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DPO Meeting - IDS Overview, Review 2001, and Work in Progress

This presentation provides an overview of IDS, including people, products, and processes. It reviews the work done in 2001 and the tasks planned for 2002. The focus is on requirements gathering and various committees and support channels involved. Updates on BHT, HRT, and EDH projects are also included.

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DPO Meeting - IDS Overview, Review 2001, and Work in Progress

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  1. DPO Meeting 1 December 2001 EDH Derek Mathieson Ivica Dobrovicova HRT Per Jonsson BHT Mikael Angberg PPT Jurgen De Jonghe

  2. Agenda • Overview of IDS • people, products , process • EDH - BHT - HRT • review 2001 • work in progress / pipeline • tasks for 2002 • AOB

  3. How are requirements gathered? Users Committees Regular Contact DPOs CLA GTPA Support Calls AS-OP DPO meeting SAPOCO Ad-hoc (ACB) TEC Directorate / MB User contact Helpdesk Suggestions/Ideas Services Purchasing Stores Logistics Finance Changing Environment Changing Organisation Databases Working Practices Machines Siriac INB HR AMS Safety Rules Oriac Financial Rules

  4. How is work planned / prioritised Team / GL DL / Director Supervisor Planning Day POW MOAS Business Case? New requirements CGL / DL INB Jan Mar Jul Dec

  5. AS-IDS Staff Other GL DGL • PPT • 2500 tasks, 1000 reports/m, 400+ mgrs • BHT • 1000+ reports /day, 1000+ users • HRT • 1000+ reports/day, 500 users • EDH • 6500+ users, 3000 signatures/day, 1000+ doc/day

  6. BHT Review 2001 Mikael Angberg BHT Project Leader

  7. BHT – Highlights 2001 • Report Improvements: • Invoice Status available for Teams • Completely new Telephone Details report • Training items in Pipeline • New BHT Admin tool • Etc… • New Version of webBHT • Using same technology as HRT and EDH • We are profiting from “in-house” knowledge • Much improved reports • Extraction Improvements • Easier to understand and maintain • Automated “Bookclosing” every day • “Larger” team • Resource sharing with EDH / HRT

  8. BHT – Statistics • More use of BHT than ever • More than 1000 users • More than 1000 reports during 1 day (top: 1037 on the 25/10/2001) • 15’439 Reports in November 2001 (so far) • 143’240 reports in 2001 (so far) • Used world-wide • Increased Demand Stable Resources • A lot of support: 360 Remedies received and solved we WILL improve the turn-around

  9. BHT - Work in Progress • New version of webBHT for 2002 Some Improvements: • Complete pluri-annual view • Improved Pivot reports • Many more graphs • Improved order and contract reports • Intersection code changes reflected every day • New Extraction mechanism • Faster than before – Higher availability • Easier to adjust to change requests • More reliable • “Always” bookclosed

  10. BHT – Work in Progress • New Project Request Form • EDH Document • Improved Interface • Improved data validation • Automatic (WorkFlow) routing • Automatic creation of Project Codes • Automatic creation of new Intersection Codes

  11. Project Request Form

  12. Project Request Form

  13. Project Request Form

  14. Project Request Form

  15. BHT – During 2002 • New version of webBHT • New Project Request Form • Intersection Code maintenance • Improved financial tracking of orders and contracts • Improved user contact • Your input……

  16. HRT 2001 and onwards Per Gunnar Jönsson HRT Project Leader

  17. webHRT introduction 2001 • webHRT available as from January 2001. • New webHRT based on ART report development framework. • Excel HRT went unsupported May 2001 • Excel HRT final application and database shutdown a month later.

  18. New Career Structure • Substantial changes. • Rework of all career related data extractions and reports. • Generation of simulated “past” data for coherent display of STAF careers. • Duplication of reports (old/new scheme) during transition period. • Much work done while details where still negotiated. • webHRT ready 2 weeks before scheduled date of 1st of September.

  19. HR11i Migration • Required many new HRT reports. • Justifications, Illnesses. • Work documents. • Contacts. • Newcomers. • Arrival/Departure entitlements. • Also fundamental enhancements in HRT to allow display of Ex-members of personnel.

