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Slide 1 FastFacts Feature Presentation January 24 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

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Presentation on theme: "Slide 1 FastFacts Feature Presentation January 24 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:"— Presentation transcript:

1 Slide 1 FastFacts Feature Presentation January 24 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: Participant code:

2 Slide 2 Todays Topic Well be taking a look at… HopkinsOne Update

3 Slide 3 Todays Presenter John Tikka Senior Director, HopkinsOne

4 Slide 4 Session Segments Presentation John will provide information about HopkinsOne and upcoming initiatives. During his presentation, your phone will be muted. Q&A After his presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. John will answer as many of your questions as time allows.

5 Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can us at: You can also send us an instant message! GoogleTalk – AOL Instant Messenger – HopkinsFastFacts MSN –

6 Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7 Slide 7 HopkinsOne Update January 24, 2008

8 Slide 8 Agenda General Overview Current #1 Priorities SAP Escalation Update Upcoming Initiatives and Strategy

9 Slide 9 Current Update NEW #1: Continue calendar year end readiness NEW #1: Develop a pilot reports distribution capability from BW NEW #1: EHP Claims Processing New Hire ISR Form to debut on Thursday 1/24. Continue focus on improving faculty visibility to Grants data Formalize User Acceptance Test event in February Develop plan for Roles and Responsibilities clarification in H1 and Central Orgs (e.g. SSC, controllers office, HR) Preparing for Oracle database upgrade and next SAP support package

10 Slide 10 Priority 1 – Calendar Year End First pay period questions regarding benefits elections during open enrollment. Call volumes in HR SS and H1 Helpdesk have increased. Final W-2 complete. Transmission to 31 states underway 1042s customized coding complete, however, we have 2 Very High SAP issues open. Wrong Address pulled into form: Manual workaround available Cannot correct Non-Resident Alien accumulated payroll results. SAP needs to write new code. Internal Deadline: 1/28. IRS Deadline: 3/15 403b Maximum Calculation – 1900 JHU staff potentially impacted by Catch- up and 15yr rule issues. Manually corrected 200 people eligible for the catch-up or taking advantage of the 15-year rule. Goal is to have catch-up fixed by next semi payroll Processing Complete. (one week early) 1099 Test file to IRS, issues being worked due date 2/15.

11 Slide 11 Priority 1 - BW Update

12 Slide 12 SAP Escalation – Current Status Grants Management Historical reporting of PBC commitments not working as expected. SAP delivered new code to correct retro issue. Go-Live Mar 2008 F&A calculations in R/3 take too long to process Completed. F&A runtime problems solved Different posting periods between FI, FM, CO, and GM Code developed and being tested. Go-Live Spring 2008 ISR Current ISR functionality causes master data inconsistencies in HR system Update Header – Completed. New Hire Form Changes – Testing. Go-Live Jan 2008 Automate Bonus Supplement – In Development. Go-Live Spring Automate Salary Change – In Development. Go-Live Spring

13 Slide 13 SAP Escalation – Current Status Supply Chain – A/P Preventing discounts lost on weekends/holidays – Pay run calendar functionality now being tested Supply Chain – Inventory Management Increasing Inventory Values – Efforts to stabilize by cleansing material master data and emphasizing timely transactions Unit of Measure Issues – Creation of new materials supports strategy Moving Average Price changes – Reports being developed to show occurrences, causes being addressed by update of contract pricing and invoice entry accuracy Supply Chain – Purchasing Functionality Issues – Meeting with SAP to drive Development Requests Response Time Issues – Implemented a number of fixes, most promising is a recent re-indexing of an SRM table Org Structure Issues – Working a number of OSS messages with SAP regarding replication issues Supply Chain - Travel Usability Issues – Implemented a number of configuration and new development to address reported issues with the current solution. Seeking additional information from SAP on next release

14 Slide 14 New Initiatives – Security Strategy Concerns Security Governance Structure Procedures for granting access to the SAP system Procedures for internal controls on SAP System Administration Goal Of Security Strategy: Align role assignment and security access for HopkinsOne with job duties Action Steps: Hire a Security Expert to lead a review of HopkinsOne Security framework Form a Security Review Committee Review defined HopkinsOne Security Administration roles and responsibilities for accuracy and appropriateness Review documented procedures for granting and removing access; strengthen as necessary Move forward with the position based – role based security model Review user access periodically Strengthen internal controls for the administration of the SAP system Assist the business in strengthening business controls

15 Slide 15 New Initiatives – Security & Workflow Project Security Enhancement ZSR Phase 1: BW Security and Workflow approvers – Mar 2008 ZSR Phase 2; SAP Roles and Additional Org – June 2008 Workflow Enhancement Travel & Business Enhancements One approver instead of two (optional 2nd approver) Internal Order, Cost Center & PM approvals Target: Mar 2008 Quantity Differences Enhancements Resolve workflow quantity discrepancies (post GR) Instructions for other workflow issues Target: Mar 2008 Online Payment Request Enhancements Approval routing to cost center owner instead of org unit owner Target Date Pending decision on using one or two formats Meeting held 1/22.

16 Slide 16 New Initiative – Labor Budget Load Requirement---The Johns Hopkins Medicine Hospitals require monthly actual/budget labor variance reporting. Objective--- Provide an Enterprise wide solution for Labor budget data to be loaded in the BW. Entities--- The Johns Hopkins Health System and The JHU School of Medicine. Process---The upload format will be a csv file which will be dropped in XI by the business owners. The Labor Budget Load will be loaded as frequently as required and validation rules will be applied to each file. Every Labor Budget Load submission will replace the prior submission. Therefore, only one version will be contained in BW at a time. Data---The data provided may be as granular as budgeting at the position level. End result---Labor reporting which includes the calculation of FTEs and variance reporting for hours, dollars and FTEs.

17 Slide 17 Upcoming Events and Publications FastFacts Sessions will begin doing 2 per week SAP Support Packs and Time Change – March 9 Oracle Database Upgrade – April 12 Labor Budget Load – March 9 Account Reconciliation Guide New Position Based Security and SAP Role Definition Model New Training Strategy for HopkinsOne Continuing Education

18 Slide 18 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were ed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then the answer to all participants.

19 Slide 19 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:

20 Slide 20 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!

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