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

2. 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

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

4. Workday Training

5. 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!

6. Role Responsibilities Comparable in Current State
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.
KnowledgeLink will send messages for required trainings beginning 3/25.
Security Role
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 PennWorks
Timekeeper
Perform timesheet management functions for assigned organizations. Examples include submitting, canceling, and deleting timesheets. Approval authority for timesheet business processes.
Org Administrators in eTimesheets, 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.

7. 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 vILT training opportunities for these key users. 1
Pre-work (45 min Webinar) 2
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 vILT)
Workday Time Tracking – Advanced Scenarios (1 hr vILT)
User Guide (Union Workers and Exception Time)
Manager
Manager Self Service 101 (2 hr vILT)
Manager Self Service 102 (2 hr vILT)
Recommended: Workday Time Tracking – Basic (1 hr vILT)
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.

8. Welcome to Workday Training
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
Welcome To Workday covers core concepts and key changes associated with Penn moving to Workday and general navigation support for end users.
45 min.
CBL
Welcome To Workday
Foundation Navigation
What Workday Means for Penn
Structure of Workday
Logging Into Workday
Workday H /
Supervisory Organizations
omepage on
Personalizati
Searching in Workday
Security Roles
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.

9. Workday for HR Analysts
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.
Note: Modules will include information on how to complete business process for staff,
student workers, temporary workers, and academic workers.
7.5 hr ILT
Workday HCM Fundamentals
Recruiting
Compensation
Staffing Events /
Payroll
Leave of Absence
Post-Employment
Additional Topics
Job Requisition
Change Compensation
Manage Leave of Absence (FMLA, Paid, Unpaid, Sabbatical)
Separation (including Retirement)
Reporting
Change Job (including Promotion, New Manager, etc.)
Candidate Application Review
One-Time Payments
Delegations
Add Additional Job
Candidate Acceptance
Period Activity
Maintain Employee Data
Managing Costing Allocation
Manage Costing Allocations
Onboarding / Hire In Workday
Introduction to Costing Allocations Reallocations Project (CARP)

10. Workday for Budget Partners
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
Workday for Budget Partners covers Workday functionality and key business processes such as an overview of the recruiting process, managing costing allocations, and compensation.
4 hr ILT
Workday for Budget Partners
Recruiting Compensation Payroll
Additional Topics
Overview of
ess
Change
ion
Managing Costing Allocation
Reporting
Recruiting Proc
Compensat
Propose Requisition Compensation
One-Time Payments
Delegations
Introduction to Costing Allocations Reallocations Project (CARP)
Period Activity
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..

11. Workday for Recruiting Coordinators
Current As Of January 2019
Workday for Recruiting Coordinators
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
Workday for Recruiting Coordinators covers Workday functionality and key business processes for initiating various job requisitions through hire.
4 hr ILT
Workday for Recruiting Coordinators
Recruiting Additional Topics
Propose Requisition Compensation
Job Requisition
Reporting
Candidate
iew
Delegations
Application Rev
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.

12. Workday for Timekeepers
Current As Of January 2019
These courses are tailored for Timekeepers who are responsible for performing timesheet management functions for assigned organizations.
Course Description
Workday Time Tracking covers Workday functionality and key business processes for submitting, canceling, and deleting timesheets along with the approval authority over timesheets.
1 hr vILT
(EACH)
Basic Course
Advanced Course
Additional Resources
Basic Time Tracking
Advanced Time Tracking
Guide & Scenarios
User Guide (Union Workers and Exempt Time)
Advanced Time Tracking Scenarios
Enter Time
Delegations
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.

13. Managing Academic Appointments in Workday
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
Managing Academic Appointments in Workday covers Workday functionality and key business processes for managing academic appointments.
4 hr ILT
Managing Academic Appointments in Workday
Core Concepts
Introduction to Managing Academic Appointments
Academic Appt. Additional Topics
Add Academic Appointment
Reporting
Named Professorships
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.

