1. HCM/Workday Interactive BA/Stakeholder Session Part 2
Wharton Change Agents
Anna Loh
Denise Mount
Ann Perch
May 2019

2. Agenda Key Dates/Timeline Legacy Clean Up Update
Onboarding Center Update & Discussion
Workday Training Update & Discussion
Object Code Updates (detailed version)

3. Key Dates / Timelines

4. Pre-Go Live Summary of Key Dates
May
June
Workday:
Throughout May: F&A and BA effort of legacy cleanup review.
Throughout May and beyond: Attend training sessions
-6/3: Last day to create a PIQ/Requisition.
-6/10: Last day for PIQ/Req to be approved by School. If not entered in time will have to be re-entered into Workday on July 1/
-6/10: Last day for new applications for any open posting in PeopleAdmin for Faculty.
-6/12: Last day to start new hires in PennWorks
-6/12: Last day to make changes to direct deposit.
-6/14: Last day for staff job posting.
-6/17: Last day to submit additional pay monthly request
-6/18: Last day to approve additional pay monthly request.
-6/18: Minimum Record complete.
-6/18: Last day to complete a termination.
-6/18: Last day to make updates in PennWorks and
-6/19: PennWorks access will become read only.
-6/20: Last day for exempt staff using Penn time off system tore quest and record time off.
-6/28: Last day to submit additional pay weekly request (5pm).
-6/30: Last day to submit timesheets in e-timesheet system.
Financial Close:
-5/15: Round 1 Closing Reports will be available.
-5/20: Closing Workshop led by Therese Lockard.
-5/24: Request for Endowment Reinvestment/Liquidation.
-5/31: Round 1 Closing Reports should be completed.
-6/10: Round 2 Closing Reports should be completed.
-6/21: Round 2 Closing Reports should be completed.
-6/21: Concur Reimbursements due that need F&A Approval by 5:00pm.
-6/24: Accruals and Prepaids worksheets due.
-6/25: Non-PO Payment Request due that need F&A approval.
-6/25 through 7/8: Continue to monitor your Accrued Expenses to see if they have been recorded on the General Ledger.
Please note this list includes Workday and Financial Close dates only. These dates can be subject to change. Please view the Workday at Penn website for additional information.

5. Post-Go Live Summary of Key Dates
July
August
Workday:
7/1: Workday GO LIVE!
7/1: Last day to approve additional pay weekly request (1pm).
7/1: Online time reporting freeze (3pm).
7/1: Current reallocations system will close at the same time that OTR and UMIS closes.
7/8: New Ben Payroll Reallocations (BPR) System Opens.
Throughout July: Validating salaries and distributions!
- Throughout August: Validating salaries and distributions!
Please note this list includes Workday and Financial Close dates only. These dates can be subject to change. Please view the Workday at Penn website for additional information.

6. HCM Legacy Cleanup

7. FY19 HCM Legacy Cleanup Update
Summary of Legacy Cleanup Tasks:
Review old term ended jobs.
Review jobs which have not had a last processed date in the last year.
Validate jobs outside of home org for accuracy.
Review payment terms.
Review hours and salary/hourly rate.
Purpose and Value Added:
Becoming more familiar with your data – will be helpful for when we go live! You will know who should have been converted/transferred/disabled etc.
Cleaning up our records for a smoother conversion:
Disabling obsolete/neglected records.
Transferring jobs.
Validating the accuracy of hours.
Validating the accuracy of salaries/hourly rate.
Next Steps:
HR will be sending out the supervisory structure and security role file to the BA’s. Communicate changes then.
In July and August we will all begin to validate the accuracy of salaries and distributions - weekly (July) and monthly (August).
Continuous monitoring is imperative. Please run the legacy cleanup file by June 10th to address any additional cleanup by June 17th and place in your Pillar Drive folder (refer to next slide for instructions on running the report).

8. Instructions on how to run the legacy cleanup report on your own
Instructions on how to run the legacy cleanup report on your own. Go to Business Objects/Data Warehouse. Then…..
Public Folders>Payroll>Salary Management>HCM Legacy Cleanup>HCM Legacy Cleanup PennWorks Role Review 1 2

9. …..Continued 3 4

10. …..Continued 5

11. Onboarding Center Update

12. Onboarding Center
Starting May 13, hiring managers and business administrators should be referring new hires to the Onboarding Center, located at 3425 Walnut Street,  on their start date.   
The onboarding process includes:
Complete I-9 (Part 2)
Collect W-4
Validate SSN
Collect immigration and work authorization documents and transfer securely to Payroll, Payroll Tax, ISSS
Confirm addresses
Answer general questions
Escalate complex questions to the Penn Employee Solution Center
Manager resources are available for your use onwww.onboard.upenn.edu or
New Hire Offer Letters
Personal Information Form

