TAM - Create Job Opening(s) With a Position - Job Details

The purpose of this document is to provide end users with the information needed to Create a Job Opening for a Recruitment when using a position number.

Recruiting processes vary at each campus, check with your campus' Human Resources department for more information. When recruiting with a Position, be sure to contact the appropriate office at your campus to get the Position Number prior to creating the Job Opening.

1. Navigate in HRS to Recruiting > Create New Job Opening. The Enter Primary Job Opening Information page displays.  
Enter Primary Job Opening Information
2. The Originator (Hiring Manager, Recruiter or designate) sets up the Opening Information by updating the following fields:

Required Fields Field Description
Job Opening Type

Select Job Opening Type:

  • Standard Requisition: This type of job opening is for specific jobs or positions to fill and requires specific information for the posting.
  • Continuous Job Opening: This type of job opening will be used for ongoing recruitment's, such as pool hires or areas with constant vacancy, and could remain open for an indefinite period of time.

Note: The Job Opening Type drop down menu defaults to Standard Requisition.

Business Unit Select your campus Business Unit (i.e. UWPLT).  It defaults to SHARE BU.  It is important to select the appropriate Business Unit.
Department Select your Department. Use the magnifying glass look-up function to find your department or type in your campus letter code and six digit UDDS number. (i.e. T464470) Or, search using your campus letter code. (i.e. T)
Job Family Select the appropriate Job Family for this new Job Opening. Similar to Job Group from Legacy, the Job Family classifications are based on the type of work the person in this position will do. For example, an accountant would be in the Accounting, Finance, Purchasing job family.
Position Enter the appropriate Position. If Position is not selected or used for the Job Opening, a Job Code for the Official Title field box will need to be entered or selected.
Official Title

Official Title is the Job Code for the position.  If using a Position for the Job Opening, then the Official Title field will default based on the Job Code in the Position. If Position is not selected or used for the Job Opening, a Job Code for the Official Title field box will need to be entered or selected.

Not Required Fields Field Description
Posting Title Defaults when either position number or job code is selected. If you would like the posting title to be more descriptive of the position, you can make the change here. It is the same as the Working Title in the HR Module of HRS. This field will feed into the Job Data pages in HRS once this position’s hire is complete using the Manage Hires process. This field is visible to the applicant and can be updated or changed to better describe the vacancy.

3. Click the Continue button. The Job Opening page displays. At the top of the Job Opening page, a list of buttons is displayed. A description of each is listed below:
Job Opening V1 Page Display

Button/Link Choices Field Description
Save & Submit Press to begin the job opening approval process.
Save as Draft Press if you’re waiting on more information.
Cancel Press if you don’t want to save the data you have entered.
Previous Step Pressing this moves the job opening page back one page.
Next Step Pressing this moves the job opening page forward one page.
Attachments By clicking the Attachments link, documents that are relevant to the job posting’s approval process (i.e. Affirmative Action documents, recruitment plan, etc.) can be added.  Once the job opening is in open status, you can no longer add documents in this section (documents already added are still viewable).   Instead any job opening related documents can be added to the Activity & Attachments section.

4. Enter the following REQUIRED fields:
Job Opening_Opening _InformationV1

Required Fields Field Descriptions
Created The date defaults to the current date.
Openings to Fill The default value is Limited. Unlimited could be used for sourcing a candidate pool hire. The system will close the job requisition when all openings are filled.
Target Openings This field displays the number of available openings only if Limited was selected in the Openings to Fill field. Enter the number of vacancies that are to be filled under the recruitment. The default value is 1. However, you should update this field to the exact number of people needed.
Available Openings This field displays the number of available openings only if Limited was selected in the Openings to Fill field. The default number of openings is the value entered in the Target Openings field. When you hire an applicant in this job opening, the system decreases this number by one. When all available openings are filled, the status of the job opening is set to Closed.
Business Unit The value defaults from Position data in HRS or if not using a Position, it defaults with the Business Unit you selected on the first Job Opening creation page.
Company The value defaults from Position data in HRS.
Department The value defaults from Position data in HRS or if not using a Position, it defaults with the Department you selected on the first Job Opening creation page. 
Location Select the Location Code for the location of this job opening on campus.
Recruiting Location Select the Recruiting Location that you want displayed when an applicant searches for a job opening. UWEXT and UWCOL will have to add regions to their Recruiting Locations. Click the link to view the WI Counties - WICountiesMap20130325.docx

As of January 7, 2016, all institutions MUST include an additional Recruiting Location indicating the city in which the vacancy is located. The UW Business Unit (institution) still must also be included as a Recruiting Location.  Otherwise it has undesired down stream affects for applicants.   See KB 59693 TAM - Add Recruiting Location to Job Opening (i.e. city in which the vacancy is located) https://kb.wisc.edu/hrs/page.php?id=59693 .
Not Required Fields Comments
Created By The value defaults to the Employee ID of the user that initiated the creation of the job opening.
Establishment ID Redundant to campus Business Unit and not required.
Job GroupTerm is similar to Legacy term and similar to Job Family. This field will be specific to your institution as designated by your Affirmative Action (AA) office.
Underutilized AA Goals For Affirmative Action (AA) purposes, this checkbox is used to identify if there are AA goals associated with the vacancy.  Check this box if there are underutilized goals designated by your Affirmative Action (AA) office.
UWEXT-CE Program Area For UWEXT, used in HR module and will flow into HRS after the Position is filled.

