Project staffing requests submitted through email or informal conversations give HR and resource management teams an inconsistent record of what role is needed, for which project, over what period, and with what technical and interpersonal requirements. Whether the position is new or a replacement is not always clearly stated. The number of staff required is not captured in a structured format. Approver details are communicated separately rather than documented alongside the request. Without a centralized staffing request process, sourcing and placing the right people on project teams consistently requires more coordination than it should.
The Staffing Request template for SharePoint, built with Infowise Ultimate Forms, provides a request form that captures the project name, project manager, project dates, a brief description of the project's objectives and scope, the job title or role being requested, the number of staff required, whether the position is new or a replacement, required technical skills, important soft skills, and the authorized approver's name, email, and phone number. Every request is stored as a complete, actionable record in SharePoint.
How it works
Project context
The form captures the project name, project manager, project start and end dates, and a brief description of the project's objectives and scope. Linking the staffing request to a clearly defined project with dates and a stated scope gives the HR and resource management team the context needed to assess the role's fit within the project's timeline and to understand the work the hired person will be contributing to.
Role definition and headcount
The form captures the job title or role being requested, the number of staff members required for the role, and whether the position is new or a replacement. Capturing headcount in a structured column at the point of request prevents the common situation where HR begins sourcing for one person only to discover later that the request was for multiple. Capturing new versus replacement status gives the review team context for budget approval and workforce planning purposes.
Technical skills and soft skills
A required technical skills column captures the specific competencies the role demands. A soft skills column captures the interpersonal qualities and working style attributes that are important for success in the role and project context. Capturing both skill dimensions at the request stage gives recruiters and resource managers a complete brief for sourcing, without a separate job description exercise before the search can begin.
Authorized approver details
The form captures the authorized approver's name, email address, and optionally their phone number. Capturing the approver's contact details within the staffing request record ensures HR can confirm authorization directly without routing through the project manager, and provides a documented approval contact for the record.
What you get
- A staffing request form capturing project name, project manager, start and end dates, and project objectives and scope
- Job title or role, number of staff required, and new or replacement position status
- Required technical skills and important soft skills for a complete sourcing brief
- Authorized approver name, email, and phone number for documented approval contact
- Every request stored as a complete, actionable record in a standard SharePoint list
- Extendable with automated submission notifications and approval workflows using Ultimate Forms
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Staffing Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
