Workday Business Processes: Full Questions & Answers
1. List out all the business processes you have configured.
Answer:
Commonly configured business processes include:
Hire Employee
Change Job
Terminate Employment
Promote Employee
Compensation Changes (base pay, bonuses, allowances)
Position Management (create/edit/freeze positions)
Onboarding/Offboarding Tasks
Time Off Requests
One-Time Payments
Organization Changes (reorganization)
2. Explain all the attributes in Business Process Framework.
Answer:
Key attributes include:
Steps: The building blocks (actions, approvals, notifications).
Routing Rules: Determines who approves or completes each step.
Condition Rules: Logic to skip or require steps based on data.
Validation Rules: Ensures data meets criteria before proceeding.
Effective Dating: Supports future-dated or retroactive changes.
Security Policies: Controls who can initiate or view the process.
Notifications: Alerts sent to participants.
Document Handling: Attachments or generated documents.
3. What are all configuration options we have?
Answer:
Configuration options include:
Adding or removing steps (approvals, actions, notifications).
Setting up parallel or sequential approval paths.
Defining approval chains (single approver vs. multi-level).
Creating escalation rules for overdue tasks.
Configuring condition-based step skipping.
Customizing validation messages and rules.
Attaching document templates (e.g., offer letters).
Designing email notification templates.
4. What is the difference between approval and consolidated approval?
Answer:
Approval: A single request is reviewed individually (e.g., one employee’s promotion).
Consolidated Approval: Multiple requests are grouped for batch approval (e.g., 20 salary adjustments approved at once).
5. What are routing restrictions? Explain with an example.
Answer:
Routing restrictions limit who can approve based on specific criteria.
Example:
"Only HR Directors in the employee’s region can approve transfers."
This ensures approvals align with organizational hierarchy and policies.
6. What is the difference between condition rule and validation rules?
Answer:
Condition Rule: Determines if a step should execute (e.g., "Skip approval if salary change < 5%").
Validation Rule: Checks whether data is valid (e.g., "Salary must be within the grade range").
7. What are the types of validation rules in Workday?
Answer:
Required Field: Forces users to enter data in mandatory fields.
Format Validation: Ensures data matches patterns (e.g., email format).
Business Logic: Enforces company policies (e.g., "Hire date cannot be in the future").
Cross-Field Validation: Compares multiple fields (e.g., "End date must be after start date").
8. How to configure validation messages?
Answer:
Navigate to "Maintain Validation Rules".
Select or create a rule.
In the "Message" tab, enter user-friendly error text (e.g., "Salary exceeds the approved range").
Set severity (Error or Warning).
9. Can we translate validation messages?
Answer:
Yes, via:
"Maintain Validation Messages".
Select the language (e.g., Spanish, French).
Enter the translated message.
Assign to the appropriate language pack.
10. What is the difference between system notifications and custom notifications?
Answer:
System Notifications: Pre-built by Workday (e.g., task assignments). Cannot be modified.
Custom Notifications: Configured for specific BPs (e.g., "New hire approved"). Fully customizable in content and recipients.
11. A manager should receive a new hire notification but didn’t. How to troubleshoot?
Answer:
Verify the notification step exists in the BP definition.
Check the manager’s "Notification Subscriptions".
Review Security Policies that might block notifications.
Examine Condition Rules that could skip the notification.
Audit Workday Deliveries for failed messages.
12. Can I create condition rules on TO DO steps?
Answer:
Yes:
Edit the Business Process.
Select the TO DO step.
Add a condition rule (e.g., "Only show for full-time employees").
13. How to include an EDIT PHOTO step in the Hire BP if it’s not a standard BP?
Answer:
Edit the Hire Business Process.
Add a Custom Action step.
Configure it to call the "Edit Photo" web service.
Set security context (requires HRIS role).
14. What is the task to create TODOs?
Answer:
Use "Create To Do" in configuration:
Define the name and description.
Set completion criteria.
Configure assignment rules.
Link to security policies.
15. A created TODO isn’t available in BP assignment. Why?
Possible Reasons:
The TODO is not activated.
Security policies restrict access.
A condition rule prevents it from appearing.
Incorrect BP version is being used.
16. What configuration is needed to create a Workday account?
Answer:
In Provisional Provisioning Policy:
Enable "Create Workday Account".
Set authentication method (e.g., password, SSO).
Assign starter security groups.
Configure password policies.
17. Can I attach or distribute documents in a BP? How?
Answer:
Yes, via:
"Attach Document" step (for uploads).
"Generate Document" step (e.g., offer letters).
"Distribute Document" (email attachments).
Configuration:
Specify allowed file types.
Define retention rules.
Set security for viewing/attaching.
Key Takeaways:
Business Processes are highly customizable with steps, rules, and notifications.
