Personnel Requests

The Personnel Requests feature is part of the Standard Plus, Plus and Premium Subscription levels. If you are interested in this feature, create a ticket through the Knowledge Base if you are a direct Martus customer, or contact your Martus reseller if you are supported through one of our Martus partners.

Personnel requests allow Martus Admins to predesignate specific positions that can then be requested by non-admin users. These requests can be approved or rejected by a designated Personnel Request Approver.  When approved, the requested positions will be added to the default Personnel Budgeting Scenario.

Setup and Configuration

The following must be set for non-admin users to utilize Personnel Requests. These values can only be set by an Admin user or a non-admin user with the Config Personnel Budgeting permission. See below for steps to accomplish each requirement.

• Set the default personnel budgeting year
• Set the default personnel budgeting scenario 
• Set a user as the Personnel Request Approver

How To Give Users Access to Make Personnel Requests

1. Go to Setup > Users > Make Personnel Requests
2. Click 'Save'

Default Personnel Budgeting Year & Define Personnel Request Approver

1. Go to Personnel Budgeting > Scenarios
2. Navigate to the appropriate year
3. Click Config  
4. Click Set [Year] as Personnel Budgeting Year if required
5. Click the dropdown for Personnel Request Approver and set if required
6. Click Save

Notes about approvers:

• The Personnel Approver can be an Admin or a non-admin user.
• This user may but does not have to have any other access to Personnel Budgeting information.
• The user assigned as the approver can approve or reject any Personnel Requests, regardless of any dimensional limitations for that user.
• This user can only approve personnel requests for the year(s) to which they are assigned.  
• If the user assigned as the Personnel Request Approver does not have access to Personnel, Martus will automatically update their User record and grant them access.

Default Personnel Budgeting Scenario

Only the default scenario is visible to non-admin users. Admin users may set any scenario as “current” to specify which scenario they want to work with.

1. Go to Personnel > Scenarios > Scenarios Tab
2. Click Set as Default on the appropriate scenario

Position Template Scenario

The Position Template Scenario defines all the positions for which personnel requests can be made. These are called “position templates”. Each position template must be assigned a title, a position type, dimensions for an existing budget worksheet, and the default pay items for that position.

Create Position Templates:

1. Go to Personnel > Scenarios
2. Type in a name
3. Click 'Add'
4. Click 'Set as Current' 

Notes about Position Templates:

• Each Position must be a unique combination of Position Type and Dimensions
• Each requestable position must be added by an Admin user or a non-Admin user with the Config Personnel Budgeting permission.

Add Positions to the Template

1. Go to the Positions tab
2. Add Positions as appropriate - either via Martus or via import
3. Each Position template is defined by the Position Type and dimensions so you must add those 
4. Once you hit 'Save' make sure to add any of the pay types that are applicable to this request

How to Make Personnel Requests

1. Go to Personnel Budgeting > Personnel Requests
2. Click Select Target
3. Choose the appropriate dimension combination and click 'Select'
4. The 'Position Type' from the dropdown will be picked
5. Mandatory field: [Quantity] will be how many of these positions you need to request
6. Mandatory field: [Start month] has to be filled out 
7. Number of months can be filled out if the position is temporary or seasonal but can be left blank if a full time employee
8. Click 'Add'
   
   

Reviewing the List of Personnel Requests

As positions are requested, they’ll be listed at the top of the Personnel Requests page. Use the filters at the top of this list to view pending, approved, rejected, or all requests. Personnel requests are visible only to the requester, an Admin user, and the user designated as the Personnel Request Approver.  This list is used to delete pending requests; only the requester can delete pending personnel requests.

Approving and Rejecting Personnel Requests

The personnel request approver can approve or reject personnel requests. Select to approve, reject, or ignore the pending requests. Add comments as necessary, then click Save. An email will be sent to the requester to inform them of any approvals or rejections. The comments will be included in the email. Any requests that are set to be ignored will remain pending for later review. Whenever a request is approved, that position will be added to the default personnel budgeting scenario.

Reviewing Approved Personnel Requests

Approved personnel requests are added to the default personnel budgeting scenario. They are listed on the Positions, Detail, and Summary pages, and personnel allocations could be applied to them, just like all other positions. In addition, the Summary has a special filter to limit the display just to approved personnel requests.
  

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