1. Wharton BA Meeting – 5/16/19 Project Update Project Update
10 minutes
Julie Shuttleworth – Director, Project Lead, Functional Team Lead

2. Agenda Topics Workday Project Timeline Workday Key Activities Cutover
Training and Practice Labs
Payroll Reallocations
Object Codes
Legacy Clean Up
Parallel Payroll Cycle 1 Summary
Preparing for Go-Live
Resources
Addendum
Cutover Details

3. Workday@Penn Project Timeline – Near Term
2017
2018
2019 Q4
Jan-Jun
Jul-Dec J F M A S O N D
July 2019
Architect
Configure & Prototype
Test
Deploy
Sustainment
GO-LIVE July 1, 2019
Deployment Activities – Preparing for
End-User Training began 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
Time Tracking online course for Timekeepers posted to KL
Cutover activities ensure a smooth transition from legacy systems to Workday
Detailed Cut0ver Calendar information to date is posted on the website with more Go-Live Checklists coming.
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
For the near term – now to July 1 we are preparing to move into Deployment Activities. Training. Cutover. Support Model

4. Ongoing Orientation & Training
Project Key Activities
July 2019
2019
Apr.
May
Jun
Jul
Aug
Sept.
Oct
Nov.
Dec
Test
Deploy
Sustainment
Implementation
Production Readiness
Ongoing Orientation & Training
Stabilization
The HCM Project team has extended our focus for this implementation through December. This slide depicts key activities at a high level to give you an idea of what’s ahead for all of us.
We are wrapping up testing and will move into production readiness with a Change Freeze on June 18th. Training is launched and will be ongoing as needed.
We see July on into the Fall semester as a stabilization period. In Sept-Oct there’s a new release of Workday we need to review and plan for.
- There is a Deferred Items list which will be prioritized and implemented after go-live.
Rolling Adoption – New Release
Key activities from now until calendar year end.
Implement Deferred Functionality

5. Cutover and System Freezes for Self Service Activities
System Freeze Period
Go-Live & Beyond
June 12
Direct Deposit
July 1
E-TimeSheets
Online Time Reporting
Weekly Additional Pay
Payroll Reallocations
Post Go-Live Functionality
Areas of will have historical view available:
June 18
Pennworks
Areas of including:
My Pay W2
Directory Listing
Edit Profile
PennPeople
Additional Pay (Monthly)
This is a high level view of cutover and system freezes related to self service activities. The system freeze is June 18. If there are critical needs during the freeze period, we will address them as appropriate. Go-Live and Beyond will need extensive communication and is a high touch time with the Penn community as we navigate through this transition.
The Penn Employee Solution Center will be your go-to resource for changes that need to be made during the Freeze Period.
Detailed cutover information and freeze period guidance is posted on the workday.upenn.edu website and will be refreshed as needed. 5

6. Training Dates April 29, 2019 July 1, 2019 June 28, 2019
Instructor led and Computer Based Training begins 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.
Dates
Dates
Dates
April 29, 2019
June 28, 2019
July 1, 2019
August 15, 2019
August 15 to December and forward
Workday GO LIVE – JULY 1
Groups
Groups
Groups
Continued training as needed
(new employees, security role changes)
Security Role changes, Special Considerations, new employees
Required training for assigned Security Roles
Practice Labs and an example of when that’s a great idea.
Practice Labs
Office Hours 6

7. Schedule Practice Labs Registration Open Wednesday, May 22
Friday, May 31
Tuesday, June 4
Friday, June 7
Tuesday, June 11
Friday, June 14
Wednesday, June 19
Friday, June 21
Wednesday, June 26
Friday, June 28
Each Lab from 10am to Noon
Opportunities for security role holders to experience additional hands-on training assistance before Go-Live.
Registration is required to ensure small-sized labs and personal attention
Register for a 30-minute session.
Training to stand up within two months is underway so the training team is fully booked. Yet we want to offer you more hands on time and the chance to bring your unique questions. Practice labs start on 5/22 with ability to register online for a 30 minute session. They are held at the HCM offices (3624 Market) to ensure we have the right functional team members on hand to address specific questions. After you have taken assigned training, and you want to refresh or bring a question, the Practice Labs are the place to go. After go-live the labs will morph into Office Hours. Please register for a 30-minute session. Please - no walk-ins now. Office Hours will be able to offer more flexibility.

