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Your Hire to Retire - Position Management Data Template

Workday HCM

Hire to Retire - Position Management Attributes (22) Hire to Retire - Position Management Activities (13) Extraction Guides (3)

Your Hire to Retire - Position Management Data Template

This template provides a clear roadmap for collecting the essential data needed to analyze your Hire to Retire - Position Management process. It outlines the crucial attributes to gather, the key activities to track, and practical guidance on extracting this information from Workday HCM. Use this resource to ensure your event log is complete and ready for powerful process mining insights.

Recommended attributes to collect
Key activities to track
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Hire to Retire - Position Management Attributes

These are the recommended data fields to include in your event log for comprehensive Hire to Retire - Position Management analysis.

3 Required 7 Recommended 12 Optional

	Name	Description
	Position ID PositionId	The unique identifier for a specific position within the organization, serving as the primary case identifier for the position management process.
Description The Position ID is the cornerstone of the position management process analysis. Each ID represents a single position's lifecycle, from its initial request and creation through any modifications, reclassifications, and eventual deactivation or closure. In process mining, this attribute is used to correlate all related activities, such as approvals, data changes, and status updates, to a specific case. This allows for a complete, end-to-end view of the position's journey, making it possible to analyze cycle times, identify process variants, and track compliance for each unique position. Why it matters It is essential for tracking the entire lifecycle of a position, enabling end-to-end process analysis and helping to identify bottlenecks or deviations for specific cases. Where to get This is a core identifier in Workday HCM, typically available in reports and business process data related to Staffing and Position Management. Examples POS-0012345POS-0067890POS-0112233
	Activity Name ActivityName	The name of the specific business process step or event that occurred, such as 'Position Created' or 'Budget Approved'.
Description The Activity Name describes a single step within the position management lifecycle. These events are the building blocks of the process map, showing the sequence of actions taken for each position. Analyzing these activities allows for the visualization of process flows, the identification of common and rare paths, and the measurement of time spent between key milestones. Examples include 'Position Request Initiated', 'Position Attributes Modified', and 'Position Closed', which together paint a picture of the operational flow. Why it matters This attribute is fundamental for constructing the process map, visualizing the process flow, and identifying specific events that cause delays or rework. Where to get Extracted from Workday's business process framework transaction logs. Each step in a business process definition generates an event record. Examples Position Request InitiatedManager Approval SubmittedPosition CreatedPosition Deactivated
	Event Time EventTime	The timestamp indicating when a specific activity or event occurred.
Description The Event Time is a precise timestamp that records the date and time of each activity in the process. This data is critical for any time-based analysis, including calculating cycle times, waiting times, and durations. In process mining, this timestamp is used to order events chronologically, forming the sequence of activities that constitutes the process flow. It is the basis for performance diagnostics, enabling the identification of bottlenecks, the analysis of throughput, and the monitoring of SLAs. Why it matters It is essential for ordering events, calculating all time-based metrics like cycle time and duration, and diagnosing process bottlenecks. Where to get This timestamp is automatically logged for every business process transaction in Workday HCM. Examples 2023-04-15T09:00:00Z2023-04-15T14:35:10Z2023-04-18T11:21:05Z
	Cost Center CostCenter	The financial cost center associated with the position, used for budgeting and financial reporting.
Description The Cost Center is a financial dimension that links a position to a specific budget. It is essential for tracking costs and ensuring that staffing aligns with financial plans. In process mining, this attribute is crucial for analyses related to budget approvals and financial impact. It helps in understanding how budget approval times may vary by cost center and in correlating position management activities with financial outcomes. It is also key for standardizing role attributes across similar financial units. Why it matters Provides a financial dimension for analysis, enabling views of the process by budget unit and supporting budget-related bottleneck analysis. Where to get This is part of the financial, or 'Worktags', information assigned to a position within Workday HCM. Examples CC4010_MARKETINGCC2050_RD_SOFTWARECC7000_ADMIN
	Department Department	The department or supervisory organization to which the position belongs.
Description The Department attribute, often called 'Supervisory Organization' in Workday terminology, provides the primary organizational context for a position. It defines the team or business area where the position resides. This is a critical dimension for analysis, allowing for performance comparisons across different parts of the business. For example, you can compare new position approval cycle times between the Engineering and Marketing departments to identify best practices or localized bottlenecks. Why it matters Allows for filtering and comparing process performance across different organizational units, revealing department-specific bottlenecks or efficiencies. Where to get Linked to the position through its assignment to a Supervisory Organization in Workday HCM. Examples Sales - North AmericaEngineering - Platform DevFinance - Corporate FP&A
	End Time EndTime	The timestamp indicating when an activity was completed. Used for calculating the duration of individual activities.
Description The End Time marks the completion of a specific activity. While Start Time shows when an event occurred, the combination of Start Time and End Time allows for the calculation of the processing time for that event. This is particularly useful for activities that are not instantaneous, such as a compliance review step. By comparing the End Time of one activity to the Start Time of the next, both processing time and waiting time can be accurately measured, providing deeper insights into process efficiency. Why it matters It is necessary for calculating the precise duration of activities, helping to distinguish between active processing time and idle waiting time. Where to get Some Workday business process steps may have explicit start and end times. If not, it can be derived as the Start Time of the subsequent event in the same case. Examples 2023-04-15T09:05:12Z2023-04-15T17:00:00Z2023-04-18T11:21:55Z
	Job Family JobFamily	A grouping of jobs with similar characteristics, skills, and work, such as 'Engineering' or 'Human Resources'.
