HCM Initiative Update Wharton Change Agents Anna Loh

HCM Initiative Update Wharton Change Agents Anna Loh Maureen Mc. Ginness 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. Workday@Penn Wave 1* includes: • 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 Software System will fully or partially replace many of Penn’s “legacy systems. ” Go Live Slated July 2019 2

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

Workday@Penn Resources New Look, New Focus Targeted Newsletters Workday@Penn Website Solution Center Website Subscribe to 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. Subscribe to Workday Advance Expanded navigation, rich content, and flexibility, intended for go-live and beyond. www. workday. upenn. edu 4 Mobile friendly and clear explanation of employee use. www. solutioncenter. upenn. edu

Opportunities To Participate 1 2 TOWN HALL MEETINGS PLAYBACK SESSIONS 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. 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. 3 SUBJECT MATTER EXPERT OFFICE HOURS 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

Overview of Recent & Future Events TOWN HALL MEETINGS 10/11/18 TOWN HALL 10/11/18 • What will Work. Day look like? • What can I do in Work. Day? • How will I manage my personal information in Work. Day? PLAYBACK SESSIONS 10/22 & 10/24/18 • Hire New Employee (Staff/Weekly paid) • Benefits Enrollment in Workday • Timesheet Completion and Approvals • Terminating Employee for Regular Retirement SUBJECT MATTER EXPERT OFFICE HOURS • 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 Attend a Watch Party!

Information Available at Workday@Penn 7

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 9 Name of Initiative

Security Roles Assignment –was due 11 -2 -18 What are security roles in Workday? Security Role • 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. 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 Penn. Works Timekeeper Perform timesheet management functions for assigned organizations. Examples include submitting, canceling, and deleting timesheets. Approval authority for timesheet business processes. Org Administrators in e. Timesheets, 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 & FY 19 Audit • • • Verify the accuracy of information within UMIS & Penn. Works 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 Penn. Works 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 Terminate employees who have not been paid in 18 months. Key is “U”) Correct Role Title in Penn. Works 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. 11

Thank You! & Questions?