Workday-HCM: Job Requisition Processes for HR
Overview:
This document explains how Recruiters and Primary Recruiters can create, edit, move, freeze, unfreeze and close Job Requisitions in Workday. This document also covers how to create supplementary questionnaires for job requisitions.
The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
Icons referred to in this document
 Prompt | Pencil | Required Field | Save | Undo | Calendar | Checkbox |
Create Job Requisition
Enter Create Job Requisition in the Search bar and select the task.
The Create Job Requisition pop up displays.
Read the Job Requisition Guidance on the Create Job Requisition pop up.
(Optional) Select the Prompt in the Copy Details from Existing Requisition field to choose the desired requisition.
Note: If an existing requisition is selected, an additional field may appear. See step 2d.
c. Select the Prompt to choose the Supervisory Organization for the job requisition.
Notes:
If the supervisory organization is for Position Management (PM): Select For Existing Position and select the existing position in which you would like to fill.
If the supervisory organization is for Job Management (JM) then you will not be required to select or create a new position.
d. Select the Worker Type: Employee.
e. Select OK.
The Create Job Requisition page displays.
Use Pencil to complete or update the following fields under Recruiting Information:
Enter the Number of Openings for the Job Requisition.
Note: If Create New Position was selected, you may request multiple openings per requisition.
b. Reason: Use the Prompt to choose a Reason for the Job Requisition.
c. (Optional) Spotlight Job: Select the checkbox to spotlight Job.
d. (Optional) Replacement For: Use the Prompt to choose who this Job Requisition will replace.
e. Recruiting Instruction: Use the arrow to choose an option from the drop-down menu.
f. Recruiting Start Date: Use the calendar to choose a Start Date.
g. Target Hire Date: Use the calendar to choose a Target Hire Date.
h. Target End Date: Use the calendar to choose a Target End Date.
Note: If the job requisition is for a fixed term or temporary position, this field will be required, otherwise this field is optional.
Select Save to save changes in the section.
Select Next.
Select Pencil to complete the following fields under the Job section.
Note: If you chose to Copy Details from Existing Requisition the Job Profile, Job Posting Title, Job Description, Worker Sub-Type, Time Type, Primary Location, Primary Job Posting Location, and Scheduled Weekly Hours sections may automatically populate.
a. Job Posting Title: Enter or change the Job Posting Title for the Job Requisition.
b. Justification: Enter the Justification description in the field.
c. Job Profile: Use the Prompt to choose or change a Job Profile.
Note: You can search by job code or by USM job classification.
d. (Optional) Additional Job Profiles: Use the Prompt to choose Additional Job Profiles.
e. Job Description Summary: Enter or update the Job Description Summary for the Job Requisition.
f. Job Description: Enter or update the full Job Description in the field.
g. (Optional) Additional Job Description: Enter or update Additional Job Descriptions details in the field.
h. Worker Sub-Type: Use the Prompt to choose or change a Worker Sub-Type.
i. Time Type: Use the Prompt to choose or change the Time Type.
j. Primary Location: Use the Prompt to choose or update a Primary Location for the Job.
Note: You may search by your campus name (i.e., FSU for Frostburg) or simply type in “Main” to
search for main campuses.
k. Primary Job Posting Location: Use the Prompt to choose or change a Primary Job Posting Location.
l. (Optional) Scheduled Weekly Hours: Enter or update the Number of Scheduled Weekly Hours required for the Job.
m. (Optional) Work Shift: Use the Prompt to choose or update a Work Shift for the Job.
n. Select Save to save changes.
(Optional) Select the Pencil to complete the following fields under Link to Evergreen Requisition section:
(Optional) Evergreen Requisition: Select the Prompt to choose an Evergreen Requisition to link to the job requisition.
Select Save to save changes.
The Compensation Details section cannot be edited.
Select the Pencil to complete the following fields under the Questionnaires section.