Description A Job Family is a classification that groups related Job Profiles. For example, the 'Software Engineer' and 'Senior Software Engineer' job profiles might both belong to the 'Engineering' job family. This provides a way to categorize and analyze roles at a higher level. This attribute supports analyses like monitoring reclassifications or standardizing position attributes. By analyzing changes within or across job families, an organization can gain insights into career pathing, role definition consistency, and workforce trends. Why it matters Enables higher-level analysis of roles, supporting standardization efforts and analysis of reclassifications between related job categories. Where to get This is part of the job catalog structure in Workday HCM, associated with a position's Job Profile. Examples Information TechnologyFinance and AccountingSales Professionals
	Position Status PositionStatus	The current or historical status of the position, such as 'Open', 'Filled', 'Frozen', or 'Closed'.
Description The Position Status indicates the state of the position at a given point in time. This attribute is crucial for understanding the position's current availability and lifecycle stage. In analysis, filtering by status can help focus on specific parts of the process. For example, analyzing positions with a 'Frozen' status helps in creating aging reports to see how long resources are tied up. Tracking the transition between statuses is key to understanding the process flow. Why it matters Provides critical context about a position's state, enabling analysis of frozen position aging and tracking the progression through the lifecycle. Where to get Available as a standard field on the position object in Workday HCM. Examples Open - ApprovedFilledFrozenClosed
	Reason For Change ReasonForChange	The reason provided for a change event, such as a reclassification, modification, or closure of a position.
Description This attribute captures the business justification for why a particular change was made to a position. Reasons are often selected from a predefined list in Workday to ensure consistency, such as 'Re-organization', 'New Project', or 'Budgetary Adjustment'. Analyzing this attribute provides invaluable context behind the process flows. It helps answer the 'why' behind the 'what', for instance, by correlating reclassification events with specific reasons to identify trends in organizational restructuring or role evolution. Why it matters Explains the business context behind process activities like modifications and reclassifications, helping to analyze the root causes of process variations. Where to get This is a required field for many business process transactions in Workday, such as 'Edit Position Restrictions' or 'Close Position'. Examples New department creationRe-organizationCorrection of dataProject Conclusion
	User User	The user ID or name of the person who performed the activity.
Description This attribute identifies the employee or system user responsible for completing a specific task in the process, such as submitting an approval or modifying position attributes. This could be a manager, an HR partner, or a finance analyst. Analyzing data by user helps identify training opportunities, workload distribution imbalances, and individual performance variations. For example, it can pinpoint which users are most frequently involved in rework activities, suggesting a need for clearer instructions or system improvements. Why it matters Enables analysis of workload distribution, user-specific behavior, and identification of training needs or high-performing individuals. Where to get Available in the business process transaction logs in Workday, which record the initiator or actor for each step. Examples jsmithdavis_janehr_admin_svc
	Business Unit BusinessUnit	The high-level business division or unit that the position belongs to, such as 'Consumer Products' or 'Enterprise Solutions'.
Description The Business Unit represents a major segment of the company, sitting higher in the organizational hierarchy than a department. It is used for high-level strategic and financial reporting. Analyzing the position management process by Business Unit provides a strategic view of workforce dynamics. It can highlight differences in hiring velocity, reclassification rates, or process efficiency between major company divisions, informing leadership about operational disparities at a macro level. Why it matters Enables high-level, strategic analysis of process performance across major company divisions, informing executive-level decisions. Where to get This is typically implemented in Workday as a 'Worktag', which can be assigned to positions or their associated cost centers. Examples Consumer ProductsEnterprise SolutionsCorporate Services
	Compliance Status ComplianceStatus	Indicates the outcome of a compliance review step, such as 'Compliant' or 'Non-Compliant'.
Description This attribute captures the result of a formal 'Position Compliance Reviewed' activity. It confirms whether the position's attributes, approval history, or justification meet internal policies or external regulations. This is a critical attribute for the 'Position Action Compliance Overview' dashboard. It allows for direct monitoring of compliance rates and helps auditors or HR teams quickly identify and investigate positions that were flagged as non-compliant, enabling corrective action and risk mitigation. Why it matters Directly measures the outcome of compliance checks, enabling monitoring of policy adherence and flagging high-risk cases for review. Where to get This would likely be an output of a specific, configured step in a Workday business process. It might be stored as a comment or a custom field. Examples CompliantNon-CompliantRequires Follow-up
	Is Compliance Reviewed IsComplianceReviewed	A boolean flag that is true if the 'Position Compliance Reviewed' activity has occurred for a case.
Description This flag indicates whether a position has undergone a formal compliance review at any point in its lifecycle. It is determined by checking for the existence of the 'Position Compliance Reviewed' activity for a given Position ID. This attribute simplifies compliance monitoring and KPI calculation. It allows for easy filtering of all cases that have or have not been reviewed, and it directly supports the calculation of the 'Position Action Compliance Rate' KPI by making it simple to count the compliant population. Why it matters Simplifies the measurement of compliance rates and allows for easy filtering to isolate and analyze positions that have bypassed required reviews. Where to get This is a derived flag, calculated at the case level. It is set to true if the 'Position Compliance Reviewed' activity exists in the case log. Examples truefalse
	Is Rework IsRework	A boolean flag that is true if an activity is considered rework, such as modifying position attributes multiple times.
Description The Is Rework flag identifies activities that represent corrections or repeated work, which often indicate process inefficiencies or quality issues. It is typically set to true for events like 'Position Attributes Modified' that occur shortly after creation or happen multiple times in a sequence. This calculated attribute is essential for the 'Position Data Rework Analysis' dashboard. It allows for easy quantification of rework rates, helps identify the root causes by analyzing the context of flagged events, and supports KPIs like 'Position Data Rework Rate'. Why it matters Directly flags inefficient rework activities, making it easy to quantify, analyze, and target process improvement efforts to reduce waste. Where to get This is a derived flag, calculated based on the sequence and frequency of activities. For example, set to true if 'Position Attributes Modified' occurs more than once for the same case. Examples truefalse
