Definition: Requisition Meaning
A requisition is a formal request that an authorized department or a team within an organization makes.
In simplest terms, it’s just a fancy word for request.
You can take it as the foundation for initiating the hiring process for additional manpower requisition or acquiring other essential resources, for instance, equipment and supplies.
This whole requisition process is crucial for maintaining organizational functionality and growth.
Table of Content
- What is the Purpose of a Requisition
- What is Process Requisition
- Responsible Individuals: Who is Responsible for Creating and Approving Requisitions Within an Organization?
What is the Purpose of a Requisition
Initiating Talent Acquisition
One of the most important purposes of requisition is to start the talent acquisition process, which means finding and hiring new talent. When a department realizes they need more employees, they make official requests to HRs to hire new talent.
The reasons for hiring new employees can be different, for instance, some employees have left the organization, they’re making new job roles available, or maybe the client base of the company is increasing and to keep up with the demand they need more employees.
Resource Management
The need for requisition is not limited to hiring. Departments and teams within an organization also use them to request various resources or tools like laptops, software licenses, or office furniture. It’s basically a formal way to ask for the requisites to do your job properly.
What is Process Requisition
Now that you understand what’s the purpose, let’s discuss what are the steps of requisition.
1. Need identification
The first step of the requisition process is to identify the needs. It begins when an authorized department or manager recognizes a need for a new employee or another resource. It can be due to higher workload, a new project that requires a particular set of talent, or someone leaving their team.
2. Filling Out the Manpower Requisition Form
The second step would involve Human Resources filling out special forms with all the details of the job. For this particular requirement, the department has to give all the details. Then the fields that HR fills include a job title, description, qualifications, salary range, and the budget of the department.
3. Approval
Once they have filled in the form, it undergoes an approval process. The levels of approval it will go through will depend on the organization’s hierarchy and policies.
In most cases, the departmental heads and senior management approve the requisition made. It’s done to make sure that the request aligns with the strategic goals of the company and budget constraints.
4. Posting the Job
One of the authorities have approved the requests; HR has to post this job vacancy on different platforms. These platforms can include your own company’s website and job boards like Indeed, LinkedIn, or Naukri.com. Besides that, if HR can also share it in their own networks to get the leads or connect with a third-party agency to fill this position.
5. Screening and Interviews
The primary person responsible for receiving and reviewing applications and selecting resumes is HR—you. So, you have to conduct initial screenings and conduct interviews so that they can find the most suitable candidates for the position opened.
6. Selection and Offer
After evaluating multiple candidates, you, as an HR, have to select the best candidate out of them that fits the role the best and finally extends a job offer to them.
At this stage, you also have to negotiate multiple employment terms, for example, salary, benefits, and other pertinent details.
7. Onboarding
Once the candidate has accepted the offer, you’ll have to onboard your candidate. It involves admin tasks like collecting the required documents from the candidate, setting up their payroll, and introducing your new hire to the organization’s culture and policies.
| Note: The requisition process can be expedited using automation in HR. For example- Using HROne, the simplest HR software to request for new opening or replacement easily directly from the free mobile app. The process remains the same, but everything goes digital. |
Responsible Individuals: Who is Responsible for Creating and Approving Requisitions Within an Organization?
No matter which organization you work for, you’ll find there are several key people responsible for creating and approving the requisitions.
Let’s go through each of the roles you’ll have to address.
1. Department Heads and Managers
These people are in charge of the first step of the requisition.
They create the request for any new employee or resources required for their department or teams depending on the needs they have identified.
2. HR Professional
The second level of people who will get involved in the process is Human Resources.
Your job is to facilitate the whole requisition process from form filling to job posting and hiring and onboarding the new employee.
3. Senior Management
They play an important role in approving requisition. These are the people in an organization who have to ensure that each request aligns with the organization’s strategic objectives and, of course, that it’s within the budget.
4. Financial Department
You may also find the involvement of the finance department in the process of reviewing requisitions. Especially, when it’s the case of allocating resources and budget constraints.
5. Legal Department
In certain cases, the legal department may also need to review and approve requisitions. This is done to ensure that each request is compliant with labor laws and company policies.