Position Recruitment Tracker (PoRT) - Creating Requests

This document explains the process of creating and submitting position requests in the SMPH HR Position Recruitment Tracker (PoRT).

Creating Requests

To create a new request for a Staff or Limited position, click on the red “Create” button on the top menu bar.

Be sure that Project is set to "HR Position Recruitment Tracker" and Issue Type is set to the appropriate employee classification for your position.

Screenshot of HR Position Recruitment Tracker with Issue Type field displayed

Request Form Fields

Below are tables listing all the fields you'll see in each specific issue type (Faculty or Staff/Limited). Any field marked with an asterisk (*) is required for your request to be reviewed. Although the SMPH HR Position Recruitment Tracker will allow you to submit a request as long as Summary is provided, if any of the required fields are left blank then the request will be sent back to you.

Additional notes:

JIRA uses the value "None" as a placeholder for fields with predetermined options. For required fields, you must select one of the options; you may not leave the value as "None".
Some of the fields not marked with asterisks (*) may be required based on answers to certain fields.

Faculty

Field Name	Description
Summary*	Required Used to help you keep track of your positions. Enter whatever will be helpful for you.
PVL Number*	Enter the PVL number that will be used to recruit and hire this position in TREMS and JEMS.
Companion PVL Number	If this position will be recruited using multiple PVLs, for example if the position might be hired at tenure track or at CHS/CT track, enter the additional PVL number for the companion position.
Workforce Planning (WFP) Number	Required for clinical departments Enter the Workforce Planning (WFP) number, which is assigned by UW Health Practice Plan Administration when they review requests for faculty positions in clinical departments. Attach approval documentation. If it has been determined that your position doesn't require WFP review, please note that and attach all communication confirming that determination.
Department - Subdepartment*	Required Select the department and subdepartment for this position using the alphabetized drop down menus.
Operational Area*	Required Enter the Operational Area for this position.
Number of Positions Requested*	Required Enter the number of positions for which the department would like to recruit.
Type of Position*	Required Options: New - this position has not existed before this recruitment Replacement - this position is to replace someone else who was previously in the position. You must also answer the Same Funding as Previous? and Prior Incumbent fields below for Replacement positions. Extension/Reappointment - primarily used for emeritus positions
Waiver?*	Required Indicate whether a specific person or people will be waived into this position. Options: No Yes - if Yes, you must also answer Waiver Reason, Waived Person, and Waiver Justification below.
Position Length*	Required Select the period that reflects how long this position is expected to last. If there is a possibility of extension, enter the longest possible employment length. You may leave a note in the Description field clarifying the expected and possible employment lengths. Options: Terminal: 6 months or shorter Terminal: 6 months – 1 year Terminal: 1 year – 2 years Terminal: 2 years – 3 years Permanent/ongoing
Empl Class (Faculty) – Job Code & Title 1*	Required Select the employee classification and job code/title of the position.
Empl Class (Faculty) – Job Code & Title 2	If position will be recruited for more than one title, enter additional title. Note: you only need to select each possible title once. For example, if you are requesting 2 Asst Professor (CHS) positions, you only need to select the Assistant Professor (CHS) title for Empl Class (Faculty) – Job Code & Title 1; then indicate in Number of Positions Requested that it will be 2 positions.
Empl Class (Faculty) – Job Code & Title 3	If position will be recruited for more than one title, enter additional title.
Empl Class (Faculty) – Job Code & Title 4	If position will be recruited for more than one title, enter additional title.
Empl Class (Faculty) – Job Code & Title 5	If position will be recruited for more than one title, enter additional title.
Empl Class (Faculty) – Job Code & Title 6	If position will be recruited for more than one title, enter additional title.
Business Title*	Required Enter the Business Title for this position.
FTE – Min*	Required Enter the minimum FTE as entered into JEMS.
FTE – Max*	Required Enter the maximum FTE as entered into JEMS.
Hiring Bonus?*	Required Indicate if position will receive a hiring bonus. Options: Yes - the position will receive a hiring bonus. No - the position will not receive a hiring bonus.
Bonus Amount	Required if you answer Yes to Hiring Bonus?*
Hiring Bonus Justification	Required if you answer Yes to Hiring Bonus?* Refer to SMPH Hiring Bonus Process in SMPH Hiring Bonus Program for required fields.
Comp Rate – Min*	Required Enter the minimum comp rate for this position. This should be the minimum that the department would actually pay for this position, not the campus minimum for the job code. It is not best practice to pay at the bottom or top of the title’s salary range. The fiscal portion of the review of the salary range is based around cost. When the maximum is listed, we are signaling that the department is open to the potential of offering at that level in the range. The committee asks questions as to whether there is truly funding capability to make a hire at the maximum of the range. The HR portion of the review is based around confirming that the range listed will allow us to both attract and retain a high-quality candidate for the position.
Comp Rate – Max*	Required Enter the maximum comp rate for this position. This should be the maximum that the department would actually pay for this position, not the campus maximum for the job code.
Funding String*	Required Enter the funding string(s) that will fund this position. If known, also add percentages that each funding string will cover. Funding strings are generally in the format XXX-XXXXXX-XXXXXXX-X ( FUND-DEPARTMENT-PROJECT-PROGRAM). Refer to the [Link for document 104441 is unavailable at this time] document for more information. If the funding string is still in the process of being created, you may enter a note explaining the situation. For example: "This position will be funded by a new grant awarded to Dr. Smith starting July 1st. The funding string is still being created."
Approved UW Health Funding?*	Required Was the funding for this position included in an approved UW Health budget? Options: No - The position is funded by UW Health money but the position was not included in an approved budget. Explain in Description. Yes - The position is funded by UW Health money and was included in an approved budget. None - The position is not funded by UW Health money.