	Job Profile JobProfile	The standardized template for a job, defining its core characteristics like responsibilities and qualifications.
Description The Job Profile is a foundational element in Workday's job architecture. It acts as a template that defines a job, including its default title, qualifications, and compensation grade. A position is an instance of a Job Profile within a specific department. This attribute is key for understanding process standardization. Analyzing processes by Job Profile can reveal if certain types of roles have longer approval cycles or are more prone to rework. It is also critical for tracking reclassifications where a position moves from one Job Profile to another. Why it matters Links a position to a standard job template, enabling analysis of process variations based on standardized role characteristics. Where to get A required field for every position in Workday HCM. It is a core part of the Staffing data model. Examples JP-FIN-Analyst3JP-ENG-Dev5JP-HR-Generalist2
	Last Data Update LastDataUpdate	The timestamp indicating when the data was last extracted from the source system and refreshed in the process mining tool.
Description This attribute provides the timestamp of the most recent data refresh. It is not part of the process data itself but is metadata about the dataset's freshness. This is important for all users of the analysis, as it tells them how current the data is. It helps in understanding whether the insights reflect the latest operational state or are based on a slightly older snapshot, managing expectations about the timeliness of the findings. Why it matters Informs users about the freshness of the data, ensuring they understand how current the process analysis and insights are. Where to get This timestamp is generated by the data pipeline or ETL tool at the conclusion of the data loading process. Examples 2024-05-21T02:00:00Z2024-05-22T02:00:00Z
	Location Location	The physical or logical work location associated with the position.
Description The Location attribute specifies the geographical site or office where the position is based. This can range from a specific building address to a broader country or region, and can also include 'Remote' as a value. Analyzing by location can uncover regional differences in process performance, such as variations in approval times or compliance rates. It helps to understand if processes are globally standardized or if local practices are creating deviations. Why it matters Enables geographical analysis to identify regional process differences, compliance variations, or location-specific bottlenecks. Where to get A standard attribute that can be assigned to a position in Workday HCM. Examples New York, USALondon, UKRemote (Germany)
	New Position Approval Time NewPositionApprovalCycleTime	The total time taken from when a position request is initiated until it is created in the system.
Description This attribute measures the end-to-end cycle time for the new position approval process. It is calculated as the duration between the 'Position Request Initiated' event and the 'Position Created' event for a given Position ID. This directly supports the 'Average New Position Approval Cycle Time' KPI and related dashboards. By calculating this at the case level, you can analyze the distribution of cycle times, identify outliers, and investigate the factors that correlate with longer or shorter approval durations, such as department or position type. Why it matters Directly measures a key performance indicator, enabling analysis of approval efficiency and the identification of factors causing delays. Where to get Calculated at the case level within the process mining tool by finding the time difference between specific start and end activities. Examples P5DT6HP12DP2DT12H30M
	Position Title PositionTitle	The specific title of the position, such as 'Senior Financial Analyst' or 'Lead Software Engineer'.
Description The Position Title is the official, user-facing name of the role. It is a more granular descriptor than the Job Family or Job Profile and is what typically appears on a job posting or organization chart. Analyzing this attribute is important for understanding the specifics of position changes. For instance, in a reclassification analysis, you can see if the title changed significantly. It is also used in standardization dashboards to check for consistency in titling for similar roles across different departments. Why it matters Provides granular detail about the role, which is essential for analyzing reclassifications and role standardization. Where to get A standard field on the position object in Workday HCM. Examples Senior Product ManagerHR Business Partner IIAssociate Accountant
	Position Type PositionType	Categorizes the position based on its employment terms, such as Full-Time, Part-Time, or Contractor.
Description Position Type, often referred to as 'Worker Type' or 'Time Type' in Workday, classifies the nature of the employment associated with the position. This is a fundamental attribute for workforce planning and management. In process mining, this dimension allows for comparing the position management process for different types of workers. For example, one could investigate if the approval process for contractors is faster or less complex than for full-time employees, potentially revealing opportunities for process optimization. Why it matters Allows for comparing the position management process for different worker categories, like full-time vs. contractor, to find optimization opportunities. Where to get Available as part of the position's definition, often as 'Worker Type' or 'Time Type'. Examples Regular Full-TimeRegular Part-TimeFixed Term Contractor
	Processing Time ProcessingTime	The duration of a single activity, calculated as the difference between its end and start times.
Description Processing Time measures the actual time spent working on a task, as opposed to waiting time between tasks. It is calculated by subtracting an activity's Start Time from its End Time. This metric is fundamental for performance analysis. It helps identify which specific steps in the process are the most time-consuming. For example, a long processing time for 'Budget Approved' might indicate a complex review process, whereas long waiting time before it suggests the request is sitting in a queue. Why it matters Quantifies the actual work duration of an activity, helping to differentiate active work from idle waiting time and pinpoint inefficient steps. Where to get Calculated field, derived from the EventTime (StartTime) and EndTime attributes (EndTime - StartTime). Examples PT8H30MP2DT4HPT15M
	Source System SourceSystem	The system from which the data originates, which in this case is Workday HCM.
Description This attribute identifies the source application where the position management process data was generated. While for this specific analysis the source is consistently Workday HCM, it is a crucial field in enterprise environments where data may be merged from multiple systems. Including this attribute ensures data lineage is clear and helps differentiate processes that might span across different platforms. It provides context and is a best practice for data governance. Why it matters Provides essential context on data origin, ensuring clarity in multi-system environments and supporting data governance standards. Where to get This is typically a static value ('Workday HCM') added during the data extraction and transformation process. Examples Workday HCMWorkdayHCM_Prod

