[Music] so today we'll start with the staring models which is the second code concept the second code pillow in the workday HCM and uh it's it's a small topic it's not a big topic but enabling the right Staffing model makes a lot of difference in any organization that you have to work with right so let's go through a little bit of theory and then we'll jump right into the practicals of it so we'll go over the overview of what that is and these two are the Staffing model which you should have already noted down in
your notes in the initial sessions when we did The Core Concepts okay so what is a staffing model Staffing models are used to determine how jobs are defined and filled provide different levels of control over Staffing and support different Staffing gos so the principle here is focus here is on Staffing how do you staff how does your company want to add more people or what you want to do with the people who are already in the system and what they want to do what the process looks like once an employee leaves the organization and in
the second bullet point it says every supervisory or must be associated with the Staffing model you can only have one Staffing model at one time in your complete organization setup you can have multiple organizations a mix of Staffing models as well but at one time only one Staffing model will be applied will be associated with one organization and these are applied at supervisory organization now let's start with position management now before we do that let's go through a small visualization activity because that will always be the prime help for you so I'm opening up a
whiteboard here all right so you have two boxes right in front of you one which has different shapes in it one which has all the similar type of shapes in it so if you want to take a wild case one of them is position management one of them is job management the one on the left is your position management the one on the right is your job management now let's discuss what makes these two different okay so I'll reduce the size of it so position management is all about positions now whenever we say positions positions
is nothing but the chair in your company you can think of it as a physical chair that you use to sit on in the office you go to office you sit on that chair that is nothing but your position now what you do sitting in that position is the cover of your position which is defined by the job profile okay so over to the left and position management like I said always visualize your position as the chair you are setting in so each and every chair now let's say this is the conference room the one
on the top these are three different chairs now why are these different because the person setting in it is doing a different role let's say one can be a senior software developer then other can be Solutions architect the other can be a senior director or a senior manager they might be in the same team reporting to the same person but they all are doing different things they all are being hired to fill a specific Gap within the organization therefore whenever the positions are open for them every position require approvals series of approvals from the business
from the finance scheme from the HR and you have control that this position can be in Boston this position can be in New Jersey this position can be in California so each and every element of that position you can control you can change this can be a part-time worker this can be a full-time worker this can be a contingent worker so you hire for a specific skill set and this is the most commonly used Staffing model in the organization because your headcut reporting becomes very very I say organized that's the right word yeah it becomes
very organized because you have complete head count of the positions that are there out of this how many are open positions how many are positions that are newly created you can basically report on all kinds of things related to positions but when it comes to job management the job is defined like what the job would be and that is Define through your job profile the hiring is very flexible you don't have you have control over the job but you can change it but since the primary difference wanted to write in the end but this the
very first point is the most important difference between position management your hiring restrictions there's something called as hiring restrictions which I'll show you in a minute in the tenant in position management they are applied at each position that's why you have most control on every position but in case of job management they are applied at the supervisory organization level which means all these four stars will be doing the same thing they'll have the same job might also be in the same location maybe are also of the same time that's why the visualization everything is say
and it's flexible you only need to like let's say if you're a manager you need 10 software developers working on the same thing you just get an approval from the business and the finance that you need these many people give them a ballpark number that you need these many people and please give me the budget for this so on and so forth and they will give you an approval now you hire eight you hire 10 you hire 11 as long as you have the budget you can do it and when I said open-ended hiring it
means that as in when that person is available you can hire them a good example of job management is you can visualize this as a warehouse like an Amazon warehouse where where everyone is doing the same thing packaging and deliveries right or any like you know these delivery Partners like zato swiigy or if you talk about in the US it's uh Uber Eats so all of them can be in under a job management organization why because they all are doing the same thing now whether you have an MBA graduation or you have a college degree
or you don't have a degree it does not matter as long as you have a valid driving license no criminal record you will be hired as a driver whether it's a part-time full-time hourly basis salary basis that's up to the company so your hiring is flexible and you keep it open until you have the volume of people in your organization but in case of position management you have to be very specific with each and every position that you're trying to hire for now now I'll request you to take a picture of this for your reference
one second and the common thing between both of these is your job profile because without this now you can create a job or a position so this is important now you can take a picture of it so this is a different tenant that I have now received because yesterday I was having issues with the GMS tenant so I think now I have the same tenant which you guys also have so that is why if I'm doing something during the session please do not log in in the back end because my access will be like it's
it's on a sharing basis so my access will be gone let wait until we finish the session okay so we'll use this an example and uh if you look at the Staffing model it's based on a position management if you go to any subordinate you go to Staffing position management now if I go ahead and create another Branch out of it that will also be of position management because that's the default Behavior it inherits from the top one thing I did not add here is this is more important than the first point because a very