Same Funding as Previous?	Required if Replacement position If this is a replacement position, is the funding the same for this position as it was for the previous position? Options: No Yes - if Yes, you must also answer the Waiver fields below to provide additional information about the waiver.
WI RISE AI or EARTH Strategic Hiring Program	Required Was this position approved using the WI RISE AI or EARTH Strategic Hiring Program? Department leadership would have been notified by campus if approved. Options: No - The position is not part of the strategic hiring program. Yes - The position is part of the strategic hiring program. Please include approval documentation. None - The position is not part of the strategic hiring program.
Position Cap Definition	Required Select the position cap definition (https://hr.wisc.edu/hr-professionals/position-cap/#exemptions) from the following list. If more than one applies, select all that apply. Options: Research position funded at 75% or more by gifts/grant/contract. Outreach position funded at 75% or more by gift/grant/contract. 75% of the time working directly with students and or patients. Other positions funded 100% by gift/grant/contract. Position necessary to address subsequently enacted or expanded state and/or federal compliance mandates. Position falls within the position cap.
Position falls within the Position Cap	Required if ‘Position falls within the position cap’ definition is selected above. Answer the following questions in the textbox. Which critical functions or responsibilities are missing if this position is not filled? Describe efforts to eliminate tasks or reallocated duties to other positions within school/department. Describe efforts to collaborate with other units to re-imagine functions and or amount of effort required. Describe efforts to modify the position to reduce the FTE. If filling this position does not result in a net reduction in overall FTE, describe how you will manage the position cap through December 2026 for your department. HRBP/Recruiter complete ‘Justification to Advance Position’ form and send through DocuSign process to obtain all signatures. SMPH TA Manager should be added as a recipient to receive a copy once signed.
Department Fiscal Contact*	Required Enter first name, last name, and email address of the hiring department's fiscal contact. SMPH Fiscal will reach out to this contact if they have questions.
Supervisor Name and Title*	Required Enter the name and title of the supervisor for this position.
Workspace Confirmed?*	Required Has the department confirmed that they have workspace designated for this position? Options: No - if No, explain how workspace will be determined in the Description field. Yes
SMPH Primary Mission*	Required Select all of the mission categories that apply to this position's work. Options: Administration Clinical Education Research
Degree Exception?*	Required Will this position be an exception to the required degrees for the title? Refer to Job Criteria/Screening Competencies.
Degree Justification*	Required if you answer Yes to Degree Exception?* If required or preferred degrees are entered, explain why those degrees were chosen. If no required or preferred degrees for the vacancy, explain why this vacancy does not have a degree requirement.
Description of Duties*	Required Enter a summary of the job duties for this position. The job duties will be reviewed to make sure they are consistent with the chosen title.
Hiring Justification*	Required Explain why this position is needed. For New positions, explain why a new position is needed. For Replacement positions, if anything is being changed compared to the previous position, explain why the changes are necessary. If the changes are complex or part of a larger restructure, please attach before and after org charts showing how this position will fit into the new structure and provide additional context as needed.
Workshare/PSF?*	Required Has this operational area instituted a workshare arrangement or any position-specific furloughs? Options: No Yes - if Yes, you must answer Workshare/PSF Explanation below.
Workshare/PSF Explanation	Required if operational area has had workshare/position-specific furlough Provide a detailed explanation of the circumstances surrounding the workshare arrangement or position-specific furloughs, including names and job details about the impacted employee(s).
Layoffs in Operational Area?*	Required Has this operational area had any layoffs or non-renewals in the last two years? Options: No Yes - if Yes, you must answer Layoff Explanation below.
Layoff Explanation	Required if operational area has had layoff or non-renewals in the past two years Provide a detailed explanation of the circumstances surrounding the layoffs or non-renewals, including names and job details about the impacted employee(s). The SMPH Employment Relations team will need to review layoffs and non-renewals in the following situations: University Staff title that has had layoff in SMPH during the past two years Academic Staff position in an operational area that has had a layoff within the past two years
Prior Incumbent Name	Required for Replacement position Enter name of the person who previously held this position.
Prior Incumbent Title	Required for Replacement position Enter title of the person who previously held this position.
Prior Incumbent FTE	Required for Replacement position Enter FTE of the person who previously held this position.
Prior Incumbent Termination Date	Required for Replacement position Enter termination date of the person who previously held this position.
Prior Incumbent Termination Reason	Required for Replacement position Select termination reason of the person who previously held this position. Options: Transfer within department Transfer within SMPH Transfer within UW Resignation Retirement Termination Fixed Terminal Graduation
Waiver Reason	Required for Waiver position Select the waiver reason that will be used to directly hire someone into this position. For more information about the waiver reasons, refer to OHR's Direct-Hire Waiver Reasons document.
Waived Person	Required for Waiver position Enter the name of the person who will be directly hired into this position.
Waiver Justification	Required for Waiver position Answer the following questions: Why is it necessary to directly hire someone into this position as opposed to doing an open recruitment? Why is the waived person qualified to complete this work?
Attachments	Required WFP Approval email documentation from UW Health Practice Plan Administration
SMPH Fiscal Approval	PVL review committee use only SMPH Fiscal will review funding string and indicate approval status Options: No - no sufficient funds to support the position OR wrong funding string Yes - sufficient funds to support the position
Funding Approval Status Justification	PVL review committee use only SMPH Fiscal justify approval status decision

