Workday-HCM: Manage Positions

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Tammy Voigt
Last updated: May 08, 2024
8 min read

HCM: Manage Positions

Overview

This document explains how the HR Partner can create and edit a position.

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

 

Add Row

Prompt

Remove Row

Required Field

Checkbox

Pencil

Undo

Save

Calendar

My Tasks

 

 

Create Position

  1. Enter Create Position in the Search bar and select the task.

  2. The Create Position pop up displays.

  3. Review the Create Position Guidance help text on the pop up:

  4. Supervisory Organization: Use the Prompt to select a Supervisory Organization for the position.

 

  1. Select OK.

  2. The Create Position page displays.

  3. Position Request Reason: Use the Prompt to select the Position Request Reason.

  4. Job Posting Title: Enter the Job Posting Title for the position.

  5. Number of Positions: Enter the Number of Positions.

Note: This defaults to 1.

  1. Fill in the following fields under the Hiring Restrictions tab:

    1. Availability Date: Use the Calendar to select the position’s Availability Date.

    2. Earliest Hire Date: Use the Calendar to select the Earliest Hire Date for the position.

    3. Job Profile: Use the Prompt to select the Job Profile for the position.

    4. Job Description Summary: automatically populates based on the job profile selected.

    5. Job Description: Automatically populates based on the job profile selected.

    6. Location: Use the Prompt to select the Location of the position.

    7. Time Type: Use the Prompt to select the position’s Time Type.

    8. Worker Type: Use the Prompt to select the Worker Type for the position.

    9. Worker Sub-Type: Use the Prompt to select the Worker Sub-Type for the position.

    10. Scheduled Weekly Hours: Enter or verify that scheduled weekly hours are accurate.

    11. (Optional) Critical Job: Select the Checkbox to mark the position as a Critical Job. Note: If the position is not a critical job, leave the checkbox unchecked.

    12. (Optional Difficulty to Fill: Use the Prompt to select a Difficulty to Fill.

    13. (Optional) Available for Overlap: Select the Checkbox to mark the position as Available for Overlap

    14. Note: If the position is not available for overlap, leave the checkbox unchecked.

 

  1. Locate the Qualifications tab.

  2. (Optional) Fill in the following fields under the Qualifications tab:

    1. (Optional) Education: Select Add Row to add the Education needed for the position.

      1. Select the Checkbox under the Required column to mark the education qualification as required.

      2. Degree: Use the Prompt to select a degree.

      3. (Optional) Field of Study: Use the Prompt to select a Field of Study.

    2. (Optional) Languages: Select Add Row to add Languages required for the position.

      1. Select the Checkbox under the Required column to mark the entered language as required.

      2. Use the Prompt to select a Language.

      3. Select Add Row to enter the Ability needed for the position.

      4. Select the Ability using the drop down menu under the Ability column.

      5. (Optional) Select the Proficiency needed for this position using the drop down menu under the Proficiency column.

    3. (Optional) Certifications: Select Add Row to add the Certifications needed for the position.

      1. Select the checkbox under the required column to mark the entered certification as required.

      2. Use the Prompt to select the Country.

      3. Use the Prompt to select the certification needed for the position.

      4. Use the Prompt to select the Issuer of the certification.

    4. (Optional) Work Experience: Select Add Row to add the Work Experience needed for the position.

      1. Select the Checkbox under the required column to mark a certification as required.

      2. Use the Prompt to select the work experience desired.

      3. Use the Prompt to select the experience level desired for the position.

  3. (Optional) Use Select files or drag and drop attachments to upload supporting documentation for the new position.

  4. Select Submit.

Notes:

  • Select Save for Later to finish creating a position at a later time.

  • Once submitted, the create position task goes through a review and approval process that includes actions, to dos, and approvals based on initiator and security role.

  • You may have an additional task to complete if you are the initiator. Monitor My Tasks and complete any additional tasks that appear in My Tasks.

Edit Position

  1. Enter Edit Position in the Search bar and select the task.

  2. The Edit Position pop up displays.

  3. Position: Use the Prompt to select the Position to edit.

  1. Select OK.

  2. The Edit Position page displays.

  3. Effective Date: Use the Calendar to select the Effective Date when the new updates go into effect.

  4. Reason: Use the Prompt to select the Reason for editing the position.

  1. Edit the following fields under the Job Details section as applicable:

Note: The following fields automatically populate.

a. Employee Type: Use the Prompt to change the Employee Type.

b. Job Profile: Use the Prompt to change the Job Profile connected to the position.

c. (Optional) Job Title: Enter the position job title.

d. (Optional) Business Title: Enter the business title for the position.

e. Time Type: Use the Prompt to change the Time Type for the position.

f. Location: Use the Prompt to change where the position is located.

g. Pay Rate Type: Use the Prompt to change the Pay Rate Type.

