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HCM Initiative Update

Join the University's initiative to streamline HR operations using Workday, improving efficiency, accuracy, and decision-making. Stay informed with newsletters, resources, and upcoming events!

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HCM Initiative Update

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  1. HCM Initiative Update Wharton Change Agents Anna Loh Maureen McGinness Denise Mount Ann Perch November 8, 2018

  2. HCM Initiative & Workday@Penn A University-wide effort to improve how we manage human resources, payroll, and related processes. • Workday@Penn Wave 1* includes: • Core HCM • Academic Unit • Payroll • Benefits • Compensation • Time/Attendance • Absence • Recruiting • Onboarding • *In 2020, Wave 2 will include: Performance, Talent Management, Learning, Effort Reporting WorkdaySoftware System will fully or partially replace many of Penn’s “legacy systems.” Go Live Slated July 2019

  3. Building the Future of Work at Penn with Workday Current Future • Aging systems • Compliance and expense risks • Data inaccuracy • Decision-making with unknowns • Standalone systems • Modern, agile, cloud-based technology • Simplified, integrated • Data accuracy • Improved analytics and reporting • More efficient transactional tasks • Focus more on value-added work, mission-driven efforts and strategic support Other members of the Workday higher education community: Brown  Yale  Cornell  NYU  University of Chicago USC  Georgetown  and more

  4. Workday@Penn Resources New Look, New Focus Targeted Newsletters Workday@Penn Website Solution Center Website Subscribe to HCM Flash HCM Flash is intended for the casual Penn community member who wants high-level information. First issue: September 25. Subscriber list is the same as HCM Update. Workday Advance will publish robust information for HCM stakeholders. The first issue of Workday Advance: October 9. The two newsletters will alternate with each other on a biweekly basis so that each is monthly. Expanded navigation, rich content, and flexibility, intended for go-live and beyond. Mobile friendly and clear explanation of employee use. www.solutioncenter.upenn.edu www.workday.upenn.edu Subscribe to Workday Advance

  5. Opportunities To Participate 1 2 3 Town Hall Meetings Playback Sessions Subject Matter Expert office Hours • Live demonstrations intended for HCM stakeholders. Functional leads present current state / future state information on specific topics. Audience questions are welcome and the Q&As are captured for future learning. Not recorded due to length. • Open to Penn community. The executive sponsors and the program management office present high-level updates on the project phases. Audience questions are welcome. Recordings are usually available for those unable to attend. • Informal previews of certain business processes. SMEs may attend local watch parties, via webinar, organized by their local change agents in their particular school or center. • Only two Representatives per School. (1 HR &1 F&A) • Wharton Watch Party

  6. Overview of Recent & Future Events Town Hall Meetings 10/11/18 Town Hall 10/11/18 • What will WorkDay look like? • What can I do in WorkDay? • How will I manage my personal information in WorkDay? • Hire New Employee (Staff/Weekly paid) • Benefits Enrollment in Workday • Timesheet Completion and Approvals • Terminating Employee for Regular Retirement • 10/15/18 – Prepare Requisitions For Hire • 10/29/18 – Faculty & Staff Compensation & Payroll • 11/12/18 – Students & Post Doc Compensation & Payroll • 11/26/18 – Time Tracking in Workday • 12/10/18 – Review & Approve Absences Playback Sessions 10/22 & 10/24/18 Subject Matter Expert office Hours Attend a Watch Party!

  7. Information Available at Workday@Penn

  8. Next Steps & Your Valuable Role

  9. Help Us Verify Structure & Role Assignments: • Supervisory Org Review & Security Roles • Validate the Employees & Manager in each Supervisory Org • Assign Security Roles to each Supervisory Org Structure • Each BA received a file to help us review and verify Security Roles • Academic Role Assignment • Academic Units are designed to collect faculty/academic staff affiliations.  • Academic Units are entirely separate from the supervisory organization as well as from financial information/tasks. • The role which some BAs (or other staff) are likely to hold is called “Academic Partner.”  • It is possible that we will be contacting you to help us review faculty in each of your Units • L Name of Initiative

  10. Security Roles Assignment –was due 11-2-18 • 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. What are security roles in Workday?

  11. Legacy Data Cleanup & FY19 Audit • Verify the accuracy of information within UMIS & PennWorks • Pending clearly defined guidelines and timeline from the HCM Team • Audit team will assist with review and oversight of this project

  12. Thank You! & Questions?

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