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What are hiring requests?

Updated

Hiring requests (PANFs) enable specialist departments to declare their personnel requirements systematically and precisely. On this basis, the HR department can create tailor-made job advertisements to attract the right candidates.

The hiring request is a fully configurable input form that specialist departments can fill out. All relevant information for the position to be filled can be listed using standard or self-created form fields. The input form can be supplemented by the HR department with notes and instructions to provide assistance in completing the form.

A completed hiring request can be sent directly to the HR department, which will use it to create a job opening. Alternatively, an approval process can be interposed. In this case, the hiring request is only submitted to the HR department once all relevant decision-makers have given their approval. This ensures that the job opening is fully described and suitable for the company.

Note 
If you want to use our hiring request function for the first time, please do not hesitate to contact us for advice. We are also always happy to answer any questions you may have once the function has been set up. The topic is quite complex. We will be happy to help you.

Configuration

Two system roles are available for immediate use of the function. The person making the hiring request creates the hiring request. This is usually the specialist department that knows its own personnel requirements best and can formulate them precisely. The personnel request recipient receives the hiring request and processes it further, e.g. by converting it into a job opening/job advertisement. This is usually the HR department.

Personnel requester

  • Selectable as superior for hiring requests
  • Approval processes (of hiring requests) | approve
  • Hiring requests | create
  • Hiring requests | see as superior/creator

Personnel request recipient

  • Selectable as contact person HR department for hiring requests
  • Approval processes (of hiring requests) | start
  • Hiring requests | view/ edit/ delete as contact person HR department

Behavior in the system

  • Visibility of hiring requests
    The visibility of your hiring requests can be restricted via the roles. This means that the view of a hiring request is granted via an authorization. You have these authorizations to choose from for hiring requests: See hiring requests I and See hiring requests I as superior/creator
    Furthermore, the organizational structure is an important point - users can only use their role to access the elements that are either directly on their organizational unit or below. So if you reschedule the user, you also reschedule the view authorization.
  • Authorizations in the hiring request area and their effects
    • Hiring request: can be selected as contact person for the HR department
      The contact person for the HR department is the person who will primarily process the PANF.
      The contact person for the PANF also receives a message when the PANF is created.
    • Hiring request: Can be selected as superior
      Once a PANF has been approved, an email is sent to the superior with the information that the PANF has been approved. The superior is listed for purely informational purposes.
    • Hiring request: Start approval process
      An approval process can be started in which the PANF is only approved once all persons named in the process have approved the PANF in turn.
      If no approval process is started, a PANF can still be completed.
    • View/edit/delete hiring request as contact person for HR department
      Allows you to edit the PANF as the contact person for the HR department after it has been created.
    • View hiring request as superior / creator
      Gives the option to view PANFs as superior / creator.
      After approval, an email is sent to the creator that the PANF has been approved.
    • View/edit hiring request as superior/creator
      Allows you to view and edit PANFs as superior/creator, but not to delete them.
    • Create hiring request 
      Gives the option to create/create PANFs.
    • Approve hiring request
      Gives the option to approve PANFs and to be selected as approver.
    • View/edit/delete hiring request
      PANFs cannot be created, but can be viewed, edited and deleted.
  • Other names for the term Hiring Request
    Perhaps you use a different term internally. It could also be called Personnel Requirement, Job Requirement, Personnel Demand Request, Employee Request, Staffing Request, Hiring Request, or something similar.

