Vacancy Requisition Wizard

The Vacancy Requisition Wizard allows you to create a Vacancy Request manually. You can create a New Vacancy Requisition by using the Vacancy Requisition Wizard, or by clicking "New Requisition" from the top right-hand side of the Vacancy Requisition Management Widget in the Recruitment Dashboard.

Vacancy Requisition Wizard Navigation Functionality

There are multiple navigation options available to you throughout the Vacancy Requisition Wizard. These navigation options are outlined below.

START - The "START" button at the top right-hand side of the Dashboard [The top right of your screen] is how you launch all Wizards. Click "Start" and this will launch a Wizard popup window containing a navigation menu. This is where all your Wizard interaction options exist. The Wizards available to you in this menu are based on your Permissions.
View - To View a particular Wizard click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the Wizard you want to View, then click 'Select.'
Select - Select enables you to choose (and move into) your chosen Wizard (from the main Wizard dropdown menu).
Create New - allows you to create a New Record within a particular Wizard (where relevant).
Create - allows you to 'save' a New Record you've created.
Edit - allows you to Edit a Record.
Save - allows you to Save a Record.
Delete - allows you to Delete a Record.
Previous - allows you to go back one step.
Clear - allows you to clear content from the form fields in a Wizard. Note: clicking clear will remove the content from ALL the fields in that Wizard.
Submit - allows you to Submit the data or Record/s you've added into a Wizard.
Close - allows you to Close the Wizard you've been working in. Note: Closing a Wizard before completing it will result in a loss of the data you've input into data fields. You will be shown a popup window with a warning asking you to confirm your action before the data is lost.
Search - a Search window will appear in the top right corner of the Wizard popup if relevant (E.G. Where there is a list of Folders within a Wizard). Search enables you to search for a specific Folder within a Wizard.
Next - to navigate through items in a drop-down menu, click on the downward pointing arrow on the right-hand side of the menu. Scroll down, choose the item you want, then click 'Next' to progress to the next window.
Breadcrumbs - on the bottom left of the Wizard popup window, you will see a 'Breadcrumb' (for example 'Start > My Info'). This Breadcumb enables you to go back to previous steps in the process by clicking on your preferred choice. Breadcrumbs give you more flexibility about which stage of the Wizard you want to 'go back' to (E.G. it is more flexible than just choosing 'Previous' which limits you to going back only one step in the process).

NOTE: There is a 6MB file limit on all files that are uploaded into Subscribe-HR's Team Dashboards System. Please ensure that large files are compressed/reduced and that the file size is less than 6MB (the smaller the file size, the better).

How to Trigger The Vacancy Requisition Wizard

You can trigger the Vacancy Requisition Wizard from the Wizard popup menu.

1. Select "START" at the top right-hand side of the Dashboard [The top right of your screen].
2. Scroll down and click on the "Vacancy Requisition" option from the menu, then click "Select."

Choose Vacancy Requisition Type

After creating a Vacancy Requisition, you will be asked to select your ‘Vacancy Requisition Type.

Click on the downwards pointing arrow (right-hand side of the popup window) to open the dropdown list.
Choose from the two available options: ‘New Requisition From Scratch’ or ‘Existing Job.’
Click “Next.”

New Requisition From Scratch

After selecting the ‘New Requisition From Scratch’ option, a pop-up window will be displayed where you can input information to complete your New Vacancy Requisition.

(Hint: all mandatory fields that need to be filled have an asterisk next to the field name).

You can also view the status bar at the top of the pop-up window, which indicates how much of the Vacancy Requisition Wizard is complete.

New Requisition From Scratch - Requisition Attributes

The Wizard requires you to complete the following information:

General information.
Work details.
Equipment and Authorisation.

Vacancy Requisition From Scratch – General Information

After selecting ‘New Requisition From Scratch’ work through the Wizard to input the following information:

In Budget – is the new Vacancy in Budget for this Request.
Vacancy name – give the Vacancy Requisition a name.
Reference Number – create a reference number for the Vacancy Requisition.
Number of People to Hire – specify the Number of Hires for your Vacancy Requisition.
Department – specify the Department for your Vacancy Requisition.
Location – specify the Location for your Vacancy Requisition.
Division – specify the Division for your Vacancy Requisition. Click “Next.”
Job Description – there are two ways that you can enter a Job Description at this Step:

Type or copy and paste a full Job Description in the wysiwig editor. Use the formatting options available to format your Job Description.
Select 'Select Job Description from Library' allows Users to specify a Job Description from the Job Description Library in the Key System Settings and the description from that record will be added to the Vacancy Requisition. Click “Next.”

Vacancy Requisition From Scratch – Work Details

Hiring Manager – choose the Hiring Manager from the dropdown menu.
Work Type – specify the Work Type for your New Vacancy.
Target Date – specify the Target Commencement Date for your New Vacancy.
Salary Cost – specify the Salary Cost for your New Vacancy.
Total Salary Cost – displays the Total (overall) Salary Cost for your New Vacancy.
General Notes – add any general notes related to this Vacancy Requisition. Click “Next.”

