HCM Initiative Update Wharton Change Agents November 8, 2018 Anna Loh Maureen McGinness Denise Mount Ann Perch November 8, 2018

HCM Initiative & Workday@Penn A University-wide effort to improve how we manage human resources, payroll, and related processes. Core HCM Academic Unit Payroll Benefits Compensation Time/Attendance Absence Recruiting Onboarding *In 2020, Wave 2 will include: Performance, Talent Management, Learning, Effort Reporting Workday@Penn Wave 1* includes: Recap for New Employees-Solution Center=help desk for HR & Compensation issues, Companion Projects= other system integrations such as DW & Tax Workday Software System will fully or partially replace many of Penn’s “legacy systems.” Go Live Slated July 2019

Other members of the Workday higher education community: Building the Future of Work at Penn with Workday Current Future Aging systems Compliance and expense risks Data inaccuracy Decision-making with unknowns Standalone systems Modern, agile, cloud-based technology Simplified, integrated Data accuracy Improved analytics and reporting More efficient transactional tasks Focus more on value-added work, mission- driven efforts and strategic support Other members of the Workday higher education community: Brown  Yale  Cornell  NYU  University of Chicago  USC  Georgetown  and more

Subscribe to Workday Advance Workday@Penn Resources New Look, New Focus Targeted Newsletters Workday@Penn Website Solution Center Website Subscribe to HCM Flash HCM Flash is intended for the casual Penn community member who wants high-level information. First issue: September 25. Subscriber list is the same as HCM Update. Workday Advance will publish robust information for HCM stakeholders. The first issue of Workday Advance: October 9. The two newsletters will alternate with each other on a biweekly basis so that each is monthly. Expanded navigation, rich content, and flexibility, intended for go-live and beyond. Mobile friendly and clear explanation of employee use. www.workday.upenn.edu www.solutioncenter.upenn.edu Subscribe to Workday Advance

Opportunities To Participate 1 2 3 Open to Penn community. The executive sponsors and the program management office present high-level updates on the project phases. Audience questions are welcome. Recordings are usually available for those unable to attend. Town Hall Meetings Live demonstrations intended for HCM stakeholders. Functional leads present current state / future state information on specific topics. Audience questions are welcome and the Q&As are captured for future learning. Not recorded due to length. Playback Sessions Informal previews of certain business processes. SMEs may attend local watch parties, via webinar, organized by their local change agents in their particular school or center. Only two Representatives per School. (1 HR &1 F&A) Wharton Watch Party Subject Matter Expert office Hours

Overview of Recent & Future Events Town Hall Meetings 10/11/18 Town Hall 10/11/18 What will WorkDay look like? What can I do in WorkDay? How will I manage my personal information in WorkDay? Hire New Employee (Staff/Weekly paid) Benefits Enrollment in Workday Timesheet Completion and Approvals Terminating Employee for Regular Retirement   10/15/18 – Prepare Requisitions For Hire 10/29/18 – Faculty & Staff Compensation & Payroll 11/12/18 – Students & Post Doc Compensation & Payroll 11/26/18 – Time Tracking in Workday 12/10/18 – Review & Approve Absences Playback Sessions 10/22 & 10/24/18 Subject Matter Expert office Hours Attend a Watch Party!

Information Available at Workday@Penn

Next Steps & Your Valuable Role

Help Us Verify Structure & Role Assignments: Supervisory Org Review & Security Roles Validate the Employees & Manager in each Supervisory Org Assign Security Roles to each Supervisory Org Structure Each BA received a file to help us review and verify Security Roles Academic Role Assignment Academic Units are designed to collect faculty/academic staff affiliations.  Academic Units are entirely separate from the supervisory organization as well as from financial information/tasks. The role which some BAs (or other staff) are likely to hold is called “Academic Partner.”  It is possible that we will be contacting you to help us review faculty in each of your Units   L Mandated Tasks for Each School- Quick Turn Around, less than 2 weeks. Name of Initiative

Security Roles Assignment –was due 11-2-18 What are security roles in Workday? Security roles determine what information employees can access and actions they can complete. All Employees will have at least one security role by default (e.g. Employee as Self), however, some employees may hold multiple security roles (e.g. Employee as Self and Manager). Roles are assigned to positions and determined by the responsibilities of that position. Security Role Role Responsibilities Comparable in Current State HR Analyst Ability to initiate and approve most HCM business processes, including Change Job, Hire, and Terminate. Business Administrator, Payroll Coordinator – those with access to PennWorks Timekeeper Perform timesheet management functions for assigned organizations. Examples include submitting, canceling, and deleting timesheets. Approval authority for timesheet business processes. Org Administrators in eTimesheets, those entering data in Online Time Reporting. Budget Partner Ability to approve and view staffing and compensation transactions from a budgetary perspective. Financial approvers in the Requisition Management System. Recruiting Coordinator Ability to initiate Job Requisitions. May perform additional staff recruiting responsibilities. Comparable to Business Administrators or Administrative Assistant.

Legacy Data Cleanup & FY19 Audit Verify the accuracy of information within UMIS & PennWorks Pending clearly defined guidelines and timeline from the HCM Team Audit team will assist with review and oversight of this project Data Cleanup Details Annual Salaries In Workday, individuals will be paid based on their annual salary, not based on their distribution lines. Annualized Salary Calculation required in some instances. Hours (Missing or Incorrect) vs. Salary Hours for all roles are required in Workday which drive FTE% and accurately represent the employee (full vs part time). Hours will also drive eligibility for benefits. Roles with No Salary If a PennWorks role does not contain a salary, it will cause an issue when converted to a Workday position. Disable Expired Roles Completing this action ensures that only records for active Student Workers and Temps will be brought into Workday, Faculty Admin Appt Old Data Some Faculty Admin appts have old distribution end dates but active job end dates. Unsalaried Employees (where Salary Key is “U”) Terminate employees who have not been paid in 18 months. Correct Role Title Role Title in PennWorks will be converted as the Business Title in Workday. If Role Title is not updated, Job Class Title will be converted to the Business Title.

Thank You! & Questions?