  • Notes on configuration

    • Data tab
      Which fields are displayed here depends on the field schema configuration
      • Properties
        • Job Title
          This becomes the main title for the job opening when the hiring request is completed.
        • Organizational unit
          The organizational unit determines which job openings the hiring request can be linked to or which organizational unit is used first when a hiring request is converted into a job opening. You can still change the selection at this point.
        • Vacancy number
        • Superior
          • You must select a superior when creating a hiring request . This should enable you to contact the right contact person regarding the hiring request at any time. The superior will receive a notification as soon as a PANF has been approved.
          • In the personnel request overview , you can filter by superior. This allows you to display all hiring requests from a specific superior.
        • HR Contact
          • When creating a hiring request , you must name a contact person in the HR department. This makes it easier for you to keep an eye on responsibilities and to know who in HR is responsible for the request at all times.
          • The HR contact person will receive an email:
            • As soon as the hiring request has been created
            • As soon as the hiring request has been approved
          • In the personnel request overview , you can filter by the contact person in the HR department. This allows you to display all hiring requests from a specific contact person.
        • Approvers
          Approvers play a role in the approval process for hiring requests. They can approve the hiring request and thus pave the way for the hiring request to be completed. Many customers involve the works council and/or management as approvers. In this way, they can be sure that the people in the company who are to be involved have given their approval for the job opening before the effort is made to create a job publication.
          • If several approvers are entered in the hiring request, the first person in the approval chain receives an email. The next approver will only receive an email once they have approved the hiring request.
          • The Approver field can be defined as mandatory, optional or hidden in the field schema configuration. The filter can only be used if it is shown or defined as a mandatory field.
          • You can filter by approver in the personnel request overview . This allows you to display all hiring requests from a specific approver.
      • Requirement
        • Reason to Hire
          A reason to hire can be maintained in the hiring request. This makes it easier for you to keep track of the reason for the personnel requirement. The reason to hire is often selected when creating a hiring request in order to inform the works council members or HR staff of the type of hiring involved. Replacements are often handled differently in the company than additional requirements.
          • In the overview of hiring requests, you can filter by reason to hire. For example, display all PANFs with the value Replacement hire for termination as the reason to hire.
          • The Reason to hire field is a selection field. We have predefined the selection for you. It is not possible to store your own reasons to hire in your system. If the selection is not sufficient for you or you want to add further information to the reasons, you can create form fields and display them in the hiring request. It is then advisable to hide the original field if necessary.
            Reasons to hire in your d.vinci:
            • Training
            • Replacement hire for termination
            • Replacement hire for transfer
            • expansion
            • Other reasons
            • Renewal or extension of contract
            • Temporary substitute
            • Additional requirement
          • Reason
            In addition to the reason to hire, you can add a reason.
        • Number of Openings
          This is a free text field in which you can enter how many positions you have available.
        • Company
        • Area
          The area field in the hiring request makes it easier for you to keep track of where in your company the specific personnel requirements have arisen or where the requested personnel support is located in the company.
          Examples: Personnel, accounting, administration
          • The area field is a free text field in which both letters and numbers can be entered. A manual entry must always be made. Areas cannot be saved in a central location.
          • The area field can be shown or hidden or defined as a mandatory field using the field schema configuration in the hiring request.
          • The area can be selected in the job advertisement template as a placeholder (Hiring request - Area) and thus be displayed to the applicant in the job advertisement . The placeholder can also be inserted in correspondence templates .
          • In the overview of hiring requests, you can filter by area. For example, display all PANFs with the value “Administration” as an area.
        • The field is usually used when many different company departments can report their personnel requirements through the hiring requests. If only one specific department is allowed to use the PANF, you do not need to differentiate by area.
        • Department
        • Job Locations
        • Cost unit
          The cost unit makes it easier for you to keep track of where in your company the personnel requirement has actually arisen or where the requested personnel support is located in the company and where costs may need to be posted. If a personnel requirement goes through the approval process, a cost unit is often also assigned so that the specific city of the personnel requirement can be clearly assigned. This is recorded accordingly in the hiring request.
      • Contract details
      • Description
        The contents will be transferred to the job opening when the hiring request is completed
        • Tasks
        • Requirements
      • Attachment
        • File
          You can store a file that will later be visible in the Attachments tab of the hiring request.
    • Tab Attachments 
      You can add attachments to a hiring request. For example, an organization chart, a job description, a job description or whatever is important for your requisition process.
    • Tab Approval Process 
      You can start an approval process for the hiring request. You can find more information in the article: Approval process
    • Tab History 
      Each hiring request has a history in which all changes are documented.
  • Finalizing a hiring request
    • The data from completed hiring requests can be transferred to job openings so that the HR department can start placing the job advertisement straight away.
    • Only one hiring request can be linked to a job opening at a time. It is not possible to link several job openings to one hiring request or several hiring requests to one job opening.
  • Reporting
  • Export of hiring requests
    It is possible to export all hiring requests directly in the menu item Hiring requests.
  • Deletion
    Hiring requests can be deleted manually at any time. However, if they are linked to an existing job opening, this link must first be broken by removing the PANF from the job opening. You can then delete it.
    Hiring requests do not have a deletion deadline. The deletion of a hiring request is always done manually.

How our customers use this

Hiring requests are used by specialist departments to communicate personnel requirements to the HR department. Works councils or managing directors are often added to the approval process after the hiring request has been created. The hiring request is only converted into a job opening once it has been approved by all approvers.

Further articles on this topic

Before the hiring request

Hiring request

Status of the hiring request

Roles

Approval process

Completing the hiring request

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