Transcript Running CERN's E-Business Application on 9iAS

CERN – European Organization for Nuclear Research
Administrative Support - Internet Development Services
Visit to Norwegian Public Roads
Administration 10/10/2002
Sue Foffano, Gabi Thiede
CERN
Who are we ?
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CERN
IDS
Sue Foffano
Group Leader Internet Development Services,
Administrative Support Division
Gabi Thiede
Organisation & Procedures Unit, Administrative
Support Division
Why are we at the NPRA today ?
Initial email contact from B. Andreasson in 1999
concerning CERN’s use of Oracle Workflow
 Contact again during Spring 2002
 Visit to CERN on 28/06/2002 by 7 members of the
NPRA to check out our use of Workflow & the
Electronic Document Handling (EDH) Application
 Follow-up contact from T. Lissner inviting us to speak
to you today about our applications and the way we
work
 So, let’s go…….

CERN
IDS
CERN
World’s Leading Particle Physics
Research Laboratory
Annual budget of $700 million
 2600 Staff
 6500 visiting scientists
 Inventors of the
World Wide Web
 Half the world’s particle
physicists researching
matter and forces
CERN

IDS
Challenge facing CERN Today
Build the worlds largest scientific
instrument…
Budget
Staff
With less budget..
fewer staff…
CERN
IDS
for more scientists…
with higher
expectations...
Meeting the Challenge
Reduce costs
 Increase efficiency
 Streamline processes
 Increase productivity
 Empower workforce
 Maintain control
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CERN
IDS
AS Division
CERN
Admin
Administrative
Support
Corporate
Applications
CERN
IDS
Accelerators
Research
Technical
Organisation &
Procedures
Internet
Development
Systems &
Services
Administrative Software Mission
Tasks
– Analyse and specify the functional requirements of corporate
administrative applications
– Assist users in choice of technical solutions (preparation of
market surveys, etc.)
– Purchase, develop, implement, and maintain corporate
administrative applications
– Support users of these applications; prepare user
documentation and training
Objectives
–
–
–
–
CERN
IDS
Standard solutions, open platforms, healthy buy/develop ratio
Integration, coherence, quality
Reduction of complexity
All this to maximize service and minimize cost
Short History
 Before 1990 mixture of in-house and heavily customised
purchased applications on a mixture of platforms
 1990 start of Administrative Modernisation project
– Integration (sharing of data, no duplication)
– Platform independent (Unix / ORACLE)
 1992 Finance and Purchasing operational (plus first
version of EDH)
 1995 Logistics & Materials Management, Human
Resources and Payroll introduced
 1998 onwards applications -> web strategy
CERN
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Application Suite 1 (Bought)
 Finance standard package ORIAC
General ledger, accounts payable, accounts receivable
 Purchasing standard package SIRIAC
Purchase orders, contracts, goods reception, invoice acceptance
 HR standard package ORACLE*HR
CERN staff, industrial support, etc.. (>120000 people registered)
 Payroll standard package SigaGip from IBM
CERN staff, associates, students 3000 - 4000 people on payroll
 Logistics standard package BAAN
Warehouse management, replenishment, sales, etc..
CERN
IDS
Application Suite 2 (Developed)
In house developed applications include:
Foundation: Common data shared by different
applications
 AVCL: advance and claims
 CET: CERN Expenditure Tracking
 CTA: Training application
 CFU: Contract full lifecycle management
 EDH: Electronic Document Handling
 HRT: Human Resource Tracking
 PPT: Project Progress Tracking
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CERN
IDS
Electronic Document Handling
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Currently 7500 users in 33 countries
Over quarter of a million signatures per annum
Over 1200 different customers per day
An approval processed every 15 seconds
Supports several different Business Areas
–
–
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–
–
–
–
–
–
CERN
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Purchasing
HR
Safety
IT Services
Recruitment
Logistics
Training
Internal Procurement
Safety
Paper Leave Request
Errors!
User’s view
CERN
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Manager’s View
EDH Leave Request
Manager’s
View
User’s view
CERN
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Paper Purchase Order
CERN
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EDH Purchase Request
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EDH Purchase Order
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Why EDH was developed ?
Creation
Approval
Transfer
C ER N
Docum
en t
Sig n:
Sign:
Sign:
Replace paper forms
Reduce approval delays
Validation at data source
Handle Delegation
Process Absences
CERN
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Avoid multiple data entry
Why EDH was developed ?
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Paper
–
–
–
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Duplicate/Triplicate data entry
User has to know who signs
Document sent via internal mail
Document location not always
known
– Delays/Dispatching in case of
absences
– Organisational rules may not be
applied equally
– Poor budgeting
– Filing/Archive problem
– Creation + 2 signatures
minimum 3 working days…can
take 6-8 days
CERN
IDS
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EDH
–
–
–
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Single point of data entry
EDH knows who signs
Document sent electronically
Full trace ability
