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MANAGER JOB AID

CREATE NEW, EDIT, AND CLOSE A POSITION CREATE A NEW POSITION

EDIT A POSITION - UNFILLED

EDIT POSITION RESTRICTIONS – PRE-HIRE

EDIT A POSITION - FILLED

CLOSE A POSITION

CREATE A NEW POSITION As part of the Position Management process, Lead Associates and above will create positions as part of

Workforce Planning to account for the additional headcount or growth expected for the year. These

positions can be created initially as a ‘shell’ or placeholder and updated later when the position is ready to

be filled.

NOTE: If you have the need to fill a new position immediately, you can use the Create Job Requisition

with New Position guide to create both the requisition and position at the same time. Every Job

Requisition requires an open Position before it can be approved and posted. Unless you are filling a vacant

position, you will need to Create a New Position.

NOTE: Closing a position can be initiated by a Senior Associate, Chief Engineer/Technologist/Scientist/

Technical Specialist or above with no other approvals required.

1. Click the My Team worklet and under Actions, click Create Position

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2. In the Supervisory Organization, you will see your team and name. You can click the icon to search for

another team within your management chain if needed. Click Ok.

3. In the Position Request Reason field, select Create Position > Create Position > Funded or Unfunded

4. Enter the Job Posting Title

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NOTE: The job posting title can be anything you want it to be and can be edited later, but should

closely match the job profile (primary role).

NOTE: Externally Only is for Intern and Evergreen requisitions. Any other use must have prior approval.

5. Enter the Number of Positions

6. Enter the Availability Date

7. Enter the Earliest Hire Date

8. The remaining fields on this page are not required. You can leave these blank if you are creating a ‘shell’

position for workforce planning purposes. Nevertheless, these fields must be updated before the

requisition can be approved and submitted. If not setting any restrictions, you must select the No Job

Restrictions box, before clicking Submit.

• Under Job Family, click the dropdown menu to find Job Families by group

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• Under Job Profile, click the dropdown menu to find titles within your organization, by Job Family,

by profile or by country. The Job Profile is what we have previously called the “Functional Title”. The

Job Posting Title should match the Job Profile closely, but does not have to be same.

NOTE: If you need assistance selecting the correct Profile, refer to the “Groups People Model Job

Family Guide” (slide 2) for the Job Profile tag and level equivalents (grey shaded column).

• The Job Description will pre-populate based on the Job Profile

• Enter Justification and Job Description Summary

• Enter the Worker Type

• Under Worker Sub-Type, click on For Current Country and choose worker sub-type

NOTE: Due to post government employment restrictions, if this position is for a US Government

Job OCONUS, please enter a US based location first as a primary location and the OCONUS location

should be added in the additional locations field.

• Click the checkbox if this position is a Critical Job

• Select the Difficulty to Fill if the position is Hard to Fill, Hard to Find, or High Availability

9. Click Submit or Save for Later

These fields are

optional if you are

creating a ‘shell’

position for

Workforce

Planning

purposes.

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10. The Up Next step will ask you to Change Organization Assignments. Click Open to complete that task.

11. On the Change Organization Assignments page, use the pencil icon to open the sections for

editing and the checkmark icon to save the changes for the following required fields:

• Select the Company. To select the United States as the Country, type 631.

NOTE: If creating a position in a different country, please contact

global_mobility_immigration@bah.com for assistance on company codes.

• Select the Cost Center using the prompts to select the appropriate Cost Center.

NOTE: If you are not sure which Cost Center to select, check with your SBS POC and click Save for

Later to come back to enter this information at another time.

• Select the appropriate IMT under the Other section.

NOTE: If you get an error that you still have fields required, click on the pencil to update those

fields.

12. Click Submit or Save for Later.

UP NEXT: The Position will route to your Principal (or higher) to review the Position and Approve, Deny or

Send Back. If submitted by a Principal (or higher) the process is complete.

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• If the position request is Denied, the process ends

• If the request is Sent Back, you will receive a notification in your Workday Inbox to make changes

and resubmit

• Once Approved, the Position will go to the Cost Center SBS to enter a new RC

FEATURE: To review status of your Position, scroll down to Details and Process and click Process.

EDIT A POSITION - UNFILLED As part of Position Management process, Career Managers may edit certain restrictions of a Position if

there is no Requisition or employee attached to it. These restrictions include: Job Profile, Location, Time

Type, Worker Type and Worker Sub Type.

1. From Your Worker Profile, click on View Team

2. Click on Position

3. Click on Actions > Position Restrictions > Edit Position Restrictions

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4. Update restrictions on the viewable page that you need updated and click Submit

5. If the transaction has been initiated by a Senior Associate, Chief Engineer/Scientist/ Technologist/

Technical Specialist or below, the transaction will route to the Principal (or higher) in the management

chain for review and approval. They will receive a notification to review the Edit Position Restrictions

and Approve, Deny or Send Back

• If the Edit Position Restrictions request is Denied, the process ends

• If the request is Sent Back, you will receive a notification in your Workday Inbox to make changes

and resubmit

6. Up Next: Assign Organizations: Edit Position Restrictions will route to Manager. Using the pencil icon,

update fields as needed and click Submit.

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7. If the transaction has been initiated by a Senior Associate, Chief Engineer/Scientist/ Technologist/

Technical Specialist or below, the transaction will route to the Principal (or higher) in the management

chain for review and approval. They will receive a notification to review the Edit Position Restrictions

and Approve, or Send Back.

• If it is Sent Back, you will receive a notification in your Workday Inbox to make changes and

resubmit.

EDIT POSITION RESTRICTIONS – PRE-HIRE Occasionally the RC of a position slotted for a pre-hire candidate will need to be edited to maintain data

accuracy and ensure a smooth onboarding experience. SBS team members can update this information

via Edit Position Restrictions.

1. Search for the future hire and select their name to view their profile

2. In the Job section under the Job Details tab, click on the Position

3. Click on the Action button to the right of the Position Restrictions, select Additional Data > Edit

Effective-Dated Custom Object

4. Set the Effective Date to the start date for the pre-hire

5. Click on the Edit Additional Data button and correct the RC code on the next screen

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EDIT A POSITION – FILLED If elements of a filled position need to be edited, please call the Help Desk so they can assist you with

capturing and submitting the details of your request.

CLOSE A POSITION Positions that are no longer needed are to be closed to accurately represent intended headcount and

planning for the fiscal year. The Close Position task can only be used on unfilled positions and initiated by a

Senior Associate, Chief Engineer/Scientist/ Technologist/ Technical Specialist (or higher), HR Talent

Consultant, and SBS.

1. Search for and launch the Close Position task

2. Search for the Position you would like to close, click OK

3. On the Close Position screen, select the appropriate Close Reason and Close Date for the transaction,

and click Submit