A position import can change approved information while someone is still reviewing a request for that position. Read the warning before applying the file. The reviewer may need to reconsider the request because the approved information has changed.

Before you begin

You need the Import workforce data and Manage positions permissions covering every affected position, department, and effective date in the file. The active request keeps its own requester and reviewer access.

Review the warning

Before applying the import, identify each affected position and request. Decide whether the import must proceed now or whether the request should finish first. Record the business reason for the chosen sequence.

For each warning, compare:

  • the position’s current approved values;
  • the values the import will approve and their effective dates;
  • the request’s submitted proposal and effective dates;
  • the review step that is ready and its reviewers; and
  • whether the proposal still makes sense from the new approved starting point.

Choose the safest sequence

Situation Safer approach
The active request should decide first and the import can wait Complete or close the request before preparing a new import preview
The import must establish the approved starting point first Apply only after acknowledging the warning, then review the request immediately
The import and request propose conflicting outcomes Stop, decide which business action is correct, and cancel or replace the other action
The same correction is already represented in the request Avoid applying both and creating an unintended second change

Do not rely on reviewers to notice the imported change later. The submitted request keeps the values and files that were included at submission.

Example: FTE request and department import

On a separate Evergreen Health practice position, a request proposes increasing half-time staffing capacity of 0.5 FTE to full time, 1 FTE, on July 1. While it is under review, a position import moves the approved position from Outpatient Services to Inpatient Services on June 1.

The request still contains the department and approval steps submitted with it. After the import, reviewers must compare the request with the newly approved Inpatient Services position. If the department or reviewers should now differ, close the request and submit a new proposal from the current approved position.

The import does not silently reroute or approve the request.

After the import

Open each affected request and compare what it proposes with the position’s newly approved values. If the request is no longer right, close it and prepare a new request using the current position information.

An import does not silently approve or rewrite the active request.

Also review:

  1. the position on the import effective date;
  2. assignment and reporting-line effects;
  3. the request’s current reviewers and protected files;
  4. labor budget or workforce plan results after updating completes; and
  5. Activity history for the import and request sequence.

Communicate with reviewers

Use the request’s Conversations to explain that approved position information changed and what reviewers should compare. Do not paste protected compensation or unnecessary sensitive information into the request.

If the request is no longer valid, do not ask reviewers to approve it merely to keep work moving. Close it and submit a corrected request.

Optional practice: see what an import does to a position with a request

Use prepared practice records for this exercise. Follow its setup instructions before making changes.

Use a separate practice position.

  1. Submit a future position change and leave it waiting for review.
  2. Write down the submitted values and date.
  3. Prepare an authorized position Update import affecting that position.
  4. Read the warning about the active request before applying.
  5. Open both the approved position and the original request afterward.

The import can change approved information. It does not silently rewrite or approve the request that was already submitted.

Have the reviewer read any message about changed information before deciding. If the old proposal is no longer right, close it and submit a corrected request. Keep the original request and import history so someone can understand both changes.