Transcript Slide 1

HR Forum
Update
October 25, 2004
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.
2
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• Replacing outdated, costly and dysfunctional information systems and business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.
3
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
4
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.
5
The HopkinsOne project is targeted for completion by the summer of
2008. However, key components of the system will start to become
operational by the summer of 2006
Blueprint
Project
Preparation
• Project team training
• Project kick-off
Business
Blueprint
• “To-Be” process design
• Training strategy
• BPI organizational
impact analysis
Realization
Final
Preparation
• Develop new roles and
responsibilities
• Match with current jobs
• Training plan
• Manager preparation
sessions
• End-User training
• Deployment readiness and
preparation
• Ongoing supervisor/midmanager and employee
meetings
• Determine workforce
impact
• Process validation and
acceptance
04/04 05/04
10/04
02/05
Go Live &
Support
• Help Desk and
implementation support
• Develop training
materials
• Develop workforce
transition plans
• Supervisor/midmanager and employee
meetings
04/06
07/06
6
06/08
4/5/2004
09/30/2004
Business Process Improvement
Business Blueprint











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





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
1/31/2005
3/15/2006
Realization
• 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
7
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.
8
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.
9
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.
10
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.
11
How can I learn more about HopkinsOne?
• Visit the HopkinsOne website at http://www.jhu.edu/hopkinsone.
• Contact the HopkinsOne “Hotline” at 410-735-7411 or [email protected].
12