Security Roles
Overview
Security Roles are set-up to allow users to submit, review, or approve tasks or view information only in Workday. Security roles are assigned to allow Employees to functionally support Organizations to which the role is assigned. This page provides an overview of the various assignable security roles that currently exist in Workday, the actions the security role can do, along with examples and where they are typically assigned.
Key Points
- All employees have the "Employee as Self" security role, which allow them to initiate self-service transactions, such as entering time, viewing their payslip, requesting leave.
- Security roles are not job titles, but determine what secured content, workers or transactions, and specific items or values, users can access.
- Security roles are assigned on the position not the person: all views or actions stay with the position and will not transfer should an Employee change jobs.
- Employees can have multiple security roles based off the University and Business Unit needs.
- Security roles should be reviewed if there is a change in personnel or a change to the position.
- View Only role access grants users permission to view items only, without the ability to transact.
View Assigned Security Roles
If you do not know what security roles you hold, you can run the My Supporting Roles (must be logged into Workday to utilize) task in Workday. If you do not hold any security roles, this report will not be available to run. For additional instructional assistance view the Quick Reference Guides.
Managers are able to see the security roles assigned on positions they manage from the Position Restrictions.
Where Roles Are Assigned
Security roles are assigned on the different organizations within Workday. Organizations are the groupings of different kinds of information in Workday to represent a hierarchy. Organizations are used to group employees based on memberships, associations and/or characteristics.
Roles and security can also be assigned to any level in the organizational hierarchies. Examples of Workday delivered organizations include Cost Center for FDM (financial) and Supervisory Organization for HCM (Human Capital Management).
Cost Center & Cost Center Hierarchy
Coster Center represents a budgetary unit throughout an organization. Cost Centers usually have a manager, people assigned to it, and a budget. Fiscal responsibilities and financial transactions are grouped by a cost center. Cost Center Managers are responsible for approving and managing all financial transactions for the cost center regardless of amount. Employees are members of a Cost Center based on the default assigned to their Position.
Supervisory Organization & Supervisory Hierarchy
Who reports to whom. Supervisory Organizations group employees and contract contingent workers by their managers. A Manager in Workday is anyone who supervises one or more direct report(s). Supervisory Organizations and the heirarchy denote how Human Capital Management (HCM) business processes are enabled and how HCM data is connected in the system.
All employees must belong to a supervisory organization. Once an employee is hired, they become a ‘Member‘ of the supervisory organization into which they were hired. A Manager of a supervisory organization is hired into the supervisory organization above (superior to) the one that they manage. The Manager of a supervisory organization is never a member of the supervisory organization that they manage.
Supervisory Hierarchy denotes the position-to-position structure. Departments can have multiple supervisory organizations (one per unique manager). The hierarchy reflects the organizational chart for the University up to the Chancellor and the mangerial reporting struction of all employees.
Academic Units & Academic Hierarchy
Academic units (AUs) are used in Workday to represent schools, departments or any other unit that admits students, offers programs of study or offers courses. Academic units in Workday also hold a faculty member’s academic appointment, which is different from their position. All individuals who need an academic appointment, will have their appointment within an academic unit.
Academic units are the primary organizational structure in Workday Student, akin to supervisory organizations (sup orgs) for Workday HCM.
The grouping of the academic units creates the Academic Hierarchy that reflect the overall structure of the colleges as they report up to the Provost.
Create Job Requisition
Create the advertisement that is used to recruit and select candidates.
A statement to support one or more of the following hiring criteria MUST be included in the Justification field. Instructions here.
- Position necessary for health, safety, or security reasons
- Position has a direct impact to revenue or grant funding
- Not filling position would create a significant inability to meet student needs w/o other viable options
To communicate information to Recruitment such as: salary information, applicant information to include in Job Requisition, and Supplemental Questions, please use the Additional Job Description field directly below the Job Description. Remember: Job Requisitions need a position. To create a position, see here for more information.
Instructions to Create a Job Requisition can be found on Workday Help → Use Workday → Recruiting → Create Job Requisition and Post Job (Word document)
Applicants Apply
- Internal applicants must use the internal application process
- External applicants use the external career site
Internal and External Candidates have the ability to withdraw their own applications. Remember: Job Requisitions have to be posted/advertised for a minimum of five days before they can be unposted.
Initial Review
Review materials for each applicant for minimum education/experience
Hiring Managers should not review or act on applications in Initial Review. Hiring Managers should only review Candidates in the Screen status since they have been determined to meet the minimum qualifications for the job requisition.
Check for duplicates/internal applicants. See the Review for Duplicate Process here.
Instructions for steps in Workday
Screen
Screen is shared between the HR Professional (Recruiting Coordinator) and the Hiring Manager.
The Screening Matrix is developed in collaboration between the Hiring Manager and the Recruiting Coordinator. It is recommended that no more than 5 or 6 columns of highest priority preferred qualifications are designated on the matrix.
Manager can use the Workday candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox. Otherwise important steps may be skipped and cause delays in hiring.
HR Professional/Recruiting Coordinator may use the Workday candidate grid to review information for all candidates and may use the Workday candidate grid to move the candidates selected for Interview to the Interview step.
Interview
HR Professional/Recruiting Coordinator may use the Workday candidate grid to review information for all candidates and may use the Workday candidate grid to move the candidates selected for Interview to the Interview step.
Candidates should remain in the Interview step during the interview and reference process. It is not necessary to move the candidates through the Schedule Interview, Interview Team, or Interview Feedback tasks or to move the candidate to References status on Workday. Interview documentation is updated, rated and collected outside of the Workday process and Xref should be used for references. Hiring managers should be notified that any interview tasks that appear in their inbox should be ignored – Communication between HR Professionals and Hiring Managers is key to managing the process on Workday.
