How to Create a Position in Workday

This guide outlines the steps for an HR Partner or Manager to create a new position in Workday.

Workday

To begin, click the search field on the Workday home screen and type **Create Position**. Select the **Create Position** task.

In the pop-up window, select the appropriate **Supervisory Organization**, which identifies the individual the new position will report to. Begin typing the manager’s name and press **Enter** to return search results. You must press **Enter** for Workday to display results. **Manager Note:** If you are a Manager creating a new position, your name will auto-populate in the **Supervisory Organization** field and cannot be changed. Managers may only create new positions within their own Supervisory Organization. **HR Partner Note:** If you are an **HR Partner** and the appropriate Supervisory Organization does not appear in the search results, a new Supervisory Organization may need to be created for the manager. If this occurs, please type in 'Create Request' in the WD search bar and select the supervisory organization option to request a new sup org. Once the correct supervisory organization is selected, click **OK**.

You have now started the **Create Position** Business Process.

In the **Position Request Reason** field, select the option that best aligns with your request.

In the **Job Posting Title** field, enter the title for the new position.

If you need to create multiple copies of the same position, update the **Number of Positions** field. If you enter a value greater than 1, multiple unfilled copies of the position will be created once the position is approved. These positions will appear in the manager’s **Supervisory Organization** and can be used for recruitment.

Enter dates in the **Availability Date** and **Earliest Hire Date** fields to control when the position can be used for recruitment and when a candidate may start. If you want to use the position ASAP, enter today's date. **Availability Date:** - Use this field to control when the position becomes available for recruitment. A job requisition **cannot** be created until the Availability Date is reached. - For example, if you want to create a position today but do not want recruitment to begin until a future date (such as the start of a new fiscal year or after budget approval), enter that future date in the Availability Date field. **Earliest Hire Date:** - Use this field to control the earliest date a candidate may start in the position. - For example, if you want recruitment to begin immediately but do not want the selected candidate to start until a specific future date, enter that date in the Earliest Hire Date field.

Click the "Job Profile" field.

There are multiple ways to select a **Job Profile**. The recommended approach is to navigate through the Job Profile field using the following path: **By Job Family** → select the appropriate Job Family (for example, *Administrative Professional*) → select the relevant **Job Family Category** (for example, *Human Resources*). Once you are in the correct category, select the Job Profile that best aligns with the position. Alternatively, you may type the name of a Job Profile directly into the field and press **Enter** to view available results. Select the checkbox next to the most appropriate profile. For example "Administrative assistant" . **Note:** Job Profile suffixes indicate FLSA classification and payment type: - **EX** = Exempt - **NEX** = Non-Exempt - **NEX – H** = Non-Exempt Hourly - **NEX – S** = Non-Exempt Salary If you are unsure which job profile to select, please create a Workday Help Ticket.

Once you have selected a Job Profile, please add add a brief statement of two to four sentences to explain [[position’s general function and the primary reason for the work performed.]] If the Job Description Summary field populated with information when you selected the Job Profile, leave it be.

Once the **Job Profile** is selected, information will automatically populate in the **Job Description** field. Initially, this field may only populate templated section headers that the department is responsible for completing. Over time, as additional Job Profiles are fully built out and templated, content may automatically populate within these sections. Do **not** remove any system-populated content. If duties and/or qualifications automatically populate, leave them as is. You may add department-specific duties or qualifications as needed to further tailor (“flavor”) the role. ### Essential Job Duties - List **3–8 key tasks** the position performs regularly during a typical shift. - Start with the most critical tasks central to the role. - Describe each task precisely - Starting each task bullet with action verbs - Define why the position exists - Would significantly change operations if the position were removed - Are specialized or unique to the role - [[Other related duties (should be included as the final task)]] ### Decision Making - Add **3–5 bullet points** describing the types of decisions regularly made in the role. - These bullets should reflect the scope, level, and impact of decision-making responsibilities. **Complexity and Guidance (State Classified only)** - Add **3–5 bullet points** describing the [[measures the nature of and need for analysis and judgment within the context of available guidelines.]] - These bullets should reflect the scope, level, and impact of guidance responsibilities. The scope, level, and impact of guidance responsibilities. ### Supervision - List any position titles directly reporting to this position. - Include total FTE supervised; for student employees, list total FTE per week. ### Conditions of Employment **For AP:** - Pre-employment Background Check-Specify the type(s): - Pre-employment Physical – Describe any special physical requirements: - Pre-employment Drug Testing – Describe any specific test: - List any special conditions associated with the role, such as travel requirements, irregular hours, weekends or holidays, or required licensure or certifications. **For SC REQUIRED to any of the follow that apply:** - Pre-employment Background Check-Specify the type(s): - Pre-employment Physical – Describe any special physical requirements: - Pre-employment Drug Testing – Describe any specific test: - Ongoing Functional Capacity Testing - Ongoing Functional Capacity Testing; Regular and or Commercial- List any endorsements required - Essential Services Designation – Required to report without delay or interruption to provide essential or emergency services to ensure health, safety, and welfare. - Shift Work – Explain: - On-call Status – Explain - Use, Handling, or Exposure to hazardous materials – Explain: - Use of Firearms or Other Weapons – Explain: - Travel – Explain: - Other – Explain: ### Minimum Qualifications AP - Specify the minimum required degree. - Specify the minimum required years of experience. - If any physical requirements or machinery/equipment operator skills needed, specify the requirements'/ and include them in the minimum qualifications list. ### Minimum Qualifications SC ( Do not change or add, details can be added on the requisition) Per State criteria

After all details have been added, review the content to ensure consistent formatting.

Ensure all section headers in the Job Description field are set to **Heading 2**.

Ensure all bullet points and text under each heading use the **Normal** font.

Once you have completed the **Job Description** field, scroll down and complete the following fields: - **Location** - In the **Location** field, type the name of the building where the position will be housed and press **Enter**. If multiple results appear, select the checkbox next to the correct location. - **Time Type** - Select either **Part-time** or **Full-time**. - **Worker Type** - Select **Employee**. - **Worker Sub-Type** - After selecting **Employee** in the Worker Type field, the **Worker Sub-Type** field will appear. Click into this field and select **Worker Types**, then choose the option that best fits the position. **Note for Faculty Positions**\ If this is a **Contract** Faculty position, select **Faculty Fixed Term**. If this is **Continuing** or **Tenure/Tenure-Track**, select **Faculty**. If this is an **Adjunct** role, a position is NOT required, cancel the Create Position task.

In the **Enter Your Comment** field, enter in the **Salary Range** for this new position

Once the new position is filled out, click **Submit**.

Once you submit the position, a new pop-up window will appear. Click **Open**.

You now need to associate a **KFS Account** with this position. From the **Change Organization Assignments** task, scroll down to the **KFS Account** section and click into the field. Begin typing the name or account number of the KFS Account and press **Enter** to return results. Select the appropriate option. Once a KFS Account is selected, the **Department** and **Fund** fields will automatically populate. **Note:** If this position will be paid from multiple KFS Accounts, the cost split will be completed later, after an individual has been hired into the position. When finished, click **Submit**.

You have now officially submitted your new position for review. **Next Steps**\ HR Classification and Compensation will receive a task in their **My Tasks** inbox to review the position. Once approved, the position will appear in the manager’s **Supervisory Organization**.