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UHR Workday Tip of the Month - Sup Orgs

This is a follow-up tip from May’s Tip of the Month on supervisory organizations.

How to Check if an Employee Has a Supervisory Organization

• Go to the employee’s Worker Profile
• Select Job Details
• Click the Organizations tab
• In the section “Manager/Leader of These Organizations”, filter the Organizations column for “Manager"
• If this section is blank, the employee does not have a supervisory organization

Role Inheritance and Position Management
Understanding how roles and positions behave in Workday is key to ensuring accurate access and staffing changes.

Role Inheritance
Role inheritance occurs when a worker gains access or permissions based on their position or supervisory organization rather than being assigned directly.

Workday Examples:

• A new manager automatically receives approval tasks because the Manager role is tied to the supervisory organization
• An employee gains access to certain reports because their position inherits permissions from a security group
• When a worker moves into a new role, they inherit the associated security roles and responsibilities without manual assignment

Backfilling a Position vs. Creating a New Position
When replacing an employee, it’s important to determine whether to reuse an existing position or create a new one.

Backfilling a Position
Occurs when an existing, vacated position is reused for a new hire or internal transfer.

Workday Examples:

• An employee resigns, and their position remains open; a new hire is placed directly into that existing position
• A terminated worker’s position is reused to maintain headcount and reporting structure

Creating a New Position
Occurs when a new role is added to the organization rather than replacing an existing worker.

Workday Examples:

• A department expands and adds additional headcount, requiring a new position to be created
• A manager restructures their team and introduces a new role with different responsibilities as part of a new headcount
• A job requisition is created for a role that does not currently exist in the supervisory organization

Quick Reference

• Role Inheritance: Access and responsibilities are automatically assigned based on position or organization
• Backfill Position: Reusing an existing, vacated position
• New Position: Creating additional headcount or a brand-new role