Project Update

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ABA MeetingHCM Project UpdateApril 23, 2019

Julie Shuttleworth – Director, Project Lead, Functional Team Lead

Claudia Quinton – Project Lead, Service Delivery

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Deployment Activities – Preparing for Workday@Penn

Workday@Penn Project Timeline

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DeployTestConfigure & PrototypeArchitect

2017 2018 2019

Q4 Jan-Jun Jul-Dec J F M A M J J A S O N D

• End-User Training begins 4/29/2019 for high impact users

• Self-service online optional • Blended learning via instructor led

classroom, virtual learning and online webinars and tip sheets

• Cutover activities ensure a smooth transition from legacy systems to Workday

• Detailed information and procedures will be shared in the spring

Workday@Penn Training Cutover

• Prepare for Go-Live via Workday website, newsletters and presentations

• Use Week 1 checklist• Practice Labs, Office Hours• Solution Center • Ongoing team support

Support Model

GO-LIVE July 1, 2019

Sustainment

July 2019

Workday Training is Role Based

Security Role Course Title

HR Analyst / HR Partner • Workday HCM Fundamentals (8 hr ILT)

Recruiting Coordinator • Workday for Recruiting Coordinators (4 hr ILT)

Academic Partner /Academic HR Partner • Managing Academic Appointments in Workday (4 hr ILT)

Budget Partner • Workday for Budget Partners (4 hr ILT)

Timekeeper • Workday Time Tracking – Basic (1 hr CBL)• Workday Time Tracking – Advanced (1 hr CBL)

Manager

Optional, but strongly recommended:• Manager Self Service 101 (2 hr CBL)• Manager Self Service 102 (2 hr CBL)• Workday Time Tracking – Basic (1 hr CBL)• Workday Time Tracking – Advanced (1 hr CBL)

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For the individual: Self Service orientation is a ½ hour webinar with tip sheets.For hourly paid workers: Time Entry is a ½ hour webinar with tip sheets.

Multiple Security Roles and Training

If you have the Security Roles of:

You’re required to take: AND you could take:

HR Analyst/HR Partner AND Budget Partner

HCM Fundamentals Workday for Budget Partners

HR Analyst/HR Partner AND Recruiting Coordinator

HCM Fundamentals Workday for Recruiting Coordinators

HR Analyst/HR Partner AND Manager

HCM Fundamentals Recommended: Time Tracking – Basic and Advanced Manager Self-Service 101 and 102

HR Analyst/HR Partner AND Academic Partner/Academic HR Partner

HCM Fundamentals Managing Academic

Appointments in Workday

HR Analyst/HR Partner AND Timekeeper

HCM Fundamentals Time Tracking – Basic Time Tracking – Advanced

Welcome to Workday, the pre-work course, is now available on Knowledge Link and should be taken before any training classes. It can be accessed by clicking here.

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W2WD & Security Roles

Classes in Knowledge

Link

Registration in Knowledge

Link

Training Kickoff

Reminder

Communication Timeline:

Practice LabsTraining Kickoff

March April May

Knowledge Link Reports

Reminders to register

June

4/29

Communication Week of

Training registration through Knowledge Link

April1

Training Kickoff Reminders

April 8 /

April 22

Email to training liaisons in Schools and Centers to encourage attendance

Jun 3

Email to training liaisons to target people who have not

attended

June 10

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Knowledge Link:o All scheduled instructor-led classes (meet in person)o Online classes for Managers and Timekeepers

Webpages (workday.upenn.edu):o Welcome to Workday pre-work video o Workday Self-Service and Time Entry videos

(available end of May)

o Course Catalog

o Class Schedule

o Practice Lab Calendar

o Tip Sheets (added on a rolling basis)

o FAQs (added on a rolling basis)

Training Timeline and Where to Find Information

Training Dates

Dates

April 29, 2019

June 28, 2019

July 1, 2019

August 15, 2019

Groups Groups

Required training for assigned Security Roles

Dates

Security Role changes, Special

Considerations, new employees

Office HoursPractice Labs

Instructor led and Computer Based Training will begin April 29. Training for your assigned security role is required prior to go-live on July 1. Additional training will be provided for those whose security roles change, or those with special considerations, such as previously scheduled Leaves of Absence.