Required Recommended Optional

Hire to Retire - Position Management Activities

These are the key process steps and milestones to capture in your event log for accurate process discovery in Hire to Retire - Position Management.

6 Recommended 7 Optional

	Activity	Description
	Budget Approved	A key milestone where the finance department or a budget manager confirms that funding is available for the new position. This is captured when the designated approver completes the budget approval step in the business process flow.
Why it matters Budget approval is often a major bottleneck. Measuring the cycle time for this specific activity helps organizations streamline financial reviews and accelerate hiring. Where to get This is logged in the audit history of the 'Create Position' business process in Workday. It corresponds to the completion event of the budget approval step. Capture Completion timestamp of the financial or budget approval step in the business process log. Event type explicit
	Position Attributes Modified	Indicates that one or more attributes of an existing position, such as title or department, have been changed. This is explicitly logged when a user successfully completes the 'Edit Position Restrictions' business process.
Why it matters Frequent modifications can indicate data entry errors, evolving job roles, or process inefficiencies. Analyzing this activity is key to the 'Position Data Rework Analysis' dashboard and improving data quality. Where to get This is captured from the completion log of the 'Edit Position Restrictions' or a similar business process in Workday. The audit trail shows which fields were changed. Capture Event logged upon successful completion of the 'Edit Position Restrictions' business process. Event type explicit
	Position Closed	This is the final activity in the lifecycle, representing the permanent elimination of the position from the organization. Workday records this event upon the successful completion of the 'Close Position' business process.
Why it matters As the terminal event for most cases, this activity defines the end of the position's lifecycle. It is crucial for understanding the complete process duration and for maintaining accurate headcount data. Where to get Captured from the completion timestamp of the 'Close Position' business process in the Workday audit trail or business process logs. Capture Event logged upon completion of the 'Close Position' business process. Event type explicit
	Position Created	This activity marks the successful creation and official existence of the position in the Workday system. It is recorded upon the successful completion of the 'Create Position' business process.
Why it matters This is a critical milestone that signifies the end of the approval phase and the readiness of the position for staffing. It is essential for measuring the overall approval cycle time KPI. Where to get The event is captured from the completion timestamp of the 'Create Position' business process in the Workday event logs or audit trail. Capture Event logged upon successful completion of the 'Create Position' business process. Event type explicit
	Position Deactivated	Indicates that a position is no longer active and cannot be filled, often as a preliminary step before formal closure. This is an explicit event captured upon completion of the 'Inactivate Position' business process.
Why it matters Deactivation is a key milestone in the position lifecycle, distinct from final closure. The time between deactivation and closure is a measure of administrative efficiency in cleaning up organizational structures. Where to get This event is recorded in Workday's audit logs upon the successful completion of the 'Inactivate Position' business process. Capture Event logged upon successful completion of the 'Inactivate Position' business process. Event type explicit
	Position Request Initiated	This marks the beginning of the position management lifecycle, where a request to create a new position is formally submitted. This is captured as an explicit event when a user initiates the 'Create Position' business process in Workday.
Why it matters This activity is the primary start event for the process. Analyzing the time from this event to subsequent approvals is crucial for measuring the efficiency of the entire position creation cycle. Where to get This event is recorded in the Workday Business Process event logs. Look for the initiation timestamp of the 'Create Position' business process transaction for the specific Position ID. Capture Event logged upon initiation of the 'Create Position' business process. Event type explicit
	HR Approval Submitted	Indicates that an HR partner or representative has reviewed and approved the position request. This is logged explicitly when the HR approver completes their assigned step in the Workday business process.
Why it matters This approval is a critical checkpoint for ensuring the position aligns with company policies and job architecture. Delays here can significantly impact the overall cycle time. Where to get Sourced from the Workday audit trail for the relevant business process. The event is the completion of the 'HR Approval' step. Capture Completion timestamp of the HR approval step in the business process log. Event type explicit
	Manager Approval Submitted	Represents the completion of the review and approval step by the hiring manager or supervisory organization manager. Workday captures this as a discrete completion event for an approval step within the 'Create Position' business process.
Why it matters This is a common early milestone and potential bottleneck. Tracking the time taken for this approval helps identify delays in the initial stages of the position creation workflow. Where to get Captured from the audit trail of the 'Create Position' business process. It corresponds to the completion of the specific 'Manager Approval' step. Capture Completion timestamp of the manager approval step in the business process log. Event type explicit
	Position Compliance Reviewed	Indicates that a position has undergone a formal compliance check, for example against internal policies or external regulations. This is likely captured as a specific 'To Do' or 'Checklist' step within a parent business process.
Why it matters Tracking compliance reviews is essential for mitigating risk and ensuring adherence to organizational standards. This activity directly supports the 'Position Action Compliance Rate' KPI. Where to get This is likely captured as a completed 'To Do' step or a specific approval step within a business process like 'Create Position' or 'Edit Position'. System analysis is required to confirm the exact mechanism. Capture Completion timestamp of a compliance-related approval or 'To Do' step in the business process log. Event type explicit
	Position Frozen	Represents the action of temporarily suspending a position, preventing it from being filled. This is captured when a user successfully completes the 'Freeze Position' business process in Workday.
Why it matters This activity is critical for managing headcount and budgets. Analyzing the duration a position remains frozen helps identify stalled decisions and optimize resource planning. Where to get Captured from the completion of the 'Freeze Position' business process. The position status field is typically updated as a result of this event. Capture Event logged upon completion of the 'Freeze Position' business process. Event type explicit
	Position Reclassified	Represents a formal change in the job profile or classification associated with the position. This event is captured when the 'Change Job' business process is successfully completed for a specific position.
Why it matters This activity helps in understanding organizational restructuring or significant shifts in job responsibilities. Tracking reclassifications supports analysis of workforce evolution and job architecture stability. Where to get Sourced from the completion logs of the 'Change Job' business process when applied to a position, distinct from applying it to a worker. Capture Event logged upon successful completion of the 'Change Job' business process on a position. Event type explicit
	Position Request Denied	This activity represents an unsuccessful end to the position creation request, where an approver has denied it. Workday records this as the 'Denied' terminal status of the 'Create Position' business process.
Why it matters Analyzing denied requests helps identify common reasons for rejection, such as budget constraints or policy misalignment, allowing for process improvements and better guidance for requesters. Where to get This is captured from the final status of the 'Create Position' business process instance. The event timestamp is when the denial action was taken. Capture Event logged when an approver selects the 'Deny' action within a business process step. Event type explicit
	Position Unfrozen	This is the reverse action of freezing, where a suspended position is made active again and available for staffing. This is typically captured by inferring a change in the position's status field from 'Frozen' to 'Active'.
Why it matters This event marks the resolution of a frozen position. Measuring the time from 'Position Frozen' to this event is key for the 'Frozen Position Resolution Time' KPI. Where to get This may be inferred from effective-dated changes in the position's status field within the position's history or audit log. It may also be an explicit 'Unfreeze' business process event in some configurations. Capture Detect change in position status from 'Frozen' to 'Active' based on effective-dated history. Event type inferred

Recommended Optional

Extraction Guides

How to get your data from Workday HCM

Steps

Log into Workday: Sign in to your Workday tenant with a user account that has permissions to create custom reports and access the required Human Capital Management (HCM) data domains.
Create a Custom Report: Use the search bar to find and open the 'Create Custom Report' task.
Select Report Type and Data Source: Name your report, for example 'ProcessMind Position Management Events'. Select 'Advanced' as the Report Type. For the Data Source, choose 'Business Process Transactions'. This source provides detailed event-level information about business process steps.
Define Report Columns: In the 'Columns' tab, add the fields that will become the columns in your event log. You will need to map Workday objects and fields to the required attributes. For example:
- PositionId: Map to 'Position ID' from the business process's context.
- EventTime: Map to 'Completed Date' or 'Corrected Completed Moment' for each step.
- User: Map to 'Completed By' for the transaction.
- PositionStatus, Department, CostCenter, JobFamily: Map to the corresponding fields on the 'Position' business object.
Create Calculated Fields for Activity Name: The core of this extraction is translating business process steps into standardized activity names. Go to the 'Related Business Objects' menu and create a 'Calculated Field'. Use the 'Evaluate Expression' type to create a logic tree. For example:
- If 'Business Process Type' is 'Create Position' and 'Transaction Status' is 'Successfully Completed', return the text 'Position Created'.
- If 'Business Process Type' is 'Create Position', 'Step' is '[Your Manager Approval Step Name]', and 'Status' is 'Completed', return the text 'Manager Approval Submitted'.
- Create a condition for each of the 13 required activities.
Configure Report Filters: In the 'Filter' tab, add prompts and filters to scope the data. Create a prompt for the 'Completed Date' to allow for date range selection. Add a filter to include only the relevant 'Business Process Types', such as 'Create Position', 'Edit Position Restrictions', 'Change Job', 'Freeze Position', 'Inactivate Position', and 'Close Position'.
Refine Sorting and Output: In the 'Sort' tab, sort the results by PositionId and then by EventTime to ensure chronological order for each case.
Enable as Web Service (RaaS): Once the report runs correctly in the UI, go to Actions > Web Service > Enable as Web Service. In the options, set the 'Content Type' to 'JSON' for easier integration.
Secure and Test the Endpoint: Configure the web service security to define which users or systems can access it. Make a note of the generated JSON or WSDL URL. Use a tool like Postman or a simple script to test the endpoint and verify you receive data.
Automate Extraction: Use your integration platform or a script to call the RaaS URL on a schedule. The script should pass the desired date range as parameters in the request.
Format for ProcessMind: The script should parse the JSON response from Workday and transform it into a flat CSV file. Ensure the column headers in the CSV match the required attribute names: PositionId, ActivityName, EventTime, User, etc.
Upload to ProcessMind: The final, formatted CSV file is ready to be uploaded to ProcessMind for analysis.

