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A Contract Follow Up Quick tour

Laure Esteveny Corporate Information Systems AS-CIS. A Contract Follow Up Quick tour. What is CFU ?.

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A Contract Follow Up Quick tour

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  1. Laure EstevenyCorporate Information Systems AS-CIS A Contract Follow Up Quick tour

  2. 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 ->Market Survey -> Invitation to Tender -> FC adjudication -> 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. Desktop Forum 27/09/2000

  3. 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 Desktop Forum 27/09/2000

  4. 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 Desktop Forum 27/09/2000

  5. 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) Desktop Forum 27/09/2000

  6. 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. Desktop Forum 27/09/2000

  7. 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 Desktop Forum 27/09/2000

  8. 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 Desktop Forum 27/09/2000

  9. Purchase Procedures per sector Desktop Forum 27/09/2000

  10. Potential expenditures (MCHF) in CFU Desktop Forum 27/09/2000

  11. Firms contacted in Market Surveys * purchase procedures entirely managed in CFU - CERN Stores not taken into account Desktop Forum 27/09/2000

  12. Firms contacted in Invitations to Tender * purchase procedures entirely managed in CFU - CERN Stores not taken into account Desktop Forum 27/09/2000

  13. Firms contacted in Price Enquiries * purchase procedures entirely managed in CFU - CERN Stores not taken into account Desktop Forum 27/09/2000

  14. CFU documents stored in TUOVI Desktop Forum 27/09/2000

  15. 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 Desktop Forum 27/09/2000

  16. 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) Desktop Forum 27/09/2000

  17. 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! Desktop Forum 27/09/2000

  18. 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) Desktop Forum 27/09/2000

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