14. Manager Self Service 101 & 102 2 hr vILT
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
Manager Self Service provides supervisors with information on business processes to support managing direct reports in Workday.
Note: Workday Time Tracking Basic (1 hr vILT) will be taken as a separate training.
2 hr vILT
(EACH)
Manager Self Service 101
Manager Self Service 102
Recruiting* Additional Topics
Compensation
Staffing Events / Payroll
Leave of Absence Additional Topics
Manage Leave of Absence (FMLA, Paid, Unpaid)
Change Compensation
Job Requisition
Reporting
Reporting
Change Business Title
Candidate
iew
One-Time Payments
Delegations
Application Rev
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.

15. * Courses highlighted in red are also applicable to student workers
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
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.
30 min.
CBL
Workday Self Service
Self Service Actions
Personal Information
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
* Courses highlighted in red are also applicable to student workers
* Will be developed as a separate Time Entry training as needed (30 min. webinar)
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.

16. Key Training Related Dates

17. Workday Planning:
Timeline & Schedule

18. Workday@Penn Project Update and Timeline
2017
2018
2019
Oct-Dec J F M A S O N D
Architect
Configure & Prototype
Test
Deploy
July 2019
Prototype 1
Prototype 2
Prototype 3
Training Begins April 29th
End-to-End Technical Testing
User Acceptance Testing (UAT)
Training
Go-Live
Configure &
Prototype Activities
Architect Activities
Test Activities
Deploy Activities
Wave 1* includes:
Core HCM
Academic Unit
Payroll
Benefits
Compensation
Time/Attendance
Absence
Recruiting
Onboarding
Document business requirements and processes
Design business processes in Workday
Build data conversions
Prototype technical infrastructure
Legacy Data Cleanup
Playback sessions
Town halls and engagement activities
End-to-end technical testing
UAT testing
Payroll testing
Develop training materials
Prepare for go-live
Execute system and business cutover to Workday
Training
*In 2020, Wave 2 will include: Performance, Talent Management, Learning, Effort Reporting

19. 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.
1919

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

21. Note: Month of April - FY19 Budget Wrap Up and Forecasting Questions
Pre-Go Live Activity Calendars
April 2019
Sun
Mon
Tue
Wed
Thu
Fri
Sat 1
-Due date to declare Wharton’s plans to participate in SAL INC modeling
-User Acceptance Testing begins 2
Audit Team begins to distribute instructions for 1st round Legacy Cleanup 3 4 5 6 7 8
FY20 Faculty and Staff Merit Increase Guidelines made available for SAL INC 9 10 11 12
Role Export and Role Rapid Entry training due for SAL INC access 13 14 15
- Export, Rapid Entry, and Modeling modules available for SAL INC
- Final FY19 Forecast due to Central from Wharton Budget Team 16 17 18 19
1st round Legacy Cleanup due to F&A 20 21 22
Open Enrollment begins 23 24 25 26
User Acceptance Testing ends 27 28 29
- Workday Training Starts
- Onboarding Center Opens 30
Note: Month of April - FY19 Budget Wrap Up and Forecasting Questions

22. Pre-Go Live Activity Calendars (continued)
May 2019
Sun
Mon
Tue
Wed
Thu
Fri
Sat 1
FY20 Budget due to Central 2 3
Open Enrollment ends 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20
-1ST Round Closing reports sent out
-Training Practice Labs/Office Hours begins 21 22 23 24
Request for Endowment Reinvestment/
Liquidation 25 26 27
Memorial Day 28 29
1ST Round Closing reports due back to F&A 30 31
SAL INC modeling closes at 11:59pm
Note: Allot Time for Training During the Month of May
Note: Data Validation will be ongoing V

