Create Position

Create Position

In Workday, the "Create Position" business process is designed to create a new position under a specific supervisory org. Positions must be created before any requisition can be posted, or any worker can start, with no exceptions.

When initiating, a supervisory organization (manager) must be selected first.

Below is a text-only guide to using this business process at Texas A&M University. For a job aid that includes images, please visit "Workday Help" in your Single Sign On (SSO) menu.

 

START SCREEN

  • Supervisory Organization - Cannot edit, shows supervisory organization selected earlier.
  • Position Request Reason (several options)
    • Create New Position - Choose when creating a brand new position to the supervisory org.
    • Create Replacement Position - Choose when the new position is meant to replace a previous position that was closed.
  • Job Posting Title - This is the working title of the position and may be different from the official title. This is what will appear in advertisements and on the Worker Profile page once an employee is hired.
  • Number of Positions - Choose how many of this position you want to create; if creating multiple they will all be identical and will be labeled with a numeral at the end of the job posting title to differentiate them, such as Program Coordinator-1, Program Coordinator-2, etc.

 

There are two tabs below this: Hiring Restrictions, and Qualifications. Please fill out both.

Hiring Restrictions (Feeds to Requisition/Posting)

  • Availability Date - Until this date arrives, the position will be locked with no ability to post.
  • Earliest Hire Date - Presumably this would be the same as the availability date as the position will be locked from being able to fill until the date is reached.
  • No Job Restrictions (checkbox) - NOT USED.
  • Job Family - Not required. If a job family is selected, the next section will display all available Job Profiles within that Job Family.
    • Note: If a Job Family is selected and then a Job Profile that is not within that Job Family is selected, Workday will not auto populate any position description information until this has been resolved.
  • Job Profiles for Job Family - If a job family is selected this will show ALL job profiles within it.
  • Job Profile - The official position title under SWPP. If a generic job description exists, selecting the Job Profile will auto populate the summary and description with generic data.
  • Job Description Summary - A brief summary of the position's purpose and duties.
  • Job Description - The only space to enter all job information data that will go on a requisition/posting, including duties, qualifications, required knowledge, skills, certifications, and etc.
    • When entering the Job Description, it would be helpful to use Classification & Compensation's Position Description Template to ensure that all the required elements are present. This will reduce the number of calls and actions sent back to department for additional information.
  • Location - College Station, Galveston, etc.
  • Time Type - Full Time, Part Time
  • Worker Type - Employee, Contingent Worker
    • Note: Contingent worker is only to be used in some circumstances involving contract based employees or individuals tied to the university through benefits but otherwise not working here. All workers should be listed as Employees.
  • Worker Sub-Type -Staff, Faculty, Temp/Casual, etc.
  • Critical Job - NOT USED.
  • Difficulty to Fill - NOT USED.

 

Qualifications (Feeds to Performance Evaluation)

  • Certifications - Choose licenses and certs from drop down menus; will populate automatically from generic data if any exists.
  • Competencies - NOT USED.
  • Education - Choose minimum required education from drop downs; will populate automatically based on generic JD data if any exists.
  • Work Experience - Choose minimum required experience from drop downs; will populate automatically based on generic JD data if any exists.
  • Languages - Choose required or preferred languages as well as competencies, such as written, verbal, reading, etc.
  • Responsibilities - Second space to enter job duties; this information will feed over to performance evaluations allowing managers to rate employees on performance of duties. Best to divide these job duties into sections so evaluation is not done on one large chunk of all duties.
  • Skills - Select required skills from drop down menus.
  • Training - Indicate any training required of employees from drop down menus.

 

DOCUMENTS MAY BE ATTACHED. However, bear in mind that attached memos will not stop Workday from routing the business process all the way to the Executive Approver level, nor does HR have the ability to alter or change Workday's routing. Also keep in mind that Workday is not a records retention document system, so anything attached to Workday will stay in the system forever, with no ability to remove.

 


 After the above material is submitted and reviewed by the HR Partner, the following Subprocesses will trigger for the security role who initiated the action:

 

Change Organization Assignments For Worker

This subprocess will show the employee in question, the additional job being assigned, the supervisory org, and the effective date. There is very little to fill out or change.