Configuration

Report Type: Advanced. This type is necessary for creating calculated fields and joining data from different business objects.
Primary Data Source: 'Business Process Transactions'. This data source is event-oriented and contains the necessary details like status, timestamps, and participants for each step of a business process.
Key Filters:
- Business Process Type: Filter the report to only include relevant processes like 'Create Position', 'Close Position', 'Freeze Position', 'Change Job', 'Edit Position Restrictions', and 'Inactivate Position'. This is critical for performance.
- Completed Date: Use a prompted filter for this field to allow users to specify the extraction date range. We recommend an initial load of 3-6 months of data.
Calculated Fields: Heavy use of 'Evaluate Expression' and 'Lookup Related Value' calculated fields is required to derive the standardized ActivityName and to pull in attributes from the core 'Position' object into the event stream.
Web Service Output: Configure the RaaS output format as JSON. XML is also available but JSON is generally easier to parse by modern applications.
Permissions: The user creating the report needs security permissions for data domains such as 'Business Process Transactions', 'Position Management', and 'Worker Data'. The data returned by the RaaS call will be limited by these permissions.

a Sample Query config

/*
 This is a logical representation of the Workday Advanced Report configuration.
 It is built using the Workday Report Writer UI, not by writing code.
 Each 'SELECT' block represents a set of conditions within a single 'Evaluate Expression' calculated field for the 'ActivityName' column.
 The report's primary data source is 'Business Process Transactions'.
*/

// Calculated Field for ActivityName: 'cf_ActivityName'
// Type: Evaluate Expression

// Condition 1: Position Request Initiated
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process Transaction'.Is First Step = true)
THEN 'Position Request Initiated'
// Column Mapping for this condition:
// PositionId: 'Position' From Business Process -> Position ID
// ActivityName: 'cf_ActivityName' (this calculated field)
// EventTime: 'Business Process' -> Initiation Moment
// User: 'Business Process' -> Initiator

// Condition 2: Manager Approval Submitted
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process Step'.Name CONTAINS 'Manager Approval' AND 'Business Process Transaction'.Status = 'Completed')
THEN 'Manager Approval Submitted'
// Column Mapping for this condition:
// EventTime: 'Business Process Transaction' -> Completed Moment
// User: 'Business Process Transaction' -> Completed By

// Condition 3: HR Approval Submitted
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process Step'.Name CONTAINS 'HR Approval' AND 'Business Process Transaction'.Status = 'Completed')
THEN 'HR Approval Submitted'
// Column Mapping for this condition:
// EventTime: 'Business Process Transaction' -> Completed Moment
// User: 'Business Process Transaction' -> Completed By

// Condition 4: Budget Approved
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process Step'.Name CONTAINS 'Budget Approval' AND 'Business Process Transaction'.Status = 'Completed')
THEN 'Budget Approved'
// Column Mapping for this condition:
// EventTime: 'Business Process Transaction' -> Completed Moment
// User: 'Business Process Transaction' -> Completed By

// Condition 5: Position Request Denied
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process'.Status = 'Denied')
THEN 'Position Request Denied'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process Transaction' -> Completed By (on the denial step)

// Condition 6: Position Created
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Created'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business process' -> Initiator

// Condition 7: Position Attributes Modified
WHEN ('Business Process'.Type = 'Edit Position Restrictions' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Attributes Modified'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 8: Position Reclassified
WHEN ('Business Process'.Type = 'Change Job' AND 'Business Process'.Context.Is Position = true AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Reclassified'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 9: Position Compliance Reviewed
WHEN ('Business Process Step'.Name CONTAINS 'Compliance Review' AND 'Business Process Transaction'.Status = 'Completed')
THEN 'Position Compliance Reviewed'
// Column Mapping for this condition:
// EventTime: 'Business Process Transaction' -> Completed Moment
// User: 'Business Process Transaction' -> Completed By

// Condition 10: Position Frozen
WHEN ('Business Process'.Type = 'Freeze Position' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Frozen'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 11: Position Unfrozen
// Note: This often relies on a different data source, 'Position History', to track status changes.
// If using 'Business Process Transactions', this assumes an 'Unfreeze' BP exists or is part of another BP.
// The example below assumes an 'Edit Position' BP is used to change the status.
WHEN ('Business Process'.Type = 'Edit Position Restrictions' AND 'Position'.Is Frozen (Prior) = true AND 'Position'.Is Frozen = false AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Unfrozen'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 12: Position Deactivated
WHEN ('Business Process'.Type = 'Inactivate Position' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Deactivated'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 13: Position Closed
WHEN ('Business Process'.Type = 'Close Position' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Closed'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Default case for the calculated field
ELSE 'Other Activity'

/*
Final Report Structure:
- Data Source: Business Process Transactions
- Columns:
  - Position ID (from Position)
  - cf_ActivityName
  - Event Time (Calculated field to pick correct timestamp based on activity)
  - User (Calculated field to pick correct user)
  - End Time (same as Event Time for discrete events)
  - Position Status (from Position)
  - Reason For Change (from Business Process -> Reason)
  - Department (Supervisory Organization from Position)
  - Cost Center (from Position)
  - Job Family (from Job Profile)
- Filter:
  - Business Process Type IN ('Create Position', 'Edit Position Restrictions', 'Change Job', 'Freeze Position', 'Inactivate Position', 'Close Position', ...)
  - Completed Date IS IN [Prompted Date Range]
  - cf_ActivityName IS NOT 'Other Activity'
*/

Steps

Prerequisite: Create a Workday Custom Report. Before running the script, create a custom report in Workday that provides the necessary data. Use the 'Business Process Transactions' data source. Expose the fields required for the event log, including Position ID, Business Process Type, Step Name, Status, Effective Date, Completed Date, and Initiator. Enable the report as a web service by selecting 'Enable as Web Service' on the 'Advanced' tab and configure the necessary permissions for your Integration System User (ISU).
Prerequisite: Configure Workday Integration User. Ensure you have an Integration System User (ISU) with permissions to access the custom report created in the previous step. Note the username, password, and the generated RaaS (Reports-as-a-Service) JSON endpoint URL for the report.
Set Up Python Environment. Install Python on the machine that will run the extraction. Install the necessary libraries using pip: pip install requests pandas.
Configure the Python Script. Download the provided Python script. Open the file in a text editor and update the placeholder variables at the top of the script. You must provide your Workday RaaS URL, username, and password. Also, set the desired START_DATE and END_DATE for the extraction period.
Understand Script Logic. The script authenticates with Workday, calls the custom report web service, and passes the date range as parameters. Workday returns the data in JSON format. The script handles pagination automatically if the report returns more than one page of results.
Execute the Script. Open a terminal or command prompt, navigate to the directory where you saved the script, and run it using the command: python workday_extraction.py.
Activity Mapping. The script contains a mapping dictionary (activity_map) that translates combinations of Workday business processes and step statuses into the standardized activity names required by ProcessMind. You may need to adjust the keys in this dictionary to match the exact business process names configured in your Workday tenant.
Data Transformation. The script iterates through each record returned from the Workday report. It applies the activity mapping, extracts the required attributes, and formats the timestamps correctly. Each valid event is added to a list.
Output Generation. Once all data is processed, the script converts the list of events into a pandas DataFrame. This structures the data into a tabular format with the required column names: PositionId, ActivityName, EventTime, User, and others.
Export CSV for ProcessMind. The script saves the final DataFrame to a CSV file named position_management_event_log.csv. This file is encoded in UTF-8 and is ready to be uploaded to ProcessMind without further modification.

