HERUG 2014 - Conference Agenda

Sunday, April 27th
19:00 - 21:00	Registration at Sheraton Hotel lobby

Monday, April 28th
7:00 - 8:30	Registration at Sheraton Hotel lobby
8:30 - 18:00	Day Tour to Punta del Este
19:30 - 21:00	Welcome cocktail at Sheraton Hotel lobby - Sponsored by SAP (registration desk will be open too)

All meeting sessions will be held at Sheraton Hotel's 25th floor

Tuesday, April 29th
8:00 - 8:30	Reception and coffee
8:30 - 8:45	Welcome speech - Juan Manuel Gutiérrez (Vice Provost) and Diego Moreira (IT Director and HERUG 2014 Chair) - Universidad de Montevideo and Malcolm Woodfield - SAP Global Vice President, Industry Business Solutions, Higher Education and Research
8:45 - 10:00	Adoption of SAP's Strategy for Higher Education & Research - Mark White, Silke Jakobi, Farah Gabriela González - SAP
10:00 - 10:30	Coffee break
10:30 - 11:30	Implementing SAP with an organizational change in mind - Marcel Hoornweg - Erasmus University Rotterdam - Sjoerd van der Smissen, Hans Teuben - Deloitte
11:30 - 12:30	User Experience and SAP Fiori - Anne Girin - University of Liège - Joël Pissoort - SOA PEOPLE / ULG
12:30 - 14:00	Lunch
13:40 - 14:00 (overlapped with lunch)	Internet 2 partnership opportunity for Research data analysis Join Kathy Gates for a discussion on Internet2’s Net+ program and opportunities for future involvement by SAP. Net+ helps universities fulfill their research and education missions through industry partnerships that deliver networking and cloud services in application areas such as LMS, collaboration, and big data. We will discuss an opportunity for SAP to participate by leveraging HANA for scientific computing. An objective will be to assess the interest of HERUG member support and participation in a co-innovation project in this area.
14:00 - 14:45	Track 1: SLcM Innovations to Support Teaching and Learning - Kathy Gates - University of Mississippi
	Track 2: App for Research Management - Annick Lambert - University of Liège
14:45 - 15:30	Track 1: A new way to maintain and publish the University's course descriptions (ECTS) - Hilde Vanhaute, Inge Wullaert - KU Leuven
	Track 2: Integrated Research Proposal Development at the Instituto Nacional de Cancerología (INC - National Institute of Cancer Research, Bogota, Colombia) using SAP Portfolio and Project Management - Keith Harmon - SAP and Chris Graham - PGS
15:30 - 16:00	Coffee break
16:00 - 16:45	Track 1: Admission process at UNIMET - Ana Silva - Universidad Metropolitana de Venezuela
	Track 2: Meet the expert session: Solutions supporting Research - Keith Harmon - SAP
16:45 - 17:30	Track 1: SAP Fiori changes perception of campus life - Silke Jakobi, Farah Gabriela González - SAP
	Track 2: Medical Information Gateway on HANA - Michael Mallach, Adam Low - Charité - Universitätsmedizin Berlin

Wednesday, April 30th
8:00 - 8:30	Reception and coffee
8:30 - 10:00	Adoption of SAP's Strategy for Higher Education & Research - Stefan Schaffer - GLOOOBAL and Keith Harmon - SAP
10:00 - 10:30	Coffee break
10:30 - 11:30	SAP Patching Strategy at Newcastle University: Discover our Approach for Keeping Up-to-Date with Support Packages and Enhancement Packages - Alan Cecchini - Newcastle University
11:30 - 12:30	Architectural Design Student services - web & mobile - Henny Claessens - Maastricht University
12:30 - 14:00	Family Portrait followed by Lunch
14:00 - 14:45	Track 1: Evolution of the course enrollment system - Luis Tricot - Duoc UC Chile
	Track 2: Identity and Access Management (IAM) in a complex SAP-centered environment - Gudrun Buchholz, Christoph Wall - Freie Universität Berlin
14:45 - 15:30	Track 1: SAP Jam & SLcM integration - Rob Jonkers - SAP
	Track 2: How SAP's Governance, Risk, and Compliance product helps MIT segregate duties and control access - Bart Dahlstrom - MIT
15:30 - 16:00	Coffee break
16:00 - 16:45	Track 1: HANA Student/Learning Analytics - Rob Jonkers - SAP and Tom Saeys - itelligence
	Track 2: Overview developments in financials at Leiden University (past and nearby future) - Rob van der Wijngaard, Dennis van den Oord - Leiden University
16:45 - 17:30	Track 1: Recruitment and matching of students using SAP CRM and SAP SLcM - Maastricht University - VU University Amsterdam
	Track 2: Leveraging Campus Online Services With Engaging Cloud-Enabled Sites using SAP HANA Cloud Portal - Guy Roth - SAP Labs Israel