Staff/Limited

Field Name	Description
Summary*	Required Used to help you keep track of your positions. Enter whatever will be helpful for you.
PVL Number*	Enter the PVL number that will be used to recruit and hire this position in TREMS and JEMS.
Department - Subdepartment*	Required Select the department and subdepartment for this position using the alphabetized drop down menus.
Operational Area*	Required Enter the Operational Area for this position.
Number of Positions Requested*	Required Enter the number of positions for which the department would like to recruit.
Type of Position*	Required Options: New - this position has not existed before this recruitment Replacement - this position is to replace someone else who was previously in the position. You must also answer the Same Funding as Previous? and Prior Incumbent fields below for Replacement positions.
Waiver?*	Required Indicate whether a specific person or people will be waived into this position. Options: No Yes - if Yes, you must also answer Waiver Reason, Waived Person, and Waiver Justification below.
Position Length*	Required Select the period that reflects how long this position is expected to last. If there is a possibility of extension, enter the longest possible employment length. You may leave a note in the Description field clarifying the expected and possible employment lengths. Options: Terminal: 6 months or shorter Terminal: 6 months – 1 year Terminal: 1 year – 2 years Terminal: 2 years – 3 years Permanent/ongoing
Empl Class (Staff/LI) – Job Code & Title 1*	Required Select the employee classification and job code/title of the position. Note: if the title you will be recruiting for isn't in the list, please send an email to SMPH Recruitmentand they will work with SMPH IT to have the title added. Indicate the intended title in Description. Missing titles will not delay review of your request.
Empl Class (Staff/LI) – Job Code & Title 2	If position will be recruited for more than one title, enter additional title. Note: you only need to select each possible title once. For example, if you are requesting 2 Research Specialist positions, you only need to select the Research Specialist title for Empl Class (Staff/LI) – Job Code & Title 1; then indicate in Number of Positions Requested that it will be 2 positions.
Empl Class (Staff/LI) – Job Code & Title 3	If position will be recruited for more than one title, enter additional title.
Business Title*	Required Enter the Business Title for this position.
FTE – Min*	Required Enter the minimum FTE as entered into JEMS.
FTE – Max*	Required Enter the maximum FTE as entered into JEMS.
Hiring Bonus?*	Required Indicate if position will receive a hiring bonus. Options: Yes - the position will receive a hiring bonus. No - the position will not receive a hiring bonus.
Bonus Amount	Required if you answer Yes to Hiring Bonus?*
Hiring Bonus Justification	Required if you answer Yes to Hiring Bonus?* Refer to SMPH Hiring Bonus Process in SMPH Hiring Bonus Program for required fields.
Comp Rate – Min*	Required Enter the minimum comp rate for this position. This should be the minimum that the department would actually pay for this position, not the campus minimum for the job code. See Determine Salary for Recruitment It is not best practice to pay at the bottom or top of the title’s salary range. The fiscal portion of the review of the salary range is based around cost. When the maximum is listed, we are signaling that the department is open to the potential of offering at that level in the range. The committee asks questions as to whether there is truly funding capability to make a hire at the maximum of the range. The HR portion of the review is based around confirming that the range listed will allow us to both attract and retain a high-quality candidate for the position.
Comp Rate – Max*	Required Enter the maximum comp rate for this position. This should be the maximum that the department would actually pay for this position, not the campus maximum for the job code.
Funding String*	Required Enter the funding string(s) that will fund this position. If known, also add percentages that each funding string will cover. Funding strings are generally in the format XXX-XXXXXX-XXXXXXX-X ( FUND-DEPARTMENT-PROJECT-PROGRAM). Refer to the [Link for document 104441 is unavailable at this time] document for more information. If the funding string is still in the process of being created, you may enter a note explaining the situation. For example: "This position will be funded by a new grant awarded to Dr. Smith starting July 1st. The funding string is still being created."
Approved UW Health Funding?*	Required Was the funding for this position included in an approved UW Health budget? Options: No - The position is funded by UW Health money but the position was not included in an approved budget. Explain in Description. Yes - The position is funded by UW Health money and was included in an approved budget. None - The position is not funded by UW Health money.
Same Funding as Previous?	Required if Replacement position If this is a replacement position, is the funding the same for this position as it was for the previous position? Options: No Yes - if Yes, you must also answer the Waiver fields below to provide additional information about the waiver.
WI RISE AI or EARTH Strategic Hiring Program	Required Was this position approved using the WI RISE AI or EARTH Strategic Hiring Program? Department leadership would have been notified by campus if approved. Options: No - The position is not part of the strategic hiring program. Yes - The position is part of the strategic hiring program. Please include approval documentation. None - The position is not part of the strategic hiring program.
