Concept: Unfilled Role Assignments on Awards, Grants, and Grant Hierarchies

When you assign a worker to roles on an award, grant, or grant hierarchy through the worker's position and not through an eligible investigator, the roles associated with the position become unfilled when the worker vacates that position. When you place a new worker in the vacant position, Workday assigns the new worker to the roles associated with the position automatically. If a position remains vacant, you might want to assign the roles associated with that position to other workers based on the reporting structure or job function of the previous assignee.

Last Worker Report Fields

To help you determine the correct workers to assign to an unfilled position-based role on an award, grant, or grant hierarchy, Workday provides you with these report fields that you can use to create a custom report to identify workers who last held positions in unfilled role assignments:

Business Object	Report Field	Security Domains
Award	Last Worker(s) in Unfilled Role Assignment on Award	View: Award Contract and Process: Award - View domains in the Grants Management functional area.
Grant	Last Worker(s) in Unfilled Role Assignment on Grant	Set Up: Basic Grant Worktag domain in the Common Financial Managment and Worktags functional areas. Manage: Grants - View and Manage: Grant / Grant Hierarchies - Edit domains in the Grants Management functional area.
Grant Hierarchy	Last Worker(s) in Unfilled Role Assignment on Grant Hierarchy	Set Up: Basic Grant Worktag domain in the Common Financial Managment and Worktags functional areas. Manage: Grants - View and Manage: Grant / Grant Hierarchies - Edit domains in the Grants Management functional area.

Unfilled Role Prompts

To return values in the Last Worker(s) in Unfilled Role Assignment
fields, the report runner must specify the corresponding assignable roles with these prompts in the report:

Award Assignable Role

Grant Assignable Role

Grant Hierarchy Assignable Role

These prompts are optional and included by default, but you can make them required by adding them in the

Prompts

tab and selecting the

Required

check box when you create the report.

Custom Report Security

To successfully retrieve the last workers with these fields, the report runner must:

Be authorized to run the custom report.

Be able to approve assignments for the assignable roles. See Set Up Assignable Roles. Example: To retrieve the last workers for the award assignable role Principal Investigator
, the report runner must be in the

Assigned/Reviewed by Security Groups

for Principal Investigators
in the

Maintain Assignable Roles

task.

Belong to a security group that has View
access to the domains securing the last worker report fields used in the report.

Example: Create Report on Last Workers in Unfilled Role Assignments