Condition Rules control process flow; Validation Rules ensure data quality.
Troubleshooting notifications involves checking BP setup, security, and subscriptions.
Saturday, 5 April 2025
Workday Compensation: Comprehensive Q & A
Workday Compensation: Comprehensive Q & A
1. What modules require compensation data?
Answer:
Payroll (for salary processing)
Benefits (eligibility determination)
Talent & Performance (bonuses/merit increases)
Budgeting (cost planning)
2. List of compensation components
Answer:
Base Pay
Bonuses
Allowances
Commissions
Equity Awards
Merit Increases
One-Time Payments
3. What is a Period Salary Plan? Example?
Answer:
A fixed-term salary arrangement (e.g., a 6-month contract at $10,000/month).
4. Can currency, amount, and frequency be defined in a Salary Plan?
Answer:
Yes – Configured during plan setup (e.g., USD, $5,000, Monthly).
5. Difference: Compensation Element vs. Element Group
Element: Single pay component (e.g., "Car Allowance").
Element Group: Collection of elements (e.g., "Allowances Group").
6. Task to create compensation elements/groups
Answer:
"Create Compensation Element"
"Create Element Group" (under Compensation Setup)
7. Business Processes (BPs) for Compensation
Answer:
Propose Compensation (New Hire)
Request Compensation Change
Mass Compensation Changes
One-Time Payment Processing
8. What is the FTE checkbox? Example?
Answer:
Purpose: Adjusts pay for part-time workers (e.g., 0.5 FTE = 50% of full salary).
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1. What modules require compensation data?
Answer:
Payroll (for salary processing)
Benefits (eligibility determination)
Talent & Performance (bonuses/merit increases)
Budgeting (cost planning)
2. List of compensation components
Answer:
Base Pay
Bonuses
Allowances
Commissions
Equity Awards
Merit Increases
One-Time Payments
3. What is a Period Salary Plan? Example?
Answer:
A fixed-term salary arrangement (e.g., a 6-month contract at $10,000/month).
4. Can currency, amount, and frequency be defined in a Salary Plan?
Answer:
Yes – Configured during plan setup (e.g., USD, $5,000, Monthly).
5. Difference: Compensation Element vs. Element Group
Element: Single pay component (e.g., "Car Allowance").
Element Group: Collection of elements (e.g., "Allowances Group").
6. Task to create compensation elements/groups
Answer:
"Create Compensation Element"
"Create Element Group" (under Compensation Setup)
7. Business Processes (BPs) for Compensation
Answer:
Propose Compensation (New Hire)
Request Compensation Change
Mass Compensation Changes
One-Time Payment Processing
8. What is the FTE checkbox? Example?
Answer:
Purpose: Adjusts pay for part-time workers (e.g., 0.5 FTE = 50% of full salary).
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9. What is the "No Override" checkbox at plan level?
Answer:
Prevents manual overrides to ensure compliance with comp policies.
10. Web service for mass compensation changes?
Answer:
"Request Compensation Change" web service (SOAP API).
11. Data needed for mass compensation changes
Answer:
Employee IDs
Effective Date
New Compensation Amounts
Change Reason
12. "Next Pay Period" checkbox: Purpose & Location?
Answer:
Location: In "Request Compensation Change" BP.
Purpose: Delays changes until the next payroll cycle.
13. Can compensation plans be removed on a schedule?
Answer:
Yes – Use "Edit Compensation Plan" to set end dates.
14. How to configure compensation change reasons?
Answer:
"Maintain Compensation Change Reasons" task (e.g., "Promotion," "Market Adjustment").
15. BP to assign compensation for new hires?
Answer:
"Propose Compensation for New Hire" (runs during onboarding).
16. Difference: Propose Compensation (New Hire) vs. Propose Compensation Change?
New Hire: Sets initial pay.
Change: Adjusts existing pay.
17. Difference: Propose vs. Request Compensation Change?
Propose: Suggests changes (requires approval).
Request: Immediate changes (no approval).
18. How to configure units?
Answer:
"Maintain Units" task (e.g., "Hours," "Shares").
19. Task to configure one-time payment categories?
Answer:
"Create One-Time Payment Category" (e.g., "Spot Bonus").
20. Types of allowance plans?
Answer:
Amount-Based (e.g., $500/month)
Percentage-Based (e.g., 5% of salary)
Unit-Based (e.g., $10/meal)
21. Can I create reimbursable allowance plans?
Answer:
Yes – Requires Finance Module integration for expense tracking.
Key Takeaways
Compensation Elements = Building blocks of pay.
Mass Changes use APIs or BPs.
New Hires vs. Changes have distinct BPs.
Answer:
Prevents manual overrides to ensure compliance with comp policies.
