April 27-29, 2004
Katholieke Universiteit Leuven, Belgium

Abstracts

Wednesday April 28

RESEARCH

Research proposal development and pre- and post-award management (COEUS) - [1]

Mr. John Cunningham, MIT
E-mail: johnc@mit.edu

MIT has created the COEUS system to facilitate sponsored research program award acquisition and administration. This software makes it possible to prepare proposals, route them internally to obtain proper approvals, and submit them to sponsors electronically. The main modules in Coeus are: Proposal Development, Proposals, Awards, Subcontracts, Negotiations, Persons, Conflict of Interest, and Report Tracking. Coeus runs as a client server application for both Windows and Macintosh clients, and a CoeusWeb version with limited functionality is also available. A Java version of Coeus and enhanced web functionality are under development.
MIT has linked Coeus to SAP R/3 with common data elements and feeds. Coeus serves as the system for generating research awards while R/3 serves as the system for post-award financial administration of research projects. Approximately 100 universities and research institutions have licensed Coeus. MIT and SAP are currently discussing formalizing linkages between Coeus and R/3.

SAP Grants Management  for HER - [2]

Mrs. Ulrike Kleifeld, SAP AG Walldorf
E-mail: ulrike.kleifeld@sap.com

SAP Grants Management is a new solution for the management of grants on both sides, the grantee and grantor. Two universities have already implemented this solution successfully for their management of research grants and external funding.
Complementing these customer reports, this presentation gives an overview about the general concepts of SAP Grants Management (Grantee), the available functionality, the business benefits, and the ongoing developments. Thereby, the presentation concentrates on the specific needs of universities and other higher education institutions, including research institutes. A comparison of SAP Grants Management and the current grants management in SAP Campus Management completes the overview.

Grants Management Implementation: A journey into the unknown?! - [3]

Mr. Omar Benaddi, University of Leeds
E-mail:o.benaddi@adm.leeds.ac.uk

The University of Leeds recently upgraded from SAP 4.6 B to Enterprise Extension Set 2 as part of the Ramp up programme.
The upgrade programme not only included a number of already used SAP modules (HR/Payroll, MM, FI, SD, PP, TR, WF, CO, PS) but also the implementation of the new Grants Management module.
For many years the University of Leeds had its own in-house developed grants management system loved by all users. Upgrading to a new release of SAP in itself is always a challenge but replacing a well established system by a completely new/not widely used system at the same is a real journey into the unknown.
This presentation will take you through the various drivers for this move, highlight the good and not so good points of being a Ramp up site and give you a real life experience of a University that has gone where nearly no one has gone before.

A university 'big bang' and grant management implementation - [4]

Prof. Adam Shwartz, Technion - Israel Institute of Technology
E-mail: adam@dp.technion.ac.il

The Technion 'Matmon' project is unique in two ways. Firstly, it is a large (9 modules) and fast (9 month) implementation. Secondly, we have made extensive use of the new Grant Management module.
I shall describe why we chose a 'fast and furious' implementation, and review this decision in retrospect. I will briefly describe the project, especially its management method, which was key to our success, and some key decisions we have made.
The management of grants was one of the key objectives in this project. The GM (Grant Management) module is a new SAP module, for which we are a ramp-up site. I will describe the Technion strategic view of grants, the ensuing requirements, and compare those to the .A.P. GM. Then I will describe the solution we developed using SAP tools for the broader issue of handling grants. This solution involved some unique developments that extend the functionality of MySAP.com and GM, in all phases of grant management. In particular, the issue of authorizations required special developments.

University unique applications - [5]

Mr. Uri Ehrlich, University of Haifa
E-mail: uehrlich@univ.haifa.ac.il

The presentation will show applications that were developed at the University of Haifa in response to specific needs in the university museum, the handling of mail and in the distribution and control of site-licensed software.

