Home / Local Processes / Contracting Out / ServiceNow Contracting Out Request (COR) Form Workflow

ServiceNow Contracting Out Request (COR) Form Workflow

  1. Department Requestor: Completes and submits section one of the COR form and attaches backup documentation such as a quote, scope of work, or contract. If the requestor selects one of the covered services from the pull down menu, the form will route to the UCSC inscouring unit to confirm if they can insource the work. If the work cannot be insourced, the Form is routed to SHR Compensation.
    If the requestor’s service does not apply to the options presented, the form is directly routed to SHR Compensation without going through a UCSC unit.
  2. UCSC Insourcing Unit: The unit approver will review the service requested and confirm if they can or cannot perform the service. If the unit cannot perform the service, the form will route to SHR compensation and continue with the review process. 
    If the unit approver can insource the work requested, the form will not move forward in the COR approval process. The requestor will receive a ServiceNow notification via email that will give instructions on next steps on contacting the appropriate people to insource the work.
  3. Staff HR Compensation: Reviews the scope of work and determines if supplier services contain work normally performed by SX, EX or K7 employees.
    • If SX or EX, determines wage and benefits parity rate.
  4. Physical Planning Development & Operations (PPDO): If K7, determines if work is construction/repair or maintenance.
    • If Construction/Repair, Requestor receives an email with instructions on how to proceed. COR form is closed.
    • If Maintenance, PPDO determines if work can be done in-house or must be contracted out.
      • If Maintenance/In-house, Requestor receives an email with instructions on how to proceed. COR form is closed.
      • If Maintenance/Contract Out, Requestor is asked to complete section 2 of the COR form. Form is routed to Labor Relations once section 2 is complete.
  5. Department Requestor: The requestor will receive a ServiceNow notification via email to request section 2 of the COR form. This section will ask the requestor to choose the reason(s) to why the unit needs to contract out the work from a list as well as write a narrative justification to expand on the reason(s) chosen. Contracting out work that could be insourced is an exception and will be evaluated on a case by case basis.
  6. Procurement: If SX or EX, adds calendar-year supplier spend to the COR form.
  7. Labor Relations (LR): Reviews the form and either approves or denies the request. The need for union notice is also determined at this time.
    • If denied, Requester receives an email notification. COR form is closed. A requisition is not to be submitted.
    • If Approved/Notice Not Required, Requester receives an email with instruction to submit a requisition and attach completed COR form to requisition. COR form is closed.
    • If Approved/Notice Required, Requester receives an email stating that a requisition cannot be submitted until the union notice process is complete. COR form is routed to Employee & Labor Relations Specialist.
  8. Labor Relations: Facilitates the union notice process. Prepares and distributes the notice, tracks union response, and updates the COR form when appropriate.
    • If Union Concurrence, Requestor receives an email with instructions to submit a requisition and attach completed COR form to requisition. COR form is closed.
    • If Union Denial, Requester receives an email notification. COR form is closed. A requisition is not to be submitted.
    • If Union Did Not Respond, Requestor receives an email with instructions to submit a requisition and attach completed COR form to requisition. COR form is closed.
  9. Department Requestor:
    • If request is denied, consult with Staff HR regarding options.
    • If request is approved, submit requisition when instructed to do so. Attach a copy of the approved COR form to the requisition.