Stop
Once the Interview and References processes have completed and a candidate has been
selected, THE HR PROFESSIONAL/HIRING MANAGER MUST STOP AND SEND AN EMAIL TO JOBS@TAMU.EDU TO OBTAIN APPROVAL TO MOVE THE CANDIDATE TO OFFER. DO NOT MOVE A CANDIDATE TO OFFER
(OR BACKGROUND CHECK) BEFORE OBTAINING THIS APPROVAL FROM JOBS@TAMU.EDU. If the salary offer will be in the middle or upper band for the grade, you can
also use this email to designate this information and provide the necessary approval
memos uploaded to the secure server. This will give the Talent Specialist the ability
to designate approval if a verbal offer will be done prior to the offer approval process
in Workday.
References
Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.
Remember: This status is optional for use in Workday. However, References will be completed and documented outside of Workday using Xref. HROE Recruiting Partner will check for duplicates.
Once you have selected your candidate for hire, Stop, send an email to jobs@tamu.edu, and upload the Recruiting process documents to the secure server. Once clearance is obtained, you may move the candidate to Offer. The earlier you complete this, the quicker the process completes. Most delays in the hire process occur when Recruitment is waiting to receive the recruiting process documents for review.
Offers must be reviewed, made, and accepted prior to moving a candidate to Background Check
Offers must be documented in Workday, even if you are not using the Workday Offer template.
Upload Hiring Documents
Stop
Once the Interview and References processes have completed and a candidate has been
selected, THE HR PROFESSIONAL/HIRING MANAGER MUST STOP AND SEND AN EMAIL TO JOBS@TAMU.EDU TO OBTAIN APPROVAL TO MOVE THE CANDIDATE TO OFFER. DO NOT MOVE A CANDIDATE TO OFFER
(OR BACKGROUND CHECK) BEFORE OBTAINING THIS APPROVAL FROM JOBS@TAMU.EDU. If the salary offer will be in the middle or upper band for the grade, you can
also use this email to designate this information and provide the necessary approval
memos uploaded to the secure server. This will give the Talent Specialist the ability
to designate approval if a verbal offer will be done prior to the offer approval process
in Workday.
Offers must be reviewed, made, and accepted prior to moving a candidate to Background Check.
HROE Recruitment retains all documents related to recruitment processes. These documents must be sent to HROE Recruitment using our secure server. These documents include:
- Screening Matrix
- Interview Documentation
- References Documentation
- All relevant communication with candidates
- Selective Service form (if applicable, male)
- Degree Verification Form
- Approval memo for salary above lower band
- Military/Former Foster Child Documentation (if applicable)
Use the Secure Document Server to upload the Recruiting process documents.
Follow the directions on the form at the website. The clearance emails for criminal background checks and degree verifications are not required in the uploaded documents.
Offer
- Once approval to move to offer has been obtained from Recruitment/HROE, the Recruiting Coordinator/Hiring Manager will move the selected candidate to Offer status. The Recruiting Coordinator may use the candidate grid to move the selected candidate to Offer (once approval has been obtained).
- An offer is required before a background check can be requested (verbal or written). If a verbal offer is planned and the salary amount is in the middle or high band for the grade, this information should be provided in the request to proceed to offer. This way the Talent Specialist can ensure the proper approval memos are on file before approving the offer proceed.
- The HR Professional or Hiring Manager completes the tasks to create the offer, the offer is approved by Recruitment/HROE and a PDF is provided to the HR Professional or Hiring Manager.
- The PDF must be reviewed and amended prior to submitting to the candidate. There is only one template in Workday for all offers. The HR Professional must amend the offer letter for consistency with the position (Temp/casual or Transfer) and with the updated three paragraphs for Staff hires appropriate to benefits start dates and reimbursement. Appropriate information can be found in the sample offer letters here: Sample offer letters
- When the candidate submits the offer, HR Professional and Hiring Manager get a task to answer whether the offer was accepted.
- Move candidate forward to Background status.
Recruitment documents should be uploaded to our secure server at the time the offer approval is requested. The degree verification form should also be provided to the candidate ASAP after offer acceptance so that all documents are available for review when the background check process completes. This ensures there are no delays in processing the Ready for Hire by the Talent Specialist. If the documents are not uploaded when a background check completes, the Talent Specialist will not be able to process the Ready for Hire, which could cause a delay in the hire/transfer/add additional job.
Background Check/Degree Verification
- For Background checks no action required by Hiring manager or HR Liaison in Workday
- Background clearance email will be forwarded by HROE Recruiting Partner
- Degree Verification form forwarded to candidate, completed/signed form submitted to secure server for processing
Use the Secure Document Server to upload the Recruiting process documents.
- Follow the directions on the form at the website.
- The clearance emails for criminal background checks and degree verifications are not required in the uploaded documents.
Ready for Hire
No action required by either HR Liaison or Hiring Manager for this step.
- Recruiting Partner reviews documentation, verifies degree on file and completes compliance checklist submits Ready for Hire.
- Recruiting Partner processes staffing action for Change Job or Add Additional Job for internal candidates.
- Workday initiates Revise Hire task for external candidates.
Revise Hire and Onboarding
- When a Job Requisition is in progress, never start a Hire or Transfer event outside the job requisition process. This will cause delays in the completion of the event.
- Various tasks will generate to employee and others for the Hire
- Transfer/Add Additional Job may have some onboarding tasks
- When the Hire is successful, the Onboarding process will kick off with a To-Do task for the HR Liaison. Read and follow the directions closely to ensure all steps are completed correctly.
- Caution all new hires to wait for Onboarding steps to come to their Inbox to update any information about themselves. They should not attempt to update information from the Workday worklets as this will cause a delay in Onboarding.