form Process (PRF), with justification information includedReceive Request for New or

Replacement position

• Review PRF and Justification information• Approve or deny PRF through Manager’s Portal• To request additional information, deny PRF and notify Direct

Report additional information is needed.

Review request , justification in consideration with department budget

• Approved position will be sent to recruiter through Manager’s Portal

• Declined position will notify Hiring Manager through Manager’s Portal

Approve or Deny requested position

• Recruiter will notify Hiring Manager that position has been opened and begin the recruitment processRecruiter will open approved

position

Approver WorkflowCurrent Open Positions

Final Approver sends approved request & justification to Recruiter

Recruiter re-opens and posts approved position or cancels denied position

Hiring Manager and Recruiter can begin recruitment process

Approver reviews requested position and justification with Final ApproverReviews request with Final Approver and Finance

RepresentativeFinal Approver will:

1. Approve 2. Decline 3. Request additional justification

Approver receives requested positions and justification from Hiring ManagerReviews request & justification with hiring

manager

1. Sends to Final Approver 2.Requests additional information 3.Declines request

Approver WorkflowNew/Replacement Positions in FY’13

Final Approver sends approved request & justification to Recruiter via Manager’s Portal

Recruiter opens and posts approved position Hiring Manager and Recruiter can begin recruitment process

Approver sends request & justification to Final Approver via Manager’s PortalReviews request with Final Approver and Finance

RepresentativeFinal Approver will:

1. Approve 2. Decline 3. Request additional justification

Approver receives position request & justification through Manager’s PortalReviews request & justification with hiring

manager

1. Sends to Final Approver 2.Requests additional information 3.Declines request

Hiring Manager WorkflowCurrent Open Positions

Final Approver reviews requested positions with Approver

Final Approver will Approve, Deny or Request Additional Justification

Approved and Denied positions will be sent to the Recruiter from the Final Approver to re-open or cancel

Hiring Manager reviews requested positions with ApproverReviews requested positions, justification and

budget vs. run rate with Approver

1. Review role, responsibility, process improvement and implications/results of requested position. 2. Approver will Send to Final Approver, Request Additional Information or Decline request

Hiring Manager reviews current open positionsReviews current open positions and documents

justification information for each needed positionSends justification information to approver for

review

Hiring Manager WorkflowNew/Replacement Positions for FY’13

Final Approver reviews a PRF via Manager’s Portal

Final Approver will review PRF and justification and Approve, Deny or Request Additional

Justification

Approved positions will be sent to Recruiter via Manager’s Portal to begin recruitment process

Approver reviews PRF and JustificationReviews request with Hiring Manager and aligns

with FY’13 budgeted positionsApprover will Approve, Request Additional

Information or Decline request

Hiring Manager requests new/replacement position via Manager’s PortalSubmits Position Request Form (PRF) with

justification information included Sends to Approver for review

FAQ’s If I turn in my justification before 8/16, can my position be re-opened immediately or do I have to wait until 9/4?

Positions approved by the Final Approver can be re-posted as early as 8/20, when the system is update for Chart of Accounts is complete.

What happens to new hires that are scheduled to start between 8/16 and 9/4?

Candidates that have offers extended or offers accepted will continue through the new hire process without interruption.

Will I be able to extend offers between 8/9 and 8/15?

Yes. In order to process offers before the positions are removed from view, offers must be submitted to your Recruiter no later than close of

business on 8/13.

Will there still be new hire orientation on 8/20, 8/27 and 9/4?

Yes. New hire orientation will continue as planned.

What happens if I am unable to complete my justification prior to 9/4?

Your positions will remain unposted until the Final Approver receives the justification or cancels the position. As long as the position is unposted

candidates will not be able to see the position and all recruitment activity will cease until the position is either approved or declined.

Will all the candidates who have already applied to my position be “not selected” when it is taken down from there career site?

No. A candidate’s will not change unless the position is cancelled.

How will I know if my position has been approved, declined, or needs additional information?

The Final Approver will notify you if a position has been declined or needs additional information. Once a position has been approved, the

recruiter will notify the Final Approver and the Hiring Manager once the position has been re-opened on the career site.

I have already given justification information to my supervisor, do I still have to complete a justification process and submit to my supervisor?

This is at the Final Approver’s discretion. However, re-submitting justification information could reduce the time your position remains unposted.

I have an internal employee who is scheduled to transfer to my department between 8/16 and 9/4, will they still be able to transfer during that time?

Yes. Any internal transfers approved prior to close of business on 8/13 will not be held for reasons pertaining to this position justification exercise.

FAQ’s Continued How do I submit the justification form?

For the re-approval of open positions, submit your justification information to your supervisor. For new/replacement positions in FY’13, justification

can be entered into the notes section of the PRF in Manager’s Portal, or you may complete a justification form and attach to the PRF at the time you

request a position (Sample Justification forms are attached)

Do I have to utilize the justification form?

No. The form is a tool to assist you in providing thorough justification. It is the Final Approver’s decision as to what information they prefer.

Where can I locate the justification form?

The justification form can be found on Insite at: http://insite.sw.org/web/iwcontent/private/ContinuousLearning/pdf/Filling_Out_A3.pdf

You can also request either an A3 form or a Position Justification Form from your Recruiter. Examples of both are attached.

