Can I reuse an existing position? Yes, use the Edit Position Restrictions business process to edit the restrictions of an existing position.

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1 What does Position Management mean? Position Management is a staffing model that the University of Chicago has adopted with the implementation of Workday. Position management allows for the tracking of unfilled, filled, closed and frozen positions. In order to hire an employee into Workday, an available, unfilled position must first exist. It is important to remember that a position exists in Workday independent of a worker. How will I know whether I need to create a position? In order to hire an employee in Workday or in order to add an additional job to a current employee, there must be an unfilled position available in the supervisory organization in which you will hire. The position must be assigned the appropriate attributes (location, time type, job family, employee type, etc.) that will eventually be part of the job details once an employee is moved in to the position. Create a position if there is not an available position in your supervisory organization or edit the position restrictions of an existing unfilled position. The Quick Reference Guide for both of these business processes can be found here. There are a few different ways to navigate to the Create Position process. What is the recommended method for creating a position? The recommended method to initiate the Create Position business process is to navigate to the supervisory organization in which the position will be created, using the related icon next to the supervisory organization s name, hovering over the staffing action and selecting Create Position. See the Create Position quick reference guide for more information. Can I reuse an existing position? Yes, use the Edit Position Restrictions business process to edit the restrictions of an existing position. When should I initiate the create position process? For staff positions, a position should be created (or an existing position edited) directly after submitting the UChicago Jobs requisition. The requisition number from UChicago jobs should be entered in to the Job Description Summary field of the position. For temporary (direct hires) and student positions, the position creation (or editing of an existing unfilled position) can occur at the time you are ready to hire or move the individual into the position. For academic positions, the position can be created once the department is getting ready to submit the case file to the Provost Office. Do student workers need positions? Yes, all employees need to have a position in order to be employed.

2 What attributes are assigned to a 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. Organizational Assignments (HRMS Department Number and default FAS Account/Sub Account) are also assigned to a position and default compensation can be assigned to a position as well. For more information on attributes assigned to positions, see the Create Position quick reference guide. Can attributes be changed once the position is created? Most attributes assigned to a position when created can be edited through the business process of Edit Position Restrictions. The attributes that cannot be changed through this process are the Supervisory Organization, Earliest Hire Date and Availability Date. If the position is in a filled status, the changes will only take effect once the position becomes unfilled or (if you are editing the Time Type field for a filled position in which an employee is changing FTE) once the Change Job business process has been completed. What are the Earliest Hire Date and the Availability Date? Should I estimate when the position is going to be filled and use that date? The Earliest Hire Date is the earliest date that an individual can be hired or moved in to a position. The Availability Date is the first day that you will be able to act on the position (i.e. initiate the hire process for the position, or edit the position). Until the Availability Date is reached, the position will sit in the Unavailable to Fill tab within the supervisory organization profile screen. Neither date will have any bearing on the actual start date or effective date of the employee who will be placed in the position. It is therefore recommended that you back date these fields. For example, you can use the first day of the current month, or even the first day of the current fiscal year. This will help prevent situations in which you create positions that are not available for you to use. Which roles can create and edit positions? HR Partners, Lead HR Partners, Academic HR Partners and Academic HR Coordinators can initiate the Create Position process. HR Partners, Lead HR Partners and Academic HR Partners can initiate the Edit Position Restrictions process.

3 Can I create multiple positions at once? Yes, Workday allows you to create multiple positions at once. When creating the position, the Number of Positions field should be populated with the number of positions you need to create. Note that all positions created using this method will be assigned the same attributes. When multiple positions are created at once, the positions become independent objects in Workday once approved. For example, if you create 5 of the same position, once approved, you will see 5 new, unfilled positions in your supervisory organization s Staffing tab. The positions will all have the same name, but will have a number after the name to differentiate the positions from each other. Should I create regular student positions separately from Work Study positions? Yes, there are two Job Families in Workday that should be used for student positions: Student (unclassified) and Work Study. Since Job Family is an attribute that is assigned to a position, you will need to crate regular student positions separately from work study positions. How do I know which job family and job profile to choose for my new Academic hire? You should search under the Academic Job Family Group for the available job families. The job families available should include: Postdoctoral: Fellow, Institute Fellow, Academic: 9 over 12 Pay, Academic: Regular Pay, Visiting Academic: 9 over 12 Pay, and Visiting Academic: Regular Pay. a. If you are creating a position for a Faculty or OAA who is 3Q you MUST select either Academic: 9 over 12 Pay or Visiting Academic: 9 over 12 Pay depending on whether the Faculty or OAA is a Visitor or not. If you do not select either of these 2 job families the payroll transactions that need to occur for 3Q Academics will not occur. b. If you are creating a position for a Faculty or OAA who is 4Q you MUST select either Academic: Regular Pay or Visiting Academic: Regular pay depending on whether the Faculty or OAA is a Visitor or not. (ALL BSD ACADEMICS SHOULD BE IN REGULAR PAY JOB FAMILIES) Why do I need to assign an FAS Account and Sub Account to positions I create? Workday requires that a default level of FAS Account and Sub Account be assigned to each position in Workday. These will be requested during the second step of the Create Position process called Assign Organizations. The FAS Account indicated here is not meant to pay the employee s salary. It is meant as a fail-safe account. Once a worker is placed in the position, either through the Hire, Add Additional Job or Change Job business processes, the Assign Costing Allocations sub-process requires the HR Partner/Academic HR Partner enter the actual FAS Account(s). Divisions and departments should determine the best account to use at the default level.

