CHAPTER 3 - STAFFING MODELS

OVERVIEW
When setting up supervisory organizations, you need to consider the staffing strategy and budget
needs. In this chapter, you will learn about staffing models. Staffing models determine how jobs are
defined and filled, provide different levels of control over staffing, and support different staffing
goals. Every supervisory organization must have a staffing model set up. This chapter provides
specific information about the different types of staffing models available within Workday. Activities
in this class will help you learn how to use a hybrid of both staffing models to meet business
requirements.

OBJECTIVES
By the end of this chapter, you will be able to:

• Summarize the differences between position management and job management staffing
models.
• Explain hiring restrictions and how to set them for each staffing model.
• Recognize the impacts of changing a staffing model.
• Assign a staffing model to a supervisory organization.

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DEFINING STAFFING MODELS
Every supervisory organization must have a staffing model. A staffing model determines how to
define and fill jobs and positions, provides various levels of control and flexibility over staffing, and
supports different staffing goals. You can select either job management or position management as
the staffing model.

You can select the staffing model while creating a supervisory organization. You can also select the
staffing model separately, after creation using the Edit Staffing Model task. The Edit Staffing Model
task is no longer available after you create positions and set hiring restrictions. The task is no longer
available because you cannot change the staffing model once data depends on it. Although you must
have one and only one staffing model per each supervisory organization, across your enterprise, you
can use a hybrid approach.

STAFFING MODELS
Every supervisory organization has a staffing model. There are two types of staffing models: Position
Management and Job Management.

POSITION MANAGEMENT
The position management staffing model gives you the most control over staffing. With position
management:

• You must have an open, approved position in the supervisory organization to hire, promote,
demote, or transfer a worker.
• You define separate hiring rules and restrictions on each position.
• A position remains open until you fill or manually close the position.
• You can move positions from one supervisory organization to another as part of a job
change.
• You can report on open and filled positions, track position history, and more.

JOB MANAGEMENT
The job management staffing model gives you the most speed and flexibility over staffing. With job
management:

• You establish hiring restrictions on the supervisory organization level. The same hiring
restrictions apply to all workers in the organization.
• There is no system-imposed limit on the number of available jobs in the supervisory
organization.
• After a worker leaves the supervisory organization, the job no longer exists.
• You can only report on current headcount in the supervisory organization.

HYBRID STAFFING MODEL APPROACH

Although Workday restricts one staffing model per supervisory organization, you can use different
staffing models within a single supervisory organization hierarchy. This hybrid approach gives you
flexibility in hiring.

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For example, you might have a supervisory organization with upper-management positions, like Chief
Technology Officer. This supervisory organization uses the position management staffing model,
because you want more control over hiring restrictions, budgets, and reporting. Within this
supervisory organization hierarchy, you also have other subordinate organizations that need to hire
workers in higher volume, like a customer support department. Therefore, these organizations use
the job management staffing model.

ASSIGN STAFFING MODELS

You can assign a staffing model to a supervisory organization:

• When you create the supervisory organization.

• After you create the supervisory organization using the Edit Staffing Model task.

You can also use the Edit Staffing Model task to change an organization's staffing model after
assignment. Navigate to the task from the supervisory organization's Related Actions > Organization
> Edit Staffing Model.

Important: Once you create a position (position management) or set hiring restrictions (job
management), you can no longer change the supervisory organization's staffing model.

HIRING RESTRICTIONS
Hiring restrictions define a supervisory organization's hiring rules and conditions, giving you control
over who is hired into an organization.

You can use the following criteria to set hiring restrictions on any staffing model:

• Job family or families

• Job profile(s)
• Location(s)
• Worker type (e.g., employee, contingent worker)
• Worker subtype(s) (e.g., casual, fixed term contract, seasonal, regular, intern)
• Time type (e.g., full time, part time)
• No job restrictions

Hiring restrictions apply to each staffing model in a different manner

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MAINTAIN STAFFING MODELS
The Maintain Staffing Models task lets you view all supervisory organizations that have the staffing
model selected but do not yet have any positions created or hiring restrictions set.