Configuration

Workday Custom Report (RaaS): The primary data source is a custom Workday report enabled as a web service. This report must be built on the 'Business Process Transactions' data source.
Report Fields: The report must include fields such as Position ID, Business Process Definition, Business Process Step, Transaction Status, Effective Timestamp, Completion Timestamp, Initiator, and any other required attributes like Cost Center or Supervisory Organization.
Integration System User (ISU): An ISU with a username and password is required for authentication. This user must be in a security group that has permission to access the custom report's web service endpoint.
Date Range: The script uses START_DATE and END_DATE parameters. For the initial extraction, a period of 3-6 months is recommended to ensure manageable data volume and faster execution. Subsequent extractions can use a shorter, delta period.
API Endpoint: The script requires the JSON endpoint URL for the custom report. This URL is found on the 'Web Service' tab of the custom report definition in Workday.
Activity Mapping: The script's logic relies on a configurable mapping of Workday process names and statuses to the final activity names. This may require customization based on your specific Workday business process configuration.

a Sample Query python

import requests
import pandas as pd
from datetime import datetime

class=class="hl-string">"hl-comment"># --- Configuration Settings --- #
class=class="hl-string">"hl-comment"># Replace with your Workday RaaS endpoint, username, and password
WORKDAY_RAAS_URL = class="hl-string">'[Your_Workday_RaaS_JSON_Endpoint_URL]'
WORKDAY_USERNAME = class="hl-string">'[Your_ISU_Username]'
WORKDAY_PASSWORD = class="hl-string">'[Your_ISU_Password]'

class=class="hl-string">"hl-comment"># Set the date range for the extraction (YYYY-MM-DD format)
START_DATE = class="hl-string">'2023-01-01'
END_DATE = class="hl-string">'2023-12-31'

class=class="hl-string">"hl-comment"># --- Activity Mapping --- #
class=class="hl-string">"hl-comment"># This dictionary maps Workday processes and statuses to standardized activity names.
class=class="hl-string">"hl-comment"># The keys are tuples: (class="hl-string">'Business Process Name', class="hl-string">'Step Name / Status').
class=class="hl-string">"hl-comment"># You MAY need to adjust the class="hl-string">'Business Process Name' to match your Workday configuration.
activity_map = {
    (class="hl-string">'Create Position', class="hl-string">'Initiation Step'): class="hl-string">'Position Request Initiated',
    (class="hl-string">'Create Position', class="hl-string">'Manager Approval'): class="hl-string">'Manager Approval Submitted',
    (class="hl-string">'Create Position', class="hl-string">'HR Approval'): class="hl-string">'HR Approval Submitted',
    (class="hl-string">'Create Position', class="hl-string">'Budget Approval'): class="hl-string">'Budget Approved',
    (class="hl-string">'Create Position', class="hl-string">'Denied'): class="hl-string">'Position Request Denied',
    (class="hl-string">'Create Position', class="hl-string">'Successfully Completed'): class="hl-string">'Position Created',
    (class="hl-string">'Edit Position Restrictions', class="hl-string">'Successfully Completed'): class="hl-string">'Position Attributes Modified',
    (class="hl-string">'Change Job', class="hl-string">'Successfully Completed'): class="hl-string">'Position Reclassified',
    (class="hl-string">'Freeze Position', class="hl-string">'Successfully Completed'): class="hl-string">'Position Frozen',
    class=class="hl-string">"hl-comment"># Assuming a business process exists for this. If not, this requires a different approach.
    (class="hl-string">'Unfreeze Position', class="hl-string">'Successfully Completed'): class="hl-string">'Position Unfrozen',
    (class="hl-string">'Inactivate Position', class="hl-string">'Successfully Completed'): class="hl-string">'Position Deactivated',
    (class="hl-string">'Close Position', class="hl-string">'Successfully Completed'): class="hl-string">'Position Closed',
    class=class="hl-string">"hl-comment"># Mapping a class="hl-string">'To Do' step within a parent process for compliance review
    (class="hl-string">'Create Position', class="hl-string">'Compliance Review To Do'): class="hl-string">'Position Compliance Reviewed',
    (class="hl-string">'Edit Position Restrictions', class="hl-string">'Compliance Review To Do'): class="hl-string">'Position Compliance Reviewed'
}

def get_activity_name(process, step, status):
    class="hl-string">"""Determines the activity name based on the mapping."""
    class=class="hl-string">"hl-comment"># Denied and successful completion are based on the overall process status
    if status == class="hl-string">'Denied':
        return activity_map.get((process, class="hl-string">'Denied'))
    if status == class="hl-string">'Successfully Completed':
        return activity_map.get((process, class="hl-string">'Successfully Completed'))

    class=class="hl-string">"hl-comment"># Other activities are based on specific steps
    return activity_map.get((process, step))

def fetch_workday_data():
    class="hl-string">"""Fetches data from the Workday RaaS endpoint with pagination."""
    all_entries = []
    page = 1
    while True:
        params = {
            class="hl-string">'format': class="hl-string">'json',
            class="hl-string">'page': page,
            class="hl-string">'StartDate': fclass="hl-string">'{START_DATE}T00:00:00Z',
            class="hl-string">'EndDate': fclass="hl-string">'{END_DATE}T23:59:59Z'
        }
        print(fclass="hl-string">"Fetching page {page}...")
        try:
            response = requests.get(
                WORKDAY_RAAS_URL,
                auth=(WORKDAY_USERNAME, WORKDAY_PASSWORD),
                params=params
            )
            response.raise_for_status() class=class="hl-string">"hl-comment"># Raise an exception for bad status codes
            data = response.json()
            entries = data.get(class="hl-string">'Report_Entry', [])
            if not entries:
                print(class="hl-string">"No more entries found. Concluding fetch.")
                break
            all_entries.extend(entries)
            class=class="hl-string">"hl-comment"># Check if this is the last page
            if len(entries) < data.get(class="hl-string">'Report_Data', {}).get(class="hl-string">'Page_Size', 1000):
                 break
            page += 1
        except requests.exceptions.RequestException as e:
            print(fclass="hl-string">"Error fetching data from Workday: {e}")
            break
        except ValueError:
            print(class="hl-string">"Error parsing JSON response. Check the URL and credentials.")
            print(class="hl-string">"Response text:", response.text)
            break