Wednesday night, April 30th
19:30 - 22:00	Meeting's Official Dinner - Sponsored by SAP (at La Casa Violeta restaurant) (will depart at 19:15 from Sheraton Hotel lobby)

Thursday, May 1st
8:00 - 8:30	Reception and coffee
8:30 - 9:15	Integration - the good, the bad, the better, the worse and the pervasive - Henny Claessens - Maastricht University	download appendix
9:15 - 10:00	HERUG Committee - for HERUG members only - HERAC Meeting Update
10:00 - 10:30	Coffee break
10:30 - 11:30	SAP-HANA: quick wins with the RDS Finance for public sector (FI-FM) and tips to "warp speed" your custom reports - Roel Arits - KU Leuven
11:30 - 12:30	SAP User Experience Strategy: A Customer View - Alan Cecchini - Newcastle University	See online
12:30 - 14:00	Lunch
14:00 - 14:45	Transforming user experience at MIT - with and without SAP - Bart Dahlstrom - MIT
14:45 - 15:30	The road to HANA at University of Amsterdam: Migrating to BW on HANA and Suite (ERP) on HANA in 7 months - Marcel Rabe - University of Amsterdam
15:30 - 16:00	Coffee break
16:00 - 16:45	Mobile course timetables at the KU Leuven, our first SAP UI 5 implementation - Jan Scheerlinck - KU Leuven
16:45 - 17:00	Closing and remarks

Presentation details and abstracts

SAP-HANA: quick wins with the RDS Finance for public sector (FI-FM) and tips to "warp speed" your custom reports.
Roel Arits - KU Leuven
In Q4 of 2013 KU Leuven started an implementation project SAP HANA (in a sidecar scenario), with the intention of going-live with a first proof of concept (POC) end May 2014.
In this presentation we will first explain the theory of SAP HANA (column store and compression, in-memory computing, technological evolutions, etc.) and the timeline for future HANA-developments at the KU Leuven.
The focus however will be on our POC:
First we implemented the RDS Finance for public sector. Thanks to this Rapid Deployment Solution we have, on a very short term with minimal effort, a number of new reports and transactions that take full advantage of HANA.
We'll demonstrate the HANA DB cockpit and some of these new financial and budgetting (FM) reports and compare them to the existing reports (live demo or video).
This will not only show a massive improvement in speed, but also another way of running a report: in classic reports by example, our users now often ask for all the details only to make subtotals and thus look for deviations. HANA-reports often first get the totals and afterwards, when necessary for analysis, request further details.
Next to the new standard SAP-code (provided in the RDS) we will also present some code changes we've made in custom made reports and transactions. This will answer some questions: how to setup the HANA DB cockpit to include custom reports? What are the minimum adjustments for correct HANA use (quick wins in code, but only a small gain in speed)? What alternative ways off programming exist to fully enjoy SAP HANA speed in custom report? What kind of reports to enhance?
This will be shown with a demo (or video).
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Mobile course timetables at the KU Leuven, our first SAP UI 5 implementation
Jan Scheerlinck - KU Leuven
Currently the students can access their "personalised" course timetable through the SAP portal, which publishes the events of the courses booked by the student. In case of a the teachers the events of the courses for which they are responsible are shown. Since a few years there is a recurring and urgent request for a personalised mobile course timetable version that synchronises with the personal agenda.
ICTS KU Leuven designed a solution which allows the user to "opt in" through a mobile application, developed in SAP UI 5, for the synchroniastion between the SAP course timetables and their Outlook Exchange agenda which he can consult on his mobile device our PC through the Outlook Web Access (OWA).
The same mobile "opt in" application will allow the user to have his personalised course timetable displayed in the web browser of his mobile device.
After outlining the functional context of the application and a short live demo (if technically possible), the presentation will focus more in detail on the technical architecture and the different technologies used, amongst others
   o the SOA based web services for interfacing data between SLcM Event Planning and Outlook Exchange
   o the Netweaver gateway restservices for interfacing data between SLcM Event Planning and the mobile portal on device
   o SAP UI 5 experiences with the development of the (mobile) web applications
   o performance tuning of the initial and delta load of SLcM timetable data
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A new way to maintain and publish the University's course descriptions (ECTS)

