HCMWorkday Interactive BAStakeholder Session Wharton Change Agents Anna

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

Purpose & Format of this Meeting • Opportunity to review and discuss the HCM/Workday project • In an interactive setting, engage as key stakeholders • Plan for the best possible outcome 2 2

Agenda • Workday Training • Workday Planning – Timelines & Schedules • Legacy Clean Up • Communication Strategy • Resources 3 3

Workday Training

Delivery Methods for Trainings A blended learning approach is supported by user-friendly and accessible training materials. The best delivery method for each course has been established by analyzing the audience security roles and responsibilities in Workday. See next slide for a security role refresher! 5 5

Security Roles Overview 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 Roles will be communicated before 3/25 by Wharton. Knowledge. Link will send email messages for required trainings beginning 3/25. Security 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. 6 6

Training Strategy: Curriculum Security roles determine the appropriate type of training that members of the Penn community will need to effectively use Workday. Tip sheets, practice labs, and office hours will complement ILT and v. ILT training opportunities for these key users. 1 2 Pre-work (45 min Webinar) Pre-Work: High impact users who will be taking additional training courses will complete an introductory overview course – Welcome to Workday (45 min. Webinar) Training Course(s): Depending on the security role, end users will complete their required and recommended courses Security Role Course Title(s) – time estimates HR Analyst • Workday HCM Fundamentals (7. 5 hr ILT) Budget Partner • Workday for Budget Partners (4 hr ILT) Recruiting Coordinator • Workday for Recruiting Coordinators (4 hr ILT) Academic Partner * & Academic HR Partner • Managing Academic Appointments in Workday (4 hr ILT) Timekeeper • • • Workday Time Tracking – Basic (1 hr v. ILT) Workday Time Tracking – Advanced Scenarios (1 hr v. ILT) User Guide (Union Workers and Exception Time) Manager • • • Manager Self Service 101 (2 hr v. ILT) Manager Self Service 102 (2 hr v. ILT) Recommended: Workday Time Tracking – Basic (1 hr v. ILT) Employee As Self • • Workday Self Service (30 min. webinar) Time Entry (30 min. webinar) The Security Roles in red are relevant to BA’s. The total training requirements are as follows: - Instructor Led: 15. 5 hours *(note some of the Academic Partners will be BA’s, but some will be other staff members) - Online: 8. 75 hours TOTAL (APPROX. ) = 24 hours Additional trainings will provided for HR Executive, HR Partner, Recruiter, Compensation Partner, Absence Partner, Benefits Partner, and Report Viewers as needed. 7 7

Current As Of January 2019 Welcome to Workday Training High impact users who will be taking additional training courses will complete an introductory overview course that will establish a baseline understanding of Workday that will prepare them for future trainings. Course Description 45 min. CBL Welcome To Workday covers core concepts and key changes associated with Penn moving to Workday and general navigation support for end users. Welcome To Workday@Penn Foundation Navigation What Workday Means for Penn Structure of Workday Logging Into Workday Supervisory Organizations Workday Homepage / Personalizati on Security Roles Searching in Workday Business Processes Inbox Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated as needed.

Current As Of January 2019 Workday for HR Analysts This course is tailored for HR Analysts who are responsible for initiating and approving HCM business processes, including Change Job, Hire, and Post-Employment. The course content is comprehensive and can be used for multiple security role trainings such as HR Partners and HR Executives. Course Description Workday HCM Fundamentals covers Workday functionality and key business processes for the first day of employment to the last day of employment. 7. 5 hr ILT Note: Modules will include information on how to complete business process for staff, student workers, temporary workers, and academic workers. Workday HCM Fundamentals Recruiting Compensation Job Requisition Change Compensation Candidate Application Review One-Time Payments Candidate Acceptance Period Activity Managing Costing Allocation Staffing Events / Payroll Leave of Absence Post-Employment Additional Topics Manage Leave of Absence (FMLA, Paid, Unpaid, Sabbatical) Separation (including Retirement) Reporting Change Job (including Promotion, New Manager, etc. ) Delegations Additional Job Maintain Employee Data Manage Costing Allocations Introduction to Costing Allocations Reallocations Project (CARP) Onboarding / Hire In Workday 9 9

