Perform mass transactions in Workday
Below are instructions on how to perform common mass transactions in Workday.
Employees with these security roles can execute mass HR transactions for large-scale processes:
- Academic HR Analyst.
- Academic HR Partner.
- Dean/VP.
- HR Analyst.
- HR Partner.
Bulk supervisory organization requests
Supervisory organizations group employees together into management hierarchies.
To create or modify a mass supervisory organization request, use the bulk supervisory organization change request template and submit a completed sheet with your Supervisory Organization Creation/Modification Request.
Only HR Analysts, HR Partners and their academic counterparts can submit a ServiceNow request to create, modify or deactivate a supervisory organization or move unfilled positions to one.
Note: Supervisory organizations cannot be inactivated with workers, unfilled positions, open job requisitions or subordinate organizations present.
Supervisory organizations can be created using a Job Management or Position Management staffing model, but the staffing model cannot be modified.
Naming convention best practices
Workday will include the organization code — also called the VP/College code — before the supervisory organization name and the manager’s name after the inside parenthesis. Avoid using the manager’s name as the supervisory organization name.
- Example: OHR Employee Assistance Office (Elizabeth Banfield)
Subordinate supervisory organizations cannot have the same name as the parent ones without a Job Management staffing model. Job Management supervisory organizations will be appended with JM as part of the name.
Job Management staffing model example:
- Subordinate: ET Deskside Services Downtown – JM (Edna Garbowski).
Position Management staffing model example:
- Parent: ET Deskside Services Downtown (Edna Garbowski).
Departments with many supervisory organizations may want to include a numerical designation for supervisory organizations with the same name. Please use Roman numerals when numbering supervisory organizations.
Examples include:
- EOSS Housing Desk Assistants Tempe XXV - JM (Aidan Oswald).
- EOSS Housing Desk Assistants Tempe XXVI - JM (Yahaira Gonzalez).
Mass move workers
- When moving a worker to a supervisory organization, the staffing model must remain the same — Position Management or Job Management.
- Do not request a move worker if transactions on that position are in progress.
- Download the Move Worker template to request moving more than 10 employees or unfilled positions to a different supervisory organization in the same staffing model — Job Management or Position Management. Edits to the position or job data are not permitted. Here is an example of a populated template.
- Refer to the Create and Close a Request job aid to start the HCM Mass Transactions request process.
- Use the Change a Job business process to move fewer than 10 positions, a worker between staffing models or process one of the following transactions:
- Change worker data — e.g., FLSA status or work location.
- Promotion.
- Reassignment.
- Transfer.
Compensation change
- Download the Compensation Change template to request the processing of more than 25 employees. Here is an example of a populated template.
- Refer to the Create and Close a Request job aid to start the HCM Mass Transactions request process.
- For fewer than 25 employees, use the Request Compensation Change business process to conduct transactions.
Costing allocation
- Download the Costing Allocation template to request the processing of more than 25 employees. Here is an example of a populated template.
- Refer to the Create and Close a Request job aid to start the HCM Mass Transactions request process.
- For fewer than 25 employees, use the Assign Costing Allocation business process in Workday to conduct transactions.
Period activity pay
- Use the appropriate Period Activity Pay template to process more than 25 employees.
- Download the Add Period Activity Pay template to request the processing of more than 25 employees. Here is an example of a populated template.
- Download the Edit/End Period Activity Pay template to request the processing of more than 25 employees. Here is an example of a populated template.
- Refer to the Create and Close a Request job aid to start the HCM Mass Transactions request process.
- For fewer than 25 employees, use the Manage Period Activity Pay business process to conduct transactions.
Please contact the Workday Support Team or call 480-965-2334 with questions.
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