Visit to Norwegian Public Roads Administration 10/10/2002

1. Visit to Norwegian Public Roads Administration 10/10/2002 Sue Foffano, Gabi Thiede CERN

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

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

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

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

8. 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. 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. 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. 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. 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. Paper Leave Request Errors! Manager’s View User’s view

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

15. Paper Purchase Order

16. EDH Purchase Request

17. EDH Purchase Order

18. 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. 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 signaturesminimum 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. Oracle Workflow

21. No <Timeout> Yes Approved Over 2000 CHF 10k CHF Signature Origin in m state?

22. Workflow Integration Corporate Database Receiver Systems HumanResources Document Database OrganicStructure OfficeLocations Absences Purchasing Supervisors Payroll Workflow Engine OrderAmount TechnicalContact

23. 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

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

25. Signature Interface

26. 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. 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. 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

29. 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

30. 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

31. EDH In Practice EDH EDH SIRIAC SIRIAC • 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

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

33. Productivity Savings Electronic Forms Paper Forms

34. 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. 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% < 24hours • Increase productivity • Increase productivity • < Admin, > Core activities • Empower workforce • Empower workforce • Delegation of rights • Maintain control • Maintain control • Enforcing business rules

36. Thank You For more information • Browse to: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