HUMAN RESOURCES

New Job Ranking System Dutch universities - [6]

Mr. Henny Claessens, Universiteit Maastricht
E-mail: henny.claessens@bu.unimaas.nl

The 'Association of Universities in the Netherlands' (VSNU) in cooperation with Hay Group have developed a new Job Ranking System for all 14 Dutch universities (7 of which are using SAP).
Universiteit Maastricht has implemented the new Job Ranking System within SAP HR. This SAP based Hay-implementation is developed as a generic solution for all 7 SAP-site universities in the Netherlands.
This presentation will:

• review the (pilot) implementation
• highlight the generic university approach
• examine the implementation choices made
• discuss the future HCM capabilities of the implemented solution.

Implementation of ESS (Employee Self Service) - [8]

Mr. Graham Kemp, University of Toronto
E-mail: graham.kemp@utoronto.ca

The University of Toronto has completed the first phase of the implementation of Employee Self Service.  This first phase included over 7,000 academics and staff and was the first major web application made available to this large and diverse group.  The discussion will focus on the activities leading up to the implementation of the first phase
and the issues surrounding the design and security of the application.  Post implementation experiences both negative and postive will be included in the presentation along with plans for the next phases which include Manager Self Service security of the application. 

CAMPUS MANAGEMENT

Going Boldly Where No University Has Gone Before - A Report on UM's Experiences with Course Offering - [9]

Dr. Kathy Gates, University of Mississippi,
E-mail: kfg@olemiss.edu
B. Hale, University of Mississippi
E-mail: hale@olemiss.edu

The University of Mississippi's Spring 2003 'go live' represented a complete conversion from its legacy mainframe system to Campus Management, including all course offering functions from course planning to booking (web and GUI) to grading and finally to the evaluation of instruction. Some aspects have worked smoothly from the start (such as grading), whereas others (such as event planning) were initially met with campus resistance.
This past year, UM and the CM development team have worked together to refine the process, e.g., through a 'new and improved' interface for event planning data entry and assorted booking performance enhancements. UM and the CM development team have vigorously pursued solutions -- solutions that have resulted in a better overall product. This session will present the progress that has occurred along with 'before and after' campus feedback, implementation choices, and lessons learned. The presentation will also include demonstrations of UM's booking and grading web interfaces as well as the very recent extension of CM functionality to support the on-line evaluation of teaching. This session will offer valuable lessons to others who are considering going live with course offering functionality in Campus Management.

Challenges and chances implementing 'Bologna' in SAP Campus Management - [10]

Mr. Andreas Born
E-mail: Andreas.Born@unibas.ch
Mr. Lukas Heierle
E-mail: Lukas.Heierle@unibas.ch
Universität Basel
http://campus.unibas.ch/

The University of Basel is currently introducing new curricula in accordance with the principles of the Bologna Process. To manage the student administration, SAP Campus Management went live at Basle two years ago. The next steps will now be the integration of the information for the course catalogue according to the European standards (ECTS) of the information package into CM, the administration of the acquired credit points in CM and a university wide transcript of the academic work of the students.

The presentation will briefly introduce to the goals and requirements of the Bologna Process in general. It will then focus on three aspects of the implementation of the new curricula and its impact on working with CM: Academic structures, degree audit and course prerequisites. Finally we will present reflections and conclusions due to experiences from prototyping.

Overview of campus management processes live at the K.U.Leuven - [11]

S. Maes, J. Raeymaekers and C. Van Soom, K.U.Leuven

The implementation of Campus Management at the K.U.Leuven was set up as a phased roll out.  The first 'go live' phase started in spring 2003, and covered the conversion of academic structure and student master data, and the implemenation of new processes for registration and room reservations, including several web publications and applications.  The second phase is planned to roll out not before 2005-2006 and will focus on audit processes and individualised study programs of the student . 

In this session, we will give an overview of our phase 1 implementation,  comparing standard functionality  with required own developments.   Phase 1 turned out to be itself a chain of 'go live events'.  In between, a lot of time was invested in user support and a continuous effort to improve and refine  developments.   A year after the first go live event,  having lived one academic year in Campus Management, we  take this opportunity to present a state of the  implementation .  

