Create Position
Create Position
Create Position
March 2020
Title: Create Position
Functional Area: Staffing
Table of Contents
Create Position Business Process ................................................................................................. 3
Create Position ...................................................................................................................................... 5
Change Organization Assignments ..................................................................................................... 10
Assign Costing Allocation .................................................................................................................... 14
Create a Job Requisition...................................................................................................................... 17
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Title: Create Position
Functional Area: Staffing
The process steps in the Create Position business process are listed in the table below.
NOTE: Approval routing is based on the reason selected when initiating the business process.
Event Reason
Create Position Off-Cycle (BPW) Approval
Annual Budget
Temporary Worker
Intern
Non-Budgeted Permanent
Contractual
Split a Position
Contingent
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Title: Create Position
Functional Area: Staffing
You will need the following information to complete the Create Position process:
Supervisory Organization
Title of job posting
Availability Date or Earliest Hire Date
Job Profile (Classification/Class Title)
Location of position
Time Type (full time/part time)
Worker Type (employee/contingent worker)
Worker Sub-Type (State/Regular, Contractual, Temporary, Intern, Vendor, etc.)
Organizations (as required), including:
o Cost Center (Agency Budget Code and Pseudo Code)
o Fund
o Appointment
o Authorized By
o Background Check*
o Bargaining Status
o Budget Status
o Check Distribution Code*
o Compressed Work Week*
o Check Distribution Code*
o Essential Personnel*
o High Risk Job*
o Retirement System
o Telework*
o RSTARS Financial Agency
o RSTARS Subprogram
o RSTARS Unit
o RSTARS Program
o Authorized Percent
*Indicates an optional field. These fields should be entered when position requires the
designation.
NOTE: RSTARS budget information should obtained from your designated Budget and Finance
Partner.
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Title: Create Position
Functional Area: Staffing
Create Position
The steps to initiate the Create Position process follow.
Procedure:
5. Review position information (i.e., “unfilled” positions and/or positions actions in progress).
Determine if a position should be created.
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Title: Create Position
Functional Area: Staffing
6. To create a position, click the Related Actions and Preview button next to the supervisory
organization.
7. In the menu, hover over Staffing and then click Create Position.
Create Position
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Title: Create Position
Functional Area: Staffing
Create Position
Information: This is the Working/Business Title you will see for the event. For example:
Accountant Fiscal Services.
10. Change the number of positions from "1", to another number, if applicable.
11. Use the Calendar icon to select the Availability Date.
12. Use the Calendar icon to select the Earliest Hire Date.
13. Type or use the prompt to select the Job Profile (Class Title).
Information: You can search in this field based on the abbreviations in the current Salary
Plan and in the Workday Job Catalog.
Information: The Job Description may populate based on what is entered for the Job
Profile. If it does not populate, it will have to be entered manually.
Caution: The Worker Type and Worker Sub-Type fields must correspond with the
Position Request Reason entered above.
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Title: Create Position
Functional Area: Staffing
If you would like to make changes to the new positions qualification, select the tab.
19. Click the Add Row icon in the applicable section (i.e., Responsibilities and/or Work
Experience) to add qualifications.
Information: This information comes from the MS-22 Position Description form.
20. Click the Submit button. This will submit the position request and route to the next
step in workflow.
Tip: If you do not want to submit the request at this point, you can also click one of the
following buttons:
Click Save for Later to save your changes but not submit.
Click Cancel to cancel the process and start at another time.
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Title: Create Position
Functional Area: Staffing
21. The next step in the process is Change Organization Assignments. Click the Open
button to start the next task in the business process.
Tip: After completing a task in the business process you can view the next step.
Click the drop-down arrow next to Details and Process to expand the section.
Click the Process tab to see the path that the process will take.
See the Check the Status of a Business Process section of this guide for details on how to
view, access, or complete other tasks in the process.
22. The System Task is complete.
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Title: Create Position
Functional Area: Staffing
When a new position has been created, you must assign organizations to the position. This includes the
company, cost center, fund, and other applicable organization values.
NOTE: RSTARS budget/finance codes should be obtained from your designated Budget and Finance
Partner.
Procedure:
Information: If you did not assign organizations directly after creating the position,
access this task from your Inbox. Look for a task that begins with “Assign Organizations:
Create Position:” The position name will be in the task description.