13. Workday Training
Update & Discussion

14. Training Update & Discussion
Training Feedback:
Prohibited from accessing training presentations.
Approval flow not consistent with current processes:
Manager requisitions automatically bypass the BA.
PIQ approval comes after the creation of the requisition.
Seeking clarity on the need for the Budget Partner and HR Partners to approve each student requisition.
Process for assigning delegate access unknown.
Reporting not encompassed in training sessions.
E-timesheet approvers – how will they approve time in Workday if they a Timekeeper role in Workday sees comp.
Additional Thoughts? Your insights help us evaluate processes.
Additional Training:
Payroll Reallocations System training begins June 3 through July 3. Go Live is for July 8, 2019.
Practice Labs begin on May 22. Bring specific topics you want to review – sign up now here:
Office Hours will be held by Central, after we go live.

15. Object Code Logic

16. 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
Students and Temporary Workers are NOT eligible for FT Benefits.

17. 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

18. Workday – Accounts for Faculty/Teaching
Earnings
Employee Type
Pay Group
Job Family
Total Blended FTE
Object
Code
Object Code Description
EB Rate
Allowances: One-time payments and Allowances
Academic
5057
Allowances (special payments to faculty) PT
Summer Instruction
5052 FT
Summer Research
5053
Non-Summer Additional Academic Instruction,
Staff Instruction
5054
Other Teaching
Wharton Exec One-time payments
5020
Faculty – Subject to part time
Regular Administrative Allowance Pay
5056
Administrative Stipend
Regular FIAP Pay
5010
Standing Faculty

19. 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% PT Benefits, or 87.5% FT Benefit levels *Temporary are eligible for ACA benefits – Cannot switch Object code in WD if ACA benefits are accepted

20. Workday – Accounts for Interfund – Outside of CPUP Earnings
Empl Type
Job Family
Penn Cost Center
Total Bld FTE
Obj
Code
Object Code Description
EB Rate
All Earnings except the Ones on CPUP special earnings/
program combinations)
014003
WS Job family group –exc ; , , , ,
*CHOP org codes: 4465,4530,4203,4505,4432,4392
1254
H/A Salaries – No EB charged
No EB
Stud, Temp, Pdoc
1253
H/A Salaries – Part time PT
Academic
4465,4530,4203,4505,4432,4392
>= 87.5
1252
H/A Salaries – Full time Faculty FT
Staff
1251
H/A Salaries – Full Time Admin & Staff
< 87.5
All other cost centers
1524
Interfund Salaries – No EB charged
1523
Interfund: Salaries Part time
1522
Interfund: Salaries Fulltime Faculty
1521
Interfund: Sal Full Time Admin & Staff
000000
(ORG 5194 or 2100)
ORG 0602, 0603 and Prog 5406

21. Workday – Accounts for Graduate Student/Postdocs
Earnings
Object
Code
Object Code Description
EB Rate
Job Profile
Job Profile Description
Post Doc Non_NRSA
5063
Non-NRSA Postdoctoral Fellow PT
217603
Postdoctoral Fellow
5062
Postdoctoral Researcher
217500
Post Doc NRSA
5043
Postdoctoral NRSA Fellow
No EB
217703
Postdoctoral Fellow, NRSA
Grad Fellow-In Class (GF5)
5040
Teaching Assistant
217004
Grad Fellow-No Class (GF1)
5049
Teaching Assistant – Summer Appointment
217002
Teaching Assistant – No Class
5041
Research Assistant
206060
Research Assistant A
5070
Research Assistant – Summer Appointment
206061
Research Assistant – No Class
Grad Fellow – Degree Requirement (GF6)
5048
Teaching Fellow
217003
5044
Research Fellow
217303
Grad Fellow-No Tax Withheld, Education Fellow/Pre Doc Stipend
5046
Education/Predoctoral Fellowship
* For all Educ fellowship job/Pre-doc Jobs and Education Fellow / Pre-doc One Time Payment Compensation plan
Grad Student One Time Payment
5134
Hourly Administrative Part-time
* One-time payment for grad students doing hourly work on side
Postdoctoral Workers & Graduate Students follow:

22. Workday – Accounts for Undergraduate Students and Affiliated Students
Earnings Code
Fund
Object Code
Cost Center
Object Code Description
EB Rate
Job Profile/Job Family Group
Job Profile Description
Student Worker Regular Pay
5134
Hourly Administrative Part-time PT
Job family group student worker (includes )
Student Worker
Series of WS Earnings
599072
SFS International Work Study
5139
Part-Time College Work Study
No EB
All other WS Job Classes – Job family group –
except
All WS except SFS International WS, including
Work Study – On Campus
Work Study – Off-Line
Work Study – Community Service, etc.
Undergraduate Summer Pay
No longer using – will be paid off comp plan
Comp plans: Summer UG Research, Summer UG Non-research
Regular Monthly Administrative
5130
Salaried (monthly paid)
900005
Non-Penn Student
Americore Pay
900018
Americore