Current As Of January 2019 Workday for Budget Partners This course is tailored for Budget Partners who are responsible for viewing and approving staffing and compensation transactions from a budgetary perspective. Course Description 4 hr ILT Workday for Budget Partners covers Workday functionality and key business processes such as an overview of the recruiting process, managing costing allocations, and compensation. Workday for Budget Partners Recruiting Compensation Payroll Additional Topics Overview of Recruiting Proc ess Change Compensat ion Managing Costing Allocation Reporting Propose Requisition Compensation One-Time Payments Delegations Period Activity Introduction to Costing Allocations Reallocations Project (CARP) Propose Requisition Compensation Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated as needed. .

Workday for Recruiting Coordinators Current As Of January 2019 This course is tailored for Recruiting Coordinators who are responsible for initiating Job Requisitions and assisting with candidate workflow for their specific positions within their Supervisory Organizations. Recruiting Coordinators may also have other staff recruiting responsibilities. Course Description 4 hr ILT Workday for Recruiting Coordinators covers Workday functionality and key business processes for initiating various job requisitions through hire. Workday for Recruiting Coordinators Recruiting Job Requisition Propose Requisition Compensation Candidate Application Rev iew Candidate Acceptance Onboarding / Hire In Workday Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated as needed. Additionally, the process for internal vs. external candidates as well as manual hires will differ and be included. Additional Topics Reporting Delegations

Current As Of January 2019 Workday for Timekeepers These courses are tailored for Timekeepers who are responsible for performing timesheet management functions for assigned organizations. Course Description 1 hr v. ILT (EACH) Workday Time Tracking covers Workday functionality and key business processes for submitting, canceling, and deleting timesheets along with the approval authority over timesheets. Basic Course Advanced Course Additional Resources Basic Time Tracking Advanced Time Tracking Guide & Scenarios Enter Time Delegations Advanced Time Tracking Scenarios Request Time Off Reporting Post Employment: PTO Payout Correct Time Off Costing Overrides Mass Approve Time Entry Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated as needed. User Guide (Union Workers and Exempt Time)

Current As Of January 2019 Managing Academic Appointments in Workday This course is tailored for Academic Partners and Academic HR Partners as well as any other roles that need to know how to view or manage Academic Appointments in Workday. Course Description 4 hr ILT Managing Academic Appointments in Workday covers Workday functionality and key business processes for managing academic appointments. Managing Academic Appointments in Workday Core Concepts Introduction to Managing Academic Appointments Named Professorships Academic Appt. Additional Topics Add Academic Appointment Reporting Update Academic Appointment Delegations End Academic Appointment Introduction to Interfolio Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated as needed.

Current As Of January 2019 Manager Self Service 101 & 102 These courses are tailored for Managers who are responsible for initiating business processes and viewing direct reports’ worker data. Course Description 2 hr v. ILT Manager Self Service provides supervisors with information on business processes to support managing direct reports in Workday. Note: Workday Time Tracking Basic (1 hr v. ILT) will be taken as a separate training. (EACH) Manager Self Service 102 Manager Self Service 101 Recruiting* Additional Topics Compensation Job Requisition Reporting Change Compensation Candidate Application Rev iew Delegations One-Time Payments Staffing Events / Payroll Change Business Title Managing Costing Allocation Candidate Acceptance Onboarding / Hire In Workday Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated as needed. * Recruiting candidate type (i. e. , staff, student worker, faculty, post-doc, etc. ) will depend on course and security role. Leave of Absence Additional Topics Manage Leave of Absence (FMLA, Paid, Unpaid) Reporting

