Edition: Growth, Corporate, Enterprise

Audience: All Users

Track Change Requests in Bullhorn Analytics

This article explains the correct process to follow in Bullhorn ATS if using Change Requests to track extensions, modifications, and terminations.

How Change Requests Work with Bullhorn Analytics

Bullhorn Analytics sorts Change Requests into three categories:

• Extension Change Request: Used to extend the contract.

  For example, if there is a rate change partway through a contract, Bullhorn Analytics cannot calculate a single placement across two different rates. An Extension splits the placement into a new portion from the effective date, so each portion can be calculated with its own rate.

• Modification Change Request: Used to modify the contract
  • If there are no Extensions, the Modifications will appear on the original Placement in Bullhorn Analytics.
  • If there are Extensions, the Modifications will appear on the most recent Extension.

  For example, if a placement's start date needs correcting after it has already been created, use a Modification rather than an Extension. This updates the existing portion of the placement in Bullhorn Analytics rather than creating a new one.

• Termination Change Request: Used to terminate the contract.
  • No Modifications or Extensions should be added after a Termination.

All the Change Request types you have in Bullhorn ATS are mapped into the above categories. Standard practice is to have specific types for "Extension" and "Termination", and then consider everything else to be a Modification.

Bullhorn Analytics ignores Change Requests unless they have a Request Status of "Approved". This is not the same as the Placement Status, which can also be "Approved" and appears on the Change Request.

Processes to Follow

Adding a Contract Placement

Follow your normal process for adding a Placement in Bullhorn ATS.

Editing the Original Placement (if it has no Extensions)

Edit the placement directly or create a Modification Change Request (whichever fits your process better).

Editing the Original Placement (if it has Extensions)

Contact Bullhorn Analytics Support to discuss potential solutions.

Adding an Extension

1. Create an Extension Change Request.
2. Leave the Start Date field set to the original placement's start date. Use the Effective Date field to record when the Extension actually begins.
3. Use the Effective Date field to record when the Extension will begin, not the start date.
   • If you do not set an Effective Date on the Extension, Bullhorn Analytics will use the original Effective Date of the Placement.
   • If you do not set an End Date on the Extension, Bullhorn Analytics will use the original End Date of the Placement
4. Change the Request Status of the Change Request to Approved.

Editing the Most Recent Extension

1. Create a Modification Change Request.
2. Ensure the Effective Date of this Change Request is correctly set. Bullhorn Analytics will use this as the start date of the Extension. Bullhorn ATS will not always automatically populate the value of this effective date. Leave the Start Date field set to the original placement's start date; only the Effective Date should reflect the change.
3. Make any necessary changes to the fields.
4. Approve the Modification Change Request.
   • It is sometimes possible for administrators to directly edit Change Requests after they have been approved, but this is not recommended.

Editing an Older Extension (not the Most Recent)

1. Within Bullhorn ATS go to Menu > Change Requests.
2. Find the relevant Change Request.
3. Click on the ID column to go into the Change Requests Edit screen.
4. Update as required.
5. Save.

Deleting an Extension

1. Within Bullhorn ATS go to Menu > Change Requests.
2. Find the relevant Change Request.
3. Click on the ID column to go into the Change Requests Edit screen.
4. Update the Status to be Withdrawn or Rejected.
5. Save.
   • Alternatively you can use the Delete option at the bottom of the page

Terminating a Contract

1. Create a Termination Change Request.
2. Set the End Date to be the date the contract has been terminated.
3. Approve the Termination Change Request.
   • (Bullhorn Analytics ignores everything apart from the End Date on Termination Change Requests, so make any other necessary changes to the contract before it is terminated).