FY2016-FY2020
INSTRUCTIONS FOR REQUESTING PERSONNEL CHANGES IN SHAREPOINT:
Launch Internet and go to www.mygrcity.us
Click on the “Departments” tab in the black bar upper right.
Click on the white “Fiscal Services” under the Blue Fiscal Services Column.
Hover mouse over “Functional Area” in the light gray bar across the center.
Click on “Budget Office.”
The Gray box on the left has a List titled “Budgeted Position Change Request.” Click to open the list.
You will see a green Plus Sign with the words Add New Item. Click on the words.
This opens the request entry form. Note that each change requires its own individual request form.
There are several sections to the request form, but all the sections need not be used for each request. The necessary
sections will open once the “type of change” is selected.
1) The green section of the form requires you to identify the type of change and complete some general
information about the request.
Check one box to select the type of change
If you check this box you
are indicating a trade
(deletion of ONE
existing position for
addition of ONE
different position). If
you check this box, the
form also automatically
checks the “Position
Addition” and “Delete
Existing Position” boxes.
If you check this
box, you are
requesting the
addition of a
new position to
your existing
roster.
If you check this
box, you are
indicating
deletion of a
position from
your existing
roster.
If you check this
box, you are
indicating you are
moving a position
currently homebased in your
department to
another
department
If you check this
box, you are
indicating you
are changing
the cost center
or charge
percentages for
a position in
your existing
roster.
TITLE OF REQUEST - This is a title you create to identify your request. The first two digits (which are provided)
identify the type of request selected in part 1. The next two digits should be your department number, and the
remainder of the title should also be unique and descriptive, so that the request can be easily located at a later
date.
Examples of request titles would be: “PA-02-Add Office Assistant III for FY14” or
“PS-26-Substitute Maint. Mech. II for Fin. Asst. II,” or “PD-06-Delete Bud Anlst1/1/15-nkr” (Type-Dept-Position Title-Date-Initials)
ATTACHMENTS - The button with a picture of a paperclip on it can be clicked to attach supporting
documentation and justification memos if required. Use the “Browse” button to scroll through documents on
your computer, and press the “Attach” button after you have selected a document. Attachments are not always
required.
ORGANIZATION DEPARTMENT - Click on the down arrow to the right of the Organization Department field and
select from the available choices.
CONTACT PERSON – List the name of the person who should be contacted if there are any questions about the
request.
EFFECTIVE DATE - Click on the calendar icon to the right of the Effective Date field and choose the date this
change is to start.
2) The
section of the form requires information regarding an existing Current Position that is being
changed.
– click the down arrow to the right of the field and select from the available choices.
– Type in the name of the person currently in the position according to the current roster
provided to you, or if Vacant, type “VACANT.” Note there may have been changes after the roster was
distributed, but please use the name on the roster. You may make a note in the comment section re: any change.
- this field will automatically populate with the first three digits of the position code
when you make your choice of position title. Type in the remainder of the position code as found on the
current roster provided to you.
DID YOU COMPLETE THE “CURRENT POSITION CODE” FIELD? See Above
3) The blue section of the form requires information for requesting a new position. Note that use of this section
may require a justification memo to be attached in Section 2.
NEW POSITION TITLE – Use the drop-down arrow on the right of the field to select the title of the new position
being requested. If the Title is not yet known, choose “To Be Determined.”
NEW POSITION CODE - this field will automatically populate with the first three digits of the position code when
you make your choice of position title. If you know the remainder of the position code you may type it in;
otherwise type in “XXX.”
NEW POSITION UNION TITLE – This field will auto populate when you select the Position Title. If you have a TBD
position, you will need to type the Union Name into the Comments Box.
NEW POSITION PAY GRADE - This field will auto populate when you select the Position Title. If you have a TBD
position, you will need to type the Pay Grade into the Comments Box.
JUSTIFICATION – Justification is required to add a position. You may use this section to type information
justifying the requested addition, or you may attach a memo in Section 2. Type the words “MEMO ATTACHED” if
you select that method.
4) The red section defines new Cost Center configurations. The cost of a position may be split between up to ten
Cost Centers, but must always total 100%.
COST CENTER - Select a Cost Center from the drop down arrow to the right of the Cost Center field. Next, in the
Split % field to the right of each Cost Center, type in the percentage of cost to be charged to that Cost Center.
Use a decimal format such as .5 or .875. Use the TAB key or mouse clicks to navigate the form. Check the Split %
Total box at the bottom of the right column to be sure the entries equal 100.
The Cost Center changes will be in effect for all five budget years
unless you specify otherwise in the “COMMENTS” field.
5) The
section is a “Comments” field for any notes that will clarify the entries or provide additional
information for others viewing the request.
SUBMITTING THE FORM
When the request form has been filled in completely, click the “Save” icon in upper left header bar. Once you have
submitted a form, you will not be able to make changes. If you need to have changes, contact your Budget Analyst.