CERN European Laboratory for Particle Physics Administrative Information

CERN – European Laboratory for Particle Physics Administrative Information Services DPO Meeting 1 December 2001 HRT BHT Per Jonsson Mikael Angberg EDH PPT Derek Mathieson Jurgen De Jonghe Ivica Dobrovicova

Agenda CERN AS-IDS l Overview of IDS – people, products , process l EDH - BHT - HRT – review 2001 – work in progress / pipeline – tasks for 2002 l AOB

How are requirements gathered? Users Regular Contact DPOs Support Calls AS-OP Ad-hoc (ACB) User contact Helpdesk Suggestions/Ideas Committees CLA GTPA DPO meeting SAPOCO TEC Directorate / MB Services Purchasing Stores Logistics Finance CERN AS-IDS Changing Environment Databases Machines Siriac HR AMS Oriac Changing Organisation Working Practices INB Safety Rules Financial Rules

How is work planned / prioritised Team / GL DL / Director Planning Supervisor POW Day MOAS Business Case? New requirements CGL / DL INB Jan CERN AS-IDS Mar Jul Dec

AS-IDS Staff PPT – 2500 tasks, 1000 reports/m, 400+ DGL mgrs l BHT – 1000+ reports /day, 1000+ users l HRT – 1000+ reports/day, 500 users l EDH – 6500+ users, 3000 signatures/day, 1000+ doc/day l GL CERN AS-IDS Other

CERN – European Laboratory for Particle Physics Administrative Information Services BHT Review 2001 Mikael Angberg BHT Project Leader

BHT – Highlights 2001 l Report Improvements: ü ü ü l Invoice Status available for Teams Completely new Telephone Details report Training items in Pipeline New BHT Admin tool Etc… New Version of web. BHT ü Using same technology as HRT and EDH ü We are profiting from “in-house” knowledge ü Much improved reports l Extraction Improvements ü Easier to understand maintain ü Automated “Bookclosing” every day l “Larger” team ü Resource sharing with EDH / HRT CERN AS-IDS

BHT – Statistics l More use of BHT than ever ü More than 1000 users ü More than 1000 reports during 1 day (top: 1037 on the 25/10/2001) ü 15’ 439 Reports in November 2001 (so far) ü 143’ 240 reports in 2001 (so far) ü Used world-wide l Increased Demand l A lot of support: 360 Remedies received and solved WILL improve the turn-around CERN AS-IDS Stable Resources we

BHT - Work in Progress l New version of web. BHT for 2002 Some Improvements: ü Complete pluri-annual view ü Improved Pivot reports ü Many more graphs ü Improved order and contract reports ü Intersection code changes reflected every day l New Extraction mechanism ü ü CERN Faster than before – Higher availability Easier to adjust to change requests More reliable “Always” bookclosed AS-IDS

BHT – Work in Progress l New Project Request Form ü ü ü CERN EDH Document Improved Interface Improved data validation Automatic (Work. Flow) routing Automatic creation of Project Codes Automatic creation of new Intersection Codes AS-IDS

Project Request Form CERN AS-IDS

Project Request Form CERN AS-IDS

Project Request Form CERN AS-IDS

Project Request Form CERN AS-IDS

BHT – During 2002 l New version of web. BHT New Project Request Form Intersection Code maintenance Improved financial tracking of orders and contracts Improved user contact l Your input…… l l CERN AS-IDS

CERN – European Laboratory for Particle Physics Administrative Information Services HRT 2001 and onwards Per Gunnar Jönsson HRT Project Leader

web. HRT introduction 2001 web. HRT available as from January 2001. – New web. HRT based on ART report development framework. l Excel HRT went unsupported May 2001 l Excel HRT final application and database shutdown a month later. l CERN AS-IDS

New Career Structure Substantial changes. – Rework of all career related data extractions and reports. – Generation of simulated “past” data for coherent display of STAF careers. – Duplication of reports (old/new scheme) during transition period. l Much work done while details where still negotiated. l web. HRT ready 2 weeks before scheduled date of 1 st of September. l CERN AS-IDS

HR 11 i Migration Required many new HRT reports. – Justifications, Illnesses. – Work documents. – Contacts. – Newcomers. – Arrival/Departure entitlements. l Also fundamental enhancements in HRT to allow display of Ex-members of personnel. l CERN AS-IDS

Various Work 500+ request for enhancements. – New Training Overview – Additional fields/search criteria in several reports. – Handling of new EXTERNAL status. – Etc…. l The querying facility of AMS (Access Management System) has been taken over by HRT. l CERN AS-IDS

