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Workday Training Position Management. Agenda. Training Objectives. By the end of this training session, you should Understand Position Management in Workday Identify key terminology and concepts Compare current processes with new procedures Create and Manage Job Requisitions

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Workday Training Position Management


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training objectives
Training Objectives

By the end of this training session, you should

  • Understand Position Management in Workday
  • Identify key terminology and concepts
  • Compare current processes with new procedures
  • Create and Manage Job Requisitions
  • Create and Manage Positions
overview
Overview

Setting Expectations

  • Ownership of data - a new level of both access and accountability

Workday

  • Data at the source
  • Business Processes (BPs), roles and workflow

Position Management

  • Approach to position management has not changed…
position definition
Position Definition

A position is an institutional authorization to employ one or more individuals to carry out a set of job duties. Position management at Cornell embodies five key concepts:

  • A position is associated with a set of duties—a job description.
  • A position can have a defined or open-ended life span.
  • A position is independent of incumbents.
  • A position is independent of any particular funding source.
  • Different types of positions exist.

The reason that positions persist even when vacant is that the authorization to employ continues.

position types
Position Types
  • Classified Positionis a resource that generally represents up to one full-time equivalent (FTE) unit of work effort and will usually have one employee appointed to it at a time. These positions are found in SUBD (sub-department) supervisory orgs.
  • Group Positionhas no FTE limitation: in effect, the permanent level of work effort associated with the position is undefined and unassigned. Examples of group positions include temps, casuals, and academic titles such as visiting and courtesy. These positions are found in HC (Headcount) supervisory orgs.
  • Student Group Positionis limited to students who are paid on an hourly basis and graduate student assistantships. These are also found as “group” position/containers within the HC (Headcount) supervisory organizations.
  • Informational Position: These positions do not involve compensation or have an FTE and are used for specific academic titles only. Informational positions allow colleges and administrative units to track joint appointments and affiliation information.
creating new positions
Creating New Positions

Create a new position if

  • Substantial change in job responsibilities
  • Change in job category or job family

Modify/Edit an existing position if the job responsibilities are undergoing normal job progression. E.g., an Admin. Assistant III expands to become Admin. Assistant IV

Do not create a new position if a position and its related duties are being transferred to another organization as part of an administrative reorganization

new terminology concepts
New Terminology & Concepts
  • Headcount (HC) Positions: Used for temps, casuals and all students (grad or hourly). Similar to group positions in PeopleSoft, but in Workday, a HC org can have multiple job profiles. Workday designates these groups with an HC in front of the manager’s name.
  • Position or HC Restrictions: restrictions on the position itself rather than the person in the position. You can restrict parameters such as job profiles, work locations, employee types (FT or PT). Used less than Edit Position or Job Change.
  • Job Requisition: For non-HC positions, you need an open job requisition to hire into a position.
  • Job Classification field: Important identifier field for CUFY Work Months, KRONOS information, Union employees, Federal work Study for student employees...
finding p osition i nformation
Finding Position Information
  • Search for positions by Manager

- SUBD vs HC orgs

    • The Staffing and UnavailabletoFill tabs
  • Search for positions by transactions/events

- Status

  • Reports

- “OrganizationsISupport”

- “ViewOpenPositions”

navigation
Navigation

http://impl.workday.com/cornell3

slide14

NEXT STEPS:

  • Change Organization Assignments (HR Partner)
  • Consolidated Review/Approval (HR Partner)
  • Assign Costing Allocation (Compensation Finance Partner)
slide20

Rules: what should never be in a HC group?

  • banded staff grades A-I, including unclassified (No Grade) executive positions
  • regular union job profiles
  • budgeted academic positions

Employee

slide29

NEXT STEPS:

  • Change Organization Assignments (HR Partner)
  • Consolidated Review/Approval (HR Partner)
  • Assign Costing Allocation (Compensation Finance Partner)
slide37

Edit Position

Employee

Employee

slide39

Job Classification - contains important KRONOS, Union, and Student FWS designations, among others….

case study 1
Case Study 1

A department you support was recently reorganized and a new Administrator III position needs to be created effective January 1, 2013. The position is full-time, located in Ithaca. Use the “Create Position” Business Process to create the new position.

After you have created the position, you receive additional information that the position is actually part-time and is located in New York City. Use the “Edit Position Restrictions” Business Process to change the position’s time type/default weekly hours and the location.

In a final twist, the department receives news that their request for funding for this new position has been denied. Use the “Close Position” Business Process to close the position you just created.

case study 2
Case Study 2

A faculty member informs you that he hired 10 temps last week to help build a prototype spaceship to Mars. This faculty member supervises student lab technicians, but has never hired temps before. Use the “Create Headcount” Business Process to create a new headcount group with 10 temp positions for the faculty members’ supervisory HC org.

The next day, the faculty member informs you that he needs to hire 10 more temps due to unforeseen complications with the Mars project. Use the “Edit Headcount Restrictions” Business Process to increase by 10 the number of available positions in your new headcount group.

The co-principal investigator on the project finds out that the faculty member has hired 20 temps without his knowledge and is furious because he had also hired 20 temps. Until this is all sorted, you need to freeze the headcount group. Use the “Manage Headcount Freeze“ Business Process to freeze the Temp headcount group that you created.

summary
Summary

Congratulations!

You have completed Workday Position Management training.