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