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©2014 Trinity Health. All Rights Reserved. 1
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.
©2014 Trinity Health. All Rights Reserved. 2
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:
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 3
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
Page 3 of 19 Workday Job Aid: 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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 4
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
Page 4 of 19 Workday Job Aid: 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
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 5
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
Page 5 of 19 Workday Job Aid: Create Position
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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 6
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
Page 6 of 19 Workday Job Aid: Create Position
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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 7
Process Steps (continued) 6. Complete the Create Position form (* indicates required information)
HR: Create Position
Page 7 of 19 Workday Job Aid: Create Position
Initiate 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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 8
Process Steps (continued) 7. Complete the Hiring Restrictions (* indicates required information)
HR: Create Position
Page 8 of 19 Workday Job Aid: Create Position
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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 9
Process Steps (continued) 8. Complete the Hiring Restrictions (continued)
HR: Create Position
Page 9 of 19 Workday Job Aid: Create Position
Initiate 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.
SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 10
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
Page 10 of 19 Workday Job Aid: Create Position
Initiate Create Position
• 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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 11
Create Position
Page 11 of 19 Workday Job Aid: Create Position
Review Position Request
Which role(s) can do this step? • HR Partner
Process Steps (continued)
1. Log in to Workday
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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 12
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
Page 12 of 19 Workday Job Aid: Create Position
Review Position Request
HINT: If you click Done instead of Open, you can access the next step from your Inbox.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 13
HR: Create Position
Process Steps (continued)
1. Complete the Change Organization Assignment form
Page 13 of 19 Workday Job Aid: Create Position
Change Organization Assignment
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.
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 14
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
Page 14 of 19 Workday Job Aid: Create Position
Change Organization Assignment
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
Click the edit icon to open
Updated as of April 21, 2016
PROCEDURAL REQUIREMENTS: (differs from Workday system requirements) • HR Company
©2014 Trinity Health. All Rights Reserved. 15
HR: Create Position
Page 15 of 19 Workday Job Aid: Create Position
Which role(s) can do this step? • HR Representative • HRSS Representative
Request Compensation for Position
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 16
HR: Create Position
Process Steps (continued) 4. Review the auto-populated information at the top of the
Default Compensation Change form
Page 16 of 19 Workday Job Aid: Create Position
Request Compensation for Position
IMPORTANT: These fields cannot be updated from this screen.
SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE
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
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 17
HR: Create Position
Process Steps (continued) 5. Type the amount of the Hourly compensation
Page 17 of 19 Workday Job Aid: Create Position
Request Compensation for Position
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
SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE
Click the edit icon to open
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
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 18
HR: Create Position
Process Steps (continued) 6. Additional compensation types for the new position
auto-populate based on Job Profile; DO NOT MODIFY
Page 18 of 19 Workday Job Aid: Create Position
Request Compensation for Position
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
Updated as of April 21, 2016
©2014 Trinity Health. All Rights Reserved. 19
HR: Create Position
Page 19 of 19 Workday Job Aid: 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.
Updated as of April 21, 2016
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