When you wish to create, change or fill a position, whether it is brand-new or a vacancy created by an employee leaving, you should follow the current process to get approval before doing so. to fill the position.
Approval to fill a vacancy may be given for internal recruitment only, (open only to our existing employees) or openly (anyone can apply). You must ensure you have approval before advertising a post and will be required to enter details of the approval in Recruit when the advert is placed.
You start the approval request process on Halo, through the people processes workflow.
Approval for the following must be requested through the Halo People Processes workflow:
- recruitment to a permanent, temporary or relief vacant position (one-for-one replacement), for example:
- recruitment to replace a leaver
- recruitment to a current vacancy
- recruiting to cover maternity or long-term sickness
- requesting acting up arrangements to cover a vacancy short term
- amending a position on the current establishment, for example:
- increasing or decreasing position hours permanently or temporarily
- splitting existing position hours into multiple posts, or moving hours between positions
- changing position status from temporary to permanent or relief
- changing the position title, establishment, base location
- amending an employee's contract, for example:
- increasing or decreasing contracted hours
- putting in place or extending acting up arrangements
- converting a contract from temporary to permanent
- extending fixed term contracts or secondment arrangements
- creating a new or additional permanent, fixed term or relief position
- obtaining or extending agency cover
If changes to a structure have been approved through a service implications report reviewed at Workforce Governance Group and approved by your executive director, these do not need further approval through the resourcing approval process to implement.
Finding the information required
SAP Fiori guidance is available on how to find details of employees and positions within your structure through the managers' dashboard. Please ensure when submitting a resourcing approval request the information provided is correct, to enable HR Services to action changes and requests as quickly and accurately as possible, to avoid delays.
To help work out the cost of the request there is a cost calculatoravailable which will provide an estimate of the overall cost based on number of months and grade.
There are 4 options to select from with the people processes section of Halo. Please ensure the correct option for the type of request you are submitting is selected to ensure the right workflow is undertaken. Once a request is submitted, it will move through the following stages within Halo:
- Resourcing request submitted by manager and email confirmation of submission sent to the submitter.
- Request sent to:
- HR business support to validate position information.
- The relevant department's finance business partners for comment.
- The relevant departments HR resourcing manager for comment.
- The relevant director for review and approval - if a request is not approved by the director, then the outcome will be provided to the submitter, and it will not progress to review by the executive director.
- The relevant executive director for review and approval.
- Confirmation of outcome is emailed to the submitter.
If your resourcing request is not approved, and you wish to re-submit with further information, then a new request will need to be raised on Halo.
If you are making an amendment to a position or creating a new position, the HR services payroll administration team will be notified and will confirm to you once this has been actioned.
If you are making an amendment to an employee's contract, once you have approval this can be requested through SAP Fiori using the manager - start process form. Guidance can be found on the Learning Centre.
If you are recruiting to a vacant position, then the approval reference number will be required when raising the advert request on Recruit.
If your request is not approved, then a new request will need to be raised should you wish to re-submit following the addition of further information.
Agency resource
Agency resource should only be used after all other options have been exhausted, for example, use of reliefs, additional hours, overtime, or resources@Derbyshire.
Resourcing approval through Halo must be obtained prior to progressing procurement of agency cover for non-exempt roles. All agency expenditure will be closely monitored, and additional system controls may be implemented to ensure appropriate levels of approval.
Please see further guidance on agency workers.