A Contract Follow Up Quick tour

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A Contract Follow Up Quick tour

• Laure EstevenyCorporate Information Systems
  AS-CIS

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What is CFU ?

• CFU is an AIS project initiated by the Director
  of Administration in 1997 to provide CERN with
  all computerized facilities to manage and follow
  up the complete lifecycle of CERN contracts
• Divisional Request -gtMarket Survey -gt
  Invitation to Tender -gt FC adjudication -gt
  Contract
• CFU has been designed in collaboration between
  all services involved, as a complement to
  existing project management tools to support the
  commercial and financial planning of the LHC
  project.
• CFU was acknowledged top priority particularly in
  view of the contracts placed now for the
  construction of the LHC.

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CFU Coordination Group

• Members
• A. Brissonnaud (Chairman), D. Duret (ACC) M.
  Comte, G.J. Bossen , M. Cypriott (RESEARCH) B.
  Jenssen (TECH), R. Menendez (FI)I. Mardirossian,
  F. Costa (SPL)L. Esteveny , J. Dagron (AIS),
  J.M. Saint-Viteux (AS-OP)
• Mandate
• Define requirements and priorities
• Follow up progress of project
• Discuss and agree on business procedures before
  submission to the CLA
• Dispatch information to all sectors

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Benefits to all people involved in CFU

• A comprehensive, reliable and shared repository
  of information , tailored to CERN needs,
  available online on the WEB
• A Web based Document Management system for the
  classification and storage of all documents
  related to CFU
• Strict confidentiality rules which apply in this
  business area are fully supported by CFU
• World wide availability to allowed users as BHT
  and EDH

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For SPL services

• A complete suite of WEB based automated tools
  for the timely management and dispatch of
• Market Surveys, Invitations to Tender , Price
  Enquiries, FC adjudications, Contracts
• Tools to manage all CFU data which could not be
  handled so far in central Purchasing database
• Tracability of decisions taken during the
  purchasing process
• Enforcement of common procedures across
  Purchasing Offices
• Statistics available on Purchasing data in CFU
  area
• Simplified management of replenishment contracts
  for the CERN Stores
• No redundancy, no duplication of efforts
  (interface with SIRIAC)

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For Technical responsibles Contract Managers

• Electronic submission and follow up of their
  initial divisional request on the WEB
• Quick availability of data which was so far, held
  mostly on paper and made available by SPL
• e.g. dispatch dates , firms consulted, offers
  received, results etc.

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For DPOs and Resources Coordinators

• For all steps of a contract, management of a
  calendar of Future Expenditures in CFU
• Availability of planned expenditures in BHT

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Purchase Procedures managed in CFU

• 1588 Purchase Procedures entirely managed in CFU
• 373 Divisional Requests
• 196 Market Surveys
• 838 Price Enquiries
• 181 Invitations to Tender
• 303 currently valid contracts 174 amendments
• all contracts loaded from central Purchasing
  database
• 19708 contacts with firms

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Purchase Procedures per sector
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Potential expenditures (MCHF) in CFU
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Firms contacted in Market Surveys

• purchase procedures entirely managed in CFU -
  CERN Stores not taken into account

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Firms contacted in Invitations to Tender

• purchase procedures entirely managed in CFU -
  CERN Stores not taken into account

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Firms contacted in Price Enquiries
purchase procedures entirely managed in CFU -
CERN Stores not taken into account
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CFU documents stored in TUOVI
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A quick tour of CFU example 1

• An example IT-2692/IT DESKTOP PC PURCHASES
• Up stream procedures
• DR-99001/IT/DIS (CERN/FC/4167)
• MS-2692/IT
• IT award at FC 09/2000

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A quick tour of CFU example 2

• An example X088/IT SUPPLY FOR TRANS-ATLANTIC
  CIRCUIT
• Up stream procedures
• DR-00035/IT/EN-LINES (CERN/FC/4167)
• MS-2724/IT
• IT-2724/IT
• Future expenditures on 42443
• telecom bills inco TELECOM BILLS INCOME
• (Planned expenditures/Accountancy data)
• Documents managed for IT-2724/IT
• Provision of high speed lines to the USA(external
  lines)

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Next steps for the CFU project

• Support of Cooperation agreements and their
  protocols for the budget management of external
  fundings
• Support of Workflow in Purchase Procedures
• Improved search and reporting facilities
• Further integration with other AIS applications
  (EDH, BHT, HRT)

Information sessions possible Suggestions and
feedback welcome!
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Milestones of the CFU Project

• First version of CFU, 1.0 on 11/05/1998
• CFU 1.2 on 14/09/1998 features a Document
  Management component built on TUOVI 1.3
• CFU Coordination group set up in November 1998
• CFU 2.0 on 29/11/1999 supports the complete
  contract lifecycle
• Now using CFU 2.2 upgraded on 30/06/2000 with
  TUOVI 2.0
• All contracts in CFU (apart from K contracts)