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    Monitoring the Hiring Process

    Minnesota Management & Budget (MMB) is required under Minnesota Statutes 2023, section 43A.191, subdivision 3, C to report to the Legislature agency appointments where there is an underutilization of a protected group in a job category. If there is an underutilization, the Monitoring the Hiring Process (MHP) Form tracks all affirmative and non-affirmative hires. If the hire was non-affirmative, the hire must be justified. To justify the hire, the hiring manager will submit a Pre-Hire Justification (PHJ) Form explaining the reason for hiring a non-affirmative candidate.

    State agencies analyze their MHP and PHJ Forms to determine if there are barriers in the selection process. For example, if the agency notices a high number of protected group applicants do not meet the minimum qualifications for a particular job classification this would be a "flag" to the agency to research. After research, the agency may determine the minimum qualifications need to change or the agency needs to recruit differently for this position. When agency hiring information is tracked and analyzed, the agency can make improvements where needed.

    State agencies report to MMB, a Quarterly Monitoring the Hiring Progress Report from the information gathered on the MHP forms. MMB reports this information to the legislature.

    Quarterly Monitoring the Hiring Progress Report (QMHP)

    Note: Please submit this report even if your agency or system office did not have any hires for the current reporting period.

    • Conduct your analysis and tabulations from the MHP form. Use this information to complete the fields on the quarterly report form.
    • Review the Noncompetitive Appointments List and indicate if your agency made any competitive appointments or any of the non-competitive appointments to a job for which an underutilization of protected groups existed during the reporting period.
    • Check your totals for accuracy before submitting.
    • Access the online report here: Quarterly Monitoring the Hiring Progress Report
    • Please note that only the data in the quarterly report is submitted to MMB. The MHP form itself is not submitted; it is only used for your agency's record keeping.

    If you have additional questions about completing this report, please contact aareports.mmb@state.mn.us .

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