PENNWORKS UPDATE
ABA
Feb. 14, 2011
Agenda

Revisiting the PennWorks Project

Additional Pay

Salary Increase Program FY12

Modeling

Role Rapid Entry
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Revisiting the PennWorks Project
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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
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Job/ Bio Data
Pay Distributions
Faculty Compensation
Annual Salary Increase Processing
Additional Pay Processing
Next Release…. Online Additional Pay Module
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PennWorks: Additional Pay
Additional Pay
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Next Release - Online Additional Pay
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What is Additional Pay?
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Key Features & Benefits
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Sample Workflow and Screens
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Operational Considerations
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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:
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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 multilayer approval process
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Key Features & Benefits
INITIAL RELEASE
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Eliminate paper forms through online entry of requests
with immediate data validation
Ability to copy an existing request for editing and resubmission
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
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Key Features & Benefits cont’d
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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)
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Sample Additional Pay Approval Flow
Submitter
Level 1
approvers simultaneous
Level 2
approver
Level 3
approver
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Sample
Additional
Pay Entry
Screen
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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.
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Sample
Additional
Pay
Review
Screen
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Operational Considerations
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Roles & Training for first release
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*
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 nonfaculty 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.
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Operational Considerations cont’d
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Go-live – scheduled for February 22, 2011 (all issue dates
March 4th or later)
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Paper forms no longer accepted after
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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
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PennWorks: Salary Increase
Salary Increase Program FY12
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Background
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Salary Increase Modeling
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Key Features & Benefits
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Operational Considerations
Role Rapid Entry update
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Background: Spring 2010 Release
School/Center authorized
user exports to Excel their
eligible populations using
PennWorks new Export
feature
Established process for
delegation, routing,
and approval are
leveraged to complete
planning
PennWorks users
update PennWorks
with the approved
salary changes using a
new Rapid Data Entry
feature
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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
Delegation is flexible
enough to have unlimited
tiers
The same structure used to
delegate planning down
the organization is
leveraged for approvals
back up.
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PennWorks: Salary Increase FY12
Modeling
Salary Increase Modeling FY12
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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
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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
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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
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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
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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 oneby-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)
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Operational Considerations
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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)
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PennWorks: Salary Increase FY12
Role Rapid Entry
Role Rapid Entry update
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Cross-FY Distributions: Make it easier to maintain records
with cross-fiscal year distributions
1.
2.
Revise Stop Date (old period amount)
Copy Distribution (new period amount)
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Role Rapid Entry update
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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)
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Role Rapid Entry update cont’d
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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
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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/
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