Beyond a pilot product: the benefits of Campus Management release 4.72 for your institution - [12]

Dr. Joachim Plumbaum, SAP AG
E-mail: Joachim.Plumbaum@sap.com

Within 2003 Campus Management has been successfully implemeted at several universities. At the same time SAP has continued to enhance the solution and developed major new functionality. The enhancements were based on the experience from the running projects as well as on the need to provide a standard product which is able to manage students academic life cycle in various educational environments.

In this presentation we will give an overview on how Campus Management in its new release addresses the needs of higher education and show the benefits of our solution. It includes a demonstration of Campus Managements fully integrated degree and stage auditing process.

CM beyond pilot phase: the future perspective of how 'non-pilots' can influence the development path - [13]

Dr. Malcolm Woodfield, SAP
E-mail: m.woodfield@sap.com
Dr. Joachim Plumbaum, SAP AG
E-mail: Joachim.Plumbaum@sap.com

Campus Management has been developed together with a group of pilot and first customers. The cooperation has been intense and extremely successful. The pilot group was not only a very valuable source of rollin for the development but also a forum for the institutions to learn from each other and to exchange experiences with the product.

With a broader customer base, SAP gots the request from various sites to become member of the pilot group and being able to address their requirements.

Thus SAP likes to approach the HERUG with a proposal to form a user group for Campus Management which can serve as information and rollin channel. It can be both a forum to discuss on the priorities of new requirements and a way to exchange experience with the product.

NEW TECHNOLOGIES

BW for HR and CM, a look behind the screen - [14]

S. Beullens, T. Overloop, K.U.Leuven

The K.U.Leuven has already some experience with SAP-BW. This presentation will focus on two domains: Human Resources and Campus management. For HR, we could start from 'business content' delivered by SAP and adapted it to our own needs. For CM, we started from scratch and build our own extractors, cubes, reports.
We also provide web-reports for occasional users.
Our BW-experts will show you the results and take you on a tour behind the screen.

Self-service applications for personnel (leave requests, curriculum vitae, research database,…) - [15]

E. De Clercq, A. Cottens, I. Wullaert, K. Claes, K.U.Leuven

The K.U.Leuven Workplace has been expanded this year to include more webapplications for all personnel members. We will now present two of them.

1. Leave requests are now dealt with completely electronically. You enter your request on-line and can see the result on your quota immediately. Your boss then receives an e-mail and can approve or disapprove. All information is immediately stored in SAP-HR-Time.
We will give a demo of the webapplication and give some information on how this is processed by SAP in the background.

2. The research database contains information on all research projects, teams, cooperations, equipment, expertises, ... and is available for consultation via http://cwisdb.cc.kuleuven.ac.be/oc-bin/oc?lang=E

We built our own datamodel in SAP using the HR-PD-concept of objects and relationships. We will also demo the webapplication used by researchers to maintain their research information.

Top of page

Thursday, April 29

Campus Management and much more - What can you expect SAP to deliver in 2005? - [18]

Dr. Joachim Plumbaum, SAP AG
E-mail: Joachim.Plumbaum@sap.com

With the major completion of Campus Managements core functionality in 2004 SAPs focusses on reducing the solutions TCO and integration of Campus Management into additional scenarios like recruitment. In this presentation more details on SAPs plans for next release of Campus Management will be shown and opened for discussion within the HERUG. In addition SAPs approach to support further scenarios within the Higher Education and Research solution are presented.

What is, and will be, new in the HR and finance modules that is of interest to HER customers? - [19]

Mr. Juergen Hollberg, SAP AG
E-mail: juergen.hollberg@sap.com

What new functionality can be expected in the core areas of Accounting and Human Resource Management? What features are under consideration? As every year, SAP tries to provide an overview focussing on functionality that is or might be useful for HER institutions.

Top of page