Data Standards

Data Standards

Creating a New Job Requisition

Description: Create or update job requisitions in order to advertise and fill vacant positions in your agency. Job requisitions are required for all classified regular positions (optional for unclassified and temporary positions). Before creating a job requisition make sure that all position information is correct (such as job code, department, position number, etc.). Please refer to Recruit Workforce CBT for more detailed information about these panels.

Job requisitions entered by 5:00 p.m. on Tuesday will appear in the Wednesday Notice of Vacancy reports.

Menu Path:

Go, Develop Workforce, Recruit Workforce (U.S.), Use, Job Requisition Data,

Note: To create a new job requisition, continue menu selection (Job Requisition Data 1, Add). SHARP assigns a job requisition number when you save the panel group.

JOB REQUISITION DATA 1 PANEL

Data Fields	Comments	Impact of Error
Requisition Status:	Defaults to "Open" when adding a new requisition	Will not appear in Notice of Vacancies if status is not "Open"
Status Date:	Defaults to system date when status is changed	Inaccurate records
Date Opened:	Defaults to system date when data entered User may change date if requisition opened on a different date	Inaccurate records
Date Closed or Filled:	Defaults to system date when status changed to "Closed" or "Filled"	Inaccurate records
Position Number:	ENTER FIRST	Wrong position number may affect other fields, such as job code, department and job requirements
Job Code:	Defaults from position number	Identifies wrong job classification Incorrect job requirements
Department:	Defaults from position number	Identifies wrong department May post vacancy in wrong county
Recruiter Name/Phone Number:	Use following format: Lastname, Firstname 555-555-5555	Panel will error off if dashes are not in phone number Applicant unable to contact recruiter if information is incorrect
Recruitment Dates: Correct recruitment dates are critical because they determine posting on Notice of Vacancy reports.
Recruitment Opens/Closes:	"Opens" – enter beginning date to post job vacancy "Closes" – enter ending date of job vacancy posting Must match or be longer than all other recruitment dates used on this panel Refer to "Recruit Workforce" CBT for information about ROFR requirements	Incorrect posting period
Posted Internally/Expires (Agency)	Enter beginning and ending date to post vacancy within agency Must remain open for at least 7 calendar days (Wednesday to Tuesday)	Incorrect posting period within agency
Posted Internally/Expires (Statewide)	Enter beginning and ending date to post vacancy statewide for state employees only Must remain open for at least 10 calendar days (Wednesday to 2nd following Friday)	Incorrect posting period of statewide vacancies for state employees
Posted Externally/Expires	Enter beginning and ending date to post vacancy to the public Must remain open for at least 10 calendar days (Wednesday to2nd following Friday)	Incorrect posting period for the public

JOB REQUISITION DATA 2 PANEL

Data Fields	Comments	Impact of Error
Job Posting ID:	Optional use Agencies may use their own Job Posting ID’s
Description Type:	Select "Notice of Vacancy Posting"	Will not appear on "Notice of Vacancy" report
Description:	Must include following statement: "Vacancy open only to ROFR applicants through (Date)" ROFR open period is 6 days from the Wednesday open date Limited to about 400-600 characters	Incorrect information to applicant

Data Fields

Comments

Impact of Error

Job Posting ID:

Optional use

Agencies may use their own Job Posting ID’s

Description Type:

Select "Notice of Vacancy Posting"

Will not appear on "Notice of Vacancy" report

Description:

Must include following statement:

"Vacancy open only to ROFR applicants through (Date)"

ROFR open period is 6 days from the Wednesday open date
Limited to about 400-600 characters

Incorrect information to applicant

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Page last modified on: June 29, 2012