HCMWorkday Interactive BAStakeholder Session Part 2 Wharton Change

HCM/Workday Interactive BA/Stakeholder Session Part 2 Wharton Change Agents Anna Loh Denise Mount Ann Perch May 2019

Agenda • Key Dates/Timeline • Legacy Clean Up Update • Onboarding Center Update & Discussion • Workday Training Update & Discussion • Object Code Updates (detailed version) 2

Key Dates / Timelines

Pre-Go Live Summary of Key Dates May June Workday: - Throughout May: F&A and BA effort of legacy cleanup review. - Throughout May and beyond: Attend training sessions Workday: -6/3: Last day to create a PIQ/Requisition. -6/10: Last day for PIQ/Req to be approved by School. If not entered in time will have to be re-entered into Workday on July 1/ -6/10: Last day for new applications for any open posting in People. Admin for Faculty. -6/12: Last day to start new hires in Penn. Works -6/12: Last day to make changes to direct deposit. -6/14: Last day for staff job posting. -6/17: Last day to submit additional pay monthly request -6/18: Last day to approve additional pay monthly request. -6/18: Minimum Record complete. -6/18: Last day to complete a termination. -6/18: Last day to make updates in Penn. Works and U@Penn. -6/19: Penn. Works access will become read only. -6/20: Last day for exempt staff using Penn time off system tore quest and record time off. -6/28: Last day to submit additional pay weekly request (5 pm). -6/30: Last day to submit timesheets in e-timesheet system. Financial Close: -5/15: Round 1 Closing Reports will be available. -5/20: Closing Workshop led by Therese Lockard. -5/24: Request for Endowment Reinvestment/Liquidation. -5/31: Round 1 Closing Reports should be completed. Financial Close: -6/10: Round 2 Closing Reports should be completed. -6/21: Concur Reimbursements due that need F&A Approval by 5: 00 pm. -6/24: Accruals and Prepaids worksheets due. -6/25: Non-PO Payment Request due that need F&A approval. -6/25 through 7/8: Continue to monitor your Accrued Expenses to see if they have been recorded on the General Ledger. Please note this list includes Workday and Financial Close dates only. These dates can be subject to change. Please view the Workday at Penn website for additional information. 4

Post-Go Live Summary of Key Dates July August Workday: - 7/1: Workday GO LIVE! - 7/1: Last day to approve additional pay weekly request (1 pm). - 7/1: Online time reporting freeze (3 pm). - 7/1: Current reallocations system will close at the same time that OTR and UMIS closes. - 7/8: New Ben Payroll Reallocations (BPR) System Opens. - Throughout July: Validating salaries and distributions! Workday: - Throughout August: Validating salaries and distributions! Please note this list includes Workday and Financial Close dates only. These dates can be subject to change. Please view the Workday at Penn website for additional information. 5

HCM Legacy Cleanup

FY 19 HCM Legacy Cleanup Update • Summary of Legacy Cleanup Tasks: • Review old term ended jobs. • Review jobs which have not had a last processed date in the last year. • Validate jobs outside of home org for accuracy. • Review payment terms. • Review hours and salary/hourly rate. • Purpose and Value Added: • Becoming more familiar with your data – will be helpful for when we go live! You will know who should have been converted/transferred/disabled etc. • Cleaning up our records for a smoother conversion: • Disabling obsolete/neglected records. • Transferring jobs. • Validating the accuracy of hours. • Validating the accuracy of salaries/hourly rate. • Next Steps: • HR will be sending out the supervisory structure and security role file to the BA’s. Communicate changes then. • In July and August we will all begin to validate the accuracy of salaries and distributions - weekly (July) and monthly (August). • Continuous monitoring is imperative. Please run the legacy cleanup file by June 10 th to address any additional cleanup by June 17 th and place in your Pillar Drive folder (refer to next slide for instructions on running the report). 7

Instructions on how to run the legacy cleanup report on your own. Go to Business Objects/Data Warehouse. Then…. . Public Folders>Payroll>Salary Management>HCM Legacy Cleanup Penn. Works Role Review 1 2 8