8. Payroll Reallocations – Access
Go-Live Access (July 8th)
Security will be inherited from current systems
PennWorks
Reallocations access
Effort Reporting System (ERS) Roles
Department Coordinator
Pre-Reviewer
Post-Reviewer

9. Payroll Reallocations – Training
Training Materials
Developed and delivered by Department of Financial Training
Web-based
Two modules
Knowledge Building
Application Training
Training Schedule
June 3rd – July 3rd
Training Assignments
Knowledge Link assignments from the Department of Financial Training
Requirement
Must complete Payroll Reallocations training prior to July 3rd for July 8th access

10. Current vs. Future State
In Workday – Default and Assigned Costing Allocations will have 4 of the 7 segments of the 26 digit Ben Financials account number.
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 10

11. 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% > %)
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
PostDocs, Students and Temporary Workers are NOT eligible for FT Benefits.

12. Logic Example – Workday Accounts for Faculty
Earnings
Employee Type
Pay Group
Fund/
Program
Job Family
Total Blended FTE
Object
Code
Object Code Description
EB Rate
All Academic earnings (except otherwise noted for example One-time Allowance):
e.g. Regular Monthly Academic
Academic
020200/
7472
5030
Scholarly Leave
No EB
Tenure & Clinician-Educator
5010
Standing Faculty FT
Practice, Visiting,
Research (Academic)
>= 87.5
5011
Non-Standing Faculty
Clinical, Adjunct,
Academic Clinician,
Academic Support Staff,
CPUP
Administrative,
Academic Management,
CPUP, Practice, Visiting, Research (Academic)
< 87.5
5020
Faculty-Subject to part time EB PT
Emeritus
Academic Management
5056
Administrative Stipend
Benefits are assigned by blended FTE: 43.5% or greater PT Benefits, or 87.5% or greater FT Benefit levels
*Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted

13. Workday – Accounts for Non-Exempt Weekly, Monthly Exempt Staff & Temps
Earnings
Employee Type
Pay Group
Fund
Job Category
Total Blended FTE
Object
Code
Object Code Description
EB Rate
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. 10%)
Weekly One-time payments/Allowances (e.g. One-Time Allowance)
Temporary
Student
Weekly
5134
Hourly Administrative Part-time PT
Staff
Union
5120
Regular Pay: Administrative Support Staff FT
NE Union
< 87.5%
>= 87.5%
5114
Regular Pay: hourly paid Support Staff
Allowances: One-time payments and Allowances
Monthly
5104
Allowances: Professional Staff
All Monthly earnings,
(e.g. Regular Monthly Staff, Vacation Payout, Award)
Temporary,
Postdoc
5130
Temp/PT Salaried (monthly paid)
5100
Salaries Professional Staff
Benefits are assigned by blended FTE: 43.5% or greater PT Benefits, or 87.5% or greater FT Benefit levels
*Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted

14. 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

15. Preparing for Go-Live Data Conversion rules and what matters
Annual Salary and/or Hourly Rate
Terms – 9 over 9, 10 over 10, 9 over 12 or 12 over 12
Academics, PostDocs and Graduate Student jobs all terms will be available
Staff, temps and student workers (weekly) only 12 over 12 is available for jobs.
Distribution lines
Active distribution lines post July 1, 2019 dates will be used to assign compensation plan dates in Workday.
For exempt employees, this will automatically process their pay for time frames post July 1, 2019
For non-exempt employees, this will allow for payments to be processed during those dates
Role End dates
Roles will be converted as active which have future end dates
Role Rapid Entry (RRE)
Update the annual salary and/or hourly rate as needed.
Update distribution lines if the individuals will be returning in the future
Can be used for eligible and ineligible workers and positions 15

