This document provides HR Partners (HRPs) directions on how to update position attributes in preparation to utilize it for a new hire.
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· As of June 28, 2021, all UChicago staff, seasonal, and temporary staff positions must have an associated job requisition in order to complete the Hire, Add Additional Job, or Change Job processes.
· If a position has an effective job requisition, its attributes CANNOT be updated using the Edit Position Restrictions business process. Use the job requisition to manage hiring requirements and qualifications.
· Position Management is a staffing model that UChicago has adopted, and it allows for the tracking of unfilled, filled, closed, and frozen positions.
· It is important to remember that a position exists in Workday independent of a worker.
· HRPs, Lead HR Partners, and Academic HR Partners can initiate the Edit Position Restrictions process.
· Run the report RPT Open Position with Previous Incumbent to find unfilled positions that are available to edit before creating a new position.
· Key attributes assigned to a position include the Supervisory Organization, Earliest Hire Date, Availability Date, Job Family, Job Profile, Location, Time Type, Worker Type and Worker Sub-Type.
· All positions must be assigned to a Chart of Accounts (COA) string, which comprises 10 segments. These segments may be overridden once costing allocations are completed in the Hire, Add Additional Job, or Change Job business processes.
· The 10 segments that make up the COA string are: Entity, Organization, Account, Fund, Purpose, Program, Activity, Site, Affiliate, and Future.
· These segments translate into Workday as worktags, which have the same name except for Organization, which is called Cost Center in Workday.
· Out of these 10 segments, there are two, Affiliate and Future which are not used within Workday and therefore are not required for data entry.
· Since Program, Activity and Site are secondary segments, not all COA values will include them, as they are not required for every transaction.
· Additionally, the Account worktag is automatically generated in Workday once payroll is run and is not required for data entry.
· The Earliest Hire Date and Availability Date of a position, as well as the Supervisory Organization, cannot be edited once the position is created. All other attributes can be changed via the Edit Position Restrictions business process.
· There must be an approved unfilled position with appropriate attributes available in the supervisory organization to hire a new employee.
· For job sharing, each employee must sit in a separate position. Each position will need to be listed with the appropriate attributes (i.e., part-time instead of full-time).
· The Unavailable to Fill tab in the Supervisory Organization profile screen will display all positions that are in a closed or frozen status, any positions that are scheduled to be filled on a future date and positions that have an Availability Date in the future. Positions listed in this tab will not be available for HRPs/Academic HR Partners to act on. If there are no positions in the Supervisory Organization that are in an Unavailable to Fill status, the tab will not display.
· Staff positions will be closed if they remain vacant for more than six months. All other positions do not expire and will remain in the supervisory organization until an action is taken that would cause them to be removed from the organization.
· Positions can be moved from one supervisory organization to another through the Move Workers (Supervisory) business process. Closing a position is a permanent action and will cause the position to move from the Staffing tab in the supervisory organization screen to the Unavailable to Fill tab. A position can also be frozen. Freezing a position is a temporary action and can be scheduled indefinitely, or for a set period of time. See the following Knowledge Base Article for more information: Closing a Position in Workday, Freezing a Position in Workday, and Moving Workers/Positions in Workday.
· To see where the Edit Position Restrictions business process is sitting, navigate to the Archive tab of My Tasks and choose any of the tasks, related to the process, that have been submitted. The View Event screen will display. In the Overall Process field, select Edit Position Restrictions: Position Title and go to the Process tab where the details of the business process history (including the step, the status, and the person who is assigned to the task) will be displayed.
· To view all the positions in a supervisory organization, run the report View All Positions. To do so type in View All Positions in the search box at the top of the screen and select the suggested report that appears below the search box.
1. Log into Workday using your CNetID and password.
2. Find the supervisory organization in which the position will sit. To do so, type in the prefix org: and the name of the supervisory organization in the search box at the top of the screen, and then press the Enter key. A list of results associated with the search criteria will populate. Select the desired result.
3. From the Supervisory Organization screen, select the Staffing tab to display open positions.
4. Locate the position to be edited under the Positions without Job Requisition section. Select the Related Actions icon (the icon made of a small rectangle with three dots in the middle) that appears to the right of the position name when hovered over. Then, hover over Position Restrictions and select Edit Position Restrictions.