Note: Internal Career Site - Primary and External Career Site - Primary will have questionnaires automatically default.
a. (Optional) Internal Career Site – Secondary: Use the Prompt to choose or update a questionnaire for the Secondary Internal Career site.
b. (Optional) External Career Site – Secondary: Use the Prompt to choose or update a questionnaire for the Secondary Internal Career site.
c. Select Save to save changes.
Select Next.
The Qualifications tab displays.
(Optional) Select Add to complete the following fields under the Education section:
Degree: Use the Prompt to choose a Degree.
(Optional) Field of Study: Use the Prompt to choose the Field of Study for the degree.
Notes:
Select the checkbox under required to make the education qualification required if desired.
Select Add to enter additional education requirements for the position.
c. Select Save to save changes in the section.
(Optional) Select Add to complete the following fields under the Language section:
Language: Use the Prompt to select a Language.
Ability: Use the Prompt to select the Ability.
Note: Select the checkbox under required to make the language qualification required.
c. Select Save to save changes in the section.
(Optional) Select Add under Certifications to complete the following fields under the Certification
section:
a. Country: Use the Prompt to choose a Country.
b. Certification: Use the Prompt to choose a Certification.
c. (Optional) Certification (Not Predefined): Enter any additional Certifications.
d. (Optional) Issuer (Not Predefined): Enter an additional Certification Issuer.
Note: Select the checkbox under required to make the Certification qualification required.
e. Select Save to save changes.
(Optional) Select Add under Work Experience to complete the following fields under the Work Experience section:
Work Experience: Use the Prompt to choose Work Experience.
Experience Level: Use the Prompt to choose the Experience Level needed.
Note: Select the checkbox under required to make the above qualification required.
c. Select Save to save changes in the section.
(Optional) Select Add under Competencies to complete the following fields under the Competencies section:
Competency: Use the Prompt to choose the Competency needed.
Target Rating: Use the Prompt to choose a Target Rating.
Note: Select the checkbox under required to make the above qualification required.
c. Select Save to save changes.
(Optional) Select Add under Responsibilities section to complete the following field:
Responsibilities: Enter the Responsibilities needed for the Job Requisition into the text box.
Note: Select the checkbox under required to make the above qualification required for candidates.
b. Select Save to save changes.
Select Next.
Select Pencil to complete the following fields under the Company section.
a. Company: Use the Prompt to choose your or update institution.
b. Select Save to save changes in the section.
Select Pencil to complete the following fields under the Cost Center section:
Cost Center: Use the Prompt to choose or update a Cost Center.
Select Save to save changes in the section.
Select Pencil to complete the following fields under the Costing section:
Costing: Select the Prompt to choose or update a Fund.
Select Save to save changes in the section.
(Optional) Select Pencil to complete the following fields under the Other section:
Department ID: select the Prompt to choose or update a Department ID.
Timeclock Swipers: Select the Prompt to choose or update a timeclock swipers.
Select Save to save changes in the section.
Select Next.
(Optional) Select Add under the Attachments section to complete the following fields:
(Optional) File: Select Attach to upload supporting documentation.
(Optional) Comment: Enter a comment about the uploaded documentation in the text box.
Select Save to save changes in the section.
Select Next.
The Compensation tab displays.
Note: Total Base Pay and Primary Compensation Basis will automatically populate. Do not edit the Guidelines section.
Select Add under Salary section and complete the fields to Add new salary information for salary paid positions.
Notes:
If salary information defaults, skip to step 36.
If this is an hourly position, skip to step 35.
a. Compensation Plan: Use the Prompt to select or update a compensation plan.
b. Amount: Enter the Salary Amount.
c. Currency: Automatically populates.
d. Frequency: Use the Prompt to select the salary payment frequency.
Note: Select the blue Additional Details arrow to enter the Expected End Date and the Actual End Date for Salary, if applicable.
Select Add to complete the following fields under the Hourly section:
Compensation Plan: use the Prompt to choose the hourly compensation plan.