Wor

kday

GO

LIV

E –

JULY

1 August 15 to December

and forward

GroupsContinued training as

needed (new employees,

security role changes)

Dates

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Gauging Readiness for Go-Live

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The 3rd Change Readiness (CR) Survey will be distributed in May 2019 to provide insight into the readiness of the Penn Community for the July 1 go-live and transition to Workday.

Final CR Survey Objectives• Compare survey results over time to identify areas that improved and inform engagement opportunities moving forward• Tailor results into future, communications, training, and transition plans• Report trends over time and recommended activities to program leadership

Results will be evaluated and executive summary of key findings and recommendations will be shared with Sponsors, Steering Committee and CAN as appropriate.

Survey Over Time

Analysis

Distribution Date Audience

Survey 1 November 2018 920 identified stakeholders, including executives, operational owners

Survey 2 April 2018 Recipients of the Workday Advance, including executives, operational owners, and process users

Survey 3 May 2019 Recipients of the Workday Advance, including executives, operational owners, and process users

Surveys collected information in a variety of ways using demographic questions, likert-scale questions, and free response questions.

Cutover and System Freezes for Self Service Activities

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June 18 Pennworks Areas of U@Penn

including: • Direct Deposit• Edit Profile• PennPeople• Additional Pay

Post Go-Live Functionality

Areas of U@Penn will have historical view available:

The Penn Employee Solution Center will be your go-to resource for changes that

need to be made during the Freeze Period.

System Freeze Period Go-Live & Beyond

July 1 E-TimeSheets Online Time Reporting

• My Pay• W2• Directory Listing

Cutover Communications Summit – 4/9 and 4/11 In Sync meetings with HCM related Communications Specialists and Companion Project Managers

Detailed cutover information and freeze period guidance will be posted on the workday.upenn.edu website as it becomes available.

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Data Challenges in existing Legacy Systems

During the conversion of data from the legacy systems to Workday,a number of data inconsistencies ,and in some cases, inaccuracies were discovered.

The go-live goal is accuracy for pay and benefits. Manual fixes post go-live will address data conversion issues that cannot be fixed

before implementation.

Examples of Data Conversion Challenges:• Inconsistent and contradictory job hire dates and position start dates• Annual salary does not always match distributions in PennWorks• Employee type and role hours do not match, with direct impact on benefits eligibility • Roles in PennWorks may not have distribution lines • Inconsistent job titles and other job details challenge data conversion rules

What to Expect

Workday@Penn is a forward looking solution and illustrates continuous improvement of our systems and processes. Know everything will not be perfect Day 1

PennworksPeopleAdmin

eTimesheetsUMIS

Faculty Information Systems (FIS)

Penn People

HR Manager

School Systems

Local Applications

Stabilization Period with Ongoing Support and Learning:There will be a necessary adjustment period during the transition to Workday as Schools/Centers

refine their thinking about the set up of their supervisory organizations and security roles. Initial adjustments and fine-tuning is expected for the first 90 days to the first six months.

Ongoing responsive service and support for the Penn community is available.

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Getting Prepared: Virtual Learning Conferences Video Recordings

Video recordings (approx. 30 minutes each ) and Q&A summaries available for learning:https://www.workday.upenn.edu/home/engagement/events-and-activities/virtual-learning-conferences

What Can I Expect to Learn?• Core concepts to help

familiarize yourself with and navigate Workday

• Key terminology relevant to each VLC topic

• Overview of common business processes

A VLC is a live webinar recording to help familiarize you with Workday concepts, business processes, and terminology. These webinars were conducted in late Winter 2019 and are neither required nor a substitute for formal end user training..

What is a VLC?

