1. 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

2. CERN IDS Who are we ? Sue Foffano Group Leader Internet Development Services, Administrative Support Division Gabi Thiede Organisation & Procedures Unit, Administrative Support Division

3. CERN IDS 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…….

4. CERN IDS CERN World’s Leading Particle Physics Research Laboratory Annual budget of $700 million 2600 Staff 6500 visiting scientists Inventors of the World Wide Web Half the world’s particle physicists researching matter and forces

5. CERN IDS Challenge facing CERN Today Build the worlds largest scientific instrument… Budget With less budget.. fewer staff… Staff for more scientists… with higher expectations... CERN IDS

6. CERN IDS Meeting the Challenge Reduce costs Increase efficiency Streamline processes Increase productivity Empower workforce Maintain control

7. CERN IDS CERN Administrative Support Admin Research AcceleratorsTechnical Corporate Applications Internet Development Systems & Services AS Division Organisation & Procedures

8. CERN IDS 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

9. CERN IDS 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 -> web strategy

10. CERN IDS 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 ORACLE*HR CERN staff, industrial support, etc.. (>120000 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..

11. CERN IDS 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

12. CERN IDS 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

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

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

15. CERN IDS Paper Purchase Order

16. CERN IDS EDH Purchase Request

17. CERN IDS EDH Purchase Order

18. CERN IDS 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

19. CERN IDS 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

20. CERN IDS Oracle Workflow

21. CERN IDS Over 2000 CHF No YesApproved 10k CHF Signature Origin in m state?

22. CERN IDS Workflow Integration Human Resources Corporate Database Document Database Receiver Systems Workflow Engine Organic Structure Office Locations Absences Supervisors Purchasing Payroll Order Amount Technical Contact

23. CERN IDS Signature Rights Philosophy : 4Minimum Number of Signatures 4Maximum Level of Delegation 4Required signatures MUST be obtained 4Non-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

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

25. CERN IDS Signature Interface WHOTARGETWHATAMOUNT SueBudget Code 16152 Internal Purchase Requisition 10K CHF SueDerekSupervisornull

26. CERN IDS User’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 ? ?

27. CERN IDS User’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)

28. CERN IDS Signature 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

29. CERN IDS 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

30. CERN IDS 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 System Signature Rights Absences Signature Rights

31. CERN IDS 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 EDH SIRIAC

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

33. CERN IDS Productivity Savings Paper Forms Electronic Forms

34. CERN IDS 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 < 30 minutes

35. CERN IDS How 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 Core activities Delegation of rights Enforcing business rules

36. CERN IDS Thank You For more information Browse to: http://ais.cern.ch/apps/edh 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