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HR Job Order Form

Job Order Form​

The Job Order Form is the official HR request used to initiate and manage job postings and position approvals at the New Mexico Public Regulation Commission (NMPRC). The form enforces a consistent, auditable workflow by assigning specific pages and fields to the appropriate roles. This ensures that HR, Hiring Managers, and Budget Managers each contribute the information required for a complete and compliant job request.

The Job Order Form is multi-page and role-aware:

  • HR Staff and HR Managers complete primary job details and HR contact information.
  • Hiring Managers complete position-specific sections and approval fields when assigned.
  • Budget Managers complete the budget approval fields on the final page when assigned.

Steps to Submit a Job Order Form​

  • Enter your username or email.
  • Enter your password.
  • Click Sign In to access the HR Dashboard.




After signing in, open the HR module to access all HR-related forms and queues.

  • Click the menu icon on the top-left corner.
  • Select HR from the navigation menu.
  • The HR Dashboard will load, displaying:
    • My Pending HR Forms
    • My Completed HR Forms
    • All Completed HR Forms




To create a new Job Order Form:

  • In the top-right corner of the HR Dashboard, click + Start HR Form Request.




  • The HR Forms selection panel will open.
  • Click the dropdown under HR Forms to view the full list of available forms.




  • Scroll through the list.
  • Click Job Order Form to select it.




  • Verify the selected form displays in the dropdown list.
  • Click Submit to open the Job Order Form.




Completing the Job Order Form​

Once the form opens, complete the required fields under Basic Information:

  • Agency Name
  • Department/Bureau Name
  • Date of Request
  • Position Number
  • Working Title

These fields must be completed by HR Staff or HR Managers.





Continue filling out:

  • Job Posting Information
  • Posting Duration (Union or Non-Union)
  • Routing Option for the recruitment process
  • Interview Dates (if applicable)




Selecting the HR Contact​

HR Staff or HR Managers must assign an HR contact for the job posting.

  • Click the Select HR User dropdown.
  • Choose an HR division user from the list.
  • The system automatically fills:
    • Contact Name
    • Work Phone Number
    • Email Address






Important Notes​

HR Staff or HR Managers cannot complete Hiring Manager (section 5) or Budget Manager (CFO/Budget Approval) sections.
The form cannot be submitted until these sections are completed by the correct users.

If these mandatory sections are incomplete:

  • The Submit button will remain disabled.
  • HR must Save & Exit and then assign tasks to the correct users.




Saving the Form​

  • Click Save & Exit to save the Job Order Form as a draft.
  • The form will appear in My Pending HR Forms.
  • A unique confirmation number will be generated.
  • Click Go Back to return to the HR Dashboard.




Assigning the Form​

After saving the Job Order Form, it appears in the My Pending HR Forms queue.

  • Select My Pending HR Forms.
  • Click the Request Number of the Job Order Form you want to assign.




  • After opening the Job Order Form, click the Tasks tab.
  • This tab is used to assign the form to Hiring Managers and Budget Managers.




  • Click + Add New to assign the form to another user.




  • In the Assign To dropdown, select the user(s) who must complete the remaining fields.




According to the Job Order workflow:

  • The Hiring Manager must complete the Job Posting Information section and their Agency Approval fields.

  • The Budget Manager must complete the CFO/Budget Approval section.

  • After selecting the users, click Submit.

  • The assigned users will receive an in-app notification.

Once the assignment is submitted:

  • Assigned users appear in the list with their Name, Email, Phone, Assigned On, and Assigned By.
  • This allows HR Staff and HR Managers to track which users must complete the remaining sections.




  • If a user was assigned by mistake, click the three-dot menu under the Actions column.
  • Select Delete to remove the assignment.




  • Click the Back button at the top-right corner to return to the My Pending HR Forms dashboard.

  • The Job Order Form remains Pending until all required users complete their sections.

  • Click your profile icon and select Logout when finished.





Hiring Manager Workflow​

  • The Hiring Manager logs in using their credentials.
  • After signing in, they will have access to any Job Order Forms assigned to them.




  • Open the left navigation menu.
  • Click HR to access the HR-related queues.




  • Under the HR Dashboard, click My Pending HR Forms.
  • Any Job Order Forms assigned to the Hiring Manager will appear in this queue.
  • Click the Request Number to open the form.




When the form opens in HR Form 360 view, the Hiring Manager can see:

  • Form Type
  • Submission Date
  • Submitted By
  • Status (e.g., Pending)

Information previously entered by HR Staff or other managers is read-only for the Hiring Manager.
Fields belonging to the Budget Approver section are also non-editable for the Hiring Manager.

The Hiring Manager can only edit the sections they are responsible for.