Position Cap Definition	Required Select the position cap definition (https://hr.wisc.edu/hr-professionals/position-cap/#exemptions) from the following list. If more than one applies, select all that apply. Options: Research position funded at 75% or more by gifts/grant/contract. Outreach position funded at 75% or more by gift/grant/contract. 75% of the time working directly with students and or patients. Other positions funded 100% by gift/grant/contract. Position necessary to address subsequently enacted or expanded state and/or federal compliance mandates. Position falls within the position cap.
Position falls within Position Cap	Required if ‘Position falls within the position cap’ definition is selected above. Answer the following questions in the textbox. Which critical functions or responsibilities are missing if this position is not filled? Describe efforts to eliminate tasks or reallocated duties to other positions within school/department. Describe efforts to collaborate with other units to re-imagine functions and or amount of effort required. Describe efforts to modify the position to reduce the FTE. If filling this position does not result in a net reduction in overall FTE, describe how you will manage the position cap through December 2026 for your department.
Department Fiscal Contact*	Required Enter first name, last name, and email address of the hiring department's fiscal contact. SMPH Fiscal will reach out to this contact if they have questions.
Supervisor Name and Title*	Required Enter the name and title of the supervisor for this position.
Workspace Confirmed?*	Required Has the department confirmed that they have workspace designated for this position? Options: No - if No, explain how workspace will be determined in the Description field. Yes
SMPH Primary Mission*	Required Select all of the mission categories that apply to this position's work. Options: Administration Clinical Education Research
Degree Exception?*	Required Will this position be an exception to the required degrees for the title? Refer to Job Criteria/Screening Competencies.
Degree Justification*	Required if you answer Yes to Degree Exception?* If required or preferred degrees are entered, explain why those degrees were chosen. If no required or preferred degrees for the vacancy, explain why this vacancy does not have a degree requirement.
Description of Duties*	Required Enter a summary of the job duties for this position. The job duties will be reviewed to make sure they are consistent with the chosen title.
Hiring Justification*	Required Explain why this position is needed. For New positions, explain why a new position is needed. For Replacement positions, if anything is being changed compared to the previous position, explain why the changes are necessary. If the changes are complex or part of a larger restructure, please attach before and after org charts showing how this position will fit into the new structure and provide additional context as needed.
Workshare/PSF?*	Required Has this operational area instituted a workshare arrangement or any position-specific furloughs? Options: No Yes - if Yes, you must answer Workshare/PSF Explanation below.
Workshare/PSF Explanation	Required if operational area has had workshare/position-specific furlough Provide a detailed explanation of the circumstances surrounding the workshare arrangement or position-specific furloughs, including names and job details about the impacted employee(s).
Layoffs in Operational Area?*	Required Has this operational area had any layoffs or non-renewals in the last two years? Options: No Yes - if Yes, you must answer Layoff Explanation below.
Layoff Explanation	Required if operational area has had layoff or non-renewals in the past two years Provide a detailed explanation of the circumstances surrounding the layoffs or non-renewals, including names and job details about the impacted employee(s). The SMPH Employment Relations team will need to review layoffs and non-renewals in the following situations: University Staff title that has had layoff in SMPH during the past two years Academic Staff position in an operational area that has had a layoff within the past two years
Prior Incumbent Name	Required for Replacement position Enter name of the person who previously held this position.
Prior Incumbent Title	Required for Replacement position Enter title of the person who previously held this position.
Prior Incumbent FTE	Required for Replacement position Enter FTE of the person who previously held this position.
Prior Incumbent Termination Date	Required for Replacement position Enter termination date of the person who previously held this position.
Prior Incumbent Termination Reason	Required for Replacement position Select termination reason of the person who previously held this position. Options: Transfer within department Transfer within SMPH Transfer within UW Resignation Retirement Termination Fixed Terminal Graduation
Waiver Reason	Required for Waiver position Select the waiver reason that will be used to directly hire someone into this position. For more information about the waiver reasons, refer to OHR's Direct-Hire Waiver Reasons document.
Waived Person	Required for Waiver position Enter the name of the person who will be directly hired into this position.
Waiver Justification	Required for Waiver position Answer the following questions: Why is it necessary to directly hire someone into this position as opposed to doing an open recruitment? Why is the waived person qualified to complete this work?
Attachments	Required Org Chart - if changes to org structure, attach current and updated org charts
SMPH Fiscal Approval	PVL review committee use only SMPH Fiscal will review funding string and indicate approval status Options: No - no sufficient funds to support the position OR wrong funding string Yes - sufficient funds to support the position
Funding Approval Status Justification	PVL review committee use only SMPH Fiscal justify approval status decision

