Create Position

Workday

This document provides a step-by-step guide for creating a position within Workday. Security Roles: Recruiter (Supervisory), Department Admin, Faculty Partner, and Student Employment Partner.

Considerations

Before you can hire, transfer, or promote employees in a Position Management supervisory organization, you must open positions and apply hiring restrictions to positions. Hiring restrictions control - The location of a position - Which job profiles can be used - The employee type, time type, and the scheduled weekly hours for the position • Positions should be created only if they are budgeted. Do not create unbudgeted positions as this will skew filled and unfilled reporting with potential negative downstream impacts to headcount.\ • Unlike PeopleAdmin position management, the salary or hourly rate is not associated with the position. The salary or hourly rate for the position is assigned during the job requisition process. Use the job profile title for the recommended salary or hourly rate grade range.\ • At the time of creating a position, you will create the number of positions to fit the business need. This is typically one position.\ • To find an open position, refer to the supervisory organization the position was created in and select the Staffing Tab. You can also run the View Open Positions report.\ • Positions are unique to Position Management supervisory organizations, where positions remain available if vacated, unless action is taken to close them.

Process Initiation

How to Create a Position

The first way to access the Create Position task is to enter **Create Position** in the Search Bar. \ In the Supervisory Organization field, select the Supervisory Organization by entering the direct manager of the position.

After the supervisory organization is selected, the fields below need to be completed. - Position Request Reason - Job Posting Title – This is the Position Title - Number of Positions - For the number of positions, you will only create however many are needed to fill the specific need within the department

Position Request Reason, Job Posting Title, and Number of Positions field outlined in the Create Position window.

Note: Click the X to remove a reason if it auto-populates. Select a reason by entering a search or clicking the Menu button to choose a reason from the list.

Hiring restrictions are used to set controls on how a position can be filled during the hire process. These restrictions control the dates for when hiring into a position can occur, what type of worker can fill an opening, the location, and other conditions of employment. In this section, the following areas with a red asterisk (\*) are required for the position’s creation. For fields with a date, enter the numbers or click on the calendar icon to select a date. For general fields, select a value by entering a search or clicking on the Menu button and choosing a value from the list. **Availability Date** – The date the position becomes visible on your organization chart.\ **Earliest Hire Date** – The earliest date you anticipate hiring or transferring a person into the position.\ **Job Profiles**– Job profiles describe the characteristics of the job or position. Select the job profile that you believe most closely relates to the position you are creating.

Fields in the Hiring Restrictions tab outlined.

**Job Description Summary** – If this auto-populates once the job profile is chosen, delete the irrelevant information and add a quick summary overviewing job description.\ **Job Description** – If this auto-populates once the job profile is chosen, replace any irrelevant information. Add in the **Position Description**, which should include Required and Preferred Qualifications, Conditions of Employment, and Duties (with percentages of time). \ **Location** – The main location of the position (e.g. Jones Hall)\ **Time Type** – Full or Part Time\ **Worker Type** – Type of worker that will be hired into the position (e.g., Employee or Contingent Worker)\ **Worker Sub-Type** – Employee Sub Types: Regular, Adjunct, Student, etc. **Scheduled Weekly Hours** – The number of hours the worker will work during a normal work week Below is HR only: **FTE** – This will auto-populate based on the number of hours entered for the position\ **ORP Retirement**\ **Restriction**\ **Economic Interest Statement Required**

In the comment section, note the Worktag.\ \ Once all information has been completed, select **Submit.**

Enter your comment field and the Submit button outlined on the Hiring Restrictions tab.

Your role as initiator is complete. By clicking Details and Process, you can view the steps completed so far. By clicking the Details or Process tab, you can view the steps remaining to complete the business process.

Confirmation page for Create Position task, with the new position number and details listed below.

Contact [askHR@wm.edu](mailto:askHR@wm.edu) with questions.