This report finds all the supervisory organizations that are still editable and lets you select a different
staffing model.

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 ACTIVITY

3.1 Assigning a Staffing Model to a New Organization

Below are the steps to assign a staffing model to a new parent organization

1. Access the Create Supervisory Organization task.

1. Enter Create Supervisory Organization in the search box.

2. Click on the Create Supervisory Organization task.

3. On the Reorganization prompt, select <UserID>_PreTraining Reorg and click OK.

4. On the Staffing Model tab, select either Position Management Enabled or Job
Management Enabled.

5. Click on Cancel.

A supervisory organization has one staffing model. However, all supervisory organizations do not have to
have the same staffing model.

Note: When a subordinate organization is created using the Create Subordinate Organization task, the
subordinate organization inherits the staffing model of the parent organization.

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3.2 Changing the Staffing Model for an Organization

To change the Staffing Model assigned to a superior organization or to update the staffing model that a
subordinate organization inherits from its superior organization, follow the steps below.

Overview: Assign the different staffing models for each of the supervisory organizations.

Organization Staffing Model

<UserID> JRM Global Consulting Position Management
<UserID> JRM Executive Group Position Management
<UserID> Outsourcing Job Management
<UserID> Technology Job Management
<UserID> Enterprise Position Management
<UserID> HR Position Management
<UserID> Finance Position Management

1. Search for the organization.

a. Enter <UserID> JRM Global Consulting into the search box and select the
organization.
b. On the related action icon of the <UserID> JRM Global Consulting, select
Organization > Edit Staffing Model. Example navigation below:

2. Set the staffing model to Position Management Enabled.

3. Click on OK.
4. Repeat steps 1-3 above for the other organizations:

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 Organization Staffing Model
<UserID> JRM Global Consulting ✓ Position Management ✓
<UserID> JRM Executive Group Position Management
<UserID> Outsourcing Job Management
<UserID> Technology Job Management
<UserID> Enterprise Position Management
<UserID> HR Position Management
<UserID> Finance Position Management

Note: Changing the staffing model of the superior organization does not automatically change the staffing model
of existing subordinate organizations. The staffing model must be manually changed using the Edit Staffing Model
task.

3.3 Viewing and Maintaining Staffing Models

Workday also provides the capability to update and maintain the staffing models of all the organizations that you
own.

1. Access the Maintain Staffing Models task.

a. Enter Maintain Staffing Models into the search box.
b. View and maintain (if necessary) the staffing models assigned to the organizations
that you own.
c. Ensure the following staffing models have been applied:
Organization Staffing Model
<UserID> JRM Global Consulting ✓ Position Management ✓
<UserID> JRM Executive Group Position Management
<UserID> Outsourcing Job Management
<UserID> Technology Job Management
<UserID> Enterprise Position Management
<UserID> HR Position Management
<UserID> Finance Position Management

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 d. Click OK.

3.4 Defining Hiring Restrictions

Define hiring restrictions using the appropriate task for an organization’s staffing model.

Important Note: For training purposes, copy the following business process into the top supervisory
organization with only the Initiate action. This strips the business process steps and allows for quick
data entry into the system. Business Processes will be discussed further during chapter - Business
Process.
▪ Create Position
▪ Hiring Restrictions
▪ Edit Hiring Restrictions
▪ Edit Position
▪ Edit Position Restrictions

Steps for Stripping the Business Process:

1. Search for the Supervisory Organization. Enter <UserID> JRM Global Consulting.
2. From related actions, navigate to Business Process > Create, Copy, or Link Definition.

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 3. In the Business Process Type field, select Create Position. Keep the None of the above radio
button selection.