common interview question comes up is can you change the Staffing model the answer is yes but there is a condition to it and that condition is defined in the last point so for position management now I'll give you an example right here we have xpd executive management now if I go to the related actions there's no position open here it's just an empty Aug right now in front of us now everything happens through your organization and reorganization term these two most of the options that you have to do will be either in organization or reorganization
so this one applies here when your organization is empty specifically in position management you will get an option of editing the Staffing model I can change that to job management why I'm able to do this is because there are no open positions now it's job management and I can I'll still have that option because first of all this defines until no position is open once I open a position in a position management organization I won't be able to change it for example if I go to one level up which is xpd USA right this one
already has a position right here though it's not completed it's still in progress if I try to do the same thing here I won't even get that option observe the difference once it opens up I don't even have the option of edit Staffing model why because there's already a position in work in this position management organization so if you even have at least one of the positions created even if you've not hired anyone the system will will not allow you to change the staffmore but in case of this we were able to do it why
because there is no open position and same case with job management until we don't set the hiring restrictions we need to set the hiring restrictions until we don't do that we can still change it that is what I was going to do you to the next is I can still change it to position management the organization I still have that option but if I use this hiring restrictions set it on this organization then I won't get that option which is what is written in the right hand side of the job M until hiring restrictions are
set okay now let's uh I'll keep this open I'll keep this as job management I'll open another wrong in another tab we'll observe the differences so on one hand you have your xpt department which is based on your job Management on the right hand side you have the human resources which is based on position management now see the difference on how the Staffing actually happens when I have to do Staffing in any position management organization there are multiple ways to do it but as a beginner it's always better to navigate from the source which is
where you have to create your positions so I'll go to the related actions from my organization you go to the Staffing option and you will have an option to create position and this option is specific to position management only and click on that I'll fill it later but let's look at to the left hand side where we have the job management if I click on it and navigate to organization sorry Staffing I don't even have the create position option because work they understand that this is a job management and we only work through hiring restrictions
that is how it works now let's go to the right again so we'll fill a job posting title let's say test or xpd and I want two positions so observe here in position Manch when they're asking for a account because each and every count matters here so you can have five position 10 positions open at once but the approvals will go in the system someone has to approve those within the system it's not the case with job management so let's finish the position management first remember you are being asking for number of position SS since
we don't have any job profile created which we'll do in tomorrow sessions I'll just use an existing one let's say think I should have something of my previous one created let's I pick this work analyst selected this I'll add some test values here if the job profile comes with its own description and summary it will autop populate it we don't have gra locations yes we have created but it's a different tenant for me so R I'm assuming xpd you have this so I'll select this maybe I'll select multiple that you have these positions open for
New York and UK as well time types these are work de delivered values time type and worker type don't get confused time type is your full-time or part time work data L we cannot change it okay worker type are also work de delivered again of two types employee and contingent employ is a regular full-time contingent are used for your contract workers not part-time contract workers and then once you select the type your subtype column opens up which is configurable you can add values to it but we mostly use the regular type they also have interns
so if I give you a complete list of it you can see casual expatriate full-time interns so so you can also use that but we'll go with regular these three options up to you if you want to use them but if you want to make use of position Management in a much better way much efficient way you should use this which is called as available for overlap now what this is is this is that one rare scenario in position ideally positions are open for one person right you have a chair only one person can sit
in it that's the ideal scenario even if you visualize you're working culture in office there's one position there one chair in which you sit right now if you mark them available for overlap this would only be those rare scenarios where someone is being terminated with a future termination date and you want someone you already have someone identified in the company or someone outside the company who can fill in the shoes and you want them to be trained like kind of a knowledge transfer until that person is available in the organization so that position then becomes
available for an overlap overlap means that two people can sit we call it sitting in the lab so the new person will be sitting in the lab of the older person until they are trained or until whichever comes first until they are trained or until the termination date comes but if you don't allow this then either way you will have to create a new position from that new that you but this is a very rare reference but it's always good to have this companies don't use this because sometimes this create uh some problems in reporting
headon reporting but I feel that then the reports are not being pulled up correctly this should always be enabled because position management is supposed to be used at its full length not just partially so you enter these values and if You observe something these are nothing but your hiring restrictions and I have both these positions that will be created will have these restrictions which I can obviously change at a later stage which gives me more control on each and every position so I'll click okay and let's see what happens so we have an approval pending
for this uh that's why we don't see it and that is in Ashley's inbox I'm going to do a quick reassignment okay so I have this approved now if I go to my Staffing I have there was already an existing position which R got created so I created these two ones as you can see here they have this job profile they can be hired on any of these locations these are the dates and I I can change that like I can go to the related actions can go to position restrictions and change it it's not
like you can change it every time but you should you have the ability to change let's say I need this to be a part-time employee so we can change that so you have we are doing it on every single position do we have an error enter a comment okay you can see one is fulltime one is part time now if you have to do any hiring you directly do that from the position you go to the related actions you go to the hire there are multiple options because there multiple ways you can do it but