Amount: Enter the Hourly Amount.
Currency: Automatically populates.
Frequency: Automatically populates.
Note: Select the blue Additional Details arrow to select the Expected End Date and the Actual End Date for the compensation plan, if applicable.
e. Select Save to save changes in the section.
Select Next.
Select Add to complete the following fields under the Assign Roles section:
Role: Use the Prompt to assign a Primary Recruiter and Search Chair to the job requisition.
Assigned To: Use the Prompt to assign the role to a specific person.
Notes:
It is required to assign a Primary Recruiter and Search Chair to a job requisition.
You may also assign the roles of Recruiting Support Initiator (required for academic job requisitions, optional for staff job requisitions) and Search Committee Member Roles to the job requisition (optional).
Repeat steps 37a and 37b by selecting Add to add additional roles for the job requisition as applicable.
c. Select Save to save changes in the section.
Select Next to review the Job Requisition Summary.
Select Submit. Notes:
Select Save for Later to continue creating the Job Requisition at a later time. Tasks saved for later can be found in My Tasks.
Once submitted, the Job Requisition will go through a review and approval process with the Budget Manager, HR, and others.
The job requisition may route to the Recruiter or Primary Recruiter’s My Tasks to complete additional steps. Once those steps are completed, the Job requisition will route to HR for additional approvals and actions.
Edit Job Requisition
Notes:
Use this task to edit job requisition.
Job requisitions with a status of In Progress cannot be edited.
Enter Edit Job Requisition in the Search bar and select the task.
The Edit Job Requisition pop up displays.
Use the Prompt to select a Job Requisition to edit.
Note: Alternatively, enter the name of the job requisition into the field.
Select OK.
The Edit Job Requisition page displays and shows the section tabs on the left that can be edited.
Select Pencil to complete the following fields under Recruiting Details section to begin editing information.
Reason: Select the Prompt to choose a Reason for editing the Job Requisition.
(Optional) Spotlight Job: Select or unselect the checkbox to spotlight Job.
(Optional) Replacement For: Use the Prompt to choose who this Job Requisition will replace.
(Optional) Recruiting Instruction: Use the arrow to choose an option from the drop-down menu.
Recruiting Start Date: Use the calendar to choose a Start Date.
Target Hire Date: Use the calendar to choose a Target Hire Date.
(Optional) Target End Date: Use the calendar to choose a Target End Date.
(Optional) Referral Payment Plan: Use the Prompt to choose a Referral Payment Plan.
Select Save to save changes made in the section.
Select Next to continue moving through each section tab and use the Pencil to edit sections.
Note: Repeat step 7 until all section tabs have been edited as applicable.
Select Submit after all edits for the Job Requisition are completed.
Notes:
Select Save for Later to continue editing the Job Requisition at a later time. Tasks saved for later can be found in My Tasks.
Once submitted, the Job Requisition will go through a review and approval process through HR.
The job requisition may route to the Recruiter or Primary Recruiter’s My Tasks to complete additional steps. Once those steps are completed, the Job requisition will route to HR for additional approvals and actions.
Create Supplementary Questionnaire for Job Requisition
Note: You can create a questionnaire for an Internal Career site and/or External Career sites.
Enter Configure Supplementary Questionnaires for Job Requisition in the Search bar and select the task.
The Configure Supplementary Questionnaires for Job Requisition pop up displays.
Use the Prompt to select a Job Requisition to link a questionnaire to.
Select OK.
The Configure Supplementary Questionnaires for Job Requisition page displays.
Use the Prompt in the Questionnaire Field to choose an existing questionnaire.
Notes:
If you choose an existing questionnaire, go to step 33 and select Submit.
If you are creating a new questionnaire, skip to step 7.
Select Create Questionnaire to create a new questionnaire.
The Create Questionnaire pop up displays.
Select the radio next to Create New Questionnaire for Actions.
Enter the Name of the Questionnaire in the New Questionnaire Name field.