4 What is default compensation? Am I required to enter default compensation? Default compensation can be assigned to the position. This can be used for budgeting purposes. Assigning default compensation to the position is not required. To skip the default compensation step, click on the Skip button when the step is first presented, or from the inbox view, click on the settings wheel at the top right of the page and select Skip this Task. Who is responsible for approving the positions I create? Staff and temporary positions will be sent to the Budget Partner for approval and then to the Compensation Administrator.* Student positions will not be sent for approval at all unless Research Assistant Type A or B, which will be sent to the Budget Partner. Work Study student positions will be sent to the Work Study Administrator to approve. Academic positions will be sent to the Budget Partner to approve.* *In the BSD the position will also be sent to the Lead HR Partner or Lead Academic HR Partner to approve. Why do I receive a step to Enter Time Approvers as part of the Create Position and Edit Position Restrictions business process? The Chicago IDs of the UChicago Time Approvers that will be responsible for approving time for this position will need to be entered on the position. To edit time approvers, you will need to navigate to the additional data of the position and enter the Chicago IDs of the primary and secondary time approvers. For more details, see the Enter Time Approvers quick reference guide. If I create multiple positions at once, do I have to enter each position s time approvers separately? Yes, because Time Approvers are a unique attribute to UChicago, the Chicago IDs of the time approvers must be entered individually for each position. Is there a report that will tell me the time approvers associated with the positions I support? Yes, it is called RPT Employees with Time Approvers and will show all employees in your supervisory organization that should have time approvers assigned, the Chicago IDs that are assigned to these positions and any one missing time approvers. Is there a report that will tell me all of the positions in the supervisory organizations I support? Yes, it is called View All Positions. This report will ask you to indicate the supervisory organization for which you would like to view open positions. You can also choose to include positions in the subordinate organizations. You can also use the report prompts to determine whether the report returns, open, filled, closed and/or frozen positions.

5 What is job overlap? When can I use job overlap? In general, the ratio between worker and position is one-to-one; meaning only one worker can be in a position at a time. Job overlap is available if there is already a scheduled vacate date for a worker. For example, if a termination is processed and approved for a current employee with a future date of January 31, the position can be used to hire a new worker prior to the January 31 exit date. When terminating an employee or otherwise moving an employee out of a position, Workday will ask you if you would like to make the position available for overlap. How would I handle a position that is split funded between two organizations? Positions cannot be assigned to multiple supervisory organizations. If a position is split funded, it will still need to be assigned to one supervisory organization. The FAS Accounts that fund the position will need to be entered at the Assign Costing Allocations step of the hire process. How do I remove a position from my supervisory organization? Positions can be moved from one organization to another through the business process of Move Workers (Supervisory). 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 quick reference guides for more information: Close Position Freeze Position Move Workers (Supervisory) What is the Unavailable to Fill tab in the supervisory organization profile screen? The Unavailable to Fill tab will display all positions that are in a closed or frozen status, any positions that are scheduled to be filled on a future date (future dated hires or transfers) and positions that have an availability date in the future. Positions listed in the Unavailable to Fill tab will not be available for HR Partners/Academic HR Partners to take action on. If there are no positions in the supervisory organization that are in an Unavailable to Fill status, the tab will not display. Can you assign multiple locations to one position? Only one location can be assigned to a position; however an alternate location can be assigned once an employee is hired in to the position. How is job sharing handled in Workday? 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).

6 Are there any timing constraints on how long a position is allowed to be open in Workday? No, positions do not expire. Positions will remain in your supervisory organization until you take an action on them that would cause them to be removed from your organization.