  • Company - Verify System Member is correct.
  • TAMUS System Member Part - Verify member part is correct, ie 02 for main, 10 for Galveston, etc.

 

Default Compensation Change (Set as minimum under System Wide Pay Plan)

Effective Date & Reason - Shows the earlier selected effective date and reason for processing.

Total Base Pay

  • This will update automatically when salary data is entered below. This is an uneditable field.

Guidelines

  • Pay Range - This will automatically show the full range of the Pay Grade that has been selected. This information will either appear as an annual or hourly rate depending on what has been selected for the Grade Profile.
  • Compensation Package - This should always say "TAMUS Compensation Package."
  • Grade - This will automatically display the pay grade associated with the title's job profile.
  • Grade Profile - For TAMU employees, this will always be either "System Level Structure" or "System Level Structure (Hourly)" depending on how the employee needs to be paid.
  • Step - This should always remain empty.
  • Progression Start Date - This should always remain empty.

Salary

  • Compensation Plan - This should always be set to "Salary."
  • Total Base Pay - This will display the same pay range as listed under Guidelines.
  • Apply FTE% - This should always be set to "Yes." This allows Workday to automatically apply the employee's FTE to the salary entered.
  • Amount - This is where the monthly amount should be entered. The Amount Change and Percent Change fields will automatically update if anything is entered here.
  • Amount Change - If an update to compensation is being made, the department can enter a flat amount to either increase or decrease the existing salary. The Amount and Percent Change fields will automatically update if anything is entered here.
  • Percent Change - If an update to compensation is being made, the department can enter a percentage to either increase or decrease the existing salary. The Amount and Amount Change fields will automatically update if anything is entered here.
  • Currency - This should always be set to "USD."
  • Frequency - For salaried employees, this should always be set to "Monthly."
  • Additional Details - Clicking this will reveal hidden, optional fields.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate all payment on that date. It will remove the entire compensation plan from the employee.

Hourly

  • Compensation Plan - This should always be set to "Hourly."
  • Total Base Pay - This will display the same pay range as listed under Guidelines.
  • Amount - This is where the hourly amount should be entered. The Amount Change and Percent Change fields will automatically update if anything is entered here.
  • Amount Change - If an update to compensation is being made, the department can enter a flat amount to either increase or decrease the existing salary. The Amount and Percent Change fields will automatically update if anything is entered here.
  • Percent Change - If an update to compensation is being made, the department can enter a percentage to either increase or decrease the existing salary. The Amount and Amount Change fields will automatically update if anything is entered here.
  • Currency - This should always be set to "USD."
  • Frequency - For biweekly employees, this should always be set to "Hourly."
  • Additional Details - Clicking this will reveal hidden, optional fields.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate all payment on that date. It will remove the entire compensation plan from the employee.

Allowance

  • Compensation Plan - This is where you will select the type of allowance you wish to give to the employee (example: Cell Phone Service Allowance, Department Head Stipend, etc.)
  • Amount - This is where you enter the monthly amount of the allowance being offered.
  • Currency - This should always be set to "USD."
  • Frequency - This should always be set to "Monthly."
  • Additional Details - Clicking this will reveal hidden, optional fields. Please note that Allowances do not conform to the Annual Term Period so the fields contained here may be necessary if there are specific periods in which the allowance will not be earned.
    • Expected End Date - a date can be entered if you expect payment will terminate. This field will not automatically terminate payment.
    • Actual End Date - any date entered here will automatically terminate the allowance payment on that date. It will remove the entire allowance plan from the employee.

Merit

  • Do not add or alter a merit plan to any position as merit is handled via a separate process.

 

 Continued Routing:

  •  Consolidated review goes to HR Partner.
  • After Review/Approval by HR Partner, action flows to Department Head
  • The consolidated review then routes to Executive Approver.

 

Final subprocess triggers for the initiator:

Assign Costing Allocations (Use this to select source funding)

Please see the Assign Costing Allocation business process job aid.

 

After this, position is created.