Workday HCM, Supervisory Orgs and Staffing Models

Workday HCM, Supervisory Orgs and Staffing Models Workday HCM

Business is constantly changing
Companies are growing, merging, consolidating and entering new markets
Workday HCM provides the core system of record enterprises need to manage the full hire-to-retire process for both employees and contingent workers in an increasingly global environment
Can align and realign your organization, workers and the supporting HCM processes in real time to support the company’s strategic objectives.

Workday HCM includes:

Staffing:

Define staffing type for an individual organization, division or for the entire company

Support applicant tracking and on boarding of new employees and contingent workers

Control the development of an operator from conditional or an employee to dismissed operator or retiree

Development:

Support for a multitude of organizational types—supervisory, costing, company/legal entities, regional, team, matrix and custom organizations

Organize and reorganize your workforce in real time and access up-to-date organizational charts for any organization in the business at any time

Supervisory Orgs:

Primary Organization structure in HCM,

Supervisory Organization controls workers and activates business process approvals

Few Key characteristics which are particularly for Supervisory Org:

Mainly Positions are created within the supervisory Organization

Workers must be hired into the open positions in a supervisory Organization.

Prerequisites

Business Site: At least one Business Site should be started into the file before forming a Supervisory Organization.

Business Site represents:

A physical location

Address is required

Time Profile- defines standard number of hours worked in that location each week and this is used to determine FTE. Time Profile must be created prior to creating the Business Site

Important Structural aspects

Information	Why it is important
What Org Roles you require and what security groups should those roles be associated with (part of configurable security setup)	Drives who has access to data, who can initiate business processes and who can participate in business processes
Superior and subordinate organizations	Determines the supervisory organization hierarchy
Primary Business Site	Required data when creating a supervisory org. inherited from the superior supervisory org if not entered for subordinate
Who is the manager and other support personnel	Drives business process
Staffing model that will be used	Every Supervisory org must have a staffing model selected after it has been created

Reorganization

For creating an organization or making changes to org structure, a reorganization event needs to be created

Might include only one change or group multiple reorganization activities for multiple orgs

Reorganization event determines when the change will take effect

It is the effective date of the relationships between organizations

Reorganization is NOT…

The creation date/effective date of a new organization

Effective date for any changes to the organization descriptions or definitions.

Creating a Supervisory Org

Process	Searchable Tasks
Verify the Time Profiles are available	Maintain time profiles
Create the Business Site that is require for the Supervisory Org	Create Business Site
Create Supervisory Org	Create Reorganization Create Supervisory Organization Assign Business Site

Managing Supervisory organization:

Workday allows easy changes to the supervisory organization

The below Changes include:

Adding a subordinate organization

Dividing an organization

When Headcount Management is enabled, you can move the headcount group to the new org or keep them in the previous organization

When Position Management or Job Management is enabled, individual positions and workers can be selected to be moved into the new organization

Changing a superior organization

Moved the entire structure, including all positions or headcount groups and workers plus all subordinate orgs

Inactivating an organization

organization using Headcount Management, need to move all headcount groups out of the organization prior to inactivating

organization using Position or Job Management, need to change all the individual positions and workers

Once a Supervisory organization is in-activated it can’t be re-activated

Move Workers

Allows workers to be shifted in or out of the Supervisory organization.

It is Not a business process

Not only a staffing part, also as a part of re-organization.

Creating a Subordinate Org

Process	Searchable Tasks
Search for earlier created Supervisory org	Give Sup Org name in search box
Create Subordinate Org	Go to Related Actions for Sup Org and Choose create subordinate org
View Inherited Org Roles and Business Sites	Go to the Subordinate org Check org roles and business sites

Jobs/Positions:

All staffing transactions in Workday, including hires, promotions and transfers takes place between Supervisory Orgs
Jobs/Positions are defined, opened, staffed and managed
Individual Position is always assigned to a specific org
A position is considered filled and unavailable to fill if there is a worker filling the position.

Job Profiles

Job or Position in Workday is based on a job profile
Job profiles enable to describe general characteristics of a job
To identify special skills, training another qualifications
Not specific to Supervisory Orgs
Job Profiles can also be used as criteria in compensation selection rules to generate compensation packages
Job profile definition consists of:
- Job Title-name of profile
- Job Code
- Management Level
- Exempt or Non-Exempt
- Job Classification
- Job Family-categorization
- Company Insider Type
- Work Shift Type
- Pay Rate Type
- Qualifications-Knowledge, Skills, Experience, Certifications

Positions

Positions are always associated with a supervisory org
Can be moved between orgs through staffing movements but must always be associated with a Supervisory Org
When filling a job/position, one must select a job profile
Cannot have a position filled in the system which does not reference a job profile
Edit a Position- allows the position definition to be changed
Close a Position- permanently closes the position to future hires
Job Profiles can be created and used for multiple positions (preferred when it makes sense)
Job profiles can be created to represent each job or position. This is not preferred due to the maintenance for the customer

Management Level Hierarchy

customer defined hierarchy that designates levels such as manager, vice president and so forth
Management levels are assigned to a Job Profile and can be used for reporting
or in the creation of some rules and business workflow

Staffing Models:

Each Supervisory Org will have a designated staffing model. The staffing model:

Determines the level at which you set staffing limits and controls
Where hiring restrictions are placed
How workers, jobs, and positions can be moved between supervisory orgs
The level of reporting available
Must be defined for each Supervisory Org

There are 3 unique staffing model options:

Position Management
Headcount Management
Job Management

Position Management

Staffing is done by creating and defining positions
For each position, hiring can be restricted to particular job profiles, worker types or business sites
Position management can be used to define required qualifications, experience and education levels for a worker
Provides great control over recruitment.
Particularly useful for Organizations that need to impose tight controls on who can be hired and require precise definition of each they want to fill

Features

Approved position is required before we can hire, promote, transfer, and demote workers.
You must specify the number of positions to be filled.
Each position which is created can have its self definition and hiring rules.
Positions remains open until they close manually
Can be moved in between Organizations

Headcount Management

Staffing is done by creating headcount groups specifying the number of positions/hours needed to be filled
Hiring restrictions can be placed to particular job profile, worker type or business site
Particularly useful for organizations that hire large number of into the same or similar jobs with same or similar requirements
Also beneficial for organizations which define broad categories of jobs.

Key Features

Must allocate positions to the headcount group before you can hire, promote, transfer, or demote workers into the group
You must specify the number of positions or hours to fill in the headcount group; hiring can continue until all positions or hours are filled
You have the ability to group positions together that have similar job and compensation requirements
Entire headcount group can be moved in between Orgs.

Job Management

Staffing is done by defining a set of hiring for the entire organization
You can restrict to job profiles, time type, worker type or business site
It is useful for organizations preferably for wide job conditions

For organizations that rely on work jobs and support to maintain the count of employees in a Supervisory Organization

Key Features

No system imposed limit on number of jobs that can be filled in an organization
do not required to manage a different, free position for position we want to fill
Hiring restrictions are equally applied for all the jobs in an organization.

Hiring Restrictions

Establishing restrictions for any staffing model may be done by using the following:
- Job Profiles
- Business Sites
- Worker Type
- Full Time or Part Time

WORKDAY