…. . Continued 3 4 9

…. . Continued 5 10

Onboarding Center Update

Onboarding Center • Starting May 13, hiring managers and business administrators should be referring new hires to the Onboarding Center, located at 3425 Walnut Street, on their start date. • The onboarding process includes: • Complete I-9 (Part 2) • Collect W-4 • Validate SSN • Collect immigration and work authorization documents and transfer securely to Payroll, Payroll Tax, ISSS • Confirm addresses • Answer general questions • Escalate complex questions to the Penn Employee Solution Center • Manager resources are available for your use onwww. onboard. upenn. edu or https: //hr. wharton. upenn. edu/forms/ • New Hire Offer Letters • Personal Information Form

Workday Training Update & Discussion

Training Update & Discussion • Training Feedback: • Prohibited from accessing training presentations. • Approval flow not consistent with current processes: • Manager requisitions automatically bypass the BA. • PIQ approval comes after the creation of the requisition. • Seeking clarity on the need for the Budget Partner and HR Partners to approve each student requisition. • Process for assigning delegate access unknown. • Reporting not encompassed in training sessions. • E-timesheet approvers – how will they approve time in Workday if they a Timekeeper role in Workday sees comp. • Additional Thoughts? Your insights help us evaluate processes. • Additional Training: • Payroll Reallocations System training begins June 3 through July 3. Go Live is for July 8, 2019. • Practice Labs begin on May 22. Bring specific topics you want to review – sign up now here: https: //www. workday. upenn. edu/home/training/practice-labs • Office Hours will be held by Central, after we go live. 14

Object Code Logic

Workday – Object Code Configuration Rules All Object Codes (for both Expense and Liabilities) are set up in Workday as Ledger Accounts. Rules for Object Codes can be set up using the following fields: • Total Blended FTE% on Worker (benefits will be using this. FT benefits will be offered if FTE% > 87. 5%) • Position Worker Type (employee type - Academic, Staff, Postdoctoral, Student, Temporary) • Job Profile or Job Category • Pay Group (weekly, monthly, academic) • Account Segments • Penn Cost Center (Ben Financial Org) • Penn Fund (Ben Financial Fund) • Penn Program (Ben Financials Prog) • Penn CREF (Ben Financials CREF) – entered as XX-YYYY where XX is School/Center * PT benefits will be offered to those eligible with an FTE% between 43. 5% and 87. 5%. FT Benefits >= 87. 5% FTE Students and Temporary Workers are NOT eligible for FT Benefits. 16

Workday – Accounts for Faculty Earnings All Academic earnings (except otherwise noted for example One-time Allowance): e. g. Regular Monthly Academic Employee Type Pay Group Fund/ Program Academic 020200/ 7472 Academic Tenure & Clinician. Educator Academic Practice, Visiting, Research (Academic) Academic Job Family Total Blended FTE Object Code Description EB Rate 5030 Scholarly Leave No EB 5010 Standing Faculty FT >= 87. 5 5011 Non-Standing Faculty FT Clinical, Adjunct, Academic Clinician, Academic Support Staff, CPUP >= 87. 5 5011 Non-Standing Faculty FT Academic Clinical, Adjunct, Academic Clinician, Academic Support Staff, Administrative, Academic Management, CPUP, Practice, Visiting, Research (Academic) < 87. 5 5020 Faculty-Subject to part time EB PT Academic Emeritus 5020 Faculty-Subject to part time EB PT Academic Administrative, Academic Management 5056 Administrative Stipend FT >= 87. 5 17

Workday – Accounts for Faculty/Teaching Earnings Allowances: One-time payments and Allowances Employee Type Pay Group Job Family Total Blended FTE Object Code Description EB Rate 5057 Allowances (special payments to faculty) PT Summer Instruction 5052 Summer Instruction FT Summer Research 5053 Summer Research FT Non-Summer Additional Academic Instruction, Staff Instruction 5054 Other Teaching FT Wharton Exec One-time payments 5020 Faculty – Subject to part time PT 5056 Administrative Stipend FT 5010 Standing Faculty FT Regular Administrative Allowance Pay Academic Object Code Academic Regular FIAP Pay 18