Since the early days of the introduction of SAP-SLcM at KU Leuven in 2003, there was a web application for the lecturers to maintain a description of their courses. A system of approval by editors was built upon it to ensure that the submitted texts and structured information were in line with the learning outcomes of the programme. Finally, the approved syllabi were published in the online programme catalogue.
After almost 10 years of service, the application needed a thorough technical refactoring. Moreover there was a decision on the level of the University and her partner University Colleges of the Association to implement a new template for the course description. This new template was matched to the guidelines of the ECTS Users' Guide. This ECTS Users' Guide provides guidelines for implementation of the European Credit Transfer and Accumulation System (ECTS).
So ICTS KU Leuven developed a new application, henceforth referred to as 'ECTS'. The basic principles of the process were not altered. The most important technological improvements included
   o integration of a new inline text editor (Ckeditor)
   o revision of the data storage process
   o revision of the process of approval
   o revision of the simulation functionality
After outlining the functionalities of the application we will give a short live demo.
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Identity and Access Management (IAM) in a complex SAP-centered environment
Gudrun Buchholz, Christoph Wall - Freie Universität Berlin
Topics which will be covered are:
   o Why an IAM is needed
   o Which components does an IAM have
   o Example workflow for managing external lecturers
   o Challenges in implementing the solution
   o Benefits gained for Freie Universitaet Berlin
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App for Research Management
Annick Lambert - University of Liège
Since September 2013, a new SAP tool, developed through web-dynpro technique, is used for all R&D management aspects, from the very beginning till the closing of a research project.
This tool, called PRECIS, summarizes all useful R&D aspects :
   o Information concerning the launching of resarch projects by public funds
   o Response to those calls by the academic services, and management of the
   o Budget, milestones, cofund
   o Link with SAP PS module
The information can be recorded and consulted either by research projects managers or the financial andR&D department.
This tool is also used for statistical purposes, through the management of key words.
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Implementing SAP with an organizational change in mind
Marcel Hoornweg - Erasmus University Rotterdam - Sjoerd van der Smissen, Hans Teuben - Deloitte
We did a fairly large implementation at our university in less than a year and succeeded.
The project was exciting from the beginning to the very last day. We avoided sharp cliffs en overcame technical issues.
But most of all: we committed our schools and faculties to the project and made them co-creator of the final result. Topics:
   o Change management and project success
   o Pitfals and perils
   o Building course material with SAP Workforce Performance Builder
   o Modules: HCM and Finance, SAP portal with ESS/MSS, SAP Invoice Management by Open Text, PCP, SAP BW/BO, SAP PI
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User Experience and SAP Fiori
Anne Girin - University of Liège - Joël Pissoort - SOA PEOPLE / ULG
Present the result of a proof of concept we are implementing right now about User Experience and SAP Fiori at ULG. The purpose consists, after having stabilized the SAP backend for several years at ULG, to improve the agility of some critical process within the usage of mobile apps. We will focus on return of user adoption after having tested FIORI and take the opportunity to make a live demo.
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SLcM Innovations to Support Teaching and Learning
Kathy Gates - University of Mississippi
These days we hear a lot about the importance of businesses being "tech-enabled," but what does a "tech-enabled" university look like? The University of Mississippi has been live with Student Lifecycle Management (SLcM) for more than a decade and, as a result, is strongly "tech-enabled" with regard to teaching and learning. Vendors clamor to provide niche solutions for higher education, but we have been able to innovate right in our SAP system with speed and agility. This session will review some of our most interesting uses of technology, facilitated by SLcM, to advance the University's teaching mission. Examples are degree audit, automated attendance tracking, and sentiment analysis of student ratings of instruction.
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Overview developments in financials at Leiden University (past and nearby future)
Rob van der Wijngaard, Dennis van den Oord - Leiden University
Overview developments in financials at Leiden University (past and nearby future)
For the presentation / session we would like to focus on finance and user experience in combination of the new tooling / developments (htlm5, fiori) or how the new tooling can be used in the financial area.
1) Introduction. Start financial shared service centre (and IT related projects: for example: invoice approval, ESS expenses, BW/business objects, etc. )
2) Implementation of New GL and redesign SAP organizational structure
3) Overview Runbook (live 2 years)
   - Introduction
   - Business case
   - Implementation process
   - Benefits
   - Lessons learned
   - Future Plans (continuous monitoring)
4) Netweaver Business Client (pilot case)
   - Pilot project for accounts receivables (including demo)
   - Benefits of the use of NWBC / side panels in financials
   - Future plans
5) Gateway / HTML5
   - Pilot project / proof of concept
   - Migration of existing webdynpro application to HTML5 (which involves online course offerings, registration and payment in combination with SAP Training and Event Management )
   - Demo of current application
   - New HTML5 application (infrastructure, design, integration with ECC backend system, look and feel, demo)
   - Future plans

