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 8th – CSA notified of Position Control Process
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
August 16th – All open positions removed from internal
and external 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
Final Approver Workflow
Current Open Positions
Review List of Open Positions
Meet with Direct Report to
review justification and budget
consideration
• Final Approver will:
• Approve or Deny current open positions OR
• Request additional justification from Direct Report
• Review justification with Direct Report and Finance Executive
• Final Approver will then approve or deny position and notify
Direct Report of any denied positions
Finalize approved positions per
department
• Send spreadsheet of open positions to
HRRecruitment@swmail.sw.org, noting which positions have
been approved or denied
Recruiter will re-open or cancel
positions
• 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
Final Approver Workflow
New/Replacement Positions requested in FY’13
Receive Request for New or
Replacement position
• Through Managers Portal Position Request Form
Process (PRF), with justification information included
Review request , justification
in consideration with
department budget
• 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.
Approve or Deny requested
position
• Approved position will be sent to recruiter through
Manager’s Portal
• Declined position will notify Hiring Manager through
Manager’s Portal
Recruiter will open approved
position
• Recruiter will notify Hiring Manager that position has
been opened and begin the recruitment process
Approver Workflow
Current Open Positions
Approver receives requested positions and justification from Hiring Manager
Reviews request & justification with hiring
manager
1. Sends to Final Approver
2.Requests additional information
3.Declines request
Approver reviews requested position and justification with Final Approver
Reviews request with Final Approver and Finance
Representative
Final Approver will:
1. Approve 2. Decline 3. Request additional justification
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 Workflow
New/Replacement Positions in FY’13
Approver receives position request & justification through Manager’s Portal
Reviews request & justification with hiring
manager
1. Sends to Final Approver
2.Requests additional information
3.Declines request
Approver sends request & justification to Final Approver via Manager’s Portal
Reviews request with Final Approver and Finance
Representative
Final Approver will:
1. Approve 2. Decline 3. Request additional justification
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
Hiring Manager Workflow
Current Open Positions
Hiring Manager reviews current open positions
Reviews current open positions and documents
justification information for each needed position
Sends justification information to approver for
review
Hiring Manager reviews requested positions with Approver
Reviews 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
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 Workflow
New/Replacement Positions for FY’13
Hiring Manager requests new/replacement position via Manager’s Portal
Submits Position Request Form (PRF) with
justification information included
Sends to Approver for review
Approver reviews PRF and Justification
Reviews request with Hiring Manager and aligns
with FY’13 budgeted positions
Approver will Approve, Request Additional
Information or Decline request
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

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?


What happens to new hires that are scheduled to start between 8/16 and 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.
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?



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?


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?


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?


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.
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 1
Proposal
Hire 1 PRN Mammography technologist,
initially for screening exams only.
Action Plan
Mammography RVUs
Submit a request to hire 1 PRN Mammography
Technologist
25,000
20,000
15,000
Problem
Expected Results
10,000
5,000
Current mammography staffing is not
adequate to cover PTO time including
illness and maternity leave.
0
25th
50th
75th
3Q 2011
Compare
Group
4Q 2011
S&W
Temple
Paid FTEs
Analysis
* 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 needlelocalization 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
18.00
16.00
14.00
12.00
10.00
8.00
6.00
4.00
2.00
0.00
1.Once hired and trained the PRN technologist
will cover for time off.
2. The adequate staffing will better allow us to add
patients , which includes breast biopsies.
3. Anticipate PRN about 40 hours a month, except in the
case of maternity leave.
Follow-up
25th
50th
75th
3Q 2011
Compare
Group
S&W
Temple
Monitor to ensure the desired results are being achieved.
4Q 2011
Worked Hours: Overtime
Hours Worked per Procedure
90.00
1.40
80.00
1.20
70.00
1.00
60.00
0.80
50.00
40.00
0.60
30.00
0.40
20.00
0.20
10.00
0.00
0.00
25th
50th
75th
3Q 2011
Compare
Group
4Q 2011
S&W
Temple
25th
50th
75th
3Q 2011
Compare
Group
4Q 2011
S&W
Temple
Justification Sample 2
Proposal
Hire two PRN nuclear medicine technologists.
Plan
1. Submit request to replace the two nuclear technologists that are resigning
2. Move outpatient procedures from Children's Hospital to the main department
3. Contact nuclear medicine programs for potential students graduating May 2012.
4. Provide an Open House for students to introduce our department
5. Revise PET/CT schedule to allow a reduction in staff
6. Reach out to other S&W facilites for sharing of nuclear medicine technologists
Problem
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.
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 House
3 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
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.
Prepared by:
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 Workflow
Position on
S&W Career
Site and any
external
recruiting
mediums
Recruit
Final
Approver and
Hiring
Manager that
position will
be posted
within 24
hours
Re-Post
Receive
Approved
position via
open position
report– Only
from Final
Approver
Notify
Current Position Justification Process
Qualified
candidates
based on the
approved
justification
received
Recruiter Workflow
Utilizing
information
from position
request and
justification
Recruit
Approved
position via
Manager’s
Portal – Only
from Final
Approver
Post
Receive
New/Replacement positions – FY’13
Qualified
candidates
based on the
approved
justification
received from
Final Approver