4. Click OK.
5. Click OK again on the Edit Business Process screen below.

6. Repeat steps 2 – 5 for all the business processes listed:

a. Create Position ✓
b. Hiring Restrictions
c. Edit Hiring Restrictions
d. Edit Position
e. Edit Position Restrictions

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a. For Position Management
Note: Create position will be discussed in detail again in Chapter – Jobs and Positions.

1. Access the Create Position through search box.

a. Enter Create Position into the search box.
b. Select the Create Position task.
c. Select the Supervisory Organization from the prompt. Enter <UserID> JRM Executive
Group Department.

d. Click OK.
e. Click Cancel to exit out without creating a position.

2. Another way to access Create Position is through the Related Action on the Supervisory
Organization.
a. Enter <UserID> JRM Executive Group Department into the search box.
b. On the related action of the organization, select Staffing > Create Position.

3. Specify hiring restrictions. Enter the following details:

Field Entry Value

Job Posting Title <UserID> Chief Technology Officer
Availability Date Yesterday’s date (For non-US participants)
Today’s date (For US participants)
Earliest Hire date Yesterday’s date (For non-US participants)
Today’s date (For US participants)
No Job Restrictions Check Checkbox

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 4. Click Submit then Done.

5. To verify, access the <UserID> JRM Executive Group Department supervisory organization.
You will notice that the Staffing tab will now be available and the newly created position is
now available under the Available to Fill.

b. For Job Management

Note: Hiring Restrictions will be discussed in detail again in Chapter 05 – Jobs and Positions.

1. Access the Set Hiring Restrictions through search box.

a. Enter Set Hiring Restriction into the search box.
b. Select Set Hiring Restrictions task.

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 Note: You could also access this task as a related action off of a Supervisory Organization

a. Enter <UserID> Outsourcing Department into the search box.

b. On the related action <UserID> Outsourcing Department, select Organization > Set
Hiring Restrictions task.

2. Specify hiring restriction. Enter the following details:

Field Entry Value

Hiring Restriction Request Reason Create Job Group > Job Group Request > New Organization
Availability date Yesterday’s date (For non-US participants)
Today’s date (For US participants)
Earliest Hire date Yesterday’s date(For non-US participants)
Today’s date (For US participants)
No Job Restrictions Check Checkbox

3. Click Submit.
4. To verify, access the <UserID> Outsourcing Department supervisory organization. You will
notice that the Staffing tab will now be available and the hiring restrictions will be displayed
under ‘Available to Fill’.

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3.5 Changing Hiring Restrictions

You can modify hiring restrictions to a specific job families, job profiles, locations, time types or worker types.
However, the changes do not affect the current incumbents, only future hires or transfers into the organization.

a. For Position Management

1. Enter Edit Position Restrictions into the search box.

2. Select Edit Position Restrictions task.

3. Select <UserID> Chief Technology Officer from the position prompt.

4. Click OK.
5. Select Executive Management under the Job Family prompt.
Notice that all of the Job Profiles under the Job Family > Executive Management displays.

6. Click Submit.

b. For Job Management

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 1. Enter Edit Hiring Restriction into the search box.
2. Select Edit Hiring Restrictions task.

3. Select <USERID> Outsourcing Department from the Supervisory Organization prompt.

4. Click OK.
5. On the Job Family field, select FA-Management.

6. Click Submit.

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 CHAPTER REVIEW

Staffing models establish how jobs are defined and filled. Selecting staffing models is a critical
decision point because changing models after hiring workers, setting hiring restrictions, or creating
positions in a supervisory organization is difficult.

Each supervisory organization has a staffing model. Staffing model assignments inherit to
subordinate organizations, but you can change them and use a hybrid model approach to meet
business needs.

Workday provides two staffing models: job management and position management. Each model
provides different levels of control over staffing.

Position management offers greater control on each individual position open in an organization. Job
management offers more flexibility because the number of jobs is unlimited. Job management
organizations rely on hire, contract, and transfer workflows to control the number of workers within
them. Additional differences between the staffing models include reporting capabilities and the
ability to assign organizational roles to unfilled positions.

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