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PennWorks Update

PennWorks Update. ABA Feb. 14, 2011. Agenda. Revisiting the PennWorks Project Additional Pay Salary Increase Program FY12 Modeling Role Rapid Entry. 2. Revisiting the PennWorks Project. Web-based user interface for the current HR/Payroll System

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PennWorks Update

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  1. PennWorks Update ABA Feb. 14, 2011

  2. Agenda • Revisiting the PennWorks Project • Additional Pay • Salary Increase Program FY12 • Modeling • Role Rapid Entry 2

  3. Revisiting the PennWorks Project • Web-based user interface for the current HR/Payroll System • Sponsored by Provost’s Office, Human Resources, Division of Finance, and ISC • Used by Business Administrators, Payroll Coordinators, H.R., and the Central Payroll Office • Phased rollouts • Job/ Bio Data • Pay Distributions • Faculty Compensation • Annual Salary Increase Processing • Additional Pay Processing • Next Release…. Online Additional Pay Module 3

  4. PennWorks: Additional Pay

  5. Additional Pay • Next Release - Online Additional Pay • What is Additional Pay? • Key Features & Benefits • Sample Workflow and Screens • Operational Considerations 5

  6. What is PennWorks Additional Pay? • The function and purpose of Additional Pay is the payment of money above and beyond an employee’s weekly/monthly paycheck, for example: • Work performed outside of or beyond usual job duties • Extraordinary performance • Unused vacation • Payment of permissible allowance expense • Additional Pay is a web-based interface that allows users to create additional pay requests for individuals or groups • Additional Pay provides automatic routing through a multi-layer approval process 6

  7. Key Features & Benefits INITIAL RELEASE • Eliminate paper forms through online entry of requests with immediate data validation • Ability to copy an existing request for editing and re-submission • Ability to request additional pays for a future pay date • Ability to attach/ store supporting documentation with requests • Standardized & structured approvals through automatic routing & notification to pre-defined approvers 7

  8. Key Features & Benefits cont’d • Quicker processing enabled through simultaneous approvals within the same level. (Note: ORS approval at Level 1 vs. end) • Capability to view request status throughout the approval process as well as Data Warehouse reporting capability FUTURE RELEASE • Pre-work approvals (i.e. request for pre-approval of additional pay before the work has been started) 8

  9. Sample Additional Pay Approval Flow 9

  10. Sample Additional Pay Entry Screen 10

  11. What is Additional Pay Approval? The purpose is the verification of the appropriateness, accuracy, and completeness of the request, generally: • Paying Department and Home Department Approvers are the first level of approval and are responsible for reviewing and validating all aspects of the request (ORS is also required to approve any grant funded request) • Second level approvers are Home School/Center approvers who review the request as a “second set-of-eyes” control feature, and to ensure awareness of compensation related activities at the School/Center level • Third level approvers are the Provost Office/Vice Provost, and Central HR who review the request with an eye toward preventing policy misinterpretation or violation Note: Approval routing varies by Additional Pay Type (e.g. CPUP, Group Pay Awards/Models of Excellence); PennWorks will display the routing for any given Additional Pay Type for informational purposes. 11

  12. Sample Additional Pay Review Screen 12

  13. Operational Considerations • Roles & Training for first release • School/Center Access Admins supplied initial hierarchy and responsible for on-going changes • Submitters*- online training module required • Home ORG and Paying ORG Approvers – includes both faculty/non-faculty rules * require training. • Central School/Center Approvers – faculty and non-faculty roles • Central Approvers (i.e. central HR, Provost Office, Vice Provost, ORS, CPUP) • Escalation Contacts- notified if approvals stalled * Denotes users required to complete online training before access granted to the Additional Pay module. 13

  14. Operational Considerations cont’d • Go-live – scheduled for February 22, 2011 (all issue dates March 4th or later) • Paper forms no longer accepted after • Feb. 16th for monthly additional pays • Feb. 18th for weekly additional pays • Online application available using all Penn-supported browsers • Reporting – data available in Data Warehouse 14

