Visit to Norwegian Public Roads Administration 10102002

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Visit to Norwegian Public Roads Administration
10/10/2002

• Sue Foffano, Gabi Thiede CERN

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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 ?

• Initial email contact from B. Andreasson in 1999
  concerning CERNs 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, lets go.

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CERN

• Worlds Leading Particle Physics
• Research Laboratory

• Annual budget of 700 million
• 2600 Staff
• 6500 visiting scientists
• Inventors of the World Wide Web
• Half the worlds particle physicists researching
  matter and
  forces

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Challenge facing CERN Today

• Build the worlds largest scientific instrument

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Meeting the Challenge

• Reduce costs
• Increase efficiency
• Streamline processes
• Increase productivity
• Empower workforce
• Maintain control

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AS Division
CERN
Research
Admin
Accelerators
Technical
Administrative Support

• Organisation Procedures

Corporate Applications
Internet Development
Systems Services
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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
• 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 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 -gt web strategy

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Application Suite 1 (Bought)

• Finance standard package ORIAC
• General ledger, accounts payable, accounts
  receivable
• Purchasing standard package SIRIAC
• Purchase orders, contracts, goods reception,
  invoice acceptance
• HR standard package ORACLEHR
• CERN staff, industrial support, etc.. (gt120000
  people registered)
• Payroll standard package SigaGip from IBM
• CERN staff, associates, students 3000 - 4000
  people on payroll
• Logistics standard package BAAN
• Warehouse management, replenishment, sales, etc..

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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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Electronic Document Handling

• 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 Request
Managers View
Users view
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EDH Leave Request
Users view
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Paper Purchase Order
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EDH Purchase Request
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EDH Purchase Order
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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 ?

• 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
  dayscan 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 lt 1 working
  day

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Oracle Workflow
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Workflow Integration
OrganicStructure
OfficeLocations
Absences
Purchasing
Supervisors
Payroll
Workflow Engine
OrderAmount
TechnicalContact
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Signature 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 Signatures
Financial Routing
Creator
2K Signs
Section Leader
10K Signs
Over 2000chf?
Group Leader
NMS Signs
Non Member State?
Division Leader
? Signs
Over 10000chf?
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Signature Interface
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Users view vs System needs

• Users view
• Sue is Group Leader of AS-IDS
• Sue is Supervisor of Derek
• Systems 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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Users view vs 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 Management
Roles
Group Leader
Profiles
Can sign up to 10,000 CHF Can Authorise Leave
Signature Rights
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 Practice

• E.g. Purchase Requisition
• Login
• - Interface to Common Login
• - User information stored in Cookie
• Create Empty Purchase Requisition
• Structure stored in EDH Database
• Validation rules stored in EDH CBOs
• 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

• 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
SignatureRights
Absences
Signature Rights
Leave System
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EDH In Practice

• Feedback from the receiver system is a critical
  success factorthe 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

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Business Process Support
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Productivity Savings
Electronic Forms
Paper Forms
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Statistics

• 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 lt 30
  minutes

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How EDH helps meet the Challenge

• Reduce costs

• Reduce costs

• At least 25 FTE saved

• Increase efficiency

• Increase efficiency

• Reuse cloning

• Streamline processes

• Streamline processes

• 93 lt 24hours

• Increase productivity

• Increase productivity

• lt Admin, gt Core activities

• Empower workforce

• Empower workforce

• Delegation of rights

• Maintain control

• Maintain control

• Enforcing business rules

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Thank You

• For more information

Browse tohttp//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