10. Web service for mass compensation changes?
Answer:
"Request Compensation Change" web service (SOAP API).
11. Data needed for mass compensation changes
Answer:
Employee IDs
Effective Date
New Compensation Amounts
Change Reason
12. "Next Pay Period" checkbox: Purpose & Location?
Answer:
Location: In "Request Compensation Change" BP.
Purpose: Delays changes until the next payroll cycle.
13. Can compensation plans be removed on a schedule?
Answer:
Yes – Use "Edit Compensation Plan" to set end dates.
14. How to configure compensation change reasons?
Answer:
"Maintain Compensation Change Reasons" task (e.g., "Promotion," "Market Adjustment").
15. BP to assign compensation for new hires?
Answer:
"Propose Compensation for New Hire" (runs during onboarding).
16. Difference: Propose Compensation (New Hire) vs. Propose Compensation Change?
New Hire: Sets initial pay.
Change: Adjusts existing pay.
17. Difference: Propose vs. Request Compensation Change?
Propose: Suggests changes (requires approval).
Request: Immediate changes (no approval).
18. How to configure units?
Answer:
"Maintain Units" task (e.g., "Hours," "Shares").
19. Task to configure one-time payment categories?
Answer:
"Create One-Time Payment Category" (e.g., "Spot Bonus").
20. Types of allowance plans?
Answer:
Amount-Based (e.g., $500/month)
Percentage-Based (e.g., 5% of salary)
Unit-Based (e.g., $10/meal)
21. Can I create reimbursable allowance plans?
Answer:
Yes – Requires Finance Module integration for expense tracking.
Key Takeaways
Compensation Elements = Building blocks of pay.
Mass Changes use APIs or BPs.
New Hires vs. Changes have distinct BPs.
Q & A for your Job Profiles, Job Family, and Job Family Groups questions in Workday?
Q & A for your Job Profiles, Job Family, and Job Family Groups questions in Workday?
1. Difference between Exempt vs. Non-Exempt Employees?
Exempt: Salaried, not eligible for overtime (e.g., managers).
Non-Exempt: Hourly, eligible for overtime (e.g., frontline workers).
2. How to Create a Management Level?
Task: Use "Create Management Level" in Organization Setup. Defines hierarchy (e.g., "Director," "VP").
3. How to Make Fields Mandatory in Job Profiles?
Task: Use "Edit Job Profile" BP → Mark fields as "Required" in the layout.
4. Can I Create a New Pay Rate Type? How?
Yes. Task: "Create Pay Rate Type" in Compensation Setup (e.g., "Project Bonus").
5. Can One Position Have Multiple Job Profiles?
No. Each position links to one job profile.
6. What is a Job Profile Code? Can It Be Overridden?
Code: Unique identifier (e.g., "JP_SALES_MGR").
Override? No – System-generated and immutable.
7. Is Comp Grade Mandatory on Job Profiles? Why?
1. Difference between Exempt vs. Non-Exempt Employees?
Exempt: Salaried, not eligible for overtime (e.g., managers).
Non-Exempt: Hourly, eligible for overtime (e.g., frontline workers).
2. How to Create a Management Level?
Task: Use "Create Management Level" in Organization Setup. Defines hierarchy (e.g., "Director," "VP").
3. How to Make Fields Mandatory in Job Profiles?
Task: Use "Edit Job Profile" BP → Mark fields as "Required" in the layout.
4. Can I Create a New Pay Rate Type? How?
Yes. Task: "Create Pay Rate Type" in Compensation Setup (e.g., "Project Bonus").
5. Can One Position Have Multiple Job Profiles?
No. Each position links to one job profile.
6. What is a Job Profile Code? Can It Be Overridden?
Code: Unique identifier (e.g., "JP_SALES_MGR").
Override? No – System-generated and immutable.
7. Is Comp Grade Mandatory on Job Profiles? Why?
Not mandatory, but best practice.
Importance: Ensures pay equity, aligns with salary ranges.
8. How Can All Job Profiles Relate to One Job Profile?
Answer: Through Job Family Groups (parent-child hierarchy). Example:
Importance: Ensures pay equity, aligns with salary ranges.
8. How Can All Job Profiles Relate to One Job Profile?
Answer: Through Job Family Groups (parent-child hierarchy). Example:
Job Family Group: "IT"
Job Family: "Software Engineering"
Job Profile: "Senior Developer"
9. Best Practices for Job Profiles?
Standardize naming (e.g., "JP_[Department]_[Role]").
Job Family: "Software Engineering"
Job Profile: "Senior Developer"
9. Best Practices for Job Profiles?
Standardize naming (e.g., "JP_[Department]_[Role]").
Link to comp grades for pay consistency.
Use job families for reporting/analytics.
Key Takeaways
Use job families for reporting/analytics.
