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HR Forum Update October 25, 2004. 2 What is HopkinsOne? The name of an initiative designed to replace many of the business and administrative systems.

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Presentation on theme: "HR Forum Update October 25, 2004. 2 What is HopkinsOne? The name of an initiative designed to replace many of the business and administrative systems."— Presentation transcript:

1 HR Forum Update October 25, 2004

2 2 What is HopkinsOne? The name of an initiative designed to replace many of the business and administrative systems of Johns Hopkins University (JHU), Johns Hopkins Health System (JHHS), Johns Hopkins Medicine (JHM) and their affiliates. The scope of the project includes Human Resources and Payroll, as well as Finance, Purchasing, Accounts Payable, Materials Management, and Pre and Post Award Research Administration (Sponsored Projects) activities. One of the main objectives of the project is to simplify and standardize our business functions across all three entities so that we can improve service, compliance, and productivity to all of the Hopkins customers. What does HopkinsOne mean? HopkinsOne summarizes the ultimate goal of the project: to provide a single software solution that will enable employees to streamline many Johns Hopkins business functions.

3 3 What are the business objectives of HopkinsOne? Redesigning business processes to achieve maximum benefits in service, compliance and productivity at the lowest practical cost. Adopting common administrative “best practices” consistently throughout the Johns Hopkins organization. Standardizing services to ensure maximum efficiency and removal of barriers between Hopkins organizations. Making access to information – easy, flexible, secure. Providing a web-based, paperless, user-friendly solution where reasonably practicable. Replacing outdated, costly and dysfunctional information systems and business practices, ensuring a faster, reliable, more efficient and more proactive administrative environment.

4 4 What business functions are included in HopkinsOne? HR / Payroll –Personnel Administration –Organization Management –Benefits –Compensation –Performance Management –Employee / Labor Relations –Recruitment –Training and Events Management –Payroll –Time Management –ESS / MSS / Workflow Finance Supply Chain Sponsored Projects

5 5 Which software solution did Johns Hopkins purchase for HopkinsOne? SAP will be the supplier of the Enterprise Resource Planning (ERP) software package that will replace the existing Human Resources and Payroll, as well as Finance, Purchasing, Accounts Payable, Materials Management, and Pre and Post Award Research Administration (Sponsored Projects) computer systems used by JHU, JHHS, and JHM and their affiliates. Who is on the HopkinsOne Project Team? Johns Hopkins professionals and BearingPoint consultants who have previous experience installing ERP systems in other large organizations. Today, the HopkinsOne Project Team consists of approximately 120 staff and will grow to nearly 250 full-time staff before completion.

6 6 The HopkinsOne project is targeted for completion by the summer of However, key components of the system will start to become operational by the summer of 2006 Project Preparation Business Blueprint Realization Final Preparation Go Live & Support Project team training Project kick-off Develop new roles and responsibilities Match with current jobs Training plan Manager preparation sessions Help Desk and implementation support End-User training Deployment readiness and preparation Ongoing supervisor/mid- manager and employee meetings Blueprint 04/04 05/0410/0402/0504/0607/0606/08 “To-Be” process design Training strategy BPI organizational impact analysis Determine workforce impact Process validation and acceptance Develop training materials Develop workforce transition plans Supervisor/mid- manager and employee meetings

7 7 Mapping of Detailed Requirements to SAP Solution SAP Enhancements Analysis Definition of how Hopkins Processes Will Run in SAP Development of Detailed SAP Transactions List Detailed Listing of Reports, Interfaces, Conversions and Enhancements Documentation of Functional Specifications Validation of As-Is State Evaluation of Operational Issues Standardization of High-Level Business Processes Identification of Strategic Business Issues Introduction to SAP Best Practices Catalyst for Change Management High-Level Operating Model Designs High-Level Listing of Reports, Interfaces, Conversions and Enhancements Organizational Alignment Preparation for Blueprint 4/5/2004 Business Process Improvement 09/30/20041/31/2005 Business Blueprint Configure SAP modules Implement defined processes based on the business blueprint Design and development activities for modifications identified during the Business Blueprint Conduct system integration test Realization 3/15/2006

8 8 Why implement an ERP solution (SAP) now? Johns Hopkins is a leader in many fields, but business administration is not one of them. JHU, JHM, and JHHS operations currently rely on antiquated administrative and financial systems, limiting their ability to improve service, compliance, and productivity to their customers. To address this need, Johns Hopkins decided to pursue a web-based system where data is required to be entered once and only once because it is housed in a single environment. Why should I care? HopkinsOne is expected to touch almost everyone in JHU, JHHS, and JHM. Whether you will be directly affected or just interacting with the software/business functions a few times a year, it is important for all Johns Hopkins’ employees to understand the impact of this project on the jobs they perform. As the new system is put into use, the old system will eventually be turned-off.

9 9 What are some Human Resources current issues? Today’s systems lack integration. Current systems and processes are outdated, manual and paper intensive requiring manual and time consuming reconciliations. Lack of standard position control. Manual processes delay delivery of services to employees and management. Limited support for workforce forecasting and budgeting. Inability to future date and perform effective date processing. Substantial effort to track state and local tax changes and keep the system up to date. Large volume of manual retro-pay due to processing errors.

10 10 What are some anticipated solutions? Integration with other modules – Finance, Sponsored, and Supply Chain - will allow a single point of entry. Common processes and systems throughout the enterprise. Ability to monitor dual employment employees. Improved compliance with federal requirements from IRS, INS, and EEOC. Integration of hiring and budget processes. Improved integration with time and attendance systems, to reduce errors in overtime calculations. Capability to prevent excluded employees on federal awards. Workflow to alert managers when temporary and casual employees work in excess of work hour limits.

11 11 What are the organizational impacts associated with HopkinsOne? Cross-entity sharing of transaction information and history. Changes to centralized/decentralized organizations and processes. Use of a single database vs. multiple systems. Use of rules-based self-service and workflow capability. Increased automation of manual work activities. Enhanced process consistency. What are Human Resources dual roles? Human Resources itself directly affected. Assist in implementing workforce transition activities across the enterprise.

12 12 How can I learn more about HopkinsOne? Visit the HopkinsOne website at Contact the HopkinsOne “Hotline” at or


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