5. The Edit Position Restrictions screen is next.
a. In the Position Change Reason prompt box, select Edit Position > Edit Restrictions, then fill out or modify any fields under the Position Details section and the Hiring Restrictions tab as needed.
i. Don’t forget that the Availability Date and the Earliest Hire Date of a position cannot be changed.
ii. Selecting the Job Profile before the Job Family will auto-populate the Job Description Summary field.
iii. The Job Description Summary field should not be changed.
iv. If the position is in a filled status, the changes will only take effect once the position becomes unfilled or once the Change Job business process has been completed (if editing the Time Type field for a filled position in which an employee is changing FTE (Full-Time Equivalent)).
b. Once necessary changes have been made, select Submit.
6. After submitting the Edit Position Restrictions task, a dialog box will pop up with the next task (Change Organization Assignments) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then select the Assign Organizations: Edit Position Restrictions task on the left side of the screen.
7. The Change Organization Assignments screen will display.
a. Review the information listed in the Organizations section and select the Pencil icon to modify any of the fields if necessary.
i. A position's organization assignments must match the organization assignments of the supervisory organization in which the position sits for the Entity, Cost Center, and Purpose segments. Attempting to change these values will cause an error, preventing submission.
ii. Ensure that the appropriate values for the remaining Chart of Accounts (COA) segments are entered. If necessary, enter or update any of the following fields: Program, Fund, Activity, and Site. The opportunity to enter additional accounts or overrides will occur during the Assign Costing Allocations step of the Hire, Add Additional Job, or Change Job business processes.
1. Validation errors may occur if the values entered in these fields are not active or if the segments added are not a valid combination in Oracle. In such cases, collaborate with the department’s finance team to correct the error.
iii. If the worker is affiliated with an established external organization (i.e., Argonne, Fermi Lab, Marine Biological Lab, etc.), please indicate it in the Affiliated Organization field.
iv. If applicable, enter one or more values in the Time and Absence Management Handling field. Refer to the Changing Organization Assignments in Workday Knowledge Base Article for details on completing this field.
b. Select Submit.
i. For student positions, the business process is complete once the Change Organization Assignments task is submitted.
8. A dialog box will pop up with the next task (Request Default Compensation for Position Event) to complete. Select Open.
a. If the dialog box disappears, select the Mail icon in the top-right corner of the page to navigate to My Tasks, and then choose the Default Compensation task on the left side of the screen.
i. For positions paid through Period Activity Pay, please leave all fields blank at this step, and enter a note in the Comments section to indicate why compensation is blank. See the Managing Period Activity Pay Assignments in Workday Knowledge Base article for more information.
1. To delete pre-populated information, use the Cross (X) next to the value to be removed.
9. The Default Compensation Change screen will display.
a. Review all fields in the Compensation section to confirm accuracy and make changes if needed using the Pencil icon.
i. Do not edit the Guidelines segment, because it displays the pay grade and is autogenerated by job profile.
1. If offering a pay rate that is outside (below or above) of the Total Base Pay Range, provide justification in the Comment box at the bottom of the screen. HR-Compensation will review justification for pay rates that are outside of their base pay range.
ii. Exempt job profiles can ONLY have a Salary compensation plan. Non-exempt job profiles can ONLY have an Hourly compensation plan.
1. If entering compensation for a worker in the Salary plan, enter a monthly amount. If entering compensation for a worker in the Hourly plan, enter an hourly amount.
a. Only edit the Amount, do not change the Currency or the Frequency.
b. Considering that Chicago’s Minimum Wage increases every July 1 per the Minimum Wage Ordinance, make sure to review the City of Chicago’s Minimum Wage page to ensure that the rate for any hourly paid worker is not below the appropriate amount.
2. For fixed term employees, enter an Expected End Date and/or Actual End Date. To do so, go either to the Salary or to the Hourly section (depending on the job profile), and select the small blue arrow to the left of the Additional Details header to expand this segment and add the information.
b. The default compensation can be modified later during the Hire, Add Additional Job, or Change Job business processes.
c. After the review and editing is complete, select Submit.
10. At this point, the process is routed to the Budget Partner for approval. Once the proposed compensation is approved, the Edit Position Restrictions business process is complete. This DOES NOT apply to staff, seasonal, and temporary staff positions. For these positions ONLY, the Create Job Requisition task will appear in My Tasks. Select the Mail icon in the top-right corner of the page to go to My Tasks and find this action on the left side of the screen.
a. A job requisition is required for all UChicago staff, seasonal, and temporary staff positions. Select the Create Job Requisition button and follow the prompts to complete the process. Once the requisition is created, return to the Create Job Requisition action in My Tasks, and select Submit. For step-by-step instructions, refer to the Creating a Job Requisition and Position in Workday Knowledge Base Article.