Key Takeaways
Exempt/Non-Exempt: Determines overtime eligibility.
Job Profiles: 1:1 with positions, require thoughtful setup.
Comp Grades: Critical for fair pay structures.
Job Profiles: 1:1 with positions, require thoughtful setup.
Comp Grades: Critical for fair pay structures.
Staffing Models in Workday: Simplified Q & A
Staffing Models in Workday: Simplified Q&A
1. Can I change the staffing model if active employees or open positions exist?
No. Staffing models cannot be changed once workers are assigned or positions are open.
2. How to change staffing models for multiple orgs? What’s the limit?
Use the "Change Staffing Model" business process. Maximum of 100 orgs can be updated at once.
3. Types of staffing models?
Position Management: Fixed roles (e.g., "HR Director").
Job Management: Flexible roles (e.g., "Project Consultant").
4. Key differences: Position vs. Job Management?
Position Management requires predefined positions (1 worker per role). Job Management allows hiring without positions (flexible headcount).
5. Can I create a position before a supervisory org exists?
No. The supervisory org must be created first.
6. Attributes defined at position level?
Includes job title, compensation grade, location, FTE status, and job profile.
7. Difference: Edit Position vs. Edit Position Restrictions?
Edit Position modifies role details. Edit Position Restrictions controls who can make those edits (security settings).
8. What happens to a job if an employee leaves (Job Management)?
The job remains intact and can be filled by another hire.
9. Can two employees share one position?
No (unless configured for shared positions, which is rare).
10 & 11. Business processes for Position Management?
Includes creating/editing positions, freezing/closing roles, and changing org assignments.
12. Can I delete a position?
No. Positions can only be closed or inactivated.
1. Can I change the staffing model if active employees or open positions exist?
No. Staffing models cannot be changed once workers are assigned or positions are open.
2. How to change staffing models for multiple orgs? What’s the limit?
Use the "Change Staffing Model" business process. Maximum of 100 orgs can be updated at once.
3. Types of staffing models?
Position Management: Fixed roles (e.g., "HR Director").
Job Management: Flexible roles (e.g., "Project Consultant").
4. Key differences: Position vs. Job Management?
Position Management requires predefined positions (1 worker per role). Job Management allows hiring without positions (flexible headcount).
5. Can I create a position before a supervisory org exists?
No. The supervisory org must be created first.
6. Attributes defined at position level?
Includes job title, compensation grade, location, FTE status, and job profile.
7. Difference: Edit Position vs. Edit Position Restrictions?
Edit Position modifies role details. Edit Position Restrictions controls who can make those edits (security settings).
8. What happens to a job if an employee leaves (Job Management)?
The job remains intact and can be filled by another hire.
9. Can two employees share one position?
No (unless configured for shared positions, which is rare).
10 & 11. Business processes for Position Management?
Includes creating/editing positions, freezing/closing roles, and changing org assignments.
12. Can I delete a position?
No. Positions can only be closed or inactivated.
13. Difference: Freeze vs. Close Position?
Freeze temporarily pauses hiring. Close permanently removes the role (must reopen to reuse).
14. Can I close a job in Job Management?
Yes. Jobs can be closed to prevent new hires.
15. Example scenario for Job Management?
A consulting firm hires 5 "Business Analysts" under one job profile, with varying start dates and locations.
16. Can I hire without creating a position (Job Management)?
Yes. Job Management allows direct hiring into roles.
17. Difference: Availability Date vs. Earliest Hire Date?
Availability Date is set by HR/candidate. Earliest Hire Date is system-calculated (e.g., post-approvals).
18. Can I override/backdate Availability Date?
Yes, but requires admin access and audit trails.
Key Takeaways:
Position Management: Structured, 1:1 worker-to-role.
Job Management: Agile, no fixed positions.
Changes to staffing models require empty orgs.
Freeze temporarily pauses hiring. Close permanently removes the role (must reopen to reuse).
14. Can I close a job in Job Management?
Yes. Jobs can be closed to prevent new hires.
15. Example scenario for Job Management?
A consulting firm hires 5 "Business Analysts" under one job profile, with varying start dates and locations.
16. Can I hire without creating a position (Job Management)?
Yes. Job Management allows direct hiring into roles.
17. Difference: Availability Date vs. Earliest Hire Date?
Availability Date is set by HR/candidate. Earliest Hire Date is system-calculated (e.g., post-approvals).
18. Can I override/backdate Availability Date?
Yes, but requires admin access and audit trails.
Key Takeaways:
Position Management: Structured, 1:1 worker-to-role.
Job Management: Agile, no fixed positions.
Changes to staffing models require empty orgs.