– Absences handled, automatic redispatching
– Adherence to procedures
guaranteed
– Budget follow-up accurate within
24 hours
– Filing/archiving automatic. Clone.
– Creation + 2 signatures on
average < 1 working day
Oracle Workflow
CERN
IDS
No
<Timeout>
Yes
Over 2000 CHF
CERN
IDS
Approved
10k CHF Signature
Origin in m
state?
Workflow Integration
Corporate
Database
Purchasing
Absences
Supervisors
Human
Resources
Order
Technical
Amount
Contact
CERN
IDS
Organic
Office
Structure
Locations
Workflow
Engine
Document
Database
Receiver
Systems
Payroll
Signature Rights
Philosophy :
Minimum Number of Signatures
Maximum Level of Delegation
Required signatures MUST be obtained
Non-blocking signatures
– EDH will search for delegates in case of Absence or Timeouts
Idea is to get a document through the system
from start to finish as quickly as possible :
Streamlined Electronic Procedures
CERN
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Interfaces : Signatures
Financial Routing
Creator
Section Leader
2K Signs
Over 2000chf?
Group Leader
10K Signs
Non Member State?
Over 10000chf?
CERN
IDS
Division Leader
NMS Signs
 Signs
Signature Interface
WHO
TARGET
WHAT
Sue
Budget
Code
16152
Internal
10K CHF
Purchase
Requisition
Sue
Derek
Supervisor
CERN
IDS
AMOUNT
null
User’s view v’s System needs
User’s view :
– Sue is Group Leader of AS-IDS
– Sue is Supervisor of Derek
System’s view :
– I have a Purchase Request on budget code
16150 for 5000CHF who should sign?
– I have a Leave Request from Derek who
should sign ?
CERN
IDS
?
User’s view v’s System needs
 Filling in the gaps
– As Group Leader of AS-IDS Sue
• Has 1st priority signature rights for up to 10,000 CHF on
all budget codes belonging to AS-IDS
• Has 1st priority supervisory rights on all people belonging
to AS-IDS
 Therefore
• If first priority is absent or fails to sign in required delay,
second priority will be chosen.
• Alternatively priorities may be changed, e.g. if Group
Leader decides that deputy should handle all ‘financial
matters’ or ‘personnel matters’
 Gaps may be filled either explicitly or
implicitly (calculated on line)
CERN
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Signature Right Management
Roles
Group Leader
Can sign up to 10,000 CHF
Profiles
Can Authorise Leave…
Signature Rights
Can sign DAIs 10K,
Can sign TIDs 10K
… has :
CERN model currently
38 possible roles which explicity expand into
CERN
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800,000 signature rights
EDH In Practice
E.g. Purchase Requisition
1.
Login
Interface to Common Login
User information stored in Cookie
2.
Create Empty Purchase Requisition
Structure stored in EDH Database
Validation rules stored in EDH CBOs
3.
Complete Purchase Requisition
indicate valid budget code
Indicate valid account code
Indicate valid delivery location
Indicate valid supplier
CERN
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EDH In Practice
4.
5.
6.
Send Validated Purchase Request
kick off Relevant Oracle Workflow Process
Determine Who SHOULD sign
Determine Who IS AVAILABLE to sign
Email the authoriser
Authorise Purchase Request
Validate authorisation password
Transfer Purchase Request to Purchasing Department
Data transferred to Corporate Information System
Foundation
Signature
Rights
Absences
Signature Rights
CERN
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Leave System
EDH In Practice
7.
Feedback from the receiver system is a critical success
factor…the better you integrate with the receiver systems, the
more data you can mine from these systems to the users, the
more value your users will see in their initial investment
EDH
SIRIAC
EDH
SIRIAC
CERN
IDS
Business Process Support
Goods
Reception
Request
O RD ER
Payment
EDH
Invoice
Order
Authorisation
INVO IC
E
Transfer
$
Purchasing
Accounting
CERN
IDS
Productivity Savings
Electronic Forms
Documents
200000
150000
Paper Forms
100000
50000
0
0
2
4
6
8 10 12 14 16 18 20 22 24 26 28 30
Days
CERN
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Statistics
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CERN
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155 000 documents in 2001
360 000 signatures a year
5 hits per second on website
20,000 suppliers
16,000 articles available for purchase in ecatalogue
93% of internal purchases covered in less than
24 hours from creation to delivery
71% of internal purchases processed in < 30
minutes
How EDH helps meet the Challenge
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Reduce costs
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At least 25 FTE saved
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Increase efficiency
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Reuse – cloning
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Streamline processes
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93% < 24hours
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Increase productivity
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< Admin, > Core activities
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Empower workforce
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Delegation of rights
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Maintain control
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Enforcing business rules
CERN
IDS
Thank You
For more information
Browse to:
http://ais.cern.ch/apps/edh
or
look at the general public information at:
http://ais.cern.ch/apps/edh/welcome_gen.html
Acknowledgement to the EDH team and particularly Derek Mathieson and James
Purvis who have provided many of the slides shown today
CERN
IDS