Current As Of January 2019 Workday Self Service This course is tailored for all Penn workers to provide information to gain easy access to managing their personal information, updating their benefits, and updating their pay information. Course Description 30 min. CBL Workday Self Service covers Workday functionality and key business processes for all workers to manage their HR self service actions such as pay elections, declaring life events, and requesting leaves of absence. Workday Self Service Actions • View and update biographical / demographic (contact number, home address) Benefits • • Declare life event (birth, marriage) Manage beneficiaries for life insurance Payroll & Compensation • • • Manage pay elections (direct deposit) View compensation details Access tax documents and relevant information Time Tracking* • • Enter time Correct time entered Time Off • • View balance Request time off (sick leave, time off) Leave of Absence • Request leave of absence (FMLA) Academic Appointments • View personal Academic Appointment information Personal Information Note: As the training curriculum is designed, the training team will validate assigned modules with the Penn team. Information on companion projects will be incorporated as needed. * Courses highlighted in red are also applicable to student workers * Will be developed as a separate Time Entry training as needed (30 min. webinar)

Key Training Related Dates 16 16

Workday Planning: Timeline & Schedule

Workday@Penn Project Update and Timeline 2017 Oct-Dec 2018 J F M A M J 2019 J A S O N J F M Test Configure & Prototype Architect D A M J Deploy July 2019 Prototype 1 Prototype 2 Prototype 3 Training Begins April 29 th End-to-End Technical Testing User Acceptance Testing (UAT) Training Go-Live Architect Activities • Document business requirements and processes • Design business processes in Workday Configure & Prototype Activities • Build data conversions • Prototype technical infrastructure • Legacy Data Cleanup • Playback sessions • Town halls and engagement activities Test Activities • End-to-end technical testing • UAT testing • Payroll testing • Develop training materials Deploy Activities • Prepare for go-live • Execute system and business cutover to Workday • Training 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 18 18

Central University: Upcoming Testing & Projects 1. Parallel Payroll Testing: • • HCM team will compare same period results and processing between Workday and Penn’s Payroll legacy system (UMIS). There will be two Parallel test cycles, both focused on weekly and monthly payrolls. (The comparison tests will use February 2019 payroll as the basis). 2. User Acceptance Testing (UAT): • • • Selective scenario-based testing focused on evaluating user experience. A small group of end users conduct a subset of the test scenarios to confirm the implemented solution performs the intended functions and addresses the business requirements. (groups depend on the size of the school) We submitted the scenarios you requested! 3. Policy Management Update: • Provost’s Office, HR, and Finance are reviewing and developing existing and new policies/procedures. 1 9

Wharton 90 Day Workday Plan Dates Plan 4/1/2019 - 4/30/19 • • • Legacy clean up instructions are distributed to BA’s Training sessions begin UAT testing 5/1/2019 - 5/31/2019 • • Training sessions continued (estimated 12 -15 hr. instructor led and 8 hr. online) Legacy clean up continued • • Ensure trainings are complete Ensure legacy clean is complete 6/1/2019 – 6/30/2019 July 1, 2019 20 20

Pre-Go Live Activity Calendars April 2019 Sun Note: Month of April - FY 19 Budget Wrap Up and Forecasting Questions 7 Mon Tue 1 2 -Due date to declare Wharton’s plans to participate in SAL INC modeling -User Acceptance Testing begins Audit Team begins to distribute instructions for 1 st round Legacy Cleanup 8 9 Wed Thu 15 Sat 3 4 5 6 10 11 12 13 FY 20 Faculty and Staff Merit Increase Guidelines made available for SAL INC 14 Fri Role Export and Role Rapid Entry training due for SAL INC access 16 17 18 - Export, Rapid Entry, and Modeling modules available for SAL INC 19 20 1 st round Legacy Cleanup due to F&A - Final FY 19 Forecast due to Central from Wharton Budget Team 21 22 23 24 25 Open Enrollment begins 28 29 26 27 User Acceptance Testing ends 30 - Workday Training Starts - Onboarding Center Opens 21 21

Pre-Go Live Activity Calendars (continued) May 2019 Sun Mon Note: Allot Time for Training During the Month of May Tue Wed 1 Note: Data Validation will be ongoing Thu 2 FY 20 Budget due to Central Fri 3 Sat 4 Open Enrollment ends 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 -1 ST Round Closing reports sent out Request for Endowment Reinvestment/ -Training Practice Labs/Office Hours begins 26 27 Memorial Day Liquidation 28 29 30 1 ST Round Closing reports due back to F&A 22 31 SAL INC modeling closes at 11: 59 pm 22

