Ending a Placement. B) BBO You must make sure the End successfully syncs to BBO. How to do a Change Request to End a Placement in Bullhorn:

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1 Ending a Placement Ending a placement must be done with a Change Request. The Change Request workflow is used to manage a variety of changes to a Placement, however, in this document, we are only addressing the ending of an assignment. A) Bullhorn When ending a placement in Bullhorn, you must address these two elements of the placement: 1. The Placement Status 2. The Actual End Date B) BBO You must make sure the End successfully syncs to BBO. How to do a Change Request to End a Placement in Bullhorn: 1. From the Placement click on the Change Requests tab 2. Click the Add Change Request Button 3. The change request screen shown on the next page will present and you fill out the fields as described. Tuesday, May 15, 2018 P a g e 1

2 1. Request Type = Start/End Changes 2. Request Status = Approved BEST PRACTICE: Do not approve the Change Request until you ve reviewed all fields. 3. End Assignment Reason = 90% of the time your reason will be End of Assignment. 4. Change Request Notes = To explain the circumstances of the end, if needed, and support your choice of the End Reason above. BEST PRACTICE: Include any info that might be relevant to the approval or denial of an Unemployment Claim. 5. Placement Information: Status = Choose the appropriate Ended status* 6. Placement Information: Actual End Date = Last Day worked. 7. Click Save. * Placement Statuses for ENDS Completed = Completed successfully Contractor Termination = Consultant quit or was fired; left on less than ideal terms Conversion = converted to direct/perm with the client Did Not Start = did not start Direct Hire Fall Off = Perm deal that didn t work out VSSG Billing Change = used when ending an assignment for administrative purposes only (such as correcting the Billing Profile, Branch, or Division) Tuesday, May 15, 2018 P a g e 2

3 Important For the End to successfully sync over to BBO, you must change the Placement Status from Approved to an Ended status AND there must be an Actual End Date. What about BBO? When the End has successfully sync d over to BBO, the status of the Placement in BBO will change from Active to Past. Until the placement is ended successfully in BBO, the consultant will continue to receive weekly timesheet reminders. It is your responsibility to follow up and make sure your changes from Bullhorn successfully synced over to BBO. Log into BBO daily, go to the Placements tab, and check the Error Log for any notifications on why a record may not have been updated. Best Practice: After the old placement is successfully ended in BBO, change the job title in BBO only to include the prefix DNU. Why? Because an ended placement is visible in the consultant s log in for two weeks following an end. To make it easy for the consultant to identify which Assignment to select to enter their time, mark the old one as DNU (Do Not Use). Advise the candidate that, temporarily, they will see more than one active assignment when they log in, and that they should enter their time under the placement that does not have DNU in the title. Tuesday, May 15, 2018 P a g e 3

4 FAQs Why use VSSG Billing Change as the Placement Status? VSSG Billing Change tells the system that this wasn t an end in the true sense of the word. It conveys that the end was only done to fix something administratively. Placements with a status of VSSG Billing Change are excluded from Sense communication workflows. (It will not trigger the exit survey.) Typically, when you end for this reason, you are redoing the placement. When you do that, be sure to use the original start date of the placement. The start date also factors into what Sense communications go out; you don t want the candidate to get a new Congratulations on your new assignment message when you re creating a new placement only to fix an administrative error. Billing has told you that in order to fix a placement, a Change Request not enough that you must end the placement and create a new one. Why? When a Placement is Approved in Bullhorn, it is exported to Great Plains. Great Plains is our accounting software that handles our invoicing. Great Plains does not use Bullhorn s Placement IDs to identify placements. Instead, in Great Plains, a Placement is given a Project Number. The Project Number is a combination of ID s from Bullhorn. Specifically, a Project is a combination of the Branch # + Job ID# + Employee ID #. When you are asked to change the Division, Branch, or Billing Profile after a placement is approved, you must start from a brand-new Job ID # so the new combination of numbers is unique to Great Plains. If you don t start from a new Job Order number, the resulting combination of ID s will be the same as before and Great Plains will reject the placement as a duplicate. Change the Division You cannot change the division after the placement is approved. You must end it through a change request, create a new order, and create a new placement. Here s how: 1. End Original Placement Request Type = Miscellaneous Actions Request Status = Approved Misc Actions = Other End of Assignment Reason = None required. Change Request Notes = Booked in wrong division; closing to rebook in correct division. Actual End Date = Same as start if no timesheets yet. If placement has been in progress for some time, use the previous Friday (last day of previous work week) as end date. Placement Status = VSSG Billing Change Tuesday, May 15, 2018 P a g e 4

5 2. Copy Job Order & Create a New Placement Bring up the original Job Order and on the Select an Action menu click Make A Copy. On the new order, change the division to the correct division and redo the placement. Use the Original Start date on your new placement. Change the Branch You cannot change the Branch after the placement is approved. You must end it through a change request, create a new order, and create a new placement. Follow same steps as changing the Division. Change the Billing Profile You cannot choose a different Billing Profile after the placement is approved. You must end it through a change request, create a new order, and create a new placement. Follow same steps as changing the Division. What about Work Location? If the work location is wrong on a placement and it's been approved, and your placement is the only one affiliated with the job you do not have to close the placement. Edit the JOB to fix the job location. Then from the Placement, do a Change Request (Request Type: Miscellaneous Actions) to notify Payroll. Explain in the notes of the CR that the original assignment had the wrong work location of XX instead of YY and that the Job has been fixed to reflect the correct location. If there are other placements affiliated with the Job Order #, then you must create a new Job that has the correct location. Tuesday, May 15, 2018 P a g e 5