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©STFC/Keith G JefferyRCUK SSC Grants System 20080807 1 RCUK (Research Councils UK) SSC (Shared Services Centre) Grants System Keith G Jeffery Science and Technology Facilities Council Rutherford Appleton Laboratory, OX11 0QX UK e-mail: email@example.com
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 2 STRUCTURE UK Research Councils Grants Systems SSC Project Grants Design Process Current State and Future
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 3 UK Research Councils RCUK is umbrella organisation. 7 research councils fund ~£2.5b p.a. R&D; ~9k new grants/studentships awarded p.a. from ~28k proposals, ~ 21k grants live at any time Also decide research strategy & policy. Academic community used extensively on committees and as reviewers.
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 4 RCUK Grants Systems Each RC developed own, some starting from 1960s evolving through batch, to online 2003-2006 developed unified front-end to all RC grants systems – JeS (Joint electronic submission) – still in production use Each RC has some sort of general read-only access GOW ‘grants on the web’ Attempts to unify grants systems, currently 5 among 7 RCs Similarly RCs have independent systems for Finance, HR, payroll, procurement (with some sharing)
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 5 As-Is Systems Map - AHRC Finance & Procurement CODA Grants only AHEAD HR PeopleSoft (NERC) Payroll Northgate (STFC) EDRMS SharePoint, Viewdirect Other Local Systems (Incl. AHEAD non-grants) BACS Albacs Task Centre ORBIS Je-S Custom Email Exchange, Mail Relay AHRC Website CDR To Be Clarified Within Scope SSC Retained Common Retained Local External Systems 1, Payment Requests 2, Applicant Details 5,Award Information 3, Grant Progress Data 9, Record Archiving Mail Request 15, Payment Requests 7, Grant Proposals etc. 13, Payroll Payment 6, Mail Merge Data 4, Contact Changes 17, Payment Data 16, Task Requests ? 10, Archive Requests 8, Contact Information 14, Payroll Changes
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 6 As-Is Systems Map - BBSRC HR Delphi & Perwest 3 x Payroll 2 x Paysolve & 1 x Midland Delphi (S.O.) EDRMS SharePoint & Meridio Other Local & Institute Systems BACS Albacs Contract Management ProTrak 8 x Finance & Procurement Great Plains Note: A more comprehensive suite of diagrams exists in a separate presentation An example from the John Innes Centre is attached Many To Be Clarified Within Scope SSC Retained Common Retained Local External Systems Je-S & CDR Custom Grant Progress Data Grant Proposals etc. GOTW Custom Grant Data Employee Data Employee Data Pay Data Payment Data Payment Data Payment Data Employee Data Employee, Cost Centre, Project Data Employee, Cost Centre, Project Phone Recharge, Planon Orders & Vehicle Usage Data Foreign Payments Many Local Business Warehouses /MIS
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 7 As-Is Systems Map - ESRC Finance & Procurement Sun Accounts Grant Proposals RAPUP Studentship Applications ASPA HR As EPSRC Flexi Web, TMS etc Payroll As EPSRC Ceridian Centrefile EDRMS Objective Other Local Systems BACS Albacs Grant Awards RALI Je-S & CDR Custom Post Grad Award Payments PAPA Electronic Application Recording Syst EARS To Be Clarified Within Scope SSC Retained Common Retained Local External Systems
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 8 As-Is Systems Map - EPSRC Finance & Procurement SmartStream Grants NEXUS Purchasing RCPO HR Flexi Web, TMS etc Payroll Ceridian Centrefile EDRMS SharePoint Other Local Systems BACS Masterline Time Recording MyTime Je-S & CDR Custom Finance Info Syst (FIS) Custom Performance & Risk Mgt MIS To Be Clarified Within Scope SSC Retained Common Retained Local External Systems
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 9 As-Is Systems Map – CCLRC (STFC) Finance & Procurement ORACLE Activity Tracking StoP HR Empower Payroll Northgate EDRMS SharePoint Other Local Systems BACS Albacs Workflow Corp Data Repository ORACLE To Be Clarified Within Scope SSC Retained Common Retained Local External Systems
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 10 As-Is Systems Map – NERC Finance, Procurement etc. Oracle Grants Mantra (GMG), CDR HR PeopleSoft Payroll Delphi EDRMS Objective Other Local Systems With multiple interfaces BACS Incl Foreign Payments Resource/Time & Project Mgt ChangepointRMS/ TARS/PMS Je-S & CDR Custom MIS Oracle Discoverer Internet Reporting Custom E Directory Novell (Multiple Interfaces) Mail/Database Groupwise (Multiple Interfaces) 1, Grant Data 9, Time Records 29, Starters/ Leavers 6, Grant Progress Data 5, Grant Proposals etc. 2, Finance Data 8, Payment Req 3, Payment Ack 11, Master Data. 12, Project Data 14, Personnel15, Payments 16, Payments 17, Personnel GOTW Custom 18, Personnel19, Payments20, Personnel 22 & 23, Client 24, User ID 25, User ID 27, Print Data 26 Letter Requests 28, Change Conf, External Systems To Be Clarified Within Scope SSC Retained Common Retained Local External 40 & 41 Payments 46 Grant Data 34, Starters & Leavers
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 11 As-Is Systems Map – MRC v1.5 Finance & Procurement SAP (FAMIS) BIW Data Warehouse SAP BIW HR Oracle (SAP after July 2007) Payroll Rebus (SAP after July 2007) EDRMS Objective BACS ? SAP Portal SAP Portal Plumtree EBP Procurement SAP EAA Grants Portal Grants Inform BO Universes Business Objects After July 2007 RDW (Research Data Warehouse) RACS (Research Activities Categorisation System) To Be Clarified Within Scope SSC Retained Common Retained Local External Systems