Saving Requests

Click the blue "Create" button in the bottom right of the Create Issue window to save your request in Draft status.

Saving a request in Draft status does not submit it for review and does not send any notifications. This allows you to save a partially completed request and return to it later to add more information if needed. You'll see all of your requests in Draft status in the first section of the dashboard. For more information about editing an existing request, refer to [Link for document 104438 is unavailable at this time]. Otherwise, if you have completed all of the required fields, continue on to submit the request.

Submitting Requests

After you have saved your request in Draft status and confirmed that you have completed all required fields, you may submit the request to be reviewed.

Click on the request you would like to submit from the Draft section of the dashboard. If you just saved the request, you may need to refresh your page first.
On the request details page, click on the "Submit for Review" button under the Summary.
On the bottom right of the Submit for Review window, click on the "Submit for Review" button. You do not need to complete any of the fields on this screen.
The SMPH Recruitment team will receive an email notification that you submitted your request and they will begin the review process.

Approving Requests

Requests will be reviewed and approved based on risk levels: Position Recruitment Tracker (PoRT) - Risk Levels

Low Risk requests are approved within 24 hours. Intermediate and High-Risk requests must be submitted by Friday at 12:00pm and are reviewed at weekly meetings (usually Mondays at 3:00pm).

↑ Up: Position Recruitment Tracker (PoRT) - Overview

Keywords:

jira

Doc ID:

104444

Owned by:

Jennique C. in SMPH Human Resources

Created:

2020-07-28

Updated:

2024-07-02

Sites:

SMPH Human Resources

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