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About Position Control Requisition Process
Description
This article outlines the process for submitting, reviewing, and approving new and replacement position requisitions, including requirements for the Position Control Committee (PCC) and completion of the required Staffing Request / Justification Form.
What is the Position Control Committee (PCC)
The PCC evaluates all position-related requests to ensure alignment with operational, financial, and workforce priorities.
Scope of review:
- New position requests
- Reclassification requests
- Replacement requests
Key evaluation criteria:
- Budget to actual performance
- Worked Hours Per Unit of Service (WHPUOS)
- Department growth and volume
- Existing staffing levels
- Financial state and sustainability
- Business plan approvals
Operating model:
- Weekly review cadence
- Standard decision-making framework with WHPUOS as primary driver
- Focus on both short-term needs and long-term workforce strategy
When PCC Review is Required
A Staffing Request / Justification Form must be completed and attached for:
- All new positions
- All reclassification requests
- Backfills for budgeted positions if over WHPUOS
Submission Timeline
- Submission deadline: Thursday at 5:00 PM
- PCC review: Following Wednesday
Late submissions will roll to the next review cycle.
End-to-End Approval Workflow
1. New Position
- Department leadership approval
- Workforce Development & Compensation intake
- Financial review
- Taleo entry and decisions to move to PCC approval
- PCC review and decision
- HRIS position creation
- Position posted by Talent Acquisition
2. Replacement (Budgeted Position)
If ON or UNDER WHPUOS:
- Leader approval in Taleo
- Courtesy through PCC on same weekly cadence
- Posted by Talent Acquisition
If OVER WHPUOS:
- Leader approval in Taleo
- Justification form required, completed, and attached to Taleo requisition
- Full PCC review
- Approval or denial by majority vote
- Posted if approved
2. Replacement with Reclassification
- Department leadership approval
- Workforce Development & Compensation intake
- Financial review
- Taleo entry and decisions to move to PCC approval
- PCC review and decision
- HRIS position update
- Position posted by Talent Acquisition
Communication and Decision Updates
- Approval and denial will be auto sent to the hiring manager listed in the Taleo requisition
- All additional PCC communication is managed by assigned business support
- Status updates include:
- Calendar invites
- Tracking of justification forms
- Request for additional information
- Directors and above may be invited to attend PCC meetings to present requests
- The assigned leader may delegate PCC attendance to the appropriate departmental leader, including managers
- Recruiters are notified once final approvals are complete via Taleo
Staffing Request / Justification Form Requirements
The Staffing Request Form must be completed in full and attached to the requisition in Taleo.
1. General Information
- Request type (new, reclassification, backfill)
- Position title
- Job description status
- Reporting structure (who the role reports to)
- Worked Hours Per Unit of Service (current month and fiscal year)
2. Department Information
Provide a concise summary of:
- Department ID and name
- WHPUOS status (under or over) for:
- Current month
- Fiscal year
- Current state of the department:
- Volume trends
- Patient safety considerations
- Regulatory requirements
- Turnover or staffing challenges
3. Financial Information
Include a clear funding plan:
- How the position will be funded
- Budget impact
- Cost coverage strategy (existing budget, reallocation, reduction of WHPUOS, etc.)
4. Additional Justification
Provide supporting rationale:
- Strategic need
- Impact on operations or patient care
- Risks if position is not approved
Data Expectations for Justification
Leaders are expected to support requests with data:
Key sources:
- Power BI dashboards (WHPUOS, productivity trends)
- Axiom budget data:
- Salary FTEs
- Overtime hours
- Agency utilization
- Net worked hours
Leader Expectations
Leaders are accountable for:
- Submitting all requisitions through Taleo
- Attaching required justification documentation
- Using data to evaluate WHPUOS and productivity
- Participating in PCC when requested
- Partnering with Talent Acquisition post-approval
Key Reminders
- WHPUOS is the primary approval driver
- Being within budget does not guarantee approval
- Requests must demonstrate both:
- Operational need
- Financial viability
- Incomplete submissions may delay review
Post-Approval Process
Once approved:
- HRIS confirms requisition
- Talent Acquisition posts the role
- Recruiters receive notification automatically
Resources