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Leveraging Campus Online Services With Engaging Cloud-Enabled Sites using SAP HANA Cloud Portal
Guy Roth - SAP Labs Israel
SAP HANA Cloud Portal is a cloud-based solution for easy site creation and consumption. Its engaging user experience is delivered on top of a robust set of tools and features that allow a secure integration of varied content and existing applications. SAP HANA Cloud Portal is the perfect solution for providing state-of-the-art online services, integrated with out-of-the-box social and mobile capabilities
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Architectural Design Student services - web & mobile
Henny Claessens - Maastricht University
Topics which cwill be covered are:
   o The major ICT enhancement programme at Maastricht University currently is: Improving Student Information delivery at the university student community at large. This programme is covering all major aspects in the Student Information provisioning domain such as:
   o Content- and communication strategy
   o Implementation Student Webportal
   o Mobility platform
   o Social media
   o Upgrade WIFI network
   o Implementation of a new IAM solution.

This presentation will focus on the infrastructural layers and the (often difficult in terms of functionality versus costs) choices to be made in order to enable the realization of this programme.
All relevant layers will be evaluated in further detail:
   o Datasore layer where basic data reside
   o Authentication and Authorization layer (IAM, SOAP, Odata, SAML, NT User etc.) who is allowed to do/see what
   o Business accesss layer (a.o. federation, SAPUI5, Payment Server, Web Dynpro)
   o Presentation Layer (a.o. Portal, Portlets, Mobile apps, Webshop, Responsive webserver)
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Integration - the good, the bad, the better, the worse and the pervasive
Henny Claessens - Maastricht University
Topics which will be covered are:
   o Integration and SAP as it was in the past and as it will continue to be in the future
   o Integration and the new era of unprecedented change
      o across a multitude of dimensions as well as
      o the behavioral and technological disruptions accompanying these changes
      o the transfer process towards SMAC ERP
          o Social
          o Mobile
          o Analytics
          o Cloud
   o Ever growing complexity from the past decades currently is hampering the ability to innovate
   o That is why simplification is key
       o User Experience (key drivers: intuitive, differentiation in user perspectives, adaptive)
       o Technology Stack (key drivers: faster, smarter, simpler)
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The road to HANA at University of Amsterdam: Migrating to BW on HANA and Suite (ERP) on HANA in 7 months
Marcel Rabe - University of Amsterdam
Topics which will be covered are:
   o Business Case(s)
   o Scope of the two projects
   o Approach
   o Experiences
   o Results
   o Future plans
The Go Live for the Suite on HANA is currently planned for the first week of May (right after the conference). Results shared about this migration can therefore only be taken from the Acceptance system. True benefits of the platform are not discovered before May 2014. The BW on HANA is live since December 2013.
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SAP Patching Strategy at Newcastle University: Discover our Approach for Keeping Up-to-Date with Support Packages and Enhancement Packages
Alan Cecchini - Newcastle University
Topics which will be covered are:
   o History of Patching at Newcastle University
   o Drivers for Changing our Patching Approach
   o Options Considered
   o Our New Strategy
   o Scoping
   o Governance
   o Planning
   o Risk Mitigation
   o Testing and Issues Management
   o Project Review and Continuous Improvement
   o Future Plans and Challenges
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SAP User Experience Strategy: A Customer View
Alan Cecchini - Newcastle University
Topics which will be covered are:
   o Introduction
   o Fiori and SAPUI5
   o NetWeaver Gateway
   o Web Dynpro ABAP and Floorplan Manager
   o Screen Personas
   o NetWeaver Business Client
   o Branding
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Admission process at UNIMET
Ana Silva - Universidad Metropolitana de Venezuela
Show the different admission ways the university has and how it handle them within SAP
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How SAP's Governance, Risk, and Compliance product helps MIT segregate duties and control access
Bart Dahlstrom - MIT
MIT tackled an initiative to improve segregation of duties and access controls for SAP financial transactions in 2013. Hear how the implementation of SAP's Governance, Risk, and Compliance product helped MIT strengthen its approach to compliance. Topics which will be covered are:
   o Business & technical goals
   o Project approach
   o Implementation of GRC
   o Critical success factors & lessons learned
   o Results 1 year later