5. Continue down the page and review the following fields:

Other Fields Comments
Employee Classification Defaults in from Position data in HRS. If only a Job Code is used when creating the Job Opening, then the correct value will need to be selected. (i.e. University Staff Ongoing Employment = CP, Academic Staff = AS, Faculty = FA)
Status Code Displays the current job opening status of Draft (005). This field is grayed out and not editable until after the job opening is in Open status.  Once in Open status, a recruiter can change this field.
Status Reason Cannot enter information here during creation of job opening.
Status Date Initially defaults in from date entered above.  This field will update to a new date whenever the Status Code field is changed. 
Desired Start Date Enter the date that the job begins or this field can be left blank. Select the date using the appropriate format of (MM/DD/YYYY) or click the Calendar icon to select the date.  This date will default into the Prepare for Hire page when ready to hire the desired candidate and can be changed later if needed.
Encumb. Dt

Select one of the options from the drop down (or leave this field blank):

  • Authorization Date - Start budgeting for this position from the date that it is authorized, as indicated in the Date Authorized field.
  • Projected Fill Date - Start budgeting for the position from the date that the position is expected to be filled, as indicated in the Projected Fill Date field.
Projected Fill Date If the Project Fill Date in the Encumbrance Date Indicator field was selected, enter the date that you expect to fill the job opening.
Date Authorized Displays the date the job opening was approved. This date will default with the date that the job opening reaches final approval.
Referral Program ID Leave blank, this field is not used.
Recruitment Contact Pre-filled, generic contact information for UWSC.  This field can be left blank.  It is not visible to applicants.

6. Moving on to the Positions section, this area is NOT REQUIRED:

Other Fields Comments
Positions The Position Number defaults from the Primary Job Opening page. The Primary Position checkbox is used to indicate the base position.  
(+) Add Positions Click on this link if you would like to create a job opening for a multiple Position number. If you add multiple positions, all positions need to have the SAME job code.
Employees Being Replaced - Employee Field is used to indicate the employee being replaced. Enter the appropriate name through the look up. If creating a new position, leave blank.
(+) Add Employees Being Replaced If applicable.

NOTE: If  this is a waiver hire please continue to steps 7 and 8. If this is not a waiver hire please go to step 9.

A Waiver Hire is when the vacancy does not need a public recruitment. Each institution has their own policy on this action, however, it is normally when there is an unexpected or emergency type of vacancy where there is not enough time to go through the full recruitment process.

7. For a Waiver Hire, be sure to check the Waiver Hire box if the Position does not need public recruitment. Each institution has their own policy on this action.

8. Next select a Waiver Reason from the drop-down menu.
Wavier Reason_Wavier Hire 4/8/15
Not Required Fields
Field Description
Seasonal? Seasonal is when an employee’s work schedule is recurring, e.g., works every first semester during registration, nurses in student health centers, coaches etc. Payments reflect the period of time (number of months) and FTE worked.
Seasonal status will apply to any University Staff Temporary Employee, Academic Staff, Limited position with a recurring operational unpaid leave of absence. While on the leave of absence, the employee is still considered an Active employee, just not in pay status. This does NOT include C-Basis academic staff or faculty. In order to capture the recurring seasonal leave of absence as well as the overall annual FTE reduction, the appointment will have a selection chosen from the Seasonal Indicator drop-down menu.
Funding Dates Enter Funding Dates, if applicable.
Proposed Min Salary / Proposed Max Salary Fields for min/max annual or hourly salary amounts.

9. The Funding and FTE fields in the creation of a Job Opening are required. These are NOT connected to funding within HRS. It is truly a placeholder within TAM for budget approval, but a required section. Please note - the funding strings are also not validated other than they must be numerical values. Complete the following REQUIRED fields and review the NOT REQUIRED fields:

Funding -FTE_V1

NOTE: There is currently not a field for 7 alpha/digit code for the Project funding. This alpha/digit code can be entered under the Essential Justification field for record keep purposes.

Required Fields Field Description
Total FTE FTE defaults from Position, if available. If not filled in, then complete this field.
FTE % Fill in the % for the Funding of this Position. Add rows (+) to add funding equal to 100%.
Fund Enter the three-digit Funding number.
Prog Enter the one-digit Funding program number or letter.
DeptID Enter the six-digit Funding Department ID.
Not Required Fields Field Description
Waiver Hire Click the checkbox if the Position does not need public recruitment. Each institution has their own policy on this action.
Waiver Reason Choose from the standardized pull-down list, if the Waiver Hire checkbox was selected.
Funding Dates Enter Funding Dates, if applicable.
Proposed Min Salary / Proposed Max Salary Fields for min/max annual or hourly salary amounts to be approved for the recruitment.
 Essential Justification Complete this field with the reason/explanation for the recruitment of this position. The best practice is to follow campus recruitment standards in this field.

NOTE: If you are adding additional Job Code(s), go to step 10 and 11. If you are NOT adding additional Job code(s), please go to step 12 (Save as Draft).

10. To add additional Job Codes (i.e a Professor recruitment, where you may be willing to hire as Assistant Professor or Associate Professor depending upon the qualifications of the applicant pool) click the Add Job Code link on the bottom of the Additional Job Specifications section.

Additional Job Specifications

11. This will create a new row, notice how the row count adds a row. Enter or Look Up the Job Code you'd like to add.

Additional_Job_Code V2 3_26_15

12. At this point SAVE your Job Opening as a Draft. Click the Save as Draft button. A Job Opening ID is created and now the Draft Job Opening is searchable.


13. Move forward with setting up the following required steps:

Related Forms:


Related Job Aids

Keywords:job, position, recruit, recruiting, approvals, interview, candidate, applicant, posting, Faculty, Academic Staff, Limited, University Staff, University Staff Temporary Employee, recruitment, training, TAM hire rehire, waiver, waiver hire, multiple positions, continuous requisition   Doc ID:19321
Owner:Sheila W.Group:Human Resource System (HRS)
Created:2011-08-01 19:00 CDTUpdated:2016-06-24 09:39 CDT
Sites:Human Resource System (HRS)
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