16. Data Legacy Cleanup Priorities
Help To Improve Data Quality
Monthly Pay: Legacy data issues including No annual salary and discrepancies between Annual Salary and Distributions
Weekly Pay: Hourly Non-exempts in Legacy can be paid from time entry with no open distributions or rate. Compensation will not be converted for weekly employees without distributions and pay will not generate in Workday without compensation. In addition, temporary and student weekly compensation will be end-dated based on distribution dates.
Conversion of Retirement from Flat Dollar to Percentage (required by TIAA) resulting in large discrepancies in both monthly (e.g. CPUP doctor variable pay) and hourly employees (e.g. incorrect standard weekly hours used in calculation).
If weekly paid distributions end 6/30, extend during role rapid entry so they will convert

17. Payroll Parallel Testing Cycle 1 Summary
Overall, Cycle 1 of payroll parallel test achieved its goal of verifying payroll calculations, and identifying major trends causing payroll discrepancies.
Only a handful of Payroll, time, and benefit configuration changes were needed, and a number of differences were identified as items that calculate differently/more compliant (e.g. Federal taxing, 2nd state taxing, excess life).
However, a large number of discrepancies between Legacy Payroll Results exist due to Data Issues:
Risk: Monthly Pay: Legacy data issues including No annual salary and discrepancies between Annual Salary and Distributions
Risk: Weekly Pay: Hourly Non-exempts in Legacy can be paid from time entry with no open distributions or rate. Compensation will not be converted for weekly employees without distributions and pay will not generate in Workday without compensation. In addition, temporary and student weekly compensation will be end-dated based on distribution dates.
Risk: Conversion of Retirement from Flat Dollar to Percentage (required by TIAA) resulting in large discrepancies in both monthly (e.g. CPUP doctor variable pay) and hourly employees (e.g. incorrect standard weekly hours used in calculation).
Risk: Some Non-exempt Legacy Pay is not following current time/CBA rules and cannot be duplicated in Workday.
Risk: Parking/Business Services is non-responsive to multiple requests about discrepancies
In many cases, “Catch-up” payroll transactions were entered into Workday to equalize gross pay so taxes/deductions could be researched; however it is Important to note: “catchup” data cleanup in Workday has no affect on improving data quality for go-live. Data cleanup must be done in legacy to remediate for go-live. 17

18. Preparing for Go-Live Data Conversion rules and what matters
Annual Salary and/or Hourly Rate
Terms – 9 over 9, 10 over 10, 9 over 12 or 12 over 12
Academics, PostDocs and Graduate Student jobs all terms will be available (the term determines the
Staff, temps and student workers (weekly) only 12 over 12 is available for jobs.
Distribution lines
Active distribution lines post July 1, 2019 dates will be used to assign compensation plan dates in Workday.
For exempt employees, this will automatically process their pay for time frames post July 1, 2019
For non-exempt employees, this will allow for payments to be processed during those dates
Role End dates
Roles will be converted as active which have future end dates
Role Rapid Entry (RRE)
Update the annual salary and/or hourly rate as needed.
Update distribution lines if the individuals will be returning in the future
Can be used for eligible and ineligible workers and positions 18

19. Resources – Where to Find Information
Training Information:
Welcome to Workday pre-work video
Workday Self-Service and Time Entry videos (available end of May)
Course Catalog and Class Schedule
Tip Sheets (added on a rolling basis)
Practice Lab Calendar
Additional Information:
FAQs (added on a rolling basis)
Glossary
Tool Box
Legacy Data Cleanup
One-stop Onboarding for New Hires –
Launch April 2019
Increased compliance of federal requirements
Manager readiness to engage new hires
Earlier productivity
Efficient, user-friendly online presence
Prepared for Workday go-live
3425 Walnut Street
Tel:
Website:
Hours: 9:00 am - 5:00 pm ET, Mon–Wed, Friday
9:00 am - 4:30 pm ET, Thursday