Workday – Accounts for Non-Exempt Weekly, Monthly Exempt Staff & Temps Earnings All weekly regular and extra services earnings. For Example: • Regular Weekly Pay & all Weekly Non. Exempt Leave Pay (e. g. Holiday, Jury Duty) • • Non-Exempt Overtime (e. g. Overtime Straight) • On-call pay and Shift/Diff (e. g. Shift @ 10%) • Weekly One-time payments/Allowances (e. g. One-Time Allowance) Employee Type Pay Group Temporary Student Weekly Staff Weekly Union Staff Weekly NE Union Job Category Total Blended FTE Object Code Description EB Rate 5134 Hourly Administrative Part-time PT 5120 Regular Pay: Administrative Support Staff FT < 87. 5% 5134 Hourly Administrative Part-time PT >= 87. 5% 5114 Regular Pay: hourly paid Support Staff FT Monthly 5104 Allowances: Professional Staff PT Temporary, Monthly Postdoc Student 5130 Temp/PT Salaried (monthly paid) PT Allowances: One-time payments and Allowances All Monthly earnings, (e. g. Regular Monthly Staff, Vacation Payout, Award) Fund Staff Monthly < 87. 5% 5130 Temp/PT Salaried (monthly paid) PT Staff Monthly >= 87. 5% 5100 Salaries Professional Staff FT Benefits are assigned by blended FTE: 43. 5% PT Benefits, or 87. 5% FT Benefit levels *Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted 19

Workday – Accounts for Interfund – Outside of CPUP Earnings Fund All Earnings except the Ones on CPUP special earnings/ program combinations) 014003 Empl Type Job Family Penn Cost Center WS Job family group – exc. 599072; 217703, 217004, 206060, 217003, 217303 Obj Code Object Code Description EB Rate *CHOP org codes: 4465, 4530, 4203, 4505, 443 2, 4392 1254 H/A Salaries – No EB charged No EB Stud, Temp, Pdoc *CHOP org codes: 4465, 4530, 4203, 4505, 443 2, 4392 1253 H/A Salaries – Part time PT Academic 4465, 4530, 4203, 4505, 443 2, 4392 >= 87. 5 1252 H/A Salaries – Full time Faculty FT Staff *CHOP org codes: 4465, 4530, 4203, 4505, 443 2, 4392 >= 87. 5 1251 H/A Salaries – Full Time Admin & Staff FT 4465, 4530, 4203, 4505, 443 2, 4392 < 87. 5 1253 H/A Salaries – Part time PT All other cost centers 1524 Interfund Salaries – No EB charged No EB Stud, Temp, Pdoc All other cost centers 1523 Interfund: Salaries Part time PT Academic All other cost centers >= 87. 5 1522 Interfund: Salaries Fulltime Faculty FT Staff All other cost centers >= 87. 5 1521 Interfund: Sal Full Time Admin & Staff FT All other cost centers < 87. 5 1523 Interfund: Salaries Part time PT WS Job family group – exc. 599072; 217703, 217004, 206060, 217003, 217303 000000 Total Bld FTE Stud, Temp, Pdoc (ORG 5194 or 2100) Academic (ORG 5194 or 2100) >= 87. 5 1522 Interfund: Salaries Fulltime Faculty FT Staff (ORG 5194 or 2100) >= 87. 5 1521 Interfund: Sal Full Time Admin & Staff FT (ORG 5194 or 2100) < 87. 5 1523 Interfund: Salaries Part time PT 1252 H/A Salaries – Full time Faculty FT ORG 0602, 0603 and Prog 5406 20

