Workday Job Aid HR: Create Positionworkday.trinity-health.org/documents/workday/HR... · 2016-06-03 · Workday Job Aid HR: Create Position Updated as of April 21, 2016 Description

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Workday Job Aid HR: Create Position

Updated as of April 21, 2016

Description This process creates a new position in your organization. You cannot initiate a hire until you create a position.

When to Use Use this process to request new positions (budgeted or unbudgeted).

• New-Budgeted: A request for a position not currently posted but allotted in the current, approved budget for a given job code.

• New-Unbudgeted: A request for a position that exceeds the FTEs allotted for the job code in the current, approved budget and/or the total FTEs for the department in the current, approved budget.

NOTE: Before a requisition can be created, the hiring manager will need to have approval from their current labor resource approval process. Filling an existing position does not require this step; instead, proceed to Job Requisition Process (Applicant Tracking System)

Related Reports • My Open Job Requisitions • My Recent Job Requisitions • View Open Positions

SPECIAL NOTES: • Applicant Tracking System (ATS) will remain the

sole recruiting tool until Phase 2 is implemented. • RHMs will not open requisitions in Workday

during Phase 1. • Hires will be initiated off of the open position in

Workday. • Current feeds between ATS and HRIS will be

eliminated.


HR: Create Position

Business Process Steps and Roles Process roles are designated by “security role,” which do not reflect actual job titles. People may have multiple roles. (Preferred initiator listed first.)

Initiate Create Position: Recruiter, HR Partner, HR Representative, or HR Shared Services (HRSS) Representative

Review Position Request: HR Partner

Change Organization Assignment: HR Partner

Request Compensation for Position: HR Representative or HRSS Representative

Page 2 of 19 Workday Job Aid: Create Position

Initiate

HR Partner Recruiter HR Representative/

HRSS Representative

Initiate Initiate

Review

Change Organization

Request Compensation

ROLE:



Before You Start Ensure local policies and procedures have been followed and appropriate approvals have been received before creating the position. This may include:

Manager provides information to HR Partner and/or Compensation for job evaluation and job grading

Manager obtains approval from labor costs committee (varies by Health Ministry)

Manager notifies Initiator of Create Position need

HR: Create Position


Notifications (a colleague or department should be notified outside of the Workday system)

• If the Initiator is not a Recruiter role, the Initiator should notify a Recruiter once Create Position process is complete (see page 20).

Coming in Phase 2 • New positions to be posted will automatically

upload into the Applicant Tracking System.

Variations • There should be no variations to this process

across the system.

Other Resources • No resources available at this time

SEE NEXT PAGE FOR DATA REQUIRED TO COMPLETE THIS BUSINESS PROCESS

SPECIAL NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section.



Company: Health Ministry new position will be tied to

Cost Center: Cost center new position will be tied to

Amount: Hourly pay amount within the Total Base Pay range

HR: Create Position


Initiate Create Position

Request Compensation for Position

Change Organization Assignment

Data Needed for Create Position The following data will be required (shown by step):

Supervisory Organization: Manager to whom the position will report

Position Request Reason: A budgeted or unbudgeted reason for creating the position

Job Profile: Official name of job for compensation purposes (equivalent to current “Job Code”) — use for Job Posting Title

Number of Positions: Number of identical positions that have been approved to add — most will be 1

Availability Date: Date new position was approved

Earliest Hire Date: Based on local Health Ministry policy



Process Steps

1. Log in to Workday

2. Type create position in the search box and press Enter

3. Click Create Position from the search results

HR: Create Position



Which role(s) can do this step? • Recruiter • HR Partner • HR Representative • HRSS Representative

SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen.



Process Steps (continued) 4. Type the name of the Supervisory Organization (i.e., manager’s/supervisor’s name)

to whom the position will report

5. Click OK

HR: Create Position



What is a Supervisory Organization? (SUPV ORG)

Supervisory Organization is the manager hierarchy within Trinity Health. Each person who has colleagues reporting to him/her represents a SUPV ORG. Colleagues or “workers” are members of their people manager’s SUPV ORG.

NOTE: If you are a manager/supervisor, the form defaults to show your Supervisory Organization information. Click the X to clear value and get the search box.



Process Steps (continued) 6. Complete the Create Position form (* indicates required information)

HR: Create Position



Position Request Reason Choose from one of the Budgeted or Unbudgeted reasons (see list below)

Number of Positions Complete the form to create identical positions that have been approved

Job Posting Title Use Job Profile name

WH

AT IS

TH

IS?

Budgeted: • Acquisition/Merger • FTE Change • New/Change Grant • New Business/Expansion • Re-Organization/Restructure

Unbudgeted: • Acquisition/Merger • FTE Change • Increase in Volume • New/Change Grant • New Business/Expansion • Re-Organization/Restructure

POSI

TIO

N R

EQU

EST

REA

SON

S

SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE

Click the prompt icon for options

PROCEDURAL REQUIREMENTS: (differs from Workday system requirements) • Choose a position request reason.



Process Steps (continued) 7. Complete the Hiring Restrictions (* indicates required information)

HR: Create Position



WH

AT IS

TH

IS?

Availability Date Date new position was approved

Job Family DO NOT USE; automatically ties to Job Profile in the system

Earliest Hire Date Based on local Health Ministry policy

No Job Restrictions While there is no asterisk next to “No Job Restrictions,” if you do not choose a Job Family or Job Profile, you will be required to check this box in order to submit

HINT!