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Title: Create Position
Functional Area: Staffing
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Title: Create Position
Functional Area: Staffing
RSTARS Unit Required. Used to identify the Enter value in RSTARS Unit.
RSTARS Unit. This field should Example: B75801
be completed for all Positions,
and the information should be
obtained from the Agency
Budget Finance Partner.
RSTARS Program Required. Used to identify the Enter value in RSTARS Unit.
RSTARS Program. This field Example: 00
should be completed for all
Positions, and the information
should be obtained from the
Agency Budget Finance Partner.
NOTE: If you do not have RSTARS budget codes at the time you complete this page, they can be
entered later by searching for the position and using the related actions for the position. Select
Organizations and then, Change Organization Assignments.
2. Click the Submit button.
Tip: If you do not want to submit a task at this point, you can also click one of the
following buttons:
Click Save for Later to save your changes but not submit.
Click Cancel to cancel the process and start at another time.
Tip: After completing a task in the business process you can view the next step.
Click the drop-down arrow next to Details and Process to expand the section.
Click the Process tab to see the path that the process will take.
See the Check the Status of a Business Process section of this guide for details on
how to view, access, or complete other tasks in the process.
3. The next step in the business process is HR Partner approval. Click the Done button.
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Title: Create Position
Functional Area: Staffing
A “Costing Allocation for Create Position” task will be available in your Inbox. The Job Title for the position
is included in the task name.
Procedure:
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Title: Create Position
Functional Area: Staffing
3. On the Actions tab, identify and click the "Costing Allocation for Create Position" task in the list.
The task will include the Job Title for the position.
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Title: Create Position
Functional Area: Staffing
Information: More than one fund can be entered by adding additional rows. The fund
information will come from Budget/Finance personnel. The Distribution Percent must add
up to 100%.
9. To add another fund, click the Add a New Row icon. Then enter the fund and distribution
percent.
Tip: If you do not want to submit the request at this point, you can also click one of the
following buttons:
a. Click Save for Later to save your changes but not submit.
b. Click Cancel to cancel the process and start at another time.
12. The next task displays on a new page as "Create Job Requisition." To open the task, click the To
Do button.
Information: If you want to complete the Job Requisition at a later time, click the Done
button. The next step in the business process is for the job requisition to be created.
Tip: After completing a task in the business process you can view the next step.
Click the drop-down arrow next to Details and Process to expand the section.
Click the Process tab to see the path that the process will take.
See the Check the Status of a Business Process section of this guide for details on how to
view, access, or complete other tasks in the process.
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Title: Create Position
Functional Area: Staffing
NOTE:
Job requisitions are only completed when a recruitment is required in JobAps or if there is an
overlap in a position.
You can also create a Job Requisition for existing vacancies that require a JobAps recruitment.
Search for the open position(s) on the SPMS View All Positions report. Use the related actions
menu for that position to select Job Change and then Create Job Requisition.
Note that a Job Requisition in Workday is different than a Job Requisition in JobAps. The
Workday Job Requisition allows the position to be sent to JobAps as an available to fill position
through the daily integration. The JobAps Job Requisition is used by Agencies to set up all the
information regarding the recruitment process for that position in JobAps.
Procedure:
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Title: Create Position
Functional Area: Staffing
3. On the Actions tab, click the “Create Job Requisition: Create Position" task for the position that
you created.
4. Type or use the prompt to select the Supervisory Organization where the position belongs.
6. Type or use the prompt to select the Existing Position. This is the position you created.
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Title: Create Position
Functional Area: Staffing
9. Type or use the prompt to select the Worker Type. This should be the same worker type entered
for the position.
11. In the Recruiting Details section, click the Edit icon. Fields in this section will open to be
updated.
12. Type or use the prompt to select the JobAPs > JobAPs Recruitment Reas
13. Use the Calendar icon to select the Recruiting Start Date.
14. Use the Calendar icon to select the Target Hire Date.
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Title: Create Position
Functional Area: Staffing
16. Review the information on the Job page. Then, click the Next button.
17. Review the information on the Organizations page. Then, click the Next
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Title: Create Position
Functional Area: Staffing
Information: The Summary page displays all information that you entered on the
previous pages.
Tip: If you do not want to submit the request at this point, you can also click one of the
following buttons:
a. Click Save for Later to save your changes but not submit.
b. Click Cancel to cancel the process and start at another time.
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