Workday – Accounts for Graduate Student/Postdocs Earnings Object Code Description EB Rate Job Profile Description Post Doc Non_NRSA 5063 Non-NRSA Postdoctoral Fellow PT 217603 Postdoctoral Fellow Post Doc Non_NRSA 5062 Postdoctoral Researcher PT 217500 Postdoctoral Researcher Post Doc NRSA 5043 Postdoctoral NRSA Fellow No EB 217703 Postdoctoral Fellow, NRSA Grad Fellow-In Class (GF 5) 5040 Teaching Assistant No EB 217004 Teaching Assistant Grad Fellow-No Class (GF 1) 5049 Teaching Assistant – Summer Appointment PT 217002 Teaching Assistant – No Class Grad Fellow-In Class (GF 5) 5041 Research Assistant No EB 206060 Research Assistant A Grad Fellow-No Class (GF 1) 5070 Research Assistant – Summer Appointment PT 206061 Research Assistant – No Class Grad Fellow – Degree Requirement (GF 6) 5048 Teaching Fellow No EB 217003 Teaching Fellow Grad Fellow – Degree Requirement (GF 6) 5044 Research Fellow No EB 217303 Research Fellow Grad Fellow-No Tax Withheld, Education Fellow/Pre Doc Stipend 5046 Education/Predoctoral Fellowship No EB * For all Educ fellowship job/Pre-doc Jobs and Education Fellow / Pre-doc One Time Payment Compensation plan Grad Student One Time Payment 5134 Hourly Administrative Part-time PT * One-time payment for grad students doing hourly work on side Postdoctoral Workers & Graduate Students follow: https: //www. finance. upenn. edu/disbursements-payroll/resources-bas 21

Workday – Accounts for Undergraduate Students and Affiliated Students Earnings Code Fund Object Code Cost Center Object Code Description Job Profile/Job Family Group EB Rate Job Profile Description Student Worker Regular Pay 5134 Hourly Administrative Part-time PT Job family group student worker (includes 599070) Student Worker Series of WS Earnings 5134 Hourly Administrative Part-time PT 599072 SFS International Work Study Series of WS Earnings 5139 Part-Time College Work Study No EB All other WS Job Classes – Job family group – except 599072 All WS except SFS International WS, including • Work Study – On Campus • Work Study – Off-Line • Work Study – Community Service, etc. Undergraduat e Summer Pay 5134 Hourly Administrative Part-time PT No longer using 217305 – will be paid off comp plan Comp plans: Summer UG Research, Summer UG Non-research Regular Monthly Administrative 5130 Salaried (monthly paid) PT 900005 Non-Penn Student Americore Pay 5130 Salaried (monthly paid) PT 900018 Americore 22

Current vs. Future State Workday – Accounts for Undergraduate Students and Affiliated Students Earnings Code Fund Object Code Cost Center Object Code Description EB Rate Job Profile/Job Family Group Job Profile Description Student Worker Regular Pay 5134 Hourly Administrative Parttime PT Job family group student worker (includes 599070) Student Worker Series of WS Earnings 5134 Hourly Administrative Parttime PT 599072 SFS International Work Study Series of WS Earnings 5139 Part-Time College Work Study No EB All other WS Job Classes – Job family group – except 599072 All WS except SFS International WS, including • Work Study – On Campus • Work Study – Off-Line • Work Study – Community Service, etc. Undergraduate Summer Pay 5134 Hourly Administrative Parttime PT No longer using 217305 – will be paid off comp plan Comp plans: Summer UG Research, Summer UG Non-research Regular Monthly Administrative 5130 Salaried (monthly paid) PT 900005 Non-Penn Student Americore Pay 5130 Salaried (monthly paid) PT 900018 Americore 35

