Setup Considerations: Staffing

Staffing features in Workday enable you to create jobs, manage your workforce, and report on a range of employment details to guide decisions in your organization.

With staffing features, you can:

Flexibly manage employees during onboarding, job changes, additional jobs, assignments, and termination.
Report on a range of details to inform your decisions.
Track staffing and employment details that your organization requires.
Track and generate contracts and agreements to help comply with regulatory requirements.
Process staffing events in bulk, such as hires and terminations, reducing manual effort.

You can use staffing features to:

Create a job catalog to group your jobs into families.
Create job requisitions to track requirements for positions.
Hire employees and contingent workers into jobs and positions.
Transfer, promote, or change job details for workers.
Create employment agreements to outline conditions of employment for pre-hire contracts.
Create and renew contracts for employees.
Assign country-specific notice periods and probation periods to employees.
Set up unions and assign collective agreements to employees.
Manage headcount through headcount plan reports.
Terminate employees or end contingent worker contracts.
Manage retired employees.

Questions	Considerations
How do you want to fill job openings in your organization?	Workday enables you to fill jobs and positions using these staffing models: Job management Position management Position management provides greater control over hiring and enables you to define hiring requirements for each position. Position management is a useful staffing model to use if your organization prefers defining detailed job requirements. Job management hiring requirements apply to all jobs in the supervisory organization. There are also no limits on the number of jobs that you can fill. Job management is a useful staffing model to use if your organization defines broad job requirements. Certain features are only applicable to 1 staffing model. Example: You can only swap positions for workers in the position management staffing model.
How do you want to organize your job profiles?	You can set up a job catalog to create job profiles that define characteristics for jobs and positions. When you want to group related job profiles, you can create job families. You can also group related job families into job family groups. Workday can populate downstream businesses with details from the job profile. You can also create eligibility rules based on job details. You can use management levels to categorize job profiles based on management types or compare similar roles across an organization.
How do you want to manage employees with multiple jobs?	You can enable multiple jobs, international assignments, and domestic assignments to place an employee with a primary job or position into another job or position. Workday populates many fields for the additional job from the position or job requisition. If you use job requisitions, you can't change those fields on the additional job because you must update the job requisition instead. Workday Payroll for the UK and Workday Payroll for France don't support multiple jobs.
How do you want to assess candidates for a job or position?	If you use Workday Recruiting, you can use job requisitions to assess candidates that you're hiring. If you don't use Workday Recruiting, you can use job requisitions for employment agreements to outline employment requirements for new hires and internal candidates changing jobs.
How do you want to manage job changes for employees?	You can create simplified job changes for initiators using the templates for the Change Job business process. You can also configure Workday Assistant to help complete job changes.

To improve user experience, Workday recommends that you hide or enable:

Optional fields on the
Configure Optional Fields
task.
Localized fields on the
Maintain Localization Settings
task.

Set up a single staffing model for each supervisory organization.

After you assign a worker to a supervisory organization, you can't change the staffing model.

If a step is secured by the

Employee as Self

security group, but the assigned user has a future hire date, the task is unassigned. A task can also be unassigned if the assigned user's Workday Account is disabled, expired, or locked, or if the assigned user has no Workday Account to view their notification or complete their assigned step. To resolve this issue, you must:

Access the
Unassigned Tasks
report to view steps with unassigned tasks.
Add the
Pre-Employee as Self
security group to the step.

Access the

Edit Tenant Setup - HCM

task to enable:

Management levels and job hierarchies.
Multiple jobs for employees.
Overlap between jobs.

Configure these domains in the Staffing functional area:

Domains	Considerations
Self-Service: Staffing Reports	Enables users to access reports with their employment details.
Set Up: Staffing	Enables users to set up features such as: Collective agreements. Employee contracts. Staffing models. Terminations.
Staffing Actions	Enables users to manage staffing data in business processes.
Worker Data: Staffing	Enables users to access staffing data.

Business Processes	Considerations
Add Additional Job	Enables you to place an employee with a primary job or position into another job or position when using multiple jobs functionality. You can enable autocomplete for this business process to complete events that initiate from Workday Recruiting automatically.
Change Job	Enables you to manage job changes such as promotions, job detail changes, and transfers. You can enable autocomplete for this business process to complete events that initiate from Workday Recruiting automatically.
Change Organization Assignments	Enables you to change organization assignments. You can enable autocomplete for this business process.
Contract Contingent Worker	Enables you to hire contingent workers into open positions and optionally create purchase orders. You can enable autocomplete for this business process to complete events that initiate from Workday Recruiting automatically.
Create Position	Enables you to create positions for the position management staffing model. You can enable autocomplete for this business process.
End Contingent Worker Contract	Enables you to end a contingent worker's contract. You can also create a mass actions workbook to initiate ending contingent worker contracts in bulk.
Hire	Enables you to hire pre-hires or former workers into jobs or positions in your organization. You can enable autocomplete for this business process to complete events that initiate from Workday Recruiting automatically.
Hiring Restrictions	Enables you to set hiring restrictions for the job management staffing model.
Termination	Enables you to manage terminations for employees. You can also create a mass actions workbook to initiate terminations for employees in bulk.

A subset of staffing business processes supports Workday Docs to create document templates for worker documents.

Reports	Considerations
Active Employees	View employment details for all active employees in all organizations.
All Contingent Workers	View all employment details for contingent workers.
Critical Open Positions	View unfilled critical positions by supervisory organization.
Headcount Analysis	View headcount by supervisory organization.
Internal Application Trends	View counts of internal job applications over time.
Internal Mobility Trends	View counts of internal movement events, such as transfers and promotions, that move workers to critical and noncritical jobs over time.
Position Summary	View information about all positions in your organization.
Worker's Job History	View the job history for 1 or more workers.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.