AIS Administrative Information Services Introduction who is who

AIS (Administrative Information Services) ü ü Introduction (who is who) Presentation of AIS What (Services, and Structure) General presentations of various areas Doreen Klem, David Jouve

Organigram 12/7/2020 Doreen Klem, David Jouve 2

Applications 12/7/2020 Doreen Klem, David Jouve 3

Business MAP 12/7/2020 Doreen Klem, David Jouve 4

AIS Applications u HR u Oracle HR u 115 registered/concurrent users, u 50'000 database operations on an average of 5'500 personal files per month u Used by HR/FI divisions, registration office, users’ office, Uniqa, Staff Association, … u 150’ 000 persons registered in database (personnel, family members, externals, …) E-recruitment u Payroll u u Siga. Gip (Soon HR-Access) 3’ 800 salaries per month 12/7/2020 Doreen Klem, David Jouve 5

u Electronic Document Handling (e-business including catalogue & AVCL) 40+ business procedures, 9960 registered users. 2000 users/day u CERN Expenditure Tracking Budgeting, Contract follow-up, pluri-annual project reporting, Financial consequences of technical changes 2000+ users u Human Resources Toolkit, Persons Institutes Experiments & Personnel Administration for Divisions Distributed Human Resource Management & Planning, 2000+ users u Project Progress Tracking & Earned Value Management : LHC, CNGS, ATLAS & CMS : 12/7/2020 Doreen Klem, David Jouve 6

u Logistics u BAAN (16670 db tables!) u u Stores management, Replenishment, Sales 70 registered users 24261 order lines in 2003 Qualiac Import/Export u u u 12/7/2020 management inbound, outbound and internal ‘movements’ 15’ 000 international arrivals and expeditions per year (prerequisite for INB) Internal Distribution: 180’ 000 movements per year (prerequisite for INB) 80 different official shipping/customs documents supported Covers Transport, Packaging, Insurance, ‘Intermediaries’. . Doreen Klem, David Jouve 7

u Finance/Purchasing u Qualiac finance u General ledger u Accounts Payable: u Accounts Receivable (Team invoicing) u Qualiac purchasing u Contracts (from CFU) u Purchase order management u Goods reception u u u 380 registered users 720’ 000 accounting entries, 35’ 000 purchase orders, 47’ 000 invoices, 14’ 000 team invoices per year; main source of data for CET Contract Follow Up (CFU) u 12/7/2020 Full lifecycle of purchasing procedures; contracts, and other agreements ( Doreen Klem, David Jouve 8

Intermezzo (TLA’s or Three Letter Acronyms) u u u u EDH: Electronic Document Handling = our workflow system CET: Cern Expense Tracking = financial reporting HRT: Human Resources Toolkit = reporting on people ERT: E-Recruitment CFU: Contract Follow Up = Contract preparation and tracking PPT: Project Progress tracking = Project management EVM: Earned Value Management = a management technique. . And many more. . 12/7/2020 Doreen Klem, David Jouve 9

Organization CET, HRT ORACLE*HR, E-Recruitment, Training, (CTA), Payroll Decision Support E-Business Projects & Contracts Money People Finance, Purchasing, Import/Export, Internal distribution, Fixed Assets, BAAN, and treasury management EDH, Personnel management tools for experiment secretariats, users office, and divisional secretariats Foundation Project Progress Tracking, EVM, Contract Follow Up 12/7/2020 Shared data, shared functions like Ais. Event, Ais. Media, and Ais. Login? Diva, PLUS apps gesloc, gescle, visits, roles, supplier management, CERN structure. etc. . Doreen Klem, David Jouve 10

Document u u . . Help. DeskIT_AIS_Helpdesk. doc Site AIS : http: //ais. web. cern. ch/ais/welcome. html 12/7/2020 Doreen Klem, David Jouve 11