In Figures Since the introduction of web. HRT – 12 new report screens. – 100+ new pieces of information. – HRT now has ~40% more functionality. l Greatly expanded user base – Users office. – Medical Service. – HR users from the HR 11 i migration. – Guard service. – Uniqa Service CERN AS-IDS

In Figures l Up to 1400 requests a day. CERN AS-IDS

Future l l Historical Data – Partly implemented with the possibility to see personnel that has left. – Work continues. Old Requests – Work that have been held up by the new Career Structure and Oracle 11 i migration. Query Composition – For instance, producing queries excluding data (AND NOT) is not perfect today. Technology – Tools for automating report generation. – Provide data in XML form. – Oracle 9 possibilities. CERN AS-IDS

CERN – European Laboratory for Particle Physics Administrative Information Services EDH Review of 2001 Derek Mathieson EDH Project Leader

Agenda l l l Last year Work in Progress Planned Work Issues for Discussion Wish list for 2001 CERN AS-IDS

New Documents in 2001 Materials Request (PC shop) GSM Request ACB Request Transport Request EDH Admin CERN AS-IDS Personal Schedule New JOB Access Request Fire Permit New Re-Route Tool

Other Major Changes EDH 2. 1 Switched off l Old Workflow Manager Switched off l New Signing Tools (integrated with foundation) l CERN AS-IDS

2001 Statistics l l l 20% more hits – Up to 5 hits per second 21% more active users Used in 49 countries (all continents) 154, 581 documents created Signature every 12 seconds 1, 000 th EDH document CERN AS-IDS

CERN – European Laboratory for Particle Physics Administrative Information Services EDH Technology Transfer

EDH Technology Transfer Results achieved: l Portability l Recognition l Money Expected results: l Additional resources – Maintenance of Intersections / Org Units CERN AS-IDS

CERN – European Laboratory for Particle Physics Administrative Information Services Work in Progress

Work in Progress l XML Import – Automated document creation – TID already in production – Materials Request creation in test CERN AS-IDS

Work in Progress New EDH Desktop – Full text search – Export to Excel – Personal Folders (similar to BHT & HRT) l New Search Tools – Full text search on Budget Codes, Contracts, etc. l CERN AS-IDS

Work in Progress CERN AS-IDS

Work in Progress l New Personal Schedule CERN AS-IDS

Work in Progress l Document Enclosures – Attach justification, quotes, etc. CERN AS-IDS

Work in Progress New EDH Documents – Project Request Form (from BHT) – Maintenance of intersection codes – Access request form – Accident Declaration – AVCL (7 Documents) l Improved support for non-Staff – Externals, External firm staff l CERN AS-IDS

CERN – European Laboratory for Particle Physics Administrative Information Services Future Work

Future Work Catalog – Search + XML import – New Design l Infrastructure – Improve quality – Doc Builder l CERN AS-IDS l New Documents – PAF (MAPS? , CDFS? , …) – Individual Training Plan – Others…. Website – FAQ – What is EDH, etc. l Update User Interface l

CERN – European Laboratory for Particle Physics Administrative Information Services Issues for Discussion

Non-Staff Support Current Access Rights (for Reading): l ENTC – Documents Created or Signed by me – Materials Requests in my Division l ALL Others – Documents Created or Signed in my Division – Except personnel documents: e. g. Leave, Overtime, PAF, Training, … CERN AS-IDS

Non-Staff Support Current Problem: – Some ENTC have no Division (really External) Solution: – Put them in a imaginary Division ‘EXT’ The same Access Rights Apply CERN AS-IDS

Non-Staff Support In future (new Desktop): l Improved support of External firm staff, including finer access controls CERN AS-IDS

Profiles too Large? Giving a Profile is sometimes too much l Giving Signature rights costs a lot of maintenance l CERN AS-IDS

New, Smaller Profiles l Separate Simple Purchases from other document Today's Profiles Purchase Profile DAI TID JOB Materials Request OSVC Temporary Labour Training ACB DAI TID JOB Materials Request CERN AS-IDS

Group Leader Delegation l Group Members, other than the GL can also have 10 K rights (deputy, PL, etc. ) l But, Group Leader is accountable for Group expenditure CERN AS-IDS

New Standard Financial Routing l Group leader informed if document is over 2 K CHF – Does not slow down procedure – GL still can intervene manually if required CERN AS-IDS

Simplified Shipping Routing Too simple? l Most shippings are over 10 K l All shippings over 10 K direct to DPO l Is the DPO the correct decider without having first had approval from within the group? CERN AS-IDS

CERN – European Laboratory for Particle Physics Administrative Information Services Your wish list for 2002