Self-Guided Workday Hire and Onboarding Curriculum

Introduction

This self-guided course is an alternative to the Workday Hire and Onboarding Instructor-Led Training (ILT) course. The curriculum is intended to help those who need to become familiar with the hire and onboarding process in Workday prior to the next scheduled ILT session. This information can also assist those who attended an ILT session in the past but would like to review the material, without completing the exercise described below.

The self-guided curriculum uses existing documentation and recorded video demonstrations organized in the same sequence as the ILT course. As a capstone to this course, you will be expected to complete a practice exercise by direct hiring into a position you created. 

The self-guided curriculum uses existing documentation and recorded video demonstrations organized in the same sequence as the ILT course. As a capstone to this course, you will need to complete a practice exercise where you will be required to direct hiring into a position you created. 

Note: Curriculum content focuses on the staff population and is applicable to the student population. Documentation will be provided for faculty hiring, but the video demonstrations will not be fully applicable.

Prerequisites

• You must have passed the Workday Fundamentals Self-Paced Learning course.
• You must hold one of the following roles in Workday to complete the practice exercise: HR Assistant, HR Associate, HR Executive, HR Partner, Academic HR Executive, or Academic HR Partner.

Course Overview

This course covers how to create a position in Workday and how to complete a hire. It does not include recruiting, which is covered in another course. The demonstration videos include:

• Creating a staff position
• Direct hiring into that position (without recruiting)
• Launching onboarding
• Completing related onboarding tasks

Each section of the course will include documents that explain key concepts, terminology, and overviews of business processes, as well as step-by-step instructional guides.

WIG stands for Workday Instruction Guide and provides step-by-step guidance through business processes.
WPO stands for Workday Process Overview and provides context to business processes. 

Course Outline

Create Position

Documentation to Review

Staffing Business Processes – WPO
Focus on the concepts: Supervisory Organizations, Staffing Models, Positions, Worker Types, and Business Process.

Worker Type and Employee Type – WPO

Job Catalog – WPO 
Know what a Job Profile is.

Demonstration (Video)

Review Create Position – WIG while watching the video demonstration.

Hire

Documentation to Review

Staffing Business Processes – WPO
Focus on the Hire section (page 4). 

Propose Compensation – WPO
Focus on the Propose Compensation Hire subprocess

Demonstration (Video)

While watching the hire video demonstration, review the following instructional guides:

• Hire Staff  - WIG
• Add an EID for Worker – WIG
• Run Background Check – WIG
• Change Organization Assignments – WIG
• Propose Compensation Hire – WIG
• Assign Costing Allocations as Subprocess – WIG

Documentation for Other Populations

Students

• Student Work-Study – WPO
• Student Eligibility Engine
• Hire a Student Worker and Work-Study – WIG
• Work Study Questionnaire and Verification – WIG

Faculty and Academic Staff

• Academic: Hire Faculty – WPO
• Create Job Requisition for Faculty – WIG
• Hire Academic Staff – WPO
• Hire Academic Staff – WIG

Onboarding

Documents to Review

Onboarding – WPO

Demonstration (Video)

While watching the onboarding video demonstration, review the following instructional guides:

• Onboarding Setup – WIG
• Add Probation Period – WIG

Practice Exercise

Using the Workday QUAL test environment, practice doing a hire by following the Workday Hiring and Onboarding Exercise Instructions.

Important: You will need to request a test EID for use in completing the exercise. To request your test EID, contact workdaytraining@austin.utexas.edu.