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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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
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.)
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
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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.
2. Type create position in the search box and press Enter
3. Click Create Position from the search results
HR: Create Position
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Initiate 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
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Initiate 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) 7. Complete the Hiring Restrictions (* indicates required information)
HR: Create Position
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Initiate 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!
SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE
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.