  15. PennWorks: Salary Increase

  16. Salary Increase Program FY12 • Background • Salary Increase Modeling • Key Features & Benefits • Operational Considerations • Role Rapid Entry update 16

  17. Background: Spring 2010 Release School/Center authorized user exports to Excel their eligible populations using PennWorks new Export feature PennWorks users update PennWorks with the approved salary changes using a new Rapid Data Entry feature Established process for delegation, routing, and approval are leveraged to complete planning 17

  18. Spring 2010 Modeling Pilot • School/center uses PennWorks to identify eligible population • Delegation for planning is all done online Approved salary changes are already pre-populated PennWorks users can verify and update distributions using a Rapid Data Entry feature • Participants • SP2 • HR • ISC • Provost The same structure used to delegate planning down the organization is leveraged for approvals back up. Delegation is flexible enough to have unlimited tiers 18

  19. PennWorks: Salary Increase FY12 Modeling

  20. Salary Increase Modeling FY12 • Salary Increase Modeling will be available for a larger cohort of school/center participants this spring • Replaces the PennWorks Export/spreadsheet process • Online Tool Supports • Pool Management • Decision Support • Modeling 20

  21. Key Features & Benefits • Salary Increase Modeling Tool • Online tool protects sensitive data as opposed to spreadsheets stored on desktops or paper copies • Modeling tool uses the same logic to identify salary increase eligible population as PennWorks • Flexible approach allows for School/Center workflow variations • Does not require all process participants to be established PennWorks users 21

  22. Key Features & Benefits • Pool management: ability to • Create/name pools • Assign employee roles to each group • Define target percent / amount • Assign a pool manager to model pay or further delegate modeling • View pool status & statistics • Approve a lower-level pool (subset) • Center level approver and pool manager may exclude someone from the pool 22

  23. Key Features & Benefits • Decision Support • Ability to view ratings (if authorized) • Salary history • Start with current role pay + July 31, 2010 snapshot • Will build to 5 year history over time • View role details • View modeling history • View/enter modeling notes • View/enter justifications for out-of-range increases 23

  24. Key Features & Benefits • Modeling • Ability for individual managers to model pay changes for their designated pool of employees • Ability to apply default % or amount/percent changes one-by-one as needed • Ability to save as draft for future review and approval • Automatic routing to next tier for review, update, and approval • Approved pay increases are automatically moved to PennWorks Role Rapid Entry module, ready for distribution data entry (no need to re-enter pay amounts) 24

  25. Operational Considerations • FY12 Cohort/participants will use Modeling tool • Those not participating will use Export / spreadsheets and Rapid Entry to enter salaries • How-To documents and online help for pool managers • Training not required for access (user population dynamic) 25

  26. PennWorks: Salary Increase FY12 Role Rapid Entry

  27. Role Rapid Entry update • Cross-FY Distributions: Make it easier to maintain records with cross-fiscal year distributions • Revise Stop Date (old period amount) • Copy Distribution (new period amount) 27

  28. Role Rapid Entry update • Distribution Count: Update the distribution count on the main rapid entry page as soon as the distributions are submitted • Role End Date: Avoid loss of work/extra navigation when a role end date needs updating (ability to update from the distribution pop-up) • Group Justifications: Allow justifications to be applied across a group (e.g. school/center budgetary measures) 28

  29. Role Rapid Entry update cont’d • Increases up to 999,999.99%+: Allow larger salary increase %, accommodating those variably funded via multiple roles • Staged Salary Increase Program data will be cleared when • a position number is released during a Home ORG Transfer • the term is changed during a role update • New Role Rapid Entry report: Funded/overpaid/underpaid • Training will include Merit Increase Knowledge Building and RRE updates – stay tuned 29

  30. Questions/ More Info. If you have questions, comments, or suggestions, please send an e-mail to pennworks@lists.upenn.edu For more information on PennWorks, please visit the PennWorks project page at http://www.upenn.edu/computing/isc/apps/pennworks/ 30

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