Select OK.
The Create Questionnaire page displays.
Select Edit Questionnaire Details to edit the following fields:
Note: The Questionnaire Type and Usage cannot be edited.
a. Questionnaire Name: The questionnaire name automatically populates.
b. (Optional) Questionnaire Display Name: Enter the Questionnaire Display Name.
c. (Optional) Questionnaire Instructions: Enter the Questionnaire Instructions.
Select OK.
The Create Questionnaire page displays.
Select Maintain Questions to add questions to the new questionnaire.
The Maintain Questions pop up displays.
Use the Prompt to choose a pre-existing question or to create a new question.
Note: If you choose a pre-existing question, skip to step 26.
The Create Question pop up displays for creating a new question.
Enter the Question Name.
Enter the Question Body.
Use the Prompt to select a Question Type.
Notes:
Depending on the Question Type selected, additional sections may appear and need to be completed. Complete what displays for you.
Once a Question Type is selected, it cannot be edited.
Use the Prompt to choose Question Tags.
Note: This is a multi-select field and more than one question tag can be selected.
Select OK.
The Maintain Questions pop up displays with the newly created question.
Select the checkbox to make the question required.
Select Add Row to add another question.
Select Remove Row to remove a question.
Select Move Row Up or Move Row Down in the Order column to move a question up or down.
Select OK.
Select Back to Event to return to the Configure Supplementary Questionnaires for Job Requisition page.
The Configure Supplementary Questionnaires for Job Requisition page displays.
Select Submit.
Notes:
Select Save for Later to complete edits at a later time. Tasks saved for later can be found in My Tasks.
The process is completed.
Close Job Requisition
Enter Close Job Requisition in the Search bar and select the task.
The Close Job Requisition pop up displays.
Use the Prompt to select a Job Requisition to close.
Select OK.
The Close Job Requisition page displays.
Use the Prompt to choose a Reason to Close the Job Requisition.
Use the Calendar to select the Close Date.
Select the Checkbox to close unfilled positions.
Note: To keep Unfilled Positions open, leave the checkbox unchecked.
Select Submit.
Notes:
Select Save for Later to complete edits at a later time.
Once submitted, the Job Requisition automatically closes and un-post jobs and routes to the Primary Recruiter assigned to the job requisition to decline remaining candidates.
Freeze or Unfreeze Job Requisition
Notes:
This task is used to Freeze or Unfreeze a Job Requisition.
Follow the steps in this section based on what is needed to be done: freeze or unfreeze a Job Requisition.
Enter Manage Job Requisition Freeze in the Search bar and select the task.
The Manage Job Requisition Freeze pop up displays.
Use the Prompt to select a Job Requisition.
Select OK.
The Manage Job Requisition Freeze page displays.
Use the Prompt to select a Freeze/Unfreeze Reason.
Use the Calendar to select the Freeze/Unfreeze Date.
Select the Checkbox next to Frozen to Freeze the Job Requisition.
Select the checked Checkbox next to Frozen to Unfreeze the Job Requisition.
Select Submit.
Notes:
Select Save for Later to complete edits at a later time. Tasks saved for later can be found in My Tasks.
If you are unfreezing a job requisition, once submitted, the task will route to the Primary Recruiter to post job.
Move Job Requisition
Note: Use the Move Job Requisition task to move the job requisition to a different supervisory organization within your institution.
Enter Move Job Requisition in the Search bar and select the task.
The Move Job Requisition pop up displays.
Select the Prompt to choose a Job Requisition to move.
Select OK.
The Move Job Requisition page displays.
Use the Prompt to select a New Organization for the Job Requisition.
Note: You may receive an alert after selecting the new organization. The alert states “If the job requisition has organization assignments; you may need to edit this job requisition after moving this requisition to the new Supervisory Organization, to ensure the organization assignments are valid.”
Select Submit.
Note: Select Save for Later to complete edits at a later time.
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