23. Current vs. Future State
Workday – Accounts for Undergraduate Students and Affiliated Students
Earnings Code
Fund
Object Code
Cost Center
Object Code Description
EB Rate
Job Profile/Job Family Group
Job Profile Description
Student Worker Regular Pay
5134
Hourly Administrative Part-time PT
Job family group student worker (includes )
Student Worker
Series of WS Earnings
599072
SFS International Work Study
5139
Part-Time College Work Study
No EB
All other WS Job Classes – Job family group –
except
All WS except SFS International WS, including
Work Study – On Campus
Work Study – Off-Line
Work Study – Community Service, etc.
Undergraduate Summer Pay
No longer using – will be paid off comp plan
Comp plans: Summer UG Research, Summer UG Non-research
Regular Monthly Administrative
5130
Salaried (monthly paid)
900005
Non-Penn Student
Americore Pay
900018
Americore 35

24. Obsolete Object Codes

25. Obsolete/Modified Expense Object Codes
The following object codes will no longer be used because we cannot determine assignment between Financial/General and Instruction/Research:
Obsolete Object Code
Obsolete Object Description
EB Rate
Object Code to be Used
Draft Modified Description
5101
Salaries: Instruction/Research Professional Staff FT
5100
Salaries: Professional Staff
5115
Regular Pay: Instruction/Research Part Time hourly paid Support Staff
5114
Regular Pay: Hourly Paid Support Staff
5121
Regular Pay: Instruction/Research Support Staff (Unionized staff)
5120
Regular Pay: Support Staff (Unionized Staff)
5131
Salaried (monthly paid): Instruction/Research (temp/part time staff) PT
5130
Salaried (monthly paid) Administrative (temp/part time staff)
5135
Hourly: Instruction/Research (temp/part time)
5134
Hourly: Administrative (temp/part time)
Educational Fellowship and Pre-Doctoral Fellowship will be merged to accommodate new combined compensation plan.
Obsolete Object Code
Obsolete Object Description
EB Rate
Object Code to be Used
Draft Modified Description
5045
Pre-Doctorial Fellowship
No EB
5046
Educational/Pre-doctoral Fellowship

26. Obsolete Expense Object Codes
The following object codes related to salaried weekly employees will no longer be used:
Obsolete Object 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)
5111
Salaries: Instruction/Research Support Staff (weekly)
5112
Extra Services/Overtime: Financial/General Administrative Salaried Support Staff (weekly)
5113
Extra Services/Overtime: Instruction/Research Administrative Salaried Support Staff (weekly)
5124
Salaries: Financial/General weekly paid Unionized Staff
5120
Regular Pay: Unionized Support Staff (FT EB rate)
5125
Salaries: Instruction/Research weekly paid Unionized staff
5126
Extra Services/Overtime: Financial/General weekly paid Unionized Staff
5127
Extra Services/Overtime: Instruction/Research weekly paid Unionized staff
5132
Salaried (weekly paid): Financial/General Administrative PT
5134
Temporary/Part Time Supplemental Staff
5133
Salaried (weekly paid): Instruction/Research

27. Obsolete Expense Object Codes
The following object codes related to removing Extra Services Separation for weekly and monthly staff employees will no longer be used:
Obsolete Object Code
Obsolete Object Description EB
Object Code to be Used
Draft Description
EB Rate
5122
Extra Services/Overtime: Financial/General Hourly Support Staff (Unionized staff) FT
5120
Regular Pay: Administrative Support Staff
5123
Extra Services/Overtime Instruction/Research Hourly Support Staff (Unionized staff)
5116
Extra Services: Financial/General Part Time hourly paid Support Staff (FT EBs)
5114
5134
Regular Pay: hourly paid Support Staff (for non exempt non union staff >= 87.5 FTE)
Hourly: Financial/General Administrative (PT EB rate) (for non exempt non union staff < 87.5 FTE) PT
5117
Extra Services: Instruction/Research Part Time hourly paid Support Staff (FT EBs)
5102
Extra Services: Financial/General Administrative Professional Staff (FT EBs)
5100
5130
Salaries Professional Staff (for exempt staff >= 87.5 FTE)
Salaried (monthly paid): Temp/PT Salaried (monthly paid) (for exempt staff < 87.5 FTE)
5103
Extra Services: Instruction/Research Professional Staff (FT EBs)
The following object codes will no longer be used:
Obsolete Object Code
Object Code Description
5050
Intra-University Honoraria (subject to full-time EBs)
5055
Extra Non-Teaching Services – Full time employees subject to full time EB
5051
Intra-University Consulting (subject to full-time EBs)
*Note: Honoraria should not normally be paid.

28. 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

29. Thank You!