Workday Update Wharton Change Agents Anna Loh Maureen

Workday Update Wharton Change Agents Anna Loh Maureen Mc. Ginness Denise Mount Ann Perch January 2019

Workday Goes live July 1, 2019! INTERNAL COMMUNICATION • How many have had formal or informal conversations within departments? • Spread the word and direct to HCM-Workday website https: //www. workday. upenn. edu/ • Working with HCM Team to review Wharton change readiness survey results and communication plan INTERNAL REVIEW OF WHARTON ACTIVITY • Do you have Unique Payroll Situations or Systems in place to be reviewed? • Examples: Executive Education, Wemba, PHD Students • Contact Denise Mount dmount@Wharton. upenn. edu ASAP TRAINING NEWS FROM WORKDAY TEAM 12 -20 -18 • Virtual learning sessions will provide users with additional opportunities to learn more about Workday • In person and virtual role-based training will be scheduled from late April through post go-live • Tip sheets and supplemental materials will be posted to the Workday@Penn website

Legacy Data Cleanup • • • HCM Team Provided Business Object Reports and Instructions to Review Data Pending clearly defined guidelines and timeline from the HCM Team- Audit team will assist with review and oversight of this project - first pass then ask for your assistance Data Cleanup Details Annual Salaries - January & February 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 –January & February 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 –January & February If a Penn. Works role does not contain a salary, it will cause an issue when converted to a Workday position. Disable Expired Roles - Due December 12 Completing this action ensures that only records for active Student Workers and Temps will be brought into Workday, Artemis Reviewed 177 Records. Faculty Admin Appt Old Data- January & February 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. 26 Records reviewed by Key is “U”) -Due December 12 Ann & Various Departmental BA’s Correct Role Title –PENDING HR review 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. 3

Legacy Clean up Lessons Learned • Be sure to assign a supervisor when anyone is hired into payroll • Address student roles that are no longer active (disable) or belong to another school (transfer to the school) • Some active and unpaid roles are valid as they require system/network access • Track and resolve temporary SSN numbers timely • Disable any roles for which the Term End Date has passed • Review Role Hours to confirm the worker has hours • Confirm that student workers do not have more than 20 hours on active roles. It is possible that we will be contacting you to help us review Legacy Clean up Issues in January & February Next CAN Meeting 1 -24 -19 Town Hall in early 2019, Date TBD

Thank You! & Questions?