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Minutes: May 24, 2006

p.m., Wednesday, May 24, 2006
School of Medicine Administration, Board Room 103

PRESENT: Drs. Bhatti, Dagnelie, DeLeon, Efron, Flynn, Cory Brayton (for Gabrielson), Hillis, Holcroft, Honeycutt, Huang, Lehmann, Magaziner, Martins, Miller,  Mooney, Niv, Pidcock, Sterni, Williams, Yaster, Zellars, Mr. Watkins, Mss. Cohen, Foy and Sandone.

ABSENT: Drs. Adger, Ain, Aucott, Bergles, Blok, Caterina, Chan, Choi, Colecraft, Cooper, Cormack, Denmeade, Guity, Iacobuzio-Donahue, Liu, Lorsch, Peters, Pomper, Robinson, Roper, Schulick, Tompkins, Walker, Woolf, Messrs. Bagga and Grelotti Prucz.

GUESTS:   Messrs. Amey and Golding, Ms. Heiser.

I.  Minutes

The minutes of the April 19, 2006 meeting were approved.

II. HopkinsOne – Mr. Steve Golding

 Mr. Golding, HopkinsOne Executive Program Director, updated the Medical School Council on the status of the project.  The scope of the project encompasses all of the business functions including supply chain, Human Resources/Payroll, finance, sponsored projects, etc. for all Hopkins entities except APL and Howard County General Hospital.  The goal is for more efficient business processes consistent across all of Johns Hopkins.  As an example, in the sponsored project arena, faculty can expect quicker proposal turnaround time, electronic proposal submission through, a quicker grant award set-up process and online real-time tracking of grant expenditures and commitments.

The project is utilizing SAP software as the foundation of the system.  There are interfaces planned with other systems including COEUS.  Bearing Point Consulting Group is assisting in implementation planning. 

The original plan was to go on-line in July 2006, but the timeline has been moved forward to January 2007 to allow for further refinement of the product and to provide employee training and additional product testing cycles. A third party readiness review has been completed and consultants are optimistic the January 2007 date can be met.

Mr. Golding reviewed recent project activities which included role-mapping work flow, training, implementing 180 vendor interfaces, conversion of current data into SAP, and the establishment of shared service centers.  A major challenge is the training required for current staff.  Plans for training include hands-on classroom as well as on-line modules currently being developed.

Mr. Golding responded to questions relating to project security issues.

III. Recent Changes at NIH – Mr. Mike Amey

Mr. Amey updated the Medical School Council on the NIH’s goal of a paperless grants process.  He provided copies of the May JHM Webnotes that outlines the procedure for electronic submission to the Office of Research Administration as well as a chart outlining the work flow using SAP/COEUS software.  He noted the electronic R01 submission will be effective February 1, 2007.  Faculty were encouraged to utilized October or June deadlines, if feasible, in case unexpected problems arise with the first electronic cycle.

Mr. Amey called attention to a chart in the handout prepared to assist investigators in converting percent effort to calendar months, as now required on SF424 and PHS 398 forms.  The Office of Research Administration has developed training on using COEUS for electronic submission of grants that will begin this summer.  Faculty were encouraged to refer to JHM Webnotes for scheduled sessions.

Mr. Amey indicated a willingness to attend departmental meetings to discuss changes in the submission processes.

IV. Silver Book – Dr. Hillis  

Dr. Hillis reviewed the background and work of the clinical-educator initiative that led to a revision of the Silver Book.  The book is designed to provide guidance to faculty and their mentors in understanding strategy and benchmarks for academic advancement.  Practical guidance for documenting achievements, creating an educational portfolio, CV format, and suggested annual review forms are included in the book.  Faculty should be encouraged to review this document early in their careers to understand and document components essential for advancement.  Dr. Yaster underscored the importance of the proper CV format in the promotion process.

Dr. Hillis reported an open faculty meeting to address changes in both the Gold and Silver Books is being planned after July 2006.

IV. Other Business

Dr. Avigdor Niv, a part-time faculty representative who is rotating off the Medical School Council this year, thanked the Council for its excellent work and leadership on many important issues.  He commented on the challenge of effectively communicating with the part-time faculty.  Dr. Hillis noted part-time faculty have different roles in each department and all are very important to the mission of the School.

There being no further business this meeting was adjourned at 5:00  p.m.

Respectfully submitted,

Mary E. Foy

Future Medical School Council meetings:

All meetings will be held in the School of Medicine Board Room (SOM 103), 3:00 to 5:00 p.m.

June 21, 2006