Pre-Go Live Activity Calendars (continued) June 2019 Sun Mon Tue Wed Thu Fri Sat 1 2 3 4 5 6 7 8 -Standing faculty salary proposals due to Vice Provost Special exception changes for SAL INC can be made by HR until 6/18 -Role Rapid Entry closes at 11: 59 pm 10 9 11 12 -2 nd Round Closing reports sent out 17 18 -Notification of approvals for faculty SAL INC -Weekly payroll Legacy 23 24 13 19 Hiring Freeze -SAL INC closes -Legacy system is frozen -Monthly payroll runs at 5 pm - Roles /Distributions moved from SAL INC to WD 25 26 Hiring Freeze Legacy System Black Out 14 15 Support for new monthly paid apt Provost’s Office notification to request support for out of range faculty -All Hiring paperwork needs to be in the system by 6/10 16 Hiring Freeze 20 21 22 Legacy System Black Out 2 nd Round Closing reports due back to F&A 27 28 29 - Accrued Expenses & Prepaid Assets Detail due to F&A - Weekly legacy payroll - Payroll reallocations due 30 Hiring Freeze Black Out -Last monthly pay from Penn. Works -Q 2 FY 19 Staff Feedback Note: Data Validation will be ongoing 23 23

Pre-Go Live Summary of Key Dates April May June - 4/1 – 4/26: Workday User Acceptance Testing - 5/1: FY 20 Budget due to Central -6/1: Legacy Cleanup continues through June 18 th - Early – Mid April: FY 19 Budget Wrap Up and Forecasting Questions - Throughout May: Allot for training requirements (estimated 15 hr. instructor led and 9 hr. online) - 6/7: Standing faculty salary proposal due to Vice Provost - 6/7: Role Rapid Entry closes - 4/2 – 4/19: F&A Audit Team distributes instructions for 1 st round legacy clean up to BA’s around 4/2. Due back to F&A around 4/19 - Early May: Additional meetings to discuss HCM project, like this one, F&A office hours etc. - 6/10 – 6/30 – Hiring Freeze. Ensure all paperwork is in system by 6/10 - 6/10: 2 nd Round Closing reports sent out - 4/15: Export, Rapid Entry, and Modeling modules available for SAL INC - 5/31: SAL INC modeling closes - 6/18: Last monthly payroll run in Legacy - 4/15: Final FY 19 Forecast due to Central - 5/20: 1 st Round Closing reports sent out - 6/19: Legacy is blacked out and unavailable - 4/29: Workday Training begins. Note training is based on security roles. Your role(s) will be communicated by 3/25. - 5/24: Request for Endowment Reinvestment/Liquidation - 6/21: 2 nd Round Closing reports due back to F&A - 4/29: Onboarding Center Opens - 5/29: 1 st Round Closing reports due back to F&A - 6/24: Accrued Expenses & Prepaid Assets Detail due to F&A - 6/24: Payroll reallocations due - 6/30: Q 2 FY 19 Staff Feedback 24 24

Post-Go Live Activity Calendars July 2019 Sun Mon 1 Note: Data Validation will be ongoing Tue Wed 2 3 WD GO LIVE! -Effective date for merit increases for weekly paid Thu Fri 4 5 Independence Day Last weekly pay date from Penn. Works (pay period 6/24 -6/30) 11 12 Sat 6 -Last weekly payroll run in Legacy 7 8 9 10 13 Consider Vacation Time Impact First weekly payroll run in Workday 14 15 16 First weekly pay date from WD to reflect FY 20 merit increase (pay period 7/1 -7/7) 17 18 19 20 25 26 27 Consider Vacation Time Impact Academic BA’s confirm DARTS amounts for FY 20 DARTS transfers 21 22 23 24 28 29 30 31 Consider Vacation Time Impact First monthly pay from WD to reflect FY 20 merit increase 25 25