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 12 As-Is Systems Map PPARC (STFC) Finance & Procurement SUN, Earnie Grants Mantra (GMG) HR HR Classic Payroll Northgate EDRMS Objective Other Local Systems, Includes Web Servic’s & Intranet BACS Albacs Project Costing Plantime Je-S & CDR Custom Reporting Vision Payment of Peer Reviewers Earnie Personnel Support HR Workforce Finance Overseas (ING & JAC) SUN Grants MIS MS Reporting To Be Clarified Within Scope SSC Retained Common Retained Local External Systems People GMG GOTW Custom
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 13 STRUCTURE UK Research Councils Grants Systems SSC Project Grants Design Process Current State and Future
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 14 SSC Project RCs decided early 2006 to proceed to set up a SSC as a wholly (jointly) owned company SSC Ltd and to develop the services with the SSC Project Business case accepted and SSC Ltd set up August 2007 Scope is across all RCs: Finance, HR (and payroll). Procurement (phase1) (and a little later) Grants (including studentships) (phase2) Cost: original £55m; now £69m Benefit: original £450m over 10 years
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 15 SSC Project Project Team Research Councils SSC Ltd requirements in scope staff system
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 16 Project Team Streams working on Finance, HR (and payroll), Procurement, Grants RC expert users, project team manager Also Personnel transfer RCs to SSC Ltd Also IS/IT infrastructure and support Also migration and change
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 17 SSC Project Software Decided through competitive dialogue on Oracle EBS (e-Business suite) for Finance, HR (including payroll) and Procurement Decided on Siebel CRM (Customer Relationship Management) for Grants Decided on Fujitsu as System Integrator
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 18 SSC Project Design Used Oracle AIM method with refining of processes in 3 stages (CRP 1-3) before user acceptance and operational acceptance CRP1: 200709-200712 CRP2: 200712-200802 CRP3: 200802-200803 Design Authority set up November 2007 with user representatives and project team representatives to control design by approving any changes (configuration, customisation)
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 19 SSC Project Design: Finance,HR,Procurement DAG set up as CRP1 ending, CRP2 starting and identified problems in areas: non-functional requirements (performance, security) cross-functional (eg management information) user provisioning (eg security, authority) overall document management data migration (as is to be) many gaps (between requirement and solution) outstanding CRP2: 2180 gaps identified, resolution agreed for > 98% of them by 20080707 CRP3 now scheduled 200809-200811
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 20 Lessons Learnt Design takes longer then planned Especially if harmonising data and processes of 7 organisations CRP1 not well-controlled at exit CRP2 well-controlled – but took 6 months instead of 2 CRP3 now well-planned
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 21 STRUCTURE UK Research Councils Grants Systems SSC Project Grants Design Process Current State and Future
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 22 Agreed Overall Service Architecture
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 23 SSC Project Design: Grants Prototype built using Siebel CRM Aided harmonisation of processes Popular with RC staff managing front-end grants process (pre-award) However, finance staff involved in back-end grants (post-award: payments, deliverables) not consulted fully DAG suggested could prototype also Oracle EBS for Grants This was not done but Oracle Consulting agreed best to use Oracle EBS as well as Siebel CRM Eventual decision to use both Siebel CRM (front) and Oracle EBS (back) The use of Siebel CRM supports good customer (supplier) relations Siebel CRM has great flexibility The use of EBS ensures Grants financial information is integrated with other RC financial information EBS Opens possibility of B2B communication with research institutions
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 24 STRUCTURE UK Research Councils Grants Systems SSC Project Grants Design Process Current State and Future
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 25 SSC Project Schedule First ‘go-live’ 200902 Then migrate Finance, HR (&payroll), Procurement in groups of RCs until end- 2009 Overlap with Grants migration end- 2009-end 2010
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 26 Migration Migration is ‘as is’ to ‘to be’ data structures –Finance: migrate monthly balances and live transactions –HR: migrate current employees and history for past years (assignment data, absence data) –Payroll: migrate current and hold history of pay advices, tax, pensions etc –Procurement: suppliers used in last 2 years plus live transactions –Grants: all grants at application and live states; all history for limited set of attributes (discussion on using CERIF) Considerations –What is required legally –What is required for MI (especially longitudinal and horizontal queries) –What is feasible
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 27 End-State Network services Portal services Security services Application & Integration services Business Logic services Database services Infrastructure services PjPrFHG
©STFC/Keith G JefferyRCUK SSC Grants System 20080807 28 Final Thoughts From RC point of view Grants is procurement – like supply chain management From research institute point of view Grants is like a project From innovator point of view Grants output is a knowledge base
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