Automating Business Processes CERN Jurgen De Jonghe GSAIS

Automating Business Processes @ CERN Jurgen De Jonghe, GS-AIS CERN Based on a presentation from Nicolas Décrevel, Rostislav Titov

CERN l l l 2500 Staff 8000 visiting scientists 500 universities 80 nationalities Half the world’s particle physicists CERN e Business –

Best of breed vs integrated suite “Best of Breed” Integrated Suite Needs Package Needs CERN e Business – Interfaces Needs Not needed l Needs Package Needs Missing Package Needs Package Int Needs erf ac es CERN Choice: Best of Breed – Buy best solution for each business unit – We manage the integration & customizations – We provide transparent layer for end-users

Best of Breed Applications l Finance/Purchasing – Qualiac • Qualiac finance – General ledger – Accounts Payable – Accounts Receivable (Team invoicing) • Qualiac purchasing – Contracts – Purchase order management – Goods reception • 145 active users • 720’ 000 accounting entries, 35’ 000 purchase orders, 47’ 000 invoices, 14’ 000 team invoices per year; CERN e Business –

Best of Breed Applications l Logistics – BAAN • • CERN e Business – Stores management, Replenishment, Sales 50 registered users 55’ 000 sales orders/146’ 000 order lines per year 6’ 500 purchase orders/22’ 000 order lines per year

Best of Breed Applications l HR – Oracle HR • 115 registered users, • 50'000 database operations on 5'500 personal files per month • 150’ 000 persons registered in database – E-recruitment – HR*Access: • Payroll: 3’ 800 salaries per month CERN e Business –

In-house development l Where market availability doesn’t meet CERN needs AND there is a strong business case l Examples – Workflow and electronic document handling – HR & Financial Reporting – Contract Management – Activity Planning & Collaborative project management – EVM: Earned Value Management – (Maintenance) Intervention Management Planning & Safety CERN e Business –

Overview of applications CERN e Business –

EDH Electronic Document Handling @ CERN e Business –

Electronic Document Handling o Self-Service Requests: creation, validation, routing, authorization and archiving o Automates most CERN business-processes o 1 st version in 1992, Web-based since 1998 CERN e Business –

Purchasing through EDH l Demande d’Achat Interne – Purchase from any external supplier – ~35% of all purchases l Demande de Matériel – Purchase from CERN Stores (>50’ 000 items) – Purchase from selected suppliers via B 2 B (Business-to-business) scheme CERN e Business –

Paper Purchase Order CERN e Business –

Purchasing Process Support Payment Request $ Approbation d'une réception (EDH) Accounting Commande (EDH) Reception Transfer Invoice Order Purchasing Authorisation CERN e Business –

Demande de Matériel CERN e Business –

Workflow in Action CERN e Business –

Workflow in Action CERN e Business –

Workflow in Action CERN e Business –

Workflow in Action **** CERN e Business –

Workflow in Action Already Approved CERN e Business –

Workflow in Action L M X der Or CERN e Business –

Workflow in Action CERN e Business –

Closing the loop for Budget Holders… CERN e Business –

EDH Workflow Philosophy : 4 Minimum Number of Signatures 4 Maximum Level of Delegation 4 Required signatures MUST be obtained 4 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 EDH is NOT a negotiating/decision aiding tool CERN e Business –

Workflow Engine l EDH Workflow is a commercial product – Based on BPEL standard (but about to migrate to BPMN in the near future) l We use Active. VOS – Visual workflow design – Robust server with a good track record – Process versioning CERN e Business –

Workflow Design IDE CERN e Business –

How EDH helps meet the Challenge l Reduce costs l At least 40 FTE saved l Increase efficiency l Reuse – cloning l Streamline processes l 93% < 24 h, 71% < 30 min l Increase productivity l < Admin, > Core activities l Empower workforce l Delegation of rights l Maintain control l Enforcing business rules (Budget, Safety) CERN e Business –

Benefits l Reduced delays (1 → 2 instead of 8→ 14 days) l Increased productivity – No duplicate data entry, Cloning – Transparency & Traceability l Lean Authorization: – Absence handling – Roles based + Delegation – Escalation l CERN Zero paper (environment friendly!) e Business –

EDH Statistics (documents/month) CERN e Business –

EDH Statistics (signatures/month) CERN e Business –

Damned Lies? CERN e Business –

Thank You For More Information Rostislav. Titov@cern. ch Nicolas. Decrevel@cern. ch Jurgen. De. Jonghe@cern. ch CERN e Business –

EDH Documents Catalog Workflow EDH Base Classes CERN e Business – EDH Desktop Common Business Objects Foundation Interface Signature Rights Transfer Programs JVM Tools

BPEL Engines Evaluation Designer Links in designer XPATH tools Open source Java based Halt on fault and retry Debugging Process Web based versioning tools Active BPEL Oracle BPEL IBM Web. Sphere PXE Cape Clear Parasoft BPEL Maestro Vergil VCAB Twister / Agila BPEL IT Pearl BEA Weblogic workshop CERN e Business – Supported Partly supported Not supported

Front-End EDH Architecture l CERN-made, Java only l Reusable input objects l 1 -2 months to develop a new process l Highly available (multiple Java VMs) Application Server Client Computer CERN e Business – Application Server Database Server

Security l HTTPS l all data encrypted l Both MD 5 and 1024 -bit RSA encryption for electronic signature CERN e Business –