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Transforming user experience at MIT - with and without SAP
Bart Dahlstrom - MIT
Anchored by user experience research and design, MIT is transforming how individuals across the institute accomplish administrative tasks and experience SAP. After an unsuccessful attempt to leverage SAP products, MIT changed technical direction and will deliver the third release of its customer facing functionality in May, using SAP as the back-end system. User experience is so much more than pretty screens and iPhone apps.

Topics which will be covered are:
o User experience research, stories, persona, design, and application delivery
o What we learned from our mistakes
o Critical success factors
o Examples and demos of new solutions
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Recruitment and matching of students using SAP CRM and SAP SLcM
Maastricht University - VU University Amsterdam

Matching (with SAP SLcM) @ VU University Amsterdam
There is considerable interest in study choice and study advice in The Netherlands due to the bill 'Quality in Diversity' in which universities are required to offer students a study choice activity.
Furthermore, Dutch universities find it most important that students choose their study program and learning environment which suit their interests and ambitions. To support students in their decision-making process, institutes offer matching for prospective bachelor's students.
Matching is a process during which students can evaluate whether their expectations and skills are in line with the program's content, the teaching philosophy and the talents needed to be successful here. It is a mandatory part of the admission process for students who wish to apply for a bachelor's program that does not have a fixed quota or selection process.
The VU University Amsterdam will give a quick impression of higher education in The Netherlands, with a focus on issues in the field of recruitment versus selection/admission. The Dutch government has a large involvement in de process of increasing study success in order to keep governmental budgets on higher education in control.
In the presentation an insight will be given on the reasons, purposes en consequences of the matching process: impact on processes, organization and systems will be addressed.
VU University Amsterdam will zoom in on their recently implemented matching process: what resources they applied to meet legislation regarding matching and in what way SAP SLM is used to support these processes.

Project Student recruitment (with SAP-CRM) @ Maastricht University
Within Student Recruitment, is a need to register and track prospective students (so called' leads') at the beginning of the recruitment process.
Required is to follow leads starting from interest for a study, until register as a student at the university.
Examples of activities are; provide study brochures, supply open days, send mail campaigns and perform mail follow-ups.
Therefore, a new project was launched with the goal to improve the quality of relationships with prospective students to provide information about studies and the supply of events. Crucial is the ability to identify, record and track the leads. Also evaluate events and leads by analyzing management reports.
SAP CRM is already used within Maastricht University by the alumni office. All alumni are recorded after graduating in SAP CRM by an interfacing with SAP SLcM.
SAP SLcM is the leading system for all (current) students, where SAP CRM is a registration system for all Business Partners such as alumni and prospective students.
In the presentation we focus on targets, customizing, challenges and setbacks within the project.
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Medical Information Gateway on HANA
Michael Mallach, Adam Low - Charité - Universitätsmedizin Berlin

One of the biggest issues faced in modern medical research institutions is dealing with the gaps in the translational research chain. The gaps between experimental and clinical trials and finally translating these results into clinical treatment still exist. It simply takes too long to bring groundbreaking findings, in molecular and genetic research, into a clinics daily routine. To bridge the gap between research findings and clinical processes we will use the Medical Information Gateway approach. The Medical Information Gateway will provide a research space where clinical data and research data is accessible for researchers and physicians. To correspond with data protection laws this data will be anonymized and stored securely. The Medical Information Gateway will be based on InMemory technologies (HANA) to allow researchers and physicians real time access to huge amounts of data.
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Meet the expert session: Solutions supporting Research
Keith Harmon - SAP

Please join the session to review and discuss SAP solutions supporting Researchers and research administrative processes in key areas:
•    Sponsor proposal development
•    Managing sponsored programed funding
•    Tracking financial disposition and administrative tasks

Provide feedback on SAP’s current solution offering and provide input on how to best minimize the time Researchers spend on administrative tasks and support the organization enhance its ranking in the research community.
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