Position Recruitment Tracker (PoRT)
Accessing PoRT
SMPH HR Managers, Business Partners, and some HR Subject Matter Experts are given access to PoRT. To request access, please send an email to SMPH Recruitment.
- Navigate to PoRT
- Directions to login: https://kb.wisc.edu/smph/153882
- If prompted, log in with your NetID and password. This may not be required if you're already logged in to your NetID in a different open page of your browser.
Creating Requests
Training - New JIRA System (Position Recruitment Tracker)
Requests must be submitted by Friday at 12:00pm and are reviewed at weekly meetings on Mondays at 3:00pm. Position requests are reviewed by the Dean’s Office based on defined risk levels.
New Request
To create a new request click on the Tracker button
Fill out the following information:
- Summary - JRXXXXXX, TITLE
- Share with - HR Partner
Click "Send".
After the page loads, "refresh" your page to load the faculty or staff/limited form
Faculty
Field Name | Description |
---|---|
SMPH Department | Select the Department |
Sub-Department | Select the sub-department |
Supervisory Organization | Select the supervisory organization |
Operational Area | Enter the operational area |
Supervisory | Type the supervisor name to populate the supervisor |
Job Requisition Number* |
Enter the job req number that will be used to recruit and hire this position in Workday |
Companion job req 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 job req 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. |
Number of Positions Requested* | Required Enter the number of positions for which the department would like to recruit. |
Type of Position* | Required Options:
|
Waiver?* | Required Indicate whether a specific person or people will be waived into this position. Options:
|
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:
|
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:
|
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 It is not best practice to pay at the bottom or top of the title’s salary range.
|
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
|
Approved UW Health Funding?* | Required Was the funding for this position included in an approved UW Health budget? Options:
|
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:
|
WI RISE AI or EARTH Strategic Hiring Program |
Required Options:
|
Position Cap Definition |
Required Options:
|
Position Cap/Budget Contingency Planning |
If position falls within our position cap, HRBP/Recruiter will receive a note in JIRA after approval to complete the Online Justification (JTAP) Form |
Department Fiscal Contact* |
Required |
Workspace Confirmed?* | Required Has the department confirmed that they have workspace designated for this position? Options:
|
SMPH Primary Mission* | Required Select all of the mission categories that apply to this position's work. Options:
|
Degree Exception?* |
Required Will this position be an exception to the required degrees for the title? Refer to Develop Job Criteria (Education Requirement). |
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.
|
Workshare/PSF?* | Required Has this operational area instituted a workshare arrangement or any position-specific furloughs? Options:
|
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:
|
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:
|
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:
|
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:
|
Attachments |
Required |
SMPH Fiscal Approval |
PVL review committee use only Options:
|
Funding Approval Status Justification |
PVL review committee use only |
Staff/Limited
Field Name | Description |
---|---|
SMPH Department | Select the Department |
Sub-Department | Select the sub-department |
Supervisory Organization | Select the supervisory organization |
Operational Area | Enter the operational area |
Job Requisition number* |
Enter the job req number that will be used to recruit and hire this position in Workday |
Supervisor | Type the name of the supervisor to populate the supervisor name |
Number of Positions Requested* | Required Enter the number of positions for which the department would like to recruit. |
Type of Position* | Required Options:
|
Waiver?* | Required Indicate whether a specific person or people will be waived into this position. Options:
|
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:
|
Job Categories |
Required
|
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:
|
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 It is not best practice to pay at the bottom or top of the title’s salary range.
|
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
|
Approved UW Health Funding?* | Required Was the funding for this position included in an approved UW Health budget? Options:
|
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:
|
WI RISE AI or EARTH Strategic Hiring Program |
Required Options:
|
Position Cap Definition |
Required Options:
|
Position Cap/Budget Contingency Planning |
If position falls within our position cap, HRBP/Recruiter will receive a note in JIRA after approval to complete the Online Justification (JTAP) Form |
Department Fiscal Contact* |
Required |
Workspace Confirmed?* | Required Has the department confirmed that they have workspace designated for this position? Options:
|
SMPH Primary Mission* | Required Select all of the mission categories that apply to this position's work. Options:
|
Degree Exception?* |
Required Will this position be an exception to the required degrees for the title? Refer to Develop Job Criteria (Education Requirement). |
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.
|
Workshare/PSF?* | Required Has this operational area instituted a workshare arrangement or any position-specific furloughs? Options:
|
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:
|
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:
|
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:
|
Does this position create changes to the org structure |
Required if there will be changes
|
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:
|
Attachments |
Any supporting documentation |
Copying/Cloning Previous Submitted Requests
To make a copy of a closed (Done, Canceled, Denied) request:
- Navigate to request via portal Requests page.
- You will need to update the filters to include Closed Requests.
- Click the Copy Request link on the right hand side.
- Click the red Copy Request button on the pop up.
- This will create a new ticket with you as the requestor with most of the data included. The request will show up under your requests with "CLONE-" in the summary.
Saving Requests in Draft Status
Click the "Save" button at the bottom of the form 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.
Submitting Requests
Click the "Submit" button at the bottom of the form to submit your request to "HR Review". The SMPH Recruitment team will receive an email notification that you submitted your request and they will begin the review process. You will need to click Submit twice.
Tracking Requests
After you have submitted a position request in PoRT, you can log back in to check the status at any time.
