CERN – European Organization for Nuclear Research

Administrative Support - Internet Development Services

Visit to Norwegian Public Roads Visit to Norwegian Public Roads Administration 10/10/2002Administration 10/10/2002

Sue Foffano, Gabi Thiede CERN

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Who are we ?Who are we ?

Sue Foffano

Group Leader Internet Development Services, Administrative Support Division

Gabi Thiede

Organisation & Procedures Unit, Administrative Support Division

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Why are we at the NPRA today ?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…….

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CERNCERN

World’s Leading Particle PhysicsResearch Laboratory

Annual budget of $700 million2600 Staff6500 visiting scientistsInventors of the

World Wide WebHalf the world’s particle physicists

researching matter and forces

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Challenge facing CERN TodayChallenge facing CERN Today

Build the worlds largest scientific instrument…

Budget

With less budget..

fewer staff…

Staff

for more scientists…with higher expectations...CERN

IDS

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Meeting the ChallengeMeeting the Challenge

Reduce costsIncrease efficiencyStreamline processesIncrease productivityEmpower workforceMaintain control

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CERN

Administrative Support

Admin ResearchAccelerators Technical

Corporate Applications

Internet Development

Systems & Services

AS DivisionAS Division

Organisation & Procedures

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Administrative Software MissionAdministrative 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– Standard solutions, open platforms, healthy buy/develop ratio– Integration, coherence, quality– Reduction of complexity– All this to maximize service and minimize cost

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Short HistoryShort 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

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Application Suite 1 (Bought)Application Suite 1 (Bought) Finance standard package ORIAC

General ledger, accounts payable, accounts receivable

Purchasing standard package SIRIACPurchase orders, contracts, goods reception, invoice acceptance

HR standard package ORACLE*HR CERN staff, industrial support, etc.. (>120000 people registered)

Payroll standard package SigaGip from IBMCERN staff, associates, students 3000 - 4000 people on payroll

Logistics standard package BAANWarehouse management, replenishment, sales, etc..

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Application Suite 2 (Developed)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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EElectronic lectronic DDocument ocument HHandlingandling 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

– Purchasing

– HR

– Safety

– IT Services

– Recruitment

– Logistics

– Training

– Internal Procurement

– Safety

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Paper Leave RequestPaper Leave Request

User’s view Manager’s View

Errors!

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EDH Leave RequestEDH Leave Request

User’s view

Manager’s View

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Paper Purchase OrderPaper Purchase Order

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EDH Purchase RequestEDH Purchase Request

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EDH Purchase OrderEDH Purchase Order

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Why EDH was developed ?Why EDH was developed ?

Creation Approval Transfer

Replace paper forms

Validation at data source

Reduce approval delays

Handle Delegation

Process Absences

Avoid multiple data entry

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Why EDH was developed ?Why EDH was developed ?

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

EDH– Single point of data entry– EDH knows who signs– Document sent electronically– Full trace ability

– Absences handled, automatic re-dispatching

– Adherence to procedures guaranteed

– Budget follow-up accurate within 24 hours

– Filing/archiving automatic. Clone.– Creation + 2 signatures on

average < 1 working day

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Oracle WorkflowOracle Workflow

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Over 2000 CHF

No

Yes Approved

10k CHF Signature

<Timeout>

Origin in m state?

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Workflow IntegrationWorkflow Integration

Human

Resources

Corporate Database

Document Database

Receiver

Systems

Workflow

Engine

OrganicStructure

OfficeLocations

AbsencesSupervisors

Purchasing

Payroll

OrderAmountTechnical

Contact

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Signature RightsSignature 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

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Interfaces : SignaturesInterfaces : Signatures

Financial Routing

NMS Signs

10K Signs

2K Signs

Signs

Creator

Over 2000chf?

Non Member State?

Over 10000chf?

Section Leader

Group Leader

Division Leader

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Signature InterfaceSignature Interface

WHO TARGET WHAT AMOUNT

Sue Budget Code 16152

Internal Purchase Requisition

10K CHF

Sue Derek Supervisor null

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User’s view v’s System needsUser’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 ?

?

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User’s view v’s System needsUser’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)

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Signature Right ManagementSignature Right Management

Roles

Profiles

Signature Rights

Group Leader

Can sign up to 10,000 CHF

Can Authorise Leave…

Can sign DAIs 10K,Can sign TIDs 10K

…CERN model currently has :

38 possible roles which explicity expand into

800,000 signature rights

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EDH In PracticeEDH 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

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EDH In Practice EDH In Practice

4. Send Validated Purchase Request

- kick off Relevant Oracle Workflow Process

- Determine Who SHOULD sign

- Determine Who IS AVAILABLE to sign

- Email the authoriser

5. Authorise Purchase Request

- Validate authorisation password

6. Transfer Purchase Request to Purchasing Department

- Data transferred to Corporate Information System

Foundation

Leave SystemSignature Rights

AbsencesSignatureRights

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EDH In PracticeEDH In Practice7. 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

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Business Process SupportBusiness Process Support

INVOICE

InvoiceOrder

Goods

ReceptionReception

Payment

$

AccountingAccounting

Request

AuthorisationTransfer

PurchasingPurchasing

EDHEDH

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Productivity SavingsProductivity Savings

0

50000

100000

150000

200000

0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30

Days

Doc

umen

ts

Paper Forms

Electronic Forms

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StatisticsStatistics

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 e-

catalogue 93% of internal purchases covered in less than

24 hours from creation to delivery 71% of internal purchases processed in < 30

minutes

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How EDH helps meet the ChallengeHow EDH helps meet the Challenge

Reduce costs Increase efficiency

Maintain control

Streamline processes Increase productivity Empower workforce

Reduce costs Increase efficiency

Maintain control

Streamline processes Increase productivity Empower workforce

At least 25 FTE saved Reuse – cloning 93% < 24hours < Admin, > Core activities Delegation of rights Enforcing business rules

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Thank YouThank 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