23. Note: Data Validation will be ongoing
Pre-Go Live Activity Calendars (continued)
June 2019
Sun
Mon
Tue
Wed
Thu
Fri
Sat 1 2 3 4 5 6 7
-Standing faculty salary proposals due to Vice Provost
-Role Rapid Entry closes at 11:59pm 8
Special exception changes for SAL INC can be made by HR until 6/18 9 10
-2nd Round Closing reports sent out
-All Hiring paperwork needs to be in the system by 6/10 11 12
Provost’s Office notification to request support for out of range faculty 13 14
Support for new monthly paid apt 15 16 17
-Notification of approvals for faculty SAL INC
-Weekly payroll Legacy 18
-SAL INC closes
-Monthly payroll runs at 5pm 19
-Legacy system is frozen
- Roles /Distributions moved from SAL INC to WD 20 21
2nd Round Closing reports due back to F&A 22 23 24
- Accrued Expenses & Prepaid Assets Detail due to F&A
- Weekly legacy payroll
- Payroll reallocations due 25 26 27 28 29 30
-Last monthly pay from PennWorks
-Q2 FY19 Staff Feedback
Hiring Freeze
Hiring Freeze
Legacy System Black Out
Hiring Freeze
Legacy System Black Out
Hiring Freeze
Black Out
Note: Data Validation will be ongoing

24. Pre-Go Live Summary of Key Dates
April
May
June
- 4/1 – 4/26: Workday User Acceptance Testing
- 5/1: FY20 Budget due to Central
-6/1: Legacy Cleanup continues through June 18th
- Early – Mid April: FY19 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 1st 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: 2nd 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 FY19 Forecast due to Central
- 5/20: 1st 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: 2nd Round Closing reports due back to F&A
- 4/29: Onboarding Center Opens
- 5/29: 1st 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: Q2 FY19 Staff Feedback

25. Note: Data Validation will be ongoing
Post-Go Live Activity Calendars
July 2019
Sun
Mon
Tue
Wed
Thu
Fri
Sat 1
WD GO LIVE!
-Effective date for merit increases for weekly paid
-Last weekly payroll run in Legacy 2 3 4
Independence Day 5
Last weekly pay date from PennWorks (pay period 6/24-6/30) 6 7 8 9
First weekly payroll run in Workday 10 11 12
First weekly pay date from WD to reflect FY20 merit increase (pay period 7/1-7/7) 13 14 15
Academic BA’s confirm DARTS amounts for FY20 DARTS transfers 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31
First monthly pay from WD to reflect FY20 merit increase
Note: Data Validation will be ongoing
Consider Vacation Time Impact
Consider Vacation Time Impact
Consider Vacation Time Impact

26. Note: Data Validation will be ongoing
Post-Go Live Activity Calendars (continued)
August 2019
Sun
Mon
Tue
Wed
Thu
Fri
Sat 1
Validation of July Monthly pay 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16
Academic BA’s Discretionary and DARTS cap review through the end of August 17 18 19 20 21 22 23 24 25 26 27 28 29 30
Faculty Comp info for FY20 due in for active faculty 31
Note: Data Validation will be ongoing
Consider Vacation Time Impact
Aug 30th date ann

27. 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 FY20 due for active faculty
- 7/15: Academic BA’s confirm DARTS amounts for FY20 DARTS transfers
- 7/31: First monthly pay from Workday to reflect FY20 merit increase. First monthly payroll run date is TBD - Standby for Data Validation

28. Legacy Clean Up

29. 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.

30. Preliminary Legacy Clean Up (continued)
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 PennWorks 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
Some Faculty Admin appts have old distribution end dates but active job end dates.
Unsalaried Employees/Last Processed Date
Terminate employees who have not been paid in 18 months Records were already reviewed by Ann & Various Departmental BA’s
Correct Role Title
Role Title in PennWorks 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.

31. Communication Strategy

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

33. HCM/Workday Resources

34. Your Source for Information – www.workday.upenn.edu
Communications
HCM Flash Newsletter
Workday Advance Newsletter
Engagement
Change Agent Network
Events and Activities
Core Concepts
Glossary
HCM Primer
Toolbox
Key Business Changes
Supervisory Org Development
Hierarchy Tool
Security Roles
Legacy Data Cleanup
Change Freeze
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

35. Upcoming Events & Additional Resources
The Virtual Learning Conferences are a great resource to familiarize ourselves with Workday concepts, business processes, and terminology.
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
(recording available)
Staffing Events
March 7
Compensation & Payroll
March 14
Time Tracking
March 21
Staff Recruiting
February 21
Today from 12 -1pm in SHDH Rm 209
Visit for registration information or to access the VLC recordings.

36. 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

37. Thank You!