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Your Source for Information – www.workday.upenn.edu

You are able to…

• Subscribe or read current or archive issues

• Review event recordings and Q&A, core concepts, glossary

• Find instructions for Workday preparation

CommunicationsHCM Flash Newsletter

Workday Advance Newsletter

EngagementChange Agent Network

Events and Activities

Core Concepts

Glossary

HCM Primer

ToolboxKey Business Changes

Supervisory Org Development

Hierarchy Tool

Security Roles

Legacy Data Cleanup

Change Freeze

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Project Update

Claudia Quinton, Project Lead, Service Delivery

HCM Service DeliveryOnboard@Penn and Solution Center Update4/23/19

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Address 3425 Walnut StreetPhiladelphia, PA 19104

Tel 215-898-7372 Email onboard@upenn.eduWebsite www.onboard.upenn.edu

StandardHours: 9:00 am - 5:00 pm ET, Mon–Thu

9:00 am - 3:00 pm ET, Friday

One-stop Onboarding for New Hires

• Increased compliance with federal requirements

• Positive on-campus experience• Earlier engagement of new hires

• Faculty• Staff• Student workers• Temporary workers

• Efficient, user-friendly online presence

• Convenient appointment scheduler• Centrally located campus location

Overview of Onboard@Penn

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By the numbers

563 561537

438

342

199

369

0

100

200

300

400

500

600

7/7/

2017

- 7/

13/2

017

7/14

/201

7 - 7

/20/

2017

7/21

/201

7 - 7

/27/

2017

7/28

/201

7 - 8

/3/2

017

8/4/

2017

- 8/

10/2

017

8/11

/201

7 - 8

/17/

2017

8/18

/201

7 - 8

/24/

2017

8/25

/201

7 - 8

/31/

2017

9/1/

2017

- 9/

7/20

179/

8/20

17 -

9/14

/201

79/

15/2

017

- 9/2

1/20

179/

22/2

017

- 9/2

8/20

179/

29/2

017

- 10/

5/20

1710

/6/2

017

- 10/

12/2

017

10/1

3/20

17 -

10/1

9/20

1710

/20/

2017

- 10

/26/

2017

10/2

7/20

17 -

11/2

/201

711

/3/2

017

- 11/

9/20

1711

/10/

2017

- 11

/16/

2017

11/1

7/20

17 -

11/2

3/20

1711

/24/

2017

- 11

/30/

2017

12/1

/201

7 - 1

2/7/

2017

12/8

/201

7 - 1

2/14

/201

712

/15/

2017

- 12

/21/

2017

12/2

2/20

17 -

12/2

8/20

1712

/29/

2017

- 1/

4/20

181/

5/20

18 -

1/11

/201

81/

12/2

018

- 1/1

8/20

181/

19/2

018

- 1/2

5/20

181/

26/2

018

- 2/1

/201

82/

2/20

18 -

2/8/

2018

2/9/

2018

- 2/

15/2

018

2/16

/201

8 - 2

/22/

2018

2/23

/201

8 - 3

/1/2

018

3/2/

2018

- 3/

8/20

183/

9/20

18 -

3/15

/201

83/

16/2

018

- 3/2

2/20

183/

23/2

018

- 3/2

9/20

183/

30/2

018

- 4/5

/201

84/

6/20

18 -

4/12

/201

84/

13/2

018

- 4/1

9/20

184/

20/2

018

- 4/2

6/20

184/

27/2

018

- 5/3

/201

85/

4/20

18 -

5/10

/201

85/

11/2

018

- 5/1

7/20

185/

18/2

018

- 5/2

4/20

185/

25/2

018

- 5/3

1/20

186/

1/20

18 -

6/7/

2018

6/8/

2018

- 6/

14/2

018

6/15

/201

8 - 6

/21/

2018

6/22

/201

8 - 6

/29/

2018

COMPLETED I-9s FY18

Completed Average

197

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Onboard@Penn FunctionsFunction Onboard@Penn

launch - 4/29Workday@PennGo-Live - 7/1

Potential Expansion

Complete I-9 (Part 2)

Collect W-4 Workday

Validate SSN

Tax and work eligibility documentation

Onsite I-9 services

Answer general questions

Escalate complex questions to Penn Employee Solution Center

University new hire orientation registration

PA 153 onsite fingerprinting

Parking / transportation information

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Timeline of Participating Organizations

.