Tracking
Click on your initials and select "Requests"
Filter your search to "Created by me" and "Request type: HR Position Tracker - Position Request"
Turn on Notifications to Watch a Colleagues Requests
Go to the request you want to watch and click "Notifications on". You will now receive all of the notifications and will be able to take action on the request.
Make Form Corrections
Make Form Corrections
- Cancel Request
- This will change the status of the request to "Cancel". To re-open go to your list of requests and filter by Status: Closed Requests"
- Correct Request Form
- Required Justification, explanation of the needed correction
- Click Correct Request Form
- Change the necessary fields on the form
- Click Submit
Request Statuses
Requests in PoRT change between several different Statuses as they go through the review process. You will receive email notifications whenever the Status changes. Whenever the Status is changed, a Status Comment will also be provided to explain the change.
Statuses
Status | Explanation |
Draft | Requests are saved in Draft status after you click the “Create” button in the Create Issue window. This saves the request with the information entered so far so it can be looked up and edited or acted on later |
HR Review | Once you click “Submit for Review” button, the request moves to Initial Review status. The SMPH Recruitment team receives an email notification that the request has been submitted. A member of the team will perform an initial review to verify that all necessary information is included and will then determine the Risk Level of the request and the appropriate next step |
Fiscal review | Once HR review is complete, the SMPH fiscal team receives an email notification that the request has been reviewed by HR and is ready for fiscal review. A fiscal team member will review to verify there is available funding for the position's compensation. |
Final Review | If the request is Intermediate or High Risk, the ticket status will be set to be reviewed by Fiscal and HR senior leadership during a final review at the next committee meeting |
In Progress (more info required) | If at any point it is determined that additional information is needed about the position to make a decision about the request, it will be set to More Info Required. See Responding to Comments from the Dean’s Office for instructions on how to provide the requested information. |
On Hold | At times a request may require the Assignee or the committee to gather information from outside of HR. In these instances, the request will be set to Position On Hold with a Status Comment explaining what is happening. |
Done | Request has received appropriate approval based on its Risk Level and may be posted. |
Denied | Request for position has been denied. An explanation for the denial will be included in the accompanying Status Comment. |
Canceled | Request has been cancelled. Requests are generally cancelled by the Reporter, but may be cancelled by the SMPH Recruitment team at the request of the Reporter or if a request is known to be a duplicate, in which case that will be communicated through the Status Comment. |
Risk Level Assignment
Talent Acquisition Manager will review requests and approved based on 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).
Ticket Risk Levels
Low Risk
Requires approval of Central SMPH Recruitment only
Risk Category | Notes |
---|---|
Faculty positions in clinical departments with documented Workforce Planning (WFP) approval |
Applies to both new and replacement positions. Documentation of approval must come from WFP committee directly, not from DA or other departmental employees. If Requestor has this documentation, they may attach it to the request to expedite review. Otherwise, SMPH Talent Acquisition Manager will need to confirm WFP approval before reviewing the request. |
Faculty track transfers |
Faculty Promotions team will forward Dean's approval memo to Central HR Operations, so request cannot be processed until memo is sent. |
New Clinical Instructor positions with documented Workforce Planning (WFP) approval. (i.e. 5% moonlighters, residents, fellows, unaccredited fellows) |
Documentation of approval must come from WFP committee directly, not from DA or other departmental employees. If Requestor has this documentation, they may attach it to the request to expedite the review. Otherwise, SMPH Talent Acquisition Manager will need to confirm WFP approval before reviewing the request. Low-Risk determination is only for WFP-approved new positions funded with UW Health dollars. New instructor positions with only SMPH funding will be considered high risk |
Replacement or Reappointment of Clinical Instructor positions (i.e. 5% clinical instructors, clinical fellows or chief residents, unaccredited fellows) |
Expected to be fixed-term terminal position at Instructor rank. Low Risk determination is only for replacement with no additional or new UW Health funding; if department is adding additional positions, WFP approval is required. |
Rehired Annuitants | Applies to both new requests and requests to extend current rehired annuitants.
Per campus policy, rehired annuitants may only be appointed for a maximum of 12 months at a time and require extension after that. |
Intermediate Risk
Requires approval of Central SMPH Recruitment and Finance
Risk Category | Notes |
---|---|
Exact replacements of staff |
"Exact replacement" means the following are true with regard to prior incumbent:
|
New, ongoing/renewable staff positions |
*Talent Acquisition Manager has the authority to approve the following research titles after they have received fiscal approval:
|
EIT waived into permanent position following completion of training program |
Research Associates or Postdoctoral Fellows/Trainees being waived into permanent positions using waiver reason of "Training Completion for Employee-In-Training Titles” |
Graduating Student Help moving to Temporary Employee position |
|
Staff replacements with larger FTE, more senior title, or different title series | Refer to “Replacement of research staff” in Low Risk for exception to this rule |
Terminal staff positions - longer than 6 months |
High Risk
Requires approval of Central SMPH Recruitment, Finance, and SMPH HR senior leadership
Risk Category | Notes |
---|---|
Positions with position cap definition of "Position within position cap" | |
Position requests within an operational area that had recent layoffs | |
Faculty positions without WFP approval |
Includes Basic Sciences and any clinical department faculty for which UW Health Practice Plan Administration has determined Workforce Planning review is not necessary for example: new clinical instructor position funded by SMPH only. |
Leadership positions |
Typically Limited appointments and Director Level II (and above). Although directors or administrators in Academic Staff titles may also be determined to qualify. |
Strategic staff positions as defined by the Dean’s Office leadership |