you have to find out which one is the right one so I know the second option is the one that we use so I'm just we won't be hiring anyone because it's restricted what we have to do is observe that you can you do hiding from directly from the position you have options you can have an existing pre high you can have a form of work or you can create a new prei now if we look at now this is what we had for position management now let's focus on job management over here xpd executive
management it is based on your job management model and this as you already know we don't have any options to create position so what we do is we set the hiring restrictions as defined here hiring restrictions applied at supervisory or level so what we do we go to the organization option set hiring restrictions we will be doing the same thing that we did for a position in position management we'll give it some date but if You observe something it is not asking me for any number of positions because we don't need a head count on
this and let's say gain I for some sales sales associate you can H for multiple but it's not like you only have to BU for one you have that much flexibility the location and say I want all of them to be parttime and the only reason it's happening this way like if I put it in a full screen mode I'll just do it on the same screen but make it will happen it won't open another tab for it but since I wanted to show the difference so we did almost the same thing we added these
restrictions we also did that at the position but right now we are doing this at an organization level we are applying this at this organization earlier we were applying it on each in individual position and there you go and the way it looks like is available to fill versus versus the way we have it is that you have three positions to fill here you will continue to see one even if you hire 100 employees and how do you hire in this is again not through the job profile through your organ organization so you go to
your related actions here so you will have the hire option here and this is how you do the hiring in job management again you get those same options another important difference if let's say you hire someone for this position and this person leaves you have the ability to decide whether you want to keep that position open reuse it or remove it from the system you can close the position you can reuse it but in case of job management since there's no positions here so that concept is not applicable here now uh that I have here
is of job management now I have the hiring restriction set so I W be able to change it back to position management the same applies for the other organization if I go to the organization tab I don't have the option to edit the Staffing model though I can change the hiring restrictions but I cannot change the Staffing model now and any subordinate let's say this organization already has these subordinates so if anyone is thinking they will automatically ined job management no they were already here let's say if I go to finance go to Staffing it
will continue to be on position match because it was already here but if I create a new one from this organization which is based on job management that will automatically inherit the job management if they already exists and they have a stuffing model that won't change because one of the superior organization changed it inheritance work when you are creating something at that time they inherit they don't inherit for existing entities in the system or existing objects in the system make sure you have this in your notes somewhere because anytime someone talks about position management and
job management these two visuals should be immediately popping up in your heads because then remembering these points are easy and even if you just understand that this has most control this is like flexible hiring or you want to hire on a speed you use job management if but if you want to be very specific about the skill set go with position management now the only caveat that the sing model topic brings in is you can literally any use case can be covered through both type of Staffing models for example if you want to hire five
software developers each with a specific skill set right the ideal option will be to go through position management you know you create five positions each with a different maybe a job title different title ands all but and you need someone with different language skills also right as long as they're in the same location right then only you can use both but if you want them to hire for different locations then position management is the the right option but if let's say they are being hired for the same location you can also cater that through job
management by keeping the hiring restrictions basically the job profile a little generic that you're just looking for a software developer with these basic skills and then you can hire five software developers through job management but I've seen most companies like the company that I have worked for they have all used position management some have used it partially some I've used it completely and I'll still say the one that I've used it completely are much much much better off when it comes to reports but I do understand the nuances of position management when the organization is
more than 10,000 employees and it becomes a little difficult to manage all the positions so that's why they just it's not that they don't want to do it's just that it becomes a little heavier on the management side to manage it basically on the business side to manage so many positions specifically when the hiring is happening you know in a speedy way and they bulking up the organizations so both has its own use cases but just letting you know that you can do it by both like you can actually have these cases by both sides
you can either do position or job management but one is always a much better option based on the use case that you're working with Okay so let's say you are a recruiting head you need five more Recruiters in your team because your company is expanding right now it's your decision that whether you want them to be hired with a specific skill set like some are technical recruiter some are not so technical recruiter and what levels you need so if you want that specific details on each and every recruiter you go with position management but if
you just like there's something called a staff augmentation which usually comes in place where you hire contract people to get the project start so if you want something like that that you need five recruiters as and when they are available and should know basic recruiting skills basic EDR processes and maybe one common uh skill set you need is they should be familiar how to use workday system so you can use job management also so you can use both of them it's just your preference on whether if you want to go very specific and different locations
you can use position management but if it's the same location and uh you're not really concerned about if you know they know jir or service now or they have you know any specific certification then you can go with job management I if you notice something when we did in yesterday's sessions we created supervisory organization right the top level we create using the create supervisory that that is when we Define it that which Staffing model we want to use not at all levels then we only create subordinates only at the top level we decide we Define
actually what Staffing model we want to use and then it just inherits which you can change also [Music]
