CERN European Organization for Nuclear Research Administrative Support

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 ? Sue Foffano Group Leader Internet Development Services, Administrative Support Division l Gabi Thiede Organisation & Procedures Unit, Administrative Support Division l CERN IDS

Why are we at the NPRA today ? l l l CERN IDS 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 World’s Leading Particle Physics Research Laboratory l Annual budget of $700 million l 2600 Staff l 6500 visiting scientists l Inventors of the World Wide Web l 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 l Reduce costs l Increase efficiency l Streamline processes l Increase productivity l Empower workforce l Maintain control CERN IDS

AS Division CERN 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 l l l CERN IDS 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

Application Suite 1 (Bought) l Finance standard package ORIAC General ledger, accounts payable, accounts receivable l Purchasing standard package SIRIAC Purchase orders, contracts, goods reception, invoice acceptance l HR standard package ORACLE*HR CERN staff, industrial support, etc. . (>120000 people registered) l Payroll standard package Siga. Gip from IBM CERN staff, associates, students 3000 - 4000 people on payroll l Logistics standard package BAAN Warehouse management, replenishment, sales, etc. . CERN IDS

Application Suite 2 (Developed) In house developed applications include: l l l l CERN IDS 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

Electronic Document Handling l l l 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 – – – – – CERN IDS Purchasing HR Safety IT Services Recruitment Logistics Training Internal Procurement Safety

Paper Leave Request Errors! User’s view CERN IDS Manager’s View

EDH Leave Request Manager’s View User’s view CERN IDS

Paper Purchase Order CERN IDS

EDH Purchase Request CERN IDS

EDH Purchase Order CERN IDS

Why EDH was developed ? Creation Approval Replace paper forms Reduce approval delays Validation at data source Handle Delegation Process Absences CERN IDS Transfer Avoid multiple data entry

Why EDH was developed ? l Paper – – 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 l EDH – – 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 10 k 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 : 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 CERN IDS

Interfaces : Signatures Financial Routing Creator Section Leader 2 K Signs Over 2000 chf? Group Leader 10 K Signs Non Member State? Over 10000 chf? CERN IDS Division Leader NMS Signs

Signature Interface WHO TARGET Sue Budget Internal 10 K CHF Code 16152 Purchase Requisition Sue Derek CERN IDS WHAT Supervisor AMOUNT null

User’s view v’s System needs l User’s view : – Sue is Group Leader of AS-IDS – Sue is Supervisor of Derek l System’s view : – I have a Purchase Request on budget code 16150 for 5000 CHF who should sign? – I have a Leave Request from Derek who should sign ? CERN IDS ?

User’s view v’s System needs l Filling in the gaps – As Group Leader of AS-IDS Sue • Has 1 st priority signature rights for up to 10, 000 CHF on all budget codes belonging to AS-IDS • Has 1 st priority supervisory rights on all people belonging to AS-IDS l 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’ l CERN IDS Gaps may be filled either explicitly or implicitly (calculated on line)

Signature Right Management Roles Group Leader Can sign up to 10, 000 CHF Profiles Can Authorise Leave… Signature Rights Can sign DAIs 10 K, Can sign TIDs 10 K … has : CERN model currently 38 possible roles which explicity expand into CERN IDS 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 IDS

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 IDS 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 CERN IDS

Business Process Support Reception Request Payment EDH Invoice Order Authorisation Transfer $ Purchasing Accounting CERN IDS

Productivity Savings Electronic Forms Paper Forms CERN IDS

Statistics l l l l CERN IDS 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 l l l Reduce costs Increase efficiency Streamline processes Increase productivity Empower workforce Maintain control CERN IDS l l l At least 25 FTE saved Reuse – cloning 93% < 24 hours < Admin, > Core activities Delegation of rights Enforcing business rules

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