When is the last day in which I can make an offer before the positions are removed from view?

The last day to make an offer prior to the positions being removed from the website is 5 PM on 8/13.

Will I be notified when my position is approved and re-posted?

Yes. You will receive an e-mail notification from your recruiter that your position has been approved and re-posted.

How long before positions are re-posted once approved?

Approved positions will be re-posted within 24 hours of receiving notification from the Final Approver.

What happens to the positions in which I have already offered a candidate or they have accepted?

Those positions will not require justification unless, the candidate declines the offer or is disqualified through the pre-employment process. At which

time justification will need to be provided in order to re-open the position and hire another candidate.

Going forward, will I always have to submit justification or only for those already posted?

Justification for new and replacement positions will be required on a go forward basis and through FY’13.

Will candidates receive an email or notification when the positions are removed from the career site?

No. Candidates will not receive an e-mail notification when the positions are removed from view. Remember, the positions are not cancelled, only

removed from view. Candidates who log into their application will see that their status has not changed.

Any questions not addressed, please reach out to your recruiter for clarification

Justification Sample 1Hire 1 PRN Mammography technologist, initially for screening exams only.

Current mammography staffing is not adequate to cover PTO time including illness and maternity leave.

* The Mammography department provides services from 7:00am-5:00 pm. Monday thru Friday.* Procedures include screening and diagnostic mammograms, breast ultrasounds, ultrasound-guided biopsies, stereotactic biopsies, and needle-localization for surgical procedures. This also includes the specialized MRI-guided biopsies for which we go to the MRI dept.* We currently have 7 technologists, 3 of which are trained for performing stereotactic and MRI-guided biopsies. * Current staffing is not adequate to cover the accrued PTO time of our long-term employees. When a technologist is absent, appointment dates are extended further into the future and we are unable to accomodate add-on patients or procedures. Add-ons have become an expectation from the clinicians. *Looking at our Action O-I graphs our Mammography RVUs are at the 68.42%tile while our Hours worked per procedure is at

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Paid FTEs

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Mammography RVUs

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Hours Worked per Procedure

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Worked Hours: Overtime

3Q 2011 4Q 2011

Submit a request to hire 1 PRN MammographyTechnologist

1.Once hired and trained the PRN technologistwill cover for time off. 2. The adequate staffing will better allow us to addpatients , which includes breast biopsies. 3. Anticipate PRN about 40 hours a month, except in the case of maternity leave.

Monitor to ensure the desired results are being achieved.

Proposal

Problem

Analysis

Action Plan

Expected Results

Follow-up

Justification Sample 2Proposal Plan

1. Submit request to replace the two nuclear technologists that are resigning2. Move outpatient procedures from Children's Hospital to the main department3. Contact nuclear medicine programs for potential students graduating May 2012.

4. Provide an Open House for students to introduce our department5. Revise PET/CT schedule to allow a reduction in staff

Problem

Results 1 Requests submitted for two nuclear medicine technologists to be replaced

2 Students graduating from UTMB in May; students will be invited to an Open House3 Children's Hospital outpatients will be scheduled at main department beginning 4/16/12

4 Nuclear Medicine technologists from HBMC will help when their schedule allows

Action Plan

Prepared by:

Hillcrest Baptist Medical Center employees are not S&W employees; will need to be hired as PRN nuclear medicine technolgists.We are submitting two requests for PRN nuclear medicine technologists. Salary should be the same as their hourly rate at HBMC.

Hire two PRN nuclear medicine technologists.

6. Reach out to other S&W facilites for sharing of nuclear medicine technologists

The Nuclear Medicine department performs nuclear studies, cardiac stress nuclear studies, PET/CT, mobile PET/CT, various radioactive lab procedures, radioactive therapy treatments, and clinical trials. These procedures are done in the main department at S&W Memorial Hospital, Temple campus and at Children's Hospital. The mobile PET/CT service rotates at Hillcrest Baptist Medical Center, Round Rock Hospital, and Metroplex Hospital. By contract S&W provides the staff on the PET/CT truck. This past week two technologists submitted their resignation for positions at the new hospital in Harker Heights. Their last date of employment is 4/13/12.The loss of two technologists creates staffing issues for nuclear medicine in the main department, at Children's Hospital, the Temple campus PET/CT, and the mobile PET/CT.One technologist is scheduled to attend training on a new procedure to be jointly performed by nuclear medicine and interventional radiology. IAC has scheduled our audit for continued accreditation for May 8, 2012.

Justification Sample 3

HR Recruitment Position Justification

In order to process your request in an efficient and timely manner, please provide the following information:

Problem:

Analysis (to include efforts/process improvement prior to position request): Action Plan: Expected Results: Proposal:

Recruiter WorkflowCurrent Position Justification Process

Receive

Approved position via open position report– Only from Final Approver

Notify

Final Approver and Hiring Manager that position will be posted within 24 hours

Re-Post

Recruit

Position on S&W Career Site and any external recruiting mediums

Recruiter WorkflowNew/Replacement positions – FY’13

Receive

Approved position via Manager’s Portal – Only from Final Approver

Post

Utilizing information from position request and justification

Recruit

Qualified candidates based on the approved justification received from Final Approver