Initial launch participants

Development & Alumni Relations

Executive Vice President Divisions

Perelman School of Medicine (select departments)

School of Arts & Sciences

April 29 May 13 May 28

Launch progression continues

Annenberg School Graduate School of

Education Perelman School of

Medicine (select departments) School of Design School of Engineering School of Nursing Wharton School

Launch progression continues

Law School Perelman School of

Medicine (remaining departments)

President’s Center Provost Centers School of Dental Medicine School of Social Policy &

Practice School of Veterinary

Medicine

Coordinated Service Delivery

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Vision

• Build a hub providing answers to the Penn community

• Provide faculty and staff with optimal customer service and timely resolutions

• Build an integrated knowledge base for the Penn community

• Deliver an irresistible customer experience

Ask Us About

• Applying for a University job• Compensation• HR policies and procedures• Leave (PTO, FMLA, disability)• Payroll• Retiree email support• Time reporting and eTime• Tuition benefits• And more...

Tel 215-898-7372Email hcmsolutioncenter@upenn.eduWebsite www.solutioncenter.upenn.edu

Hours: 9:00 am - 5:00 pm ET, Mon–Wed, Friday9:00 am - 4:00 pm ET, Thursday

Questions on health and welfare benefits and from retirees or on retirement willcontinue to be serviced by PENN BEN and PENN RET during this initial phasealthough the Solution Center will help transfer questions to those service centers.

Penn Benefits Center: 1-888-PENN-BEN, 1-888-736-6236Retirement Call Center: 1-877-PENN-RET, 1-877-736-6738 Onboard@Penn Role

• Triages phone and email inquiries• Assists the onboarding specialists with complex

questions and the transition from legacy systems to Workday@Penn

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Solution Center Case Type Breakdown to Date

Case Type # of CasesRecruitment 2797Payroll 1574Benefits 1341Tuition 1302Payroll Tax 929General HR 893Non-HR 680Retirement 353E-Time 328Staff & Labor 283Time and Attendance 232Compensation 222HRIM 209Quality of WorkLife 189Learning and Education 44Protection of Minors 20Faculty Affairs 5Grand Total 11401

0

500

1000

1500

2000

2500

3000

Solution Center Case Types

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Solution Center Case Tiers to Date

Tier Number of Cases

Tier 1 10,033

Tier 2 1,368

Grand Total 11,401

88%

12%

Solution Center Cases

Tier 1

Tier 2

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Preview

Costing Allocations and Object Code Rules

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Current vs. Future State

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The Org, Fund, Program and CREF segments of the accounting number will need to be entered:

• CNAC and BC will be derived from the Penn ORG and Penn FUND

• Object Codes will be derived by ledger account or object code rules in Workday

In Workday – Default and Assigned Costing Allocations will have 4 of the 7 segments of the 26 digit Ben Financials account number.

Current vs. Future State: Highlight on CNAC and ORG

CNAC ORG

830 8322Penn Cost Center Hierarchy (CNAC)

Penn Cost Center

Penn Cost Center

Hierarchy (CNAC)

Penn Cost Center

• Derived through Penn Cost Center assignment

• Custom organization type• Assigned to position,

requisition, worker• Updated in cost allocations

PennWorksCNAC ORG BC FUND OBJ PROG CREF

830 8322 1 000000 5XXX 5001 8358Penn Cost Center Hierarchy

Penn Cost Center

Penn Fund Budget Check

Penn Fund Delivered Earnings and Deductions

Penn Program Penn CREF

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Current vs. Future State: Highlight on BC and FUND

BC FUND

1 000000Penn Fund Budget Check

Penn Fund

PennWorksCNAC ORG BC FUND OBJ PROG CREF

830 8322 1 000000 5XXX 5001 8358Penn Cost Center Hierarchy

Penn Cost Center

Penn Fund Budget Check

Penn Fund Delivered Earnings and Deductions

Penn Program Penn CREF

Penn Fund Budget Check

Penn Fund

• Derived from the Penn Fund assignment

• Custom organization type• Assigned to position,

requisition, worker• Updated in cost allocations

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Costing Allocation Key Terminology

Workday Term Legacy Term Definition

Costing Allocation Distribution Accounting

• Costing Allocations are used to distribute payroll costs to the appropriate account segments.