Workday Organizational Questions & Answers
Workday Organizational Questions & Answers
1. What are all organization types in Workday?
Answer:
Supervisory Organizations (for managing workers/positions)
Cost Centers (for financial tracking)
Matrix Organizations (for dotted-line reporting)
Companies (legal entities)
Custom Organizations (e.g., regions, divisions)
2. Can I create a position in a Cost Center?
Answer:
❌ No – Positions can only be created in Supervisory Organizations. Cost Centers are for budgeting, not staffing.
3. Can I hire an employee in a Matrix organization?
Answer:
❌ No – Employees must be hired into a Supervisory Organization. Matrix orgs only provide secondary reporting lines.
4. Why don’t Matrix Org and Pay Group require a reorganization event?
Answer:
Matrix Orgs: Define secondary relationships (no impact on primary hierarchy).
Pay Groups: Linked to payroll processing, not org structure.
5. What attributes are inherited from a superior Supervisory Organization?
Answer:
Staffing Model (e.g., position management)
Default Time Off Policies
Workers’ Compensation Codes
Security permissions (if enabled)
6. What is the difference between Code and Integration ID?
Answer:
Code: Human-readable identifier (e.g., "HR_DEPT").
Integration ID: System-generated unique ID (e.g., "A1B2C3"), used for integrations.
7. Can I override the Integration ID for any organizations?
Answer:
❌ No – Integration IDs are system-assigned and cannot be changed.
8. What is the prerequisite to create a Supervisory Organization?
Answer:
A Company must exist first (assigned as the top-level parent).
9. What data is needed to create a Supervisory Organization hierarchy?
Answer:
Company (top-level anchor)
Parent-Child Relationships (org structure)
Staffing Model (e.g., position-based)
Security Groups (for visibility/access)
10. What visibility options exist for organizations?
Answer:
Public: Visible to all employees.
Restricted: Visible to specific roles/groups.
Private: Visible only to HR/admins.
Key Takeaways
-Supervisory Orgs = Hiring, positions, and reporting lines.
-Cost Centers = Budgets and financial tracking (no staffing).
-Matrix Orgs = Secondary reporting (no reorganization needed).
-Integration IDs are permanent; Codes are editable.
1. What are all organization types in Workday?
Answer:
Supervisory Organizations (for managing workers/positions)
Cost Centers (for financial tracking)
Matrix Organizations (for dotted-line reporting)
Companies (legal entities)
Custom Organizations (e.g., regions, divisions)
2. Can I create a position in a Cost Center?
Answer:
❌ No – Positions can only be created in Supervisory Organizations. Cost Centers are for budgeting, not staffing.
3. Can I hire an employee in a Matrix organization?
Answer:
❌ No – Employees must be hired into a Supervisory Organization. Matrix orgs only provide secondary reporting lines.
4. Why don’t Matrix Org and Pay Group require a reorganization event?
Answer:
Matrix Orgs: Define secondary relationships (no impact on primary hierarchy).
Pay Groups: Linked to payroll processing, not org structure.
5. What attributes are inherited from a superior Supervisory Organization?
Answer:
Staffing Model (e.g., position management)
Default Time Off Policies
Workers’ Compensation Codes
Security permissions (if enabled)
6. What is the difference between Code and Integration ID?
Answer:
Code: Human-readable identifier (e.g., "HR_DEPT").
Integration ID: System-generated unique ID (e.g., "A1B2C3"), used for integrations.
7. Can I override the Integration ID for any organizations?
Answer:
❌ No – Integration IDs are system-assigned and cannot be changed.
8. What is the prerequisite to create a Supervisory Organization?
Answer:
A Company must exist first (assigned as the top-level parent).
9. What data is needed to create a Supervisory Organization hierarchy?
Answer:
Company (top-level anchor)
Parent-Child Relationships (org structure)
Staffing Model (e.g., position-based)
Security Groups (for visibility/access)
10. What visibility options exist for organizations?
Answer:
Public: Visible to all employees.
Restricted: Visible to specific roles/groups.
Private: Visible only to HR/admins.
Key Takeaways
-Supervisory Orgs = Hiring, positions, and reporting lines.
-Cost Centers = Budgets and financial tracking (no staffing).
-Matrix Orgs = Secondary reporting (no reorganization needed).
-Integration IDs are permanent; Codes are editable.
Types of Compensation in Workday (Core and Advanced) ?
Types of Compensation in Workday (Core and Advanced) ?
Q: What are the two types of compensation in Workday, specifically Core Compensation and Advanced Compensation?
Q: What are the two types of compensation in Workday, specifically Core Compensation and Advanced Compensation?
A:
1. Core Compensation: Covers foundational pay elements like Salary (fixed annual pay), Hourly (pay per hour), and Allowances (e.g., car allowance). It’s the primary compensation assigned to all workers.