Job Profile Official name of job for compensation purposes; drives Default Compensation (equivalent to current “job code”)

Job Description Summary Short description of job (or “teaser”)

Job Description Full description of job for posting

PROCEDURAL REQUIREMENTS: (differs from Workday system requirements) • Add all information that is available at this point.



Process Steps (continued) 8. Complete the Hiring Restrictions (continued)

HR: Create Position



WH

AT IS

TH

IS?

Location Where position will physically sit (Health Ministry plus location)

Time Type Choose full-time or part-time (choose part-time for “casual” positions)

Worker Type Choose employee or non-employee (formerly called POI)

Critical Job Check if a critical, high-priority job

Difficulty to Fill Will be relevant in Phase 2

Comment box Include any notes for position (e.g., requisition notes, date position was approved)

Attachments Drag and drop any attachments (e.g., approval email, job description)

Worker Sub-Type Options will appear based on Worker Type chosen

NOTES: • Some compensation data will auto-populate in further

steps based on the information added here; therefore, it is important to complete this form accurately.

• Hours and shift are assigned to a colleague, not a position. If you have special requests for the recruiting process, type them in Comments.




HR: Create Position

Process Steps (continued) 9. Click Qualifications and click the add icon to add a qualification

10.Click Submit

11. If Recruiter/HR or HRSS Representative is the initiator, process moves to next step; click Done



• Certifications • Competencies • Education • Work Experience • Languages • Responsibilities • Skills • Training Q

UAL

IFIC

ATIO

N

OPT

ION

S

OR If HR Partner is the initiator, process continues; click Open and skip to page 13

HINT: If you click Done instead of Open, you can access the next step from your Inbox.

NOTE: Do not add Qualifications for Phase 1.



Create Position


Review Position Request

Which role(s) can do this step? • HR Partner

Process Steps (continued)


2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

NOTE: This step will be skipped if the HR Partner completes the Initiate step.



Process Steps (continued) 4. Review the position request form, make updates as

necessary, and type comments

5. Click Approve

6. Process continues; click Open

HR: Create Position


Review Position Request

HINT: If you click Done instead of Open, you can access the next step from your Inbox.



HR: Create Position


1. Complete the Change Organization Assignment form



Which role(s) can do this step? • HR Partner

Click the edit icon to open

Click the prompt icon for options

WH

AT IS

TH

IS?

Company Name of Health Ministry

Cost Center Department or business unit used to track expenses and is responsible for the cost SCREEN INSTRUCTIONS

CONTINUE ON NEXT PAGE

PROCEDURAL REQUIREMENTS: (differs from Workday system requirements) • Add Company and Cost Center

To find information on the companies and cost centers, contact the RHM Accounting/Payroll Dept.



Process Steps (continued) 2. Complete the Change Organization Assignment form

(continued)

3. Type comments and click Submit

4. Process moves to next step; click Done

HR: Create Position



WH

AT IS

TH

IS?

HR Company Code assigned to HR department; ties to Health Ministry

Financial Organization Business Unit or Process Level; ties to Health Ministry

Religious Order Employment agreement used to capture affiliation with the religious order (for specific set of colleagues)

Absence Group Exceptions Sick/Illness, PTO, and other leave groups; choose from options if applicable

Pay Rule Important for timekeeping system; code that determine this colleague’s timekeeping rules



PROCEDURAL REQUIREMENTS: (differs from Workday system requirements) • HR Company


HR: Create Position


Which role(s) can do this step? • HR Representative • HRSS Representative




2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)



HR: Create Position

Process Steps (continued) 4. Review the auto-populated information at the top of the

Default Compensation Change form



IMPORTANT: These fields cannot be updated from this screen.


WH

AT IS

TH

IS?

Effective Date & Reason Shows effective date entered during Initiate step

Guidelines Compensation guidance/information based on Job Profile chosen during Initiate step

Primary Compensation Basis Updates in later steps based on information provided in this process



HR: Create Position

Process Steps (continued) 5. Type the amount of the Hourly compensation



Salary DO NOT USE

Period Salary DO NOT USE

Hourly Use for all colleagues; exempt/non-exempt status is chosen

WH

AT IS

TH

IS?

Unit Salary DO NOT USE

IMPORTANT: Use Hourly for all colleagues



Total Base Pay Range guideline of base pay auto-populated based on Job Profile

Frequency Frequency of payroll; auto-populated based on Job Profile

Currency Do not change from USD

Amount Hourly pay amount within the Total Base Pay range

WH

AT IS

TH

IS?

Click the checkmark icon to

accept changes



HR: Create Position

Process Steps (continued) 6. Additional compensation types for the new position

auto-populate based on Job Profile; DO NOT MODIFY



WH

AT IS

TH

IS?

Commission DO NOT USE

Allowance Auto-populates based on position; DO NOT MODIFY

7. Type comments and click Approve

8. Process complete; click Done



HR: Create Position


End of Process: Next Steps WHEN CREATE POSITION PROCESS IS COMPLETE

Initiator notifies Recruiter that position was created in Workday

Recruiter enters requisition into Applicant Tracking System

NOTE: In Phase 2, new positions to be posted will automatically upload into the Applicant Tracking System.


Documents

Workday Job Aid HR: Create Positionworkday.trinity-health.org/documents/workday/HR... · 2016-06-03 · Workday Job Aid HR: Create Position Updated as of April 21, 2016 Description