Costing Allocation Hierarchy N/A

• Costing for payroll can exist at several levels of the hierarchy. The level of the hierarchy work in order, with Payroll input overriding all levels below it, etc. A workers costing allocation can be inherited from the Position’s Supervisory Organization (zero-fund).

Payroll Input Account from OTR • Payroll input entered in payroll unit (e.g. overrides of time entry).

Worker + Position Distribution Line Accounting

• Cost allocations for the worker’s position. Applies to all earnings in position, unless specifically allocated at the worker/position/earnings level.

Worker + Position + Earnings

Distribution Line Accounting

• Costing allocation for a specific pay component (Earnings) paid to the worker for the selected position (e.g. Allowance payment).

DefaultOrganizational Assignment

N/A • Inherited from the Supervisory Organization at time of hire or change organizational assignment.

Some Terminology may change as a result of the Workday implementation.

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Workday – Object Code Configuration Rules

Object Code Rules can NOT be based on:• SSN Limit

• Benefits acceptance including ACA Benefits Acceptance

Two New Program Numbers to Assist with Object Code Logic:

• New Program 3020 for CPUP earnings.

• To determine how to assign 1511/1258 (CPUP EB) vs. 1522/1252 (FT EB)

• Details included on “Workday - CPUP/CHOP Pay and CPUP Clinical Rate” slide in Object

Code Logic Section

• New Program 5406 for Nursing interfund.

• To determine how to assign 1252

• Details included on “Accounts for Interfund – Outside of CPUP earnings” slide in Object

Code Logic Section

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Logic Example – Workday Accounts for Faculty

Earnings EmployeeType

PayGroup

Fund/Program Job Family

Total Blended

FTE

ObjectCode Object Code Description EB

Rate

All Academic earnings (except otherwise noted for example One-time Allowance):

e.g. Regular Monthly Academic

Academic Academic 020200/7472

5030 Scholarly Leave NoEB

Academic Academic Tenure & Clinician-Educator

5010 Standing Faculty FT

Academic Academic Practice, Visiting,Research (Academic)

>= 87.5 5011 Non-Standing Faculty FT

Academic Academic Clinical, Adjunct, Academic Clinician,Academic Support Staff,CPUP

>= 87.5 5011 Non-Standing Faculty FT

Academic 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 Academic Emeritus 5020 Faculty-Subject to part time EB

PT

Academic Academic Administrative,Academic Management

>= 87.5 5056 Administrative Stipend FT

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To Become Obsolete Expense Object Codes

ObsoleteObject Code Obsolete Object Description EB

Object Code to be Used

Draft Modified Description EB Rate

5110 Salaries: Financial/General Administrative Support Staff (non-exempt salaries weekly paid)

FT

5114 Regular Pay - Administrative Support Staff (Non-exempt, weekly paid, support staff) FT

5111 Salaries: Instruction/Research Support Staff (weekly) FT

5112 Extra Services/Overtime: Financial/GeneralAdministrative Salaried Support Staff (weekly)

FT

5113 Extra Services/Overtime: Instruction/Research Administrative Salaried Support Staff (weekly)

FT

5124 Salaries: Financial/General weekly paid UnionizedStaff

FT

5120 Regular Pay: Unionized Support Staff (FT EB rate) 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

PT5134 Temporary/Part Time Supplemental Staff PT

5133 Salaried (weekly paid): Instruction/Research PT

The following object codes related to salaried weekly employees will no longer be used:

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Q & A

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Thank you!