  20. Various Work • 500+ request for enhancements. • New Training Overview • Additional fields/search criteria in several reports. • Handling of new EXTERNAL status. • Etc…. • The querying facility of AMS (Access Management System) has been taken over by HRT.

  21. In Figures Since the introduction of webHRT • 12 new report screens. • 100+ new pieces of information. • HRT now has ~40% more functionality. • Greatly expanded user base • Users office. • Medical Service. • HR users from the HR 11i migration. • Guard service. • Uniqa Service

  22. In Figures • Up to 1400 requests a day.

  23. Future • Historical Data • Partly implemented with the possibility to see personnel that has left. • Work continues. • Old Requests • Work that have been held up by the new Career Structure and Oracle 11i migration. • Query Composition • For instance, producing queries excluding data (AND NOT) is not perfect today. • Technology • Tools for automating report generation. • Provide data in XML form. • Oracle 9 possibilities.

  24. EDH Review of 2001 Derek Mathieson EDH Project Leader

  25. Agenda • Last year • Work in Progress • Planned Work • Issues for Discussion • Wish list for 2001

  26. New Documents in 2001 Materials Request (PC shop) GSM Request ACB Request Transport Request EDH Admin Personal Schedule New JOB Access Request Fire Permit New Re-Route Tool

  27. Other Major Changes • EDH 2.1 Switched off • Old Workflow Manager Switched off • New Signing Tools (integrated with foundation)

  28. 2001 Statistics • 20% more hits • Up to 5 hits per second • 21% more active users • Used in 49 countries (all continents) • 154,581 documents created • Signature every 12 seconds • 1,000,000th EDH document

  29. EDH Technology Transfer

  30. EDH Technology Transfer Results achieved: • Portability • Recognition • Money Expected results: • Additional resources • Maintenance of Intersections / Org Units

  31. Work in Progress

  32. Work in Progress • XML Import • Automated document creation • TID already in production • Materials Request creation in test

  33. Work in Progress • New EDH Desktop • Full text search • Export to Excel • Personal Folders (similar to BHT & HRT) • New Search Tools • Full text search on Budget Codes, Contracts, etc.

  34. Work in Progress

  35. Work in Progress • New Personal Schedule

  36. Work in Progress • Document Enclosures • Attach justification, quotes, etc.

  37. Work in Progress • New EDH Documents • Project Request Form (from BHT) • Maintenance of intersection codes • Access request form • Accident Declaration • AVCL (7 Documents) • Improved support for non-Staff • Externals, External firm staff

  38. Future Work

  39. Future Work • Catalog • Search + XML import • New Design • Infrastructure • Improve quality • Doc Builder • New Documents • PAF (MAPS?, CDFS?, …) • Individual Training Plan • Others… • Website • FAQ • What is EDH, etc. • Update User Interface .

  40. Issues for Discussion

  41. Non-Staff Support Current Access Rights (for Reading): • ENTC • Documents Created or Signed by me • Materials Requests in my Division • ALL Others • Documents Created or Signed in my Division • Except personnel documents: e.g. Leave, Overtime, PAF, Training, …

  42. Non-Staff Support Current Problem: • Some ENTC have no Division (really External) Solution: • Put them in a imaginary Division ‘EXT’ The same Access Rights Apply

  43. Non-Staff Support In future (new Desktop): • Improved support of External firm staff, including finer access controls

  44. Profiles too Large? • Giving a Profile is sometimes too much • Giving Signature rights costs a lot of maintenance

  45. New, Smaller Profiles Purchase Profile DAITIDJOBMaterials Request • Separate Simple Purchases from other document Today's Profiles DAITIDJOBMaterials RequestOSVCTemporary LabourTrainingACB

  46. Group Leader Delegation • Group Members, other than the GL can also have 10K rights (deputy, PL, etc.) • But, Group Leader is accountable for Group expenditure

  47. New Standard Financial Routing • Group leader informed if document is over 2K CHF • Does not slow down procedure • GL still can intervene manually if required

  48. Simplified Shipping Routing • Too simple? • Most shippings are over 10K • All shippings over 10K  direct to DPO Is the DPO the correct decider without having first had approval from within the group?

  49. Your wish list for 2002

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