2. Advanced Compensation: Includes performance-based or variable pay like Bonus (e.g., annual bonus), Merit (pay increase for performance), Commission (sales-based), Stock (e.g., RSUs), and One-Time Payments (e.g., signing bonus). Used for more complex compensation scenarios.
Q: How are Core and Advanced Compensation managed in Workday?
A:
1. Core Compensation: Covers foundational pay elements like Salary (fixed annual pay), Hourly (pay per hour), and Allowances (e.g., car allowance). It’s the primary compensation assigned to all workers.
2. Advanced Compensation: Includes performance-based or variable pay like Bonus (e.g., annual bonus), Merit (pay increase for performance), Commission (sales-based), Stock (e.g., RSUs), and One-Time Payments (e.g., signing bonus). Used for more complex compensation scenarios.
Q: How are Core and Advanced Compensation managed in Workday?
A:
Core Compensation: Configured via basic Compensation Plans (e.g., Salary Plan, Hourly Plan). Assigned during hiring or job changes using "Propose Compensation" in Business Processes (BPs).
Advanced Compensation: Managed through Advanced Compensation Plans (e.g., Bonus Plan, Merit Plan). Distributed via Compensation Review Processes (e.g., annual merit cycles) or ad-hoc requests (e.g., one-time payments).
Advanced Compensation: Managed through Advanced Compensation Plans (e.g., Bonus Plan, Merit Plan). Distributed via Compensation Review Processes (e.g., annual merit cycles) or ad-hoc requests (e.g., one-time payments).
Workday Short Questions & Answers?
Workday Short Questions & Answers?
Q1: Can organization roles be inherited down to subordinate organizations?
Q1: Can organization roles be inherited down to subordinate organizations?
A: Yes, roles like "Manager" or "HR Partner" can be inherited by subordinate organizations in Workday, based on the organization hierarchy (e.g., Supervisory Org). Set this in the role’s configuration.
Q2: What are the visibility options available?
A: Visibility options include:
Everyone: All users can see the org.
Self: Only members of the org.
Custom: Specific security groups (e.g., HR only).
Set via "Maintain Organization Visibility" task.
Q2: What are the visibility options available?
A: Visibility options include:
Everyone: All users can see the org.
Self: Only members of the org.
Custom: Specific security groups (e.g., HR only).
Set via "Maintain Organization Visibility" task.
Q3: What are the mandatory events to create a Sup Org?
A: Mandatory events:
Define Organization Name.
Assign a Manager (for Supervisory Org).
Set Organization Type (e.g., Supervisory).
Done via "Create Supervisory Organization" task.
A: Mandatory events:
Define Organization Name.
Assign a Manager (for Supervisory Org).
Set Organization Type (e.g., Supervisory).
Done via "Create Supervisory Organization" task.
Q4: What is the prefix for searching an organization?
A: Use "org" as the prefix (e.g., "org Sales Team") in the Workday search bar to quickly find organizations.
Q5: What are all the tasks we can perform while reorganizing?
A: Tasks during reorganization:
A: Use "org" as the prefix (e.g., "org Sales Team") in the Workday search bar to quickly find organizations.
Q5: What are all the tasks we can perform while reorganizing?
A: Tasks during reorganization:
Move workers to new orgs.
Reassign roles (e.g., Manager).
Update cost centers.
Inactivate old orgs.
Create new subordinate orgs.
Use "Reorganization" task or "Move Workers" BP.
Q6: How to inactivate a Supervisory Organization?
A: Use "Inactivate Organization" task:
Reassign roles (e.g., Manager).
Update cost centers.
Inactivate old orgs.
Create new subordinate orgs.
Use "Reorganization" task or "Move Workers" BP.
Q6: How to inactivate a Supervisory Organization?
A: Use "Inactivate Organization" task:
Search for the org.
Select "Inactivate" action.
Specify effective date.
Reassign workers/roles if needed.
Select "Inactivate" action.
Specify effective date.
Reassign workers/roles if needed.
Q7: While creating an organization, which organization does not require a reorganization event?
A: Company Organization does not require a reorganization event, as it’s a top-level org created during tenant setup (e.g., via "Create Company" task).
Q8: Can a Company be changed once it is defaulted?
A: No, the default Company cannot be changed after tenant setup. You’d need to create a new Company and migrate data (via EIB or manual updates).
Q9: What type of organization, Business Process is associated with?
A: Supervisory Organizations are associated with Business Processes (e.g., hiring, termination BPs) to route approvals based on the org hierarchy.
Q10: Can the Staffing Model be inherited to Subordinates?
A: Yes, Staffing Models (e.g., Position Management, Job Management) can be inherited by subordinate Supervisory Orgs. Set at the parent org level.
Q11: Does Workday provide the ability to create Custom Organizations to meet your unique business needs?