    print(fclass="hl-string">"Total entries fetched: {len(all_entries)}")
    return all_entries

def main():
    class="hl-string">"""Main function to extract, transform, and save data."""
    report_entries = fetch_workday_data()
    if not report_entries:
        print(class="hl-string">"No data extracted. Exiting.")
        return

    event_log = []
    for entry in report_entries:
        class=class="hl-string">"hl-comment"># Assuming your RaaS report column names are aliased for clarity
        process_name = entry.get(class="hl-string">'BusinessProcessType')
        step_name = entry.get(class="hl-string">'BusinessProcessStep')
        status = entry.get(class="hl-string">'TransactionStatus')
        position_id = entry.get(class="hl-string">'PositionID')
        
        activity = get_activity_name(process_name, step_name, status)
        
        if not activity or not position_id:
            continue class=class="hl-string">"hl-comment"># Skip records that don't map to a required activity or have no Position ID

        event_log.append({
            class="hl-string">'PositionId': position_id,
            class="hl-string">'ActivityName': activity,
            class="hl-string">'EventTime': entry.get(class="hl-string">'CompletedDateTime', entry.get(class="hl-string">'EffectiveDateTime')),
            class="hl-string">'EndTime': entry.get(class="hl-string">'CompletedDateTime'),
            class="hl-string">'User': entry.get(class="hl-string">'InitiatorName'),
            class="hl-string">'PositionStatus': entry.get(class="hl-string">'PositionStatus'), class=class="hl-string">"hl-comment"># Assumes this field is in the report
            class="hl-string">'ReasonForChange': entry.get(class="hl-string">'Reason'),
            class="hl-string">'Department': entry.get(class="hl-string">'SupervisoryOrganization'),
            class="hl-string">'CostCenter': entry.get(class="hl-string">'CostCenter'),
            class="hl-string">'JobFamily': entry.get(class="hl-string">'JobFamily')
        })

    if not event_log:
        print(class="hl-string">"No processable events found after mapping. Exiting.")
        return

    df = pd.DataFrame(event_log)

    class=class="hl-string">"hl-comment"># Data Cleaning and Formatting
    df[class="hl-string">'EventTime'] = pd.to_datetime(df[class="hl-string">'EventTime'], errors=class="hl-string">'coerce')
    df.dropna(subset=[class="hl-string">'PositionId', class="hl-string">'ActivityName', class="hl-string">'EventTime'], inplace=True)
    df.sort_values(by=[class="hl-string">'PositionId', class="hl-string">'EventTime'], inplace=True)

    class=class="hl-string">"hl-comment"># Reorder columns for clarity
    final_columns = [
        class="hl-string">'PositionId', class="hl-string">'ActivityName', class="hl-string">'EventTime', class="hl-string">'User', class="hl-string">'EndTime', 
        class="hl-string">'PositionStatus', class="hl-string">'ReasonForChange', class="hl-string">'Department', class="hl-string">'CostCenter', class="hl-string">'JobFamily'
    ]
    df = df.reindex(columns=final_columns)

    output_filename = class="hl-string">'position_management_event_log.csv'
    df.to_csv(output_filename, index=False, encoding=class="hl-string">'utf-8')
    print(fclass="hl-string">"Successfully created event log: {output_filename}")

if __name__ == class="hl-string">'__main__':
    main()

Steps

Log into Workday: Sign in to your Workday tenant with a user account that has permissions to create custom reports and access the required Human Capital Management (HCM) data domains.
Create a Custom Report: Use the search bar to find and open the 'Create Custom Report' task.
Select Report Type and Data Source: Name your report, for example 'ProcessMind Position Management Events'. Select 'Advanced' as the Report Type. For the Data Source, choose 'Business Process Transactions'. This source provides detailed event-level information about business process steps.
Define Report Columns: In the 'Columns' tab, add the fields that will become the columns in your event log. You will need to map Workday objects and fields to the required attributes. For example:
- PositionId: Map to 'Position ID' from the business process's context.
- EventTime: Map to 'Completed Date' or 'Corrected Completed Moment' for each step.
- User: Map to 'Completed By' for the transaction.
- PositionStatus, Department, CostCenter, JobFamily: Map to the corresponding fields on the 'Position' business object.
Create Calculated Fields for Activity Name: The core of this extraction is translating business process steps into standardized activity names. Go to the 'Related Business Objects' menu and create a 'Calculated Field'. Use the 'Evaluate Expression' type to create a logic tree. For example:
- If 'Business Process Type' is 'Create Position' and 'Transaction Status' is 'Successfully Completed', return the text 'Position Created'.
- If 'Business Process Type' is 'Create Position', 'Step' is '[Your Manager Approval Step Name]', and 'Status' is 'Completed', return the text 'Manager Approval Submitted'.
- Create a condition for each of the 13 required activities.
Configure Report Filters: In the 'Filter' tab, add prompts and filters to scope the data. Create a prompt for the 'Completed Date' to allow for date range selection. Add a filter to include only the relevant 'Business Process Types', such as 'Create Position', 'Edit Position Restrictions', 'Change Job', 'Freeze Position', 'Inactivate Position', and 'Close Position'.
Refine Sorting and Output: In the 'Sort' tab, sort the results by PositionId and then by EventTime to ensure chronological order for each case.
Enable as Web Service (RaaS): Once the report runs correctly in the UI, go to Actions > Web Service > Enable as Web Service. In the options, set the 'Content Type' to 'JSON' for easier integration.
Secure and Test the Endpoint: Configure the web service security to define which users or systems can access it. Make a note of the generated JSON or WSDL URL. Use a tool like Postman or a simple script to test the endpoint and verify you receive data.
Automate Extraction: Use your integration platform or a script to call the RaaS URL on a schedule. The script should pass the desired date range as parameters in the request.
Format for ProcessMind: The script should parse the JSON response from Workday and transform it into a flat CSV file. Ensure the column headers in the CSV match the required attribute names: PositionId, ActivityName, EventTime, User, etc.
Upload to ProcessMind: The final, formatted CSV file is ready to be uploaded to ProcessMind for analysis.