Post-Go Live Activity Calendars (continued) August 2019 Sun Mon Tue Wed Thu Note: Data Validation will be ongoing 1 Fri Sat 2 3 Consider Vacation Time Impact Validation of July Monthly pay 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Academic BA’s Discretionary and DARTS cap review through the end of August 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Faculty Comp info for FY 20 due in for active faculty 26 26

Post-Go Live Summary of Key Dates July August (and beyond) - 7/1: Workday GO LIVE! - 8/1: Standby for July Monthly pay validation - 7/1: Last weekly payroll run in Legacy (pay period 6/24 -6/30) - 8/16: Academic BA’s Discretionary and DARTS cap review through the end of August - 7/9: First weekly payroll run in Workday (pay period 7/1 -7/7) – Standby for Data Validation - 8/30: Faculty Comp info for FY 20 due for active faculty - 7/15: Academic BA’s confirm DARTS amounts for FY 20 DARTS transfers - 7/31: First monthly pay from Workday to reflect FY 20 merit increase. First monthly payroll run date is TBD - Standby for Data Validation 27 27

Legacy Clean Up

Preliminary Legacy Clean Up Your Help Is Very Important! • It is important to ensure that we verify the accuracy of payroll information. • As such the HCM Team has provided us with Legacy Clean Up Tasks. We have been working with the HCM team for clarification where necessary. • The audit team will be distributing detailed clean up instructions in early April to each BA. • A training session will be held in early April to further explain the clean up instructions. Additionally, we will hold office hours and schedule 1 -on-1 meetings where necessary. • The clean up tasks will be ongoing from April to June as data is constantly changing.

Preliminary Legacy Clean Up (continued) Data Cleanup Annual Salaries Details 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 for all roles are required in Workday which drive FTE% and accurately represent Hours (Missing or Incorrect) vs. the employee (full vs part time). Hours will also drive eligibility for benefits. Salary 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, Artemis Already Reviewed 177 Records. Faculty Admin Appt Old Data Unsalaried Employees/Last Processed Date Correct Role Title Some Faculty Admin appts have old distribution end dates but active job end dates. Terminate employees who have not been paid in 18 months. 26 Records were already reviewed by Ann & Various Departmental BA’s Role Title in Penn. Works will be converted as the Business Title in Workday. If Role Title is not updated or blank, Job Class Title (i. e. Director C) will be what’s converted to the Business Title in Workday. Home Org and Role Org Do Not Match Depending on the employee type, the home org should match the role org and if not, transfer the home org to the role org. There are many instances where there is a valid reason for the two not to match. Employees with a Term of ‘Other’ Any employee whose term is not updated and remains “Other” will be converted to a 12/12 term to support Workday data conversion. We need to pick a term and adjust annual salary to achieve the appropriate amount for that term.

Communication Strategy

Method of Communication • BA Meetings to inform Key Stakeholders ongoing • Emails to Staff Regarding Website, Watch Parties, Virtual Learning Conferences, Town Hall Meetings • Email to Department Chairs to inform Faculty • Ongoing strategy? Communicate with your Departments

HCM/Workday Resources

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 34 34

Upcoming Events & Additional Resources The Virtual Learning Conferences are a great resource to familiarize ourselves with Workday concepts, business processes, and terminology. Staff Recruiting February 21 (recording available) Compensation & Payroll March 14 Staffing Events March 7 (recording available) What Can I Expect to Learn? 1)Core concepts to help familiarize yourself with and navigate Workday 2)Key terminology relevant to each VLC topic Time Tracking March 21 3)Overview of common business processes Today from 12 -1 pm in SHDH Rm 209 Visit www. workday. upenn. edu for registration information or to access the VLC recordings. 35 35

FYI - Warehouse and Other Relevant Systems • Ensuring the data we rely upon is migrated to current external systems: • Engage • DARTS • Other Systems? Lets Discuss! • ISC is developing and testing HCM data collection in the Warehouse: • Workday will be replacing the existing Salary Management collection tables • However, historical data will still be available

Thank You!