Obsolete Object Codes 24

Obsolete/Modified Expense Object Codes The following object codes will no longer be used because we cannot determine assignment between Financial/General and Instruction/Research: Obsolete Object Code EB Rate Obsolete Object Description 5101 Salaries: Instruction/Research Professional Staff FT 5115 Regular Pay: Instruction/Research Part Time hourly paid Support Staff FT 5121 Regular Pay: Instruction/Research Support Staff (Unionized staff) FT 5131 Salaried (monthly paid): Instruction/Research (temp/part time staff) PT 5135 Hourly: Instruction/Research (temp/part time) PT Object Code to be Used Draft Modified Description EB Rate 5100 Salaries: Professional Staff FT 5114 Regular Pay: Hourly Paid Support Staff FT 5120 Regular Pay: Support Staff (Unionized Staff) FT 5130 Salaried (monthly paid) Administrative (temp/part time staff) PT 5134 Hourly: Administrative (temp/part time) PT Educational Fellowship and Pre-Doctoral Fellowship will be merged to accommodate new combined compensation plan. Obsolete Object Code 5045 Obsolete Object Description Pre-Doctorial Fellowship EB Rate No EB Object Code to be Used 5046 Draft Modified Description Educational/Pre-doctoral Fellowship 25 EB Rate No EB

Obsolete Expense Object Codes The following object codes related to salaried weekly employees will no longer be used: Obsolete Object Code Obsolete Object Description EB 5110 Salaries: Financial/General Administrative Support Staff (non-exempt salaries weekly paid) FT 5111 Salaries: Instruction/Research Support Staff (weekly) FT 5112 Extra Services/Overtime: Financial/General Administrative Salaried Support Staff (weekly) FT 5113 Extra Services/Overtime: Instruction/Research Administrative Salaried Support Staff (weekly) FT 5124 Salaries: Financial/General weekly paid Unionized Staff FT 5125 Salaries: Instruction/Research weekly paid Unionized staff FT 5126 Extra Services/Overtime: Financial/General weekly paid Unionized Staff FT 5127 Extra Services/Overtime: Instruction/Research weekly paid Unionized staff FT 5132 Salaried (weekly paid): Financial/General Administrative PT 5133 Salaried (weekly paid): Instruction/Research PT Object Code to be Used Draft Modified Description EB Rate 5114 Regular Pay - Administrative Support Staff (Non-exempt, weekly paid, support staff) FT 5120 Regular Pay: Unionized Support Staff (FT EB rate) FT 5134 Temporary/Part Time Supplemental Staff PT 26

Obsolete Expense Object Codes The following object codes related to removing Extra Services Separation for weekly and monthly staff employees will no longer be used: Obsolete Object Code Obsolete Object Description Object Code to be Used EB 5122 Extra Services/Overtime: Financial/General Hourly Support Staff (Unionized staff) FT 5123 Extra Services/Overtime Instruction/Research Hourly Support Staff (Unionized staff) FT 5116 Extra Services: Financial/General Part Time hourly paid Support Staff (FT EBs) FT 5117 Extra Services: Instruction/Research Part Time hourly paid Support Staff (FT EBs) FT 5102 Extra Services: Financial/General Administrative Professional Staff (FT EBs) 5103 Extra Services: Instruction/Research Professional Staff (FT EBs) Draft Description 5120 Regular Pay: Administrative Support Staff FT Regular Pay: hourly paid Support Staff (for non exempt non union staff >= 87. 5 FTE) FT 5114 Hourly: Financial/General Administrative (PT EB rate) (for non exempt non union staff < 87. 5 FTE) PT 5134 FT 5100 Salaries Professional Staff (for exempt staff >= 87. 5 FTE) FT FT 5130 Salaried (monthly paid): Temp/PT Salaried (monthly paid) (for exempt staff < 87. 5 FTE) PT The following object codes will no longer be used: Obsolete Object Code EB Rate Object Code Description 5050 Intra-University Honoraria (subject to full-time EBs) 5055 Extra Non-Teaching Services – Full time employees subject to full time EB 5051 Intra-University Consulting (subject to full-time EBs) *Note: Honoraria should not normally be paid. 27

Your Source for Information – www. workday. upenn. edu Communications Engagement Toolbox HCM Flash Newsletter Change Agent Network Key Business Changes Events and Activities Supervisory Org Development Workday Advance Newsletter Core Concepts You are able to… Glossary • Subscribe or read current or archive issues • Review event recordings and Q&A, core concepts, glossary • Find instructions for Workday preparation HCM Primer Hierarchy Tool Security Roles Legacy Data Cleanup Change Freeze 28 28

Thank You!