Configuration

Report Type: Advanced. This type is necessary for creating calculated fields and joining data from different business objects.
Primary Data Source: 'Business Process Transactions'. This data source is event-oriented and contains the necessary details like status, timestamps, and participants for each step of a business process.
Key Filters:
- Business Process Type: Filter the report to only include relevant processes like 'Create Position', 'Close Position', 'Freeze Position', 'Change Job', 'Edit Position Restrictions', and 'Inactivate Position'. This is critical for performance.
- Completed Date: Use a prompted filter for this field to allow users to specify the extraction date range. We recommend an initial load of 3-6 months of data.
Calculated Fields: Heavy use of 'Evaluate Expression' and 'Lookup Related Value' calculated fields is required to derive the standardized ActivityName and to pull in attributes from the core 'Position' object into the event stream.
Web Service Output: Configure the RaaS output format as JSON. XML is also available but JSON is generally easier to parse by modern applications.
Permissions: The user creating the report needs security permissions for data domains such as 'Business Process Transactions', 'Position Management', and 'Worker Data'. The data returned by the RaaS call will be limited by these permissions.

a Sample Query config

/*
 This is a logical representation of the Workday Advanced Report configuration.
 It is built using the Workday Report Writer UI, not by writing code.
 Each 'SELECT' block represents a set of conditions within a single 'Evaluate Expression' calculated field for the 'ActivityName' column.
 The report's primary data source is 'Business Process Transactions'.
*/

// Calculated Field for ActivityName: 'cf_ActivityName'
// Type: Evaluate Expression

// Condition 1: Position Request Initiated
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process Transaction'.Is First Step = true)
THEN 'Position Request Initiated'
// Column Mapping for this condition:
// PositionId: 'Position' From Business Process -> Position ID
// ActivityName: 'cf_ActivityName' (this calculated field)
// EventTime: 'Business Process' -> Initiation Moment
// User: 'Business Process' -> Initiator

// Condition 2: Manager Approval Submitted
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process Step'.Name CONTAINS 'Manager Approval' AND 'Business Process Transaction'.Status = 'Completed')
THEN 'Manager Approval Submitted'
// Column Mapping for this condition:
// EventTime: 'Business Process Transaction' -> Completed Moment
// User: 'Business Process Transaction' -> Completed By

// Condition 3: HR Approval Submitted
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process Step'.Name CONTAINS 'HR Approval' AND 'Business Process Transaction'.Status = 'Completed')
THEN 'HR Approval Submitted'
// Column Mapping for this condition:
// EventTime: 'Business Process Transaction' -> Completed Moment
// User: 'Business Process Transaction' -> Completed By

// Condition 4: Budget Approved
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process Step'.Name CONTAINS 'Budget Approval' AND 'Business Process Transaction'.Status = 'Completed')
THEN 'Budget Approved'
// Column Mapping for this condition:
// EventTime: 'Business Process Transaction' -> Completed Moment
// User: 'Business Process Transaction' -> Completed By

// Condition 5: Position Request Denied
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process'.Status = 'Denied')
THEN 'Position Request Denied'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process Transaction' -> Completed By (on the denial step)

// Condition 6: Position Created
WHEN ('Business Process'.Type = 'Create Position' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Created'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business process' -> Initiator

// Condition 7: Position Attributes Modified
WHEN ('Business Process'.Type = 'Edit Position Restrictions' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Attributes Modified'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 8: Position Reclassified
WHEN ('Business Process'.Type = 'Change Job' AND 'Business Process'.Context.Is Position = true AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Reclassified'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 9: Position Compliance Reviewed
WHEN ('Business Process Step'.Name CONTAINS 'Compliance Review' AND 'Business Process Transaction'.Status = 'Completed')
THEN 'Position Compliance Reviewed'
// Column Mapping for this condition:
// EventTime: 'Business Process Transaction' -> Completed Moment
// User: 'Business Process Transaction' -> Completed By

// Condition 10: Position Frozen
WHEN ('Business Process'.Type = 'Freeze Position' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Frozen'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 11: Position Unfrozen
// Note: This often relies on a different data source, 'Position History', to track status changes.
// If using 'Business Process Transactions', this assumes an 'Unfreeze' BP exists or is part of another BP.
// The example below assumes an 'Edit Position' BP is used to change the status.
WHEN ('Business Process'.Type = 'Edit Position Restrictions' AND 'Position'.Is Frozen (Prior) = true AND 'Position'.Is Frozen = false AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Unfrozen'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 12: Position Deactivated
WHEN ('Business Process'.Type = 'Inactivate Position' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Deactivated'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Condition 13: Position Closed
WHEN ('Business Process'.Type = 'Close Position' AND 'Business Process'.Status = 'Successfully Completed')
THEN 'Position Closed'
// Column Mapping for this condition:
// EventTime: 'Business Process' -> Overall Process Completed Moment
// User: 'Business Process' -> Initiator

// Default case for the calculated field
ELSE 'Other Activity'

/*
Final Report Structure:
- Data Source: Business Process Transactions
- Columns:
  - Position ID (from Position)
  - cf_ActivityName
  - Event Time (Calculated field to pick correct timestamp based on activity)
  - User (Calculated field to pick correct user)
  - End Time (same as Event Time for discrete events)
  - Position Status (from Position)
  - Reason For Change (from Business Process -> Reason)
  - Department (Supervisory Organization from Position)
  - Cost Center (from Position)
  - Job Family (from Job Profile)
- Filter:
  - Business Process Type IN ('Create Position', 'Edit Position Restrictions', 'Change Job', 'Freeze Position', 'Inactivate Position', 'Close Position', ...)
  - Completed Date IS IN [Prompted Date Range]
  - cf_ActivityName IS NOT 'Other Activity'
*/

Your Hire to Retire - Position Management Data Template

Your Hire to Retire - Position Management Data Template

Hire to Retire - Position Management Attributes

Hire to Retire - Position Management Activities

Extraction Guides

Workday Custom Report as a Service (RaaS) Extraction

Steps

Configuration

a Sample Query config

Python Script using Workday Web Services (WWS) API

Steps

Configuration

a Sample Query python

Middleware or ETL Platform with Workday Connector

Steps

Configuration

a Sample Query config

Ready to Get Started?

Optimize Workday HCM Hire to Retire Position Management Now

Your Hire to Retire - Position Management Data Template

Your Hire to Retire - Position Management Data Template

Hire to Retire - Position Management Attributes

Hire to Retire - Position Management Activities

Extraction Guides

Workday Custom Report as a Service (RaaS) Extraction

Steps

Configuration

a Sample Query config

Python Script using Workday Web Services (WWS) API

Steps

Configuration

a Sample Query python

Middleware or ETL Platform with Workday Connector

Steps

Configuration

a Sample Query config

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Ready to Get Started?

Optimize Workday HCM Hire to Retire Position Management Now