20. Q & A
Thank you!

21. Addendum
2019 Cutover Consolidated Calendar

22. University of Pennsylvania
Workday Implementation: 2019 Cutover Instructions
Page 1 of 4
Last Updated: May 10, 2019
Cutover planning to support the Go-live is well underway. The information included in these detailed cutover instructions provides highly impacted business owners with an overview of deadlines and additional information needed to successfully prepare their areas. Review the information carefully. Changes to deadlines and cutover procedures may be necessary to support the successful implementation of Workday. Please contact the Penn Employee Solution Center at (215) or with any questions.
Staff Requisitions and Job Postings (HR Manager and Staff PeopleAdmin)
Mon
June 3 at 5pm
Last Day to Create a PIQ/Requisition
June 10 at 5pm
Last Day for PIQ/Requisition to be approved by Schools/ Centers
Any PIQ/Requisition that is not approved in HR Manager will need to be re-entered into Workday on July 1, 2019 (if still needed).
Fri
June 14 at 5pm
Last Day for Staff Job Posting
Faculty (PeopleAdmin)
Tues
April 30 at 5pm
Ability to create postings in PeopleAdmin will be removed for all users
If you have questions or comments - or would like to be added to the Faculty Affairs Companion Project listserv to receive updates - contact the Faculty Affairs Project Team
Last day for new applications for any open posting in PeopleAdmin for Faculty
Sat
Aug 31 at 5pm
Deadline for completing review and hire processes in PeopleAdmin for any searches that remain active after May 31.
Hire (PennWorks)
Wed
June 12 at 5pm
Last Day to Start New Hires in PennWorks
Starting a New Hire in PennWorks by this date provides you with two business days to submit all required paperwork to
Last Day to Submit New Hire Paperwork
Paperwork must be received by by this date to ensure that there is enough time to process and flip the minimum record.
Tue
June 18 at 5pm
Minimum Record Complete
If a minimum record is not complete by this date, the record will not be converted to Workday.
Termination (PennWorks)
Last Day to Complete a Termination
All exempt terminations effective June 30 need to be completed by this date. For all regular, non-exempt terminations that need to occur between June 19 and June 30, please contact the Penn Employee Solution Center at (215) or for additional assistance. If the termination for a monthly worker needs to occur after June 18, 2019 at 5pm, complete the action in Workday after July 1, 2019.

23. University of Pennsylvania
Workday Implementation: 2019 Cutover Instructions
Page 2 of 4
Last Updated: May 10, 2019
Additional Pay (PennWorks)
Mon
June 17 at 5pm
Last Day to Submit Additional Pay Monthly Request
Tue
June 18 at 5pm
Last Day to Approve Additional Pay Monthly Request
Any additional pays that are NOT approved by June 18, 2019 at 5pm will need to be re-entered in Workday as a One-Time Payment. Additional Pay transactions that are in flight in PennWorks will not be converted to Workday.
Fri
June 28 at 5pm
Last Day to Submit Additional Pay Weekly Request
July 1 at 3pm
Last Day to Approve Additional Pay Weekly Request
Any additional pays that are NOT approved in by July 1, 2019 will need to be re-entered in Workday as a One-Time Payment. Additional Pay transactions that are in flight in PennWorks will not be converted to Workday.
Preparing PennWorks for Workday
June 7 at 11:59pm
Rapid Role Entry/Salary Increase Closes (except Unions 115, 54, and 590)
Please look for upcoming special instructions for conversion for Rapid Role Entry/Salary Increase on the workday.upenn.edu website.
June 17 at 11:59pm
Rapid Role Entry/Salary Increase Closes for Unions 115, 54, and 590
Term Change and Annual Salary
Non-Penn Employees (Courtesy Appointments)
Summer Undergraduate Research Fellows
Other PennWorks Actions
Last date to make other updates in PennWorks (i.e. compensation changes, role updates, distribution lines, etc.)
On June 19, 2019 Schools/Centers access to PennWorks will become Read Only.
Wed
June 12 at 5pm
Last day to make changes to direct deposit (pay elections) information
If you have an unexpected occurrence between June 13 and June 30 and you are required to make a change, please contact the Penn Employee Solution Center at (215) or
Last date to make other updates in (i.e. My Profile, PennPeople, etc.)