 

  1. Edit the following fields under the Working Time section as applicable:

Note: The following fields automatically populate.

a. (Optional) Default Weekly Hours: Enter the Default Weekly Hours for the position.

b. (Optional) Scheduled Weekly Hours: Enter the Scheduled Weekly Hours for the position.

c. (Optional) Specify a Paid FTE: Select the Checkbox to specify a paid FTE for the position.

d. (Optional) Specify a Working FTE: Select the Checkbox to specify a working FTE for the position.

e. Work Shift: Use the Prompt to change the Work Shift for the position.

 

  1. Select the Arrow next to Additional Information to update additional information for the position.

Note: Please review job classifications and add any additional job classifications needed.

  1. (Optional) Select the Arrow next to History to view the position history.

  2. Select Submit Notes:

  • The edit position task goes through a review and approval process.

  • You may have an additional task to complete. Monitor My Tasks and complete any additional tasks that appear.

  • If you have additional task(s) to complete, review the following steps and use the steps based on what appears in My Tasks.

  1. Navigate to My Tasks.

  2. Select the Request Compensation Change for Edit task.

  3. The Request Compensation Change for Edit Position page displays.

Note: The Effective Date & Reason section cannot be edited.

  1. Fill in the following fields in the Employee Visibility Date section:

a. Select the Pencil to edit the Employee Visibility Date section.

b. Employee Visibility Date: Use the Calendar to choose the Employee Visibility Date. Note: The Employee Visibility Date must be on or after the Effective Date.

c. Select Save.

  1. Fill in the following fields in the Guidelines section:

    1. Select the Pencil to edit the Guidelines section.

Note: The Compensation Package and Grade fields are automatically populated to reflect the selected job requisition. To edit the fields, follow the sub steps below.

b. (Optional) Grade Profile: Use the Prompt to select the Grade Profile.

c. (Optional) Step: Use the Prompt to select the Step.

d. (Optional) Progression Start Date: Use the Calendar to choose the position’s Progression Start Date.

e. Select Save.

  1. Fill in the following fields in the Salary section:

    1. Select the Pencil to edit the Salary section.

Note: The Currency and the Frequency fields automatically populate to reflect the selected job requisition.

b. Amount: Enter the Salary Amount offered for the position.

c. Optional) Expected End Date: Use the Calendar to choose the Expected End Date for the position.

d. (Optional) Actual End Date: Use the Calendar to choose the Actual End Date for the position.

e. Select Save.

Notes:

  • Select Add to enter additional salary information.

  • (Optional) Select Add to enter Hourly and Allowance information for the position.

  1. Select Submit.

Notes:

  • Select Save for Later to complete the Request Compensation Change for Edit Position task at a later time.

  • Select Deny to deny the Compensation Change Request.

  • Select Close to close the Compensation Change Request.

  1. Navigate to My Tasks.

  2. Select the Change Organization Assignments item.

  3. The Change Organization Assignments page displays.

Note: The Start section cannot be edited.

  1. Fill in the following fields in the Company section:

    1. Select the Pencil to edit the Company section.

    2. Use the Prompt to choose a Company for the position.

Note: The Company field automatically populates to the company the job requisition is assigned.

c. Select Save.

  1. Fill in the following fields in the Cost Center section.

    1. Select Pencil to edit the Cost Center section.

    2. Use the Prompt to choose a Company for the position.

Note: The Cost Center field automatically populates to the cost center the job requisition is assigned.

c. Select Save.

  1. Fill in the following fields in the Costing section:

    1. (Optional) Select the Pencil to edit the Costing section.

    2. Use the Prompt to select a Fund for the position.

    3. Select Save.

  2. Select Submit.

Notes:

  • Select Save for Later to complete the Change Organization Assignments task.

  • Select Close to close the Change Organization Assignments task.

  • Once submitted, Edit Position task goes through a review and approval process that includes actions, to dos, and approvals based on initiator and security role.

  • You may have an additional task to complete if you are the initiator. Monitor My Tasks and complete any additional tasks that appear.

Edit Position Restrictions

  1. Enter Edit Position Restrictions in the Search bar and select the task.

  2. The Edit Position Restrictions pop up displays.

  3. Position: Use the Prompt to select a Position.

  1. Select OK.

  2. The Edit Position Restrictions page displays.

  3. Position Change Reason: Use the Prompt to select a Position Change Reason.

  4. (Optional) Job Posting Title: Update the Job Posting Title if applicable.

Note: The Job Posting Title automatically populates.

  1. Edit the following fields in the Hiring Restrictions tab as applicable:

    1. Availability Date: Automatically populates and cannot be changed.

    2. Earliest Hire Date: Use the Calendar to change the Earliest Hire Date.

    3. Job Family: Use the Prompt to choose a Job Family.

    4. (Optional) Job Description Summary: Update the Job Description Summary.

    5. (Optional) Job Description: Update the Job Description.

    6. Worker Sub-Type: Use the Prompt to choose a Worker Sub-Type.

  2. (Optional) Select the History tab to view the process history for the position.

  3. (Optional) Use Select files or drag and drop attachments to upload supporting documentation.

  4. Select Submit.

Notes:

  • Select Save for Later to Edit Position Restrictions at a later time. You can access the task through My Tasks.

  • Before this action is complete, the HR Partner must Request Default Compensation for the Position.

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