HCM Core: Create, Edit or Close a Position

Purpose

This job aid guides managers and HR partners through the processes of Creating, Editing, or Closing Positions in Workday within the University’s position management structure. 

 

When to Use

Use these processes when:

Create Position

• Establishing a new role within a supervisory organization
• Creating a position for recruitment
• Adding staffing capacity to a department

Edit Position

• Updating position restrictions
• Changing position attributes (job profile, location, time type, etc.)
• Correcting position data

Close Position

• Eliminating an unused or obsolete position
• Removing a position after organizational restructuring
• Closing a position once it is no longer needed

 

Steps

Create Position

Workday Security Roles Involved:

• Initiator
• Reviewers
• Approvers

To create a position, log in to Workday and complete the following steps.

1. Enter Create Position in the search bar and press Enter Key.
   1. Select Create Position task from Search Results

On the Create Position pop-up window:

2. Confirm or enter the Supervisory Organization for the new position you are creating.
3. Select OK.

On the Create Position page:

4. Select the Position Request Reason. 

5. Enter the Job Posting Title. 

6. Enter the Number of Positions needed. 

Under the Hiring Restrictions tab: 

7. Enter the Availability Date. 
   This is when the position will be available to open a job requisition. 

8. Confirm or enter the Earliest Hire Date. 
   This is the earliest date that the position can be filled. 
9. Optional: Select the No Job Restrictions checkbox.

10. Select the Job Family.
11. Select the Job Profiles for Job Family
12. Select the Job Profile. 
    It is very important to select the correct job profile. The exempt or non-exempt status, compensation grade, and other position-specific information populate the Job Description field from the selected Job Profile. 

You can select the Related Actions button beside each job profile to review the job description and determine which is best for the position being created. See the following example.  

10. Update the Job Description Summary and Job Description as needed. 

11. Select the Location. 

12. Select the Time Type. 

13. Select the Worker Type. 
    When the Worker Type is selected, options become available for the Worker Sub-Type. 

14. Select the Worker Sub-Type. 

15. Confirm or enter the Scheduled Weekly Hours. 
    The FTE % is set based on the Scheduled Weekly Hours. If the FTE is less than 100%, the salary will prorate based on the FTE. 
16. As applicable: Select the Critical Job checkbox.
17. Optional: Select an option in the Difficulty to Fill field.

Under the Qualifications tab toward the top of the page: 

           

16. Optional: Enter any additional qualifications (e.g. Skills, Education, Languages, Certifications) using the plus icon.

17. Optional: Enter comments. 

18. Optional: Select files to upload attachments. 

19. Select Submit. 

Your role as the initiator is complete. Select View Details, then Details and Process to view the steps completed so far. You can view the steps remaining to complete the business process by selecting the Process tab and scrolling down to see Remaining Process under the Process tab. 

Edit Position

Workday Security Roles Involved:

• Initiator
• Reviewers
• Approvers

To edit a position, log in to Workday and complete the following steps.

1. Enter Edit Position in the search bar and press enter key.
   1. Select Edit Position task from Search Results

2. Search for the Position ID or open the position from a worker profile.
   1. Click OK.

3. Update necessary attributes.

4. Select Submit.

Close Position

Workday Security Roles Involved:

• Initiator
• Approvers

To close a position, log in to Workday and complete the following steps.

1. Enter Close Position in the search bar and press enter key.
   1. Select Close Position task from Search Results

On the Close Position popup window:

2. Enter the Position.
   1. Search using preset parameters.
3. Select OK.

On the Close Position Page:

4. Select the Close Reason.
5. Enter the Close Date.
6. Select Submit.

Your role as the initiator is complete. Select View Details, then Details and Process to view the steps completed so far. You can view the steps remaining to complete the business process by selecting the Process tab and scrolling down to see Remaining Process under the Process tab. 

Once approved and the Close Date is reached, the position is closed and can no longer be filled. The position will no longer be displayed on the organizational chart in Workday

 

 

Notes & Tips

 

• Position creation often triggers recruiting workflows.
• Verify budget and funding approvals before creating positions.
• Closed positions cannot be used for future hires unless reopened.
• Ensure job profiles align with NSU classification structures.
• Position changes may require multi-level approvals.