FastFacts Feature Presentation

February 19, 2010 We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code: 182500 © 2010 The Johns Hopkins University. All rights reserved.

Today’s Topic

• We’ll be taking a look at…

SAP Upgrade Update

Today’s Presenters

Geof Corb Senior Director, Enterprise Applications Jill Mikros Director, Planning & Operations

Session Segments

• • Presentation – Geof and Jill will provide an update of the SAP upgrade.

– During their presentation, your phone will be muted.

Q&A – After the presentation, we’ll hold a Q&A session. – We’ll open up the phone lines, and you’ll be able to ask questions. – Geof and Jill will answer as many of your questions as time allows.

Contact Us

• • If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected]

You can also send us an instant message! – GoogleTalk – [email protected]

– AOL Instant Messenger – HopkinsFastFacts – MSN – [email protected]

Survey

• Survey – At the end of this FastFacts session, we’ll ask you to complete a short survey. – Your honest comments will help us to enhance and improve future FastFacts sessions.

SAP Upgrade

Winter 2010 Update Geof Corb Senior Director, Enterprise Applications Jill Mikros, Director, Planning & Operations IT @ JH – Enterprise Business Solutions

Reasons to Upgrade

• • • • Maintain SAP products Implement new features and functionality – Including harmonization of user interface across ECC (formerly R/3) and SRM (shopping cart) – More flexible platform allowing for better integration opportunities via Service-Oriented Architecture (SOA) Influence future product development Collaborate with other SAP customers 8

“Technical Upgrade”

• Upgrade technical components of the systems and minimize functional changes – Shorter upgrade timeline, less training, less impact to users, less risk – SAP best practice – Prerequisite to implementing new features & functionality – Some functional changes, like new shopping cart experience, are unavoidable 9

Guiding Principles

• • •

What was will be

– Functionally equivalent to current environment

No new functionality

– Introduce after technical upgrade is complete

Theirs, not ours

– Retire customizations in favor of standard SAP functionality, where feasible 10

Timeline

1 JUL Prep 2 AUG 3 SEPT Blueprint Regression Test 4 OCT 5 NOV 6 DEC 7 JAN 8 FEB 9 MAR 10 APR 11 MAY Realization Remediation & Unit Tests Integration & User Acceptance Test

Soft Freeze

no new enhancements

Year-End & Support Packs

Hard Freeze

no system changes

Parallel Payroll Final Prep Mock Runs Revise Training Materials

Go-Live

Post Go-Live Support Deliver Training 12 JUN

11

Go-Live

• • • Planning for 4 days of production downtime – – Offline after business hours on Friday, May 14 Online before business hours on Wednesday, May 19 Revise downtime estimates during testing in Spring Departments need to plan for downtime Mon/Tues 12

Upgrade vs. Implementation

• • • Users are already familiar with SAP Minimal impact to day-to-day activities Lessons learned – Change management – Training – Transparency and inclusion 13

User Impact* Of nearly 9,600 users:

•

55%

will need to learn new shopping cart interface * Initial estimates based on observations to date 14

Training

• • Leveraging existing, successful training strategies – – E-learning FastFacts – Instructor-Led Training (ILT) – Job Aids – Coaching Direct, targeted communications to affected end users based on roles 15

Your Computer

• • • No new browser requirements – Supported = IE6, IE7, Firefox 2 – Unsupported = IE8, Safari, Firefox 3 No new SAP GUI software for Windows users New version of Java GUI for Mac OS 10.5+ users – Encouraged to keep current with latest versions; see h1support.jhu.edu

16

Support at Go-Live

• • Provided through normal primary support channels – Shared Service Centers – Controllers’ Offices – IT@JH Help Desk Enterprise Business Solutions (EBS) will be “all hands on deck,” with consultant support 17

Next Upgrade

• • Not for a while – Enhancements Packs = Innovation Without Disruption – SAP’s New “7-2 Maintenance Strategy” Hardware refresh/replacement

SAP CRM, SCM, SRM 7.0

18

In the Meantime…

• • • Security – Evaluating opportunities to improve and simplify – Understanding user challenges Performance – Improving query & report performance based on user input – Proactive monitoring Reporting & Business Intelligence – Piloting reports development outside of BW – Assessing platforms and opportunities for user empowerment 19

Summary

• No significant changes to user experience except shopping cart • No expectation of performance improvement • Take advantage of new and improved features after Go-Live • Go-Live is May 15-19 20

More Information

• • • Website – SAPatHopkins.org

Confluence = project knowledge management wiki – know.isis.jhu.edu/display/SAPUP Social Networking – twitter.com/sapupjh – facebook.com/sapupjh 21

Contact Us

Geof Corb

Senior Director IT @ JH - Enterprise Applications [email protected]

| 410-735-4001

Jill Mikros

Director, Planning & Operations IT @ JH - Enterprise Business Solutions [email protected]

| 410-735-7032 22

Q&A • • • • • We’re 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.

We’ll be answering questions in the order that we receive them.

We’ll also be answering the questions that were emailed to us during the presentation.

If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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 email us at: [email protected]

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… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!