The HopkinsOne Faculty Advisory Committee meeting was called to order by Dr. Don Steinwachs at 1:40 pm. Dr. Steinwachs welcomed the Committee members and meeting guests, facilitated introductions and referenced the agenda, which included the following topics:

I. Presentation of Key Future Administrative Process: Discussion of Next Steps
II. Presentation of Key Future Administrative Processes

Mr. Jamie Hedeman from the HopkinsOne Sponsored Projects Team and former Assistant Adnministrator within the School of Medicine, presented highlights of key future administrative processes with a focus on how these processes will likely impact the Faculty. Mr. Hedeman discussed the various segments of the HopkinsOne initiative, and the key components of the SAP system scheduled to be placed in production for each segment. A walk through of each core module within SAP was then presented. Processes from the following functional areas were presented:

Finance

Performance Reporting

Sponsored Projects

Human Resources/ Payroll

Supply Chain

Mr. Hedeman walked the Committee through the proposed Account Code structure. While the high-level organization wide Account Codes were developed in a standardized manner across Johns Hopkins, each division was able to design its particular low-level account code structures as desired. Involvement from each School's representatives was also conducted at the discretion of each respective Divisional Business Officer (DBO).

Mr. Hedeman presented features of the future state business (budget) planning process, including the timeline for budget preparation in legacy and SAP systems, as well as the uniformity of the planning process across Johns Hopkins in the future. During this dialogue, features of the SAP application that will be used for budget planning were presented.

The Committee requested that further details regarding the Account Code structure be provided at a future meeting.

The Committee inquired of the future use of Aladin (Fundraining/Development System) and how this functional area is impacted by HopkinsOne. The Aladin system will remain in the future state environment and will be interfaced to SAP. Some of the Committee members voiced frustration regarding the inability for SAP to provide functionality to replace Aladin. The HopkinsOne team explained that SAP does not yet have the functionality necessary to meet the University's business requirements in this area, but developments to this functionality will be monitored and reconsidered. Performance Reporting

Mr. Hedeman presented the key features and functionality of the Business Warehouse (BW), including those that will be of most relevance to the Faculty. The Business Warehouse will be the primary tool by which analysis and reporting of transactional data in SAP will occur. Some of the features of BW will include: drill down capabilities; filtering of data; exporting of data to Excel, graphics; and other functions. Mr. Hedeman also discussed how the guiding criteria for reports in BW will be that they're"SAFE:" Secure, Accessible, Flexible and Easy to Use.

The Committee recommended that the HopkinsOne team meet with Faculty representatives to discuss what features and functions they would like to see in the Business Warehouse to meet their analysis and reporting needs.

The Committee requested that the HopkinsOne team consider providing them with a simulated demonstration of how the Business Warehouse works at a future meeting.

Sponsored Projects

Mr. Hedeman walked the Committee through the Pre- and Post- Award system landscape for the future, as well as key"To- Be" Process highlights. The processes discussed included the proposal process (using an application known as"Coeus"); award set up; certain transactions (F&A, effort reporting, billing, cost sharing, sub-awards, reporting, etc.); and sponsored program close-out. Mr. Hedeman explained the role that the Sponsored Projects Shared Service Center will play in the future sponsored projects environment.

The Committee recommended that the HopkinsOne team continue to communicate the key benefits of the future sponsored programs programs through newsletters such as Momentum.

Human Resources/ Payroll

Mr. Hedeman presented highlights of two key Human Resource processes: creating positions in SAP; and processes for New Hires. This discussion included examples of how automation and controls within these processes will be improved.

Supply Chain

Mr. Hedeman discussed the Employee Expense Reimbursement Process (including Travel), as well as the Procurment process. These two processes are believed to have a significant impact on Faculty. Key components of the travel process will include the completion of formal travel requests for certain types of travel, notifications and approvals, travel advances and reimbursements. For procurement, Mr. Hedeman described the web-based nature of the future procurement process, include the use of"shopping cart functionality.

The Committee described how the process for dealing with one-time vendors will need to be further clarified in the future.

The Committee expressed an interest in being informed about the HopkinsOne strategy for ensuring data throughout the University is kept secure from both internal and external threats. The HopkinsOne team agreed to include a discussion on data security at a future HOFAC meeting.

II. Discussion of Next Steps

The Committee agreed that these processes are indeed critical to the Faculty and should involve ongoing input from the Faculty. The HopkinsOne team agreed to keep the Committee informed of the status of these and other future state processes, and each of the Committee members agreed to provide feedback into the process as it moves forward.

The HopkinsOne team agreed to continue bringing Faculty- relevant issues to this forum and solicit feedback from the Faculty on how to best design and deliver a system that suits the Faculty's needs. Future meetings will continue to focus on future processes that impact the Faculty and issues that warrant Faculty feedback.

Action Items

Item	Due Date
The HopkinsOne Team will provide HOFAC representatives with additional future state processes as they are developed, and will provide more detail in key areas of interest to faculty such as data analysis and reporting. The Committee will also be presented the internal and external security strategy for data in the future SAP system.	Future HOFAC Meetings

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Last updated 01Nov05 by dgips@jhu.edu