24. University of Pennsylvania
Workday Implementation: 2019 Cutover Instructions
Page 3 of 4
Last Updated: May 10, 2019
Time Reporting (including eTimesheets and UMIS)
Sun
June 30 at 9pm
Last Day to Submit Timesheets in eTimesheet System
Timing of submission and approvals follows usual and customary submission and approval schedule. Information included. These dates and times also reflect the deadline to enter and approve updates to a previous week’s timesheets.
Mon
July 1 at 10am
Last Day to Approve Timesheets in eTimesheet System for Managers
July 1 at 1pm
Last Day to Approve Timesheets in eTimesheet System for Org Administrators
July 1 at 3pm
Online Time Reporting (OTR) Freeze 
Academic Appointments (Faculty Information System (FIS))
Fri
May 17 at 5pm
Last PSC/S Meetings for Academic Year (Last School actions for Academic Year)
If you have questions or comments - or would like to be added to the Faculty Affairs Companion Project listserv to receive updates - contact the Faculty Affairs Project Team
Thu
May 30 at 5pm
Last PSC Meetings for Academic Year (Last School actions for Academic Year)
May 31 at 5pm
Last date for updates to FIS, including approvals for final PSC and PSCS meetings, EOC report approval, and approval of extramural consultants
Reallocations
Current Reallocations System will close at the same time that OTR and UMIS Closes
July 8 at 9am
New Payroll Reallocations System Opens

25. University of Pennsylvania
Workday Implementation: 2019 Cutover Instructions
Page 4 of 4
Last Updated: May 10, 2019
Declare Benefit Life Event
Fri
June 21 at 5pm
Last day to make an online change through ADP to accounts due to a qualifying life event
If you have a change that affects your health, life, and flexible spending accounts/health savings accounts benefits between June 22 and June 30, contact the Penn Benefits Center ( ).
Enter/Update PTO Requests
June 28 at 5pm
Last day for exempt staff using PSOM time off system to request and record time off
Please note that the requests and approvals for time off in legacy systems occurring July 1 and after July 1 will not convert to Workday. After July 1, 2019, initiate a time off request in Workday to track future PTO. For additional information, visit workday.upenn.edu.
Sun
June 30 at 5pm
Last day for exempt staff using Penn time off system to request and record time off
Access to I-9
June 14 at 5pm
Last day for current Equifax users to complete I9s for new hires.
New hires will process through Visit

26. University of Pennsylvania Workday 2019
Payroll and Payroll Tax Fact Sheet (effective July 1, 2019)
Last Updated: April 26, 2019
Pay Advices (Pay Slip)
W-4 and Other Tax Forms
Credit Union Account
Direct Deposit (Pay Elections)
You can now direct your pay to up to three (3) different bank accounts.
Pay Election (Direct Deposit) account information is no longer validated by the bank prior to payment, eliminating delays in availability of direct deposit.
IMPORTANT!! You should review your banking information carefully before submitting. An error in banking information could result in a delay in receiving your pay.
Credit Union accounts will show as a Pay Election (Direct Deposit) account to which payments are directed.
Credit Union accounts will count as one (1) of the three (3) bank accounts allowed for direct deposit.
Pay Slips (Pay Advices) will no longer be printed, but will be available to view and print in Workday.
Federal and State W-4 forms as well as Local Residency Forms can be completed securely on-line at any time day or night. 1 2 3 4
Federal Tax Withholding – Supplemental Wages
Address Changes
State Tax Withholding
W-2 Forms
W-2 Forms beginning with the 2019 Tax Year will be available in Workday.
Tax Years 2018 and 2017 will be available via the “My Tax Info” link on the Portal.
W-2 Forms for years prior to 2017 can be obtained by contacting the Payroll Office.
You are encouraged to select electronic delivery of your W-2.
Individuals who are subject to state withholding in both their states of work and of residence will have tax withheld for both states.
This does not apply to states with reciprocal agreements with Pennsylvania (e.g., New Jersey).
Supplemental wages such as bonuses, allowances, or vacation pay-outs at separation will be subject to federal tax withholding using the appropriate federal tax table based on your W-4 tax elections.
You are responsible for promptly updating any changes to your home address to ensure proper taxation. You should also verify that your supervisor has made any necessary changes to your work address. 5 6 7 8