Vacancy Requisition From Scratch – Equipment and Authorisation

1. Equipment Notes – add any notes related to the equipment needed in relation to this Vacancy Requisition. Click “Next.”
2. Send Equipment Notes – if you want/need to send the equipment notes to a Hiring Manager or Procurement Manager, tick the check box.
3. Recipient – click on the black downwards pointing arrow on the right-hand side of this field. Scroll down and select the Recipient from the dropdown menu. Click “Next.”
4. Attachment – attach relevant equipment information, documentation and specifications.
5. Authoriser – click on the black downwards pointing arrow on the right-hand side of this field. Scroll down and specify the Authoriser from the dropdown menu. The Authoriser will receive an email notification (in their email inbox and also in their System Inbox). Click “Next.”
The Vacancy Requisition can be Approved the following ways:

Via the System Inbox - which can be found by clicking on the envelope icon on the top right-hand corner of the screen).
For Managers - Via the Tasks & Notifications Widget in the Manager Dashboard
For HR/P&C Users - Via the Tasks & Notifications Widget in the People & Culture Dashboard.
Via the Vacancy Requisition Widget on the Recruitment Dashboard.

NOTES:

Vacancy Requisitions need Authorisation and Users can include multiple Managers/People & Culture Users in the Authorisation process. The original recipient of the Authorisation request has the option to 'Authorise,' Reject' or 'Forward' the Authorisation. If Authorised, the request is completed. If forwarded, it is assumed that the forwarding Manager/People & Culture User has given their Authorisation for that request and is forwarding the request on to the next Authoriser. This process can be done multiple times. When forwarded, the request isn't completed/fully Authorised until the final Manager/People & Culture User (the most senior or final individual in the process) selects 'Authorise.' This completes the Authorisation process. A history of all Managers/People & Culture Users (with a date and time stamp) is added to the Authorisation request each time it is forwarded, so that all previous Authorisations can be seen by the subsequent Manager/People & Culture User.
A complete Workflow History for all Vacancy Requisition requests, in addition to Authorisations, Cancellations and Rejections, are recorded in the following locations:
- The System Inbox.
- The Tasks & Notifications Widget of the My Info, Manager or People & Culture Dashboard.

6. Finalise and Submit – the final screen for the Vacancy Requisition Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to publish your Vacancy Requisition, click “Submit.”
7. Success – if your Vacancy Requisition has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.
8. Vacancy Approval – the Vacancy Requisition/Equipment Authoriser will receive an email message containing a URL that links to an approval form. Your Vacancy Requisition will not be complete until it has been approved.

Vacancy Requisition From Existing Job

After selecting the ‘Existing Job‘ option, a pop-up window will be displayed where you can input information to complete your New Vacancy Requisition.

(Hint: all mandatory fields that need to be filled have an asterisk next to the field name).

You can also view the status bar at the top of the pop-up window, which indicates how much of the Vacancy Requisition Wizard is complete.

Existing Job - Requisition Attributes

The Wizard requires you to complete the following information:

General information.
Work details.
Equipment and Authorisation.

Existing Job – General Information

After selecting ‘Existing Job‘ work through the Wizard to input the following information:

Current Jobs – click on the black downwards pointing arrow on the right-hand side of this field. Scroll down and specify the Existing Job from the dropdown menu. Click “Next.”
In Budget – is the Vacancy In Budget for this Request.
Vacancy name – give the Vacancy Requisition a name.
Reference Number – create a reference number for the Vacancy Requisition.
Number of People to Hire – specify the Number of Hires for your Vacancy Requisition.
Department – specify the Department for your Vacancy Requisition.
Location – specify the Location for your Vacancy Requisition.
Division – specify the Division for your Vacancy Requisition. Click “Next.”
Job Description – there are two ways that you can enter a Job Description at this Step:

Type or copy and paste a full Job Description in the wysiwig editor. Use the formatting options available to format your Job Description.
'Select Job Description from Library' allows Users to specify a Job Description from the Job Description Library in the Key System Settings and the description from that record will be added to the Vacancy Requisition. Click “Next.”

Existing Job – Work Details

Hiring Manager – choose the Hiring Manager from the dropdown menu.
Work Type – specify the Work Type for your New Vacancy.
Target Date – specify the Target Commencement Date for your New Vacancy.
Salary Cost – specify the Salary Cost for your New Vacancy.
General Notes – add any general notes related to this Vacancy Requisition. Click “Next.”

Existing Job – Equipment and Authorisation

Equipment Notes – add any notes related to the equipment needed in relation to this Vacancy Requisition. Click “Next.”
Send Equipment Notes – if you want/need to send the equipment notes to a Hiring Manager or Procurement Manager, tick the check box.
Recipient – click on the black downwards pointing arrow on the right-hand side of this field. Scroll down and select the Recipient from the dropdown menu. Click “Next.”
Attachment – attach relevant equipment information, documentation and specifications.
Authoriser – click on the black downwards pointing arrow on the right-hand side of this field. Scroll down and specify the Authoriser from the dropdown menu. Click “Next.”
Finalise and Submit – the final screen for the Vacancy Requisition Wizard is a summary of all your choices throughout the Wizard. Check and confirm that all the correct information has been captured. If you need to make changes, use “Previous” (bottom right of Wizard) to trace your steps back through the Wizard, and then use “Next” (bottom right of Wizard) to return to the final summary page once all changes have been made. When you’re ready to publish your Vacancy Requisition, click “Submit.”
Success – if your Vacancy Requisition has been submitted correctly, you will see a success message. If not, you will see an error message. If you see an error message, please retrace your steps back through the Wizard and correct any issues. Otherwise, please contact support.
Vacancy Approval – the Vacancy Requisition/Equipment Authoriser will receive an email message containing a URL that links to an approval form. Your Vacancy Requisition will not be complete until it has been approved.

Vacancy Requisition Wizard

Contents

Vacancy Requisition Wizard