A: Yes, Workday allows Custom Organizations (via "Create Custom Organization" task) to define org ypes tailored to business needs (e.g., Project Teams).
Q12: Can we hire a worker into a Cost Center Organization?
A: No, you cannot directly hire into a Cost Center Org. Workers are hired into Supervisory Orgs, and their cost centers are assigned via the worker’s position.
Q13: Can an applicant be present in the system before creating the supervisory organization?
A: Yes, an applicant can exist in Workday (via Recruiting module) before a Supervisory Org is created. Applicants are tracked independently in the "Candidate" object, not tied to a Sup Org until hired.
Q14: Can you create a position before creating a supervisory organization?
A: No, you cannot create a position before a Supervisory Org exists. Positions are tied to a Sup Org in Workday’s Position Management model, so the org must be created first.
Q15: At what position can you not change the staffing model?
A: You cannot change the staffing model at the top-level Supervisory Org after it’s set (e.g., Position Management or Job Management). Changing it requires creating a new org and migrating workers.
Q16: Can the Staffing Model be inherited to subordinates?
A: Yes, the Staffing Model (e.g., Position Management) is inherited by subordinate Supervisory Orgs. It’s defined at the parent org level and cascades down.
Q17: What criteria are used for hiring restrictions?
A: Hiring restrictions in Workday are based on:
Position Availability: Open positions in the Sup Org (Position Management).
Eligibility Rules: Worker type, location, or job profile requirements.
Budget Constraints: If tied to financial approvals.
Security Policies: Role-based access to initiate hiring BPs.
Q18: What tasks would you use to edit the restrictions and worker information?
A:
Edit Restrictions: Use "Edit Position Restrictions" task to modify hiring criteria (e.g., job profile, location).
Edit Worker Info: Use "Change Job" or "Edit Worker" tasks to update worker details (e.g., name, contact info).
A: Company Organization does not require a reorganization event, as it’s a top-level org created during tenant setup (e.g., via "Create Company" task).
Q8: Can a Company be changed once it is defaulted?
A: No, the default Company cannot be changed after tenant setup. You’d need to create a new Company and migrate data (via EIB or manual updates).
Q9: What type of organization, Business Process is associated with?
A: Supervisory Organizations are associated with Business Processes (e.g., hiring, termination BPs) to route approvals based on the org hierarchy.
Q10: Can the Staffing Model be inherited to Subordinates?
A: Yes, Staffing Models (e.g., Position Management, Job Management) can be inherited by subordinate Supervisory Orgs. Set at the parent org level.
Q11: Does Workday provide the ability to create Custom Organizations to meet your unique business needs?
A: Yes, Workday allows Custom Organizations (via "Create Custom Organization" task) to define org ypes tailored to business needs (e.g., Project Teams).
Q12: Can we hire a worker into a Cost Center Organization?
A: No, you cannot directly hire into a Cost Center Org. Workers are hired into Supervisory Orgs, and their cost centers are assigned via the worker’s position.
Q13: Can an applicant be present in the system before creating the supervisory organization?
A: Yes, an applicant can exist in Workday (via Recruiting module) before a Supervisory Org is created. Applicants are tracked independently in the "Candidate" object, not tied to a Sup Org until hired.
Q14: Can you create a position before creating a supervisory organization?
A: No, you cannot create a position before a Supervisory Org exists. Positions are tied to a Sup Org in Workday’s Position Management model, so the org must be created first.
Q15: At what position can you not change the staffing model?
A: You cannot change the staffing model at the top-level Supervisory Org after it’s set (e.g., Position Management or Job Management). Changing it requires creating a new org and migrating workers.
Q16: Can the Staffing Model be inherited to subordinates?
A: Yes, the Staffing Model (e.g., Position Management) is inherited by subordinate Supervisory Orgs. It’s defined at the parent org level and cascades down.
Q17: What criteria are used for hiring restrictions?
A: Hiring restrictions in Workday are based on:
Position Availability: Open positions in the Sup Org (Position Management).
Eligibility Rules: Worker type, location, or job profile requirements.
Budget Constraints: If tied to financial approvals.
Security Policies: Role-based access to initiate hiring BPs.
Q18: What tasks would you use to edit the restrictions and worker information?
A:
Edit Restrictions: Use "Edit Position Restrictions" task to modify hiring criteria (e.g., job profile, location).
Edit Worker Info: Use "Change Job" or "Edit Worker" tasks to update worker details (e.g., name, contact info).
Q19: Worker has two types of records in Workday system, what are they?
A:
Employee Record: For active workers (post-hire).
Contingent Worker Record: For contractors or non-employees.
Both are stored as "Worker" objects but differ in type.
A:
Employee Record: For active workers (post-hire).
Contingent Worker Record: For contractors or non-employees.
Both are stored as "Worker" objects but differ in type.