Under Agency Approval Signatures, complete the Hiring Manager section:

  • Name
  • Signature
  • Date
  • Work Phone Number




Since additional users (such as the Director and Budget Manager) must still complete their portions:

  • Click Save & Exit to save your updates.




  • Click Back at the top-right corner.
  • You will return to the dashboard, where the form remains listed as Pending until all assigned users complete their sections.




  • Click your profile icon at the top-right corner.
  • Select Logout to exit the system.




Budget Manager Workflow​

  • Enter the Budget Manager username and password.
  • Click Sign In to access the system.




  • Open the left navigation menu.
  • Click HR to view the list of HR forms assigned to you.




  • Under My Pending HR Forms, locate the Job Order Form with Pending status.
  • Click the Request Number (e.g., HRF-CNF-0000020-25) to open the form.




  • The form opens in HR Form 360 view.
  • Scroll down to review all sections completed by HR Staff and Hiring Manager.
  • These sections will appear non-editable, as Budget Managers cannot modify information entered by others.




Completing the CFO/Budget Section​

  • Scroll to the CFO/Budget Section.
  • Enter the following required fields (* indicates mandatory):
    • Name
    • Signature
    • Date
    • Phone Number




  • Click Save & Exit to save your updates.
  • The form will remain in Pending until all remaining approvers finalize their sections.




  • Click Back to return to the HR Forms Dashboard.




  • After saving, the same Job Order Form will appear in My Pending HR Forms until the entire workflow is completed.




  • Click your profile icon.
  • Select Logout to exit the system.




HR Staff – Submitting the Completed Job Order Form​

  • HR Staff logs in with their username and password.
  • Click Sign In to access the system.




  • From the left navigation menu, click HR to open the HR dashboard.




  • Under My Pending HR Forms, locate the required Job Order Form.
  • Click the Request # to open the form in HR Form 360 view.




  • Scroll to the Agency Approval Signatures section.
  • Confirm that all required approvals have been completed by:
    • Hiring Manager
    • Director/Designee
    • Budget Manager
  • HR Staff cannot edit information entered by other users.
  • Once all approval fields are completed, the Submit & Generate Documents button becomes enabled.
  • Click Submit & Generate Documents to finalize and submit the Job Order Form.




HR Form 360​

  • After HR Staff submits the form, its status changes to Completed.
  • In HR Form 360, all fields become read-only.
  • Users can review details entered by HR Staff, Hiring Manager, Director/Designee, and Budget Manager.
  • This screen is used strictly for viewing the final submitted information.




  • The system displays the Posting Duration, Routing Options, and Interview Details section in read-only mode.




  • The Job Posting Information section is shown in non-editable format for review only.




  • The Agency Contact Information section is displayed in complete, view-only mode.




  • The Agency Approval Signatures section shows all signatures and approval details in locked, view-only mode.




Viewing and Managing the Generated Job Order Form Document​

  • Click the Documents tab.
  • The system displays a single document entry, which contains the compiled Job Order Form PDF.




  • Under the Documents tab, click the Document # hyperlink.
  • The system opens the document in a PDF preview window.




  • The PDF preview window shows the complete Job Order Form with all information entered by HR Staff, Hiring Manager, Director/Designee, and Budget Approver.
  • Use the scroll bar to review each section of the form.




  • On the selected page, review the signature details entered by the Director/Designee and CFO/Budget Approver.
  • Click the X (Close) icon in the top-right corner to exit the PDF viewer.
  • The system returns you to the Documents tab of the HR Form 360 page.




  • Open the Actions menu again and select Edit to update the document details.




  • Update the document Title, Document Type, Storage Site, or Description fields as needed.
  • Click Submit to save the updated document details.




  • Click More Details to view the full document information and metadata.




Tasks and Notes on the Completed HR Form​

  • The Tasks tab displays all users assigned to the HR Form, including their:
    • Name
    • Email
    • Phone number
    • Assignment date/time
    • Staff member who assigned them




  • The Notes section displays all notes that have been added to the completed HR Form 360.




  • Click the + Add New button to create a new note for the HR Form.




  • The Add Notes window opens, allowing you to enter a Title and Note content.




  • After entering the Title and Note text, click Submit to save the new note to the HR Form.




  • Open the Notes tab in the completed HR Form to view the list of all notes added to the form.




  • Click the Actions menu on a note and select View to open a specific note.




  • The selected note opens in a read-only pop-up, showing:
    • Note details
    • Creator
    • Created date
  • Click Cancel to close the pop-up and return to the dashboard.

Viewing Completed HR Forms​

  • On the HR dashboard, click My Completed HR Forms to view all HR form requests that have been processed and completed for the logged-in HR Staff user.




  • Select the completed request number (e.g., HRF-CNF-0000020-25) from the My Completed HR Forms list to open and review the completed Job Order Form in read-only mode.