Transcript Workday Training Title

WORKDAY TRAINING
POSITION MANAGEMENT
Agenda
Overview –
Position Management in Workday; Navigation
Creating Job Requisitions & Positions
Editing Job Requisitions & Positions
Freezing & Closing Positions
Wrap-up
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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
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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…
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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.
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Position Types
•
Classified Position is 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 Position has 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 Position is 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.
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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
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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...
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Finding Position Information
 Search for positions by Manager
- SUBD vs HC orgs
- The Staffing and Unavailable to Fill tabs
 Search for positions by transactions/events
- Status
 Reports
- “Organizations I Support”
- “View Open Positions”
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Navigation
http://impl.workday.com/cornell3
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Position Management
Create
Freeze or
Close
Position
Mgmt
Edit
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Edit
Restrictions
Create Job Requisition
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NEXT STEPS:
• Change Organization Assignments (HR Partner)
• Consolidated Review/Approval (HR Partner)
• Assign Costing Allocation (Compensation Finance
Partner)
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Assign Organizations
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Assign Costing Allocation
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Assign Costing Allocation
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Try it!
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Create Position/Headcount
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Rules: what should never be in a HC
group?
Employee
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banded staff grades A-I, including
unclassified (No Grade) executive
positions
regular union job profiles
budgeted academic positions
HC Group Description:
recommended naming conventions
Academic Pro Tem
Temp Exempt
Temp Hourly
Benefit Reserve
Affiliates
Student Hourly
Grad Student
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vs.
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Employee
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NEXT STEPS:
• Change Organization Assignments (HR Partner)
• Consolidated Review/Approval (HR Partner)
• Assign Costing Allocation (Compensation Finance
Partner)
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Try it!
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Position Management
Create
Freeze or
Close
Position
Mgmt
Edit
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Edit
Restrictions
Employee
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Try it!
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Position Management
Create
Freeze or
Close
Position
Mgmt
Edit
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Edit
Restrictions
Edit Position
Employee
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Employee
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Job Classification contains important
KRONOS, Union, and
Student FWS
designations, among
others….
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Try it!
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Position Management
Create
Freeze or
Close
Position
Mgmt
Edit
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Edit
Restrictions
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Try it!
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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.
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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.
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Summary
Congratulations!
You have completed Workday Position Management training.
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