Q20: How can you remove a position in Workday?
A: Use "Close Position" task:
Search for the position.
Select "Close Position" action.
Specify effective date.
Ensure no worker is assigned (move or terminate first).
A: Use "Close Position" task:
Search for the position.
Select "Close Position" action.
Specify effective date.
Ensure no worker is assigned (move or terminate first).
Q21: What is the relationship between Job Profile and Position?
A: A Job Profile defines the role’s generic attributes (e.g., title, skills). A Position is a specific instance of a Job Profile within a Supervisory Org, tied to a worker or left open.
Q22: When a worker is moved from one organization to another, can the staffing model be different in each organization?
A: No, the staffing model (e.g., Position Management) must be the same across the organizations involved in the move, as Workday enforces consistency within a tenant.
Q23: Which staffing model applies hiring restrictions to the entire Supervisory Organization? Explain with steps involved there.
A: Position Management applies hiring restrictions to the entire Sup Org. Steps:
Define restrictions in "Create Position Restrictions" (e.g., job profile, location).
Assign restrictions to the position in the Sup Org.
Restrictions cascade to all positions in the org, enforced during hiring BPs.
A: A Job Profile defines the role’s generic attributes (e.g., title, skills). A Position is a specific instance of a Job Profile within a Supervisory Org, tied to a worker or left open.
Q22: When a worker is moved from one organization to another, can the staffing model be different in each organization?
A: No, the staffing model (e.g., Position Management) must be the same across the organizations involved in the move, as Workday enforces consistency within a tenant.
Q23: Which staffing model applies hiring restrictions to the entire Supervisory Organization? Explain with steps involved there.
A: Position Management applies hiring restrictions to the entire Sup Org. Steps:
Define restrictions in "Create Position Restrictions" (e.g., job profile, location).
Assign restrictions to the position in the Sup Org.
Restrictions cascade to all positions in the org, enforced during hiring BPs.
Q24: In Position Management, a position still exists in the old organization when a worker together with his/her current position has been moved to a new organization.
A: Yes, in Position Management, the original position remains in the old org as a "closed" position. A new position is created in the new org for the worker during the "Move Worker" BP.
Q25: Changing the staffing model of a parent organization does not automatically change the staffing model of the subordinate organizations; you must change the staffing model of the subordinate organization manually.
A: Correct. In Workday, the staffing model (e.g., Position Management, Job Management) is inherited at creation, but changing the parent’s model doesn’t automatically update subordinates. You must manually update each subordinate org using the "Edit Organization" task.
Q26: Which Staffing Model is useful for organizations which prefer very broad requirements?
A: Job Management is useful for organizations with broad requirements. It focuses on job profiles without position-level restrictions, allowing more flexibility in hiring and worker assignment compared to Position Management.
Q27: How to edit the Staffing Model for a Supervisory Organization?
Q25: Changing the staffing model of a parent organization does not automatically change the staffing model of the subordinate organizations; you must change the staffing model of the subordinate organization manually.
A: Correct. In Workday, the staffing model (e.g., Position Management, Job Management) is inherited at creation, but changing the parent’s model doesn’t automatically update subordinates. You must manually update each subordinate org using the "Edit Organization" task.
Q26: Which Staffing Model is useful for organizations which prefer very broad requirements?
A: Job Management is useful for organizations with broad requirements. It focuses on job profiles without position-level restrictions, allowing more flexibility in hiring and worker assignment compared to Position Management.
Q27: How to edit the Staffing Model for a Supervisory Organization?
A: You cannot directly edit the staffing model after the org is created. Instead:
Create a new Supervisory Org with the desired model (e.g., Job Management).
Move workers to the new org via "Move Workers" BP.
Inactivate the old org using "Inactivate Organization" task.
Create a new Supervisory Org with the desired model (e.g., Job Management).
Move workers to the new org via "Move Workers" BP.
Inactivate the old org using "Inactivate Organization" task.
Q28: If you turn on the No Job Restriction check box, a hiring restriction is not required.
A: Yes, enabling the "No Job Restriction" checkbox (in Position Management) removes the need for hiring restrictions on a position, allowing any job profile to be assigned without constraints.
Q29: In which Staffing Model can the history of the position be tracked?
A: Position Management tracks position history. Each position has a unique ID, and changes (e.g., worker assignment, closure) are logged in the position’s history, viewable via "View Position History" task.
A: Yes, enabling the "No Job Restriction" checkbox (in Position Management) removes the need for hiring restrictions on a position, allowing any job profile to be assigned without constraints.
Q29: In which Staffing Model can the history of the position be tracked?
A: Position Management tracks position history. Each position has a unique ID, and changes (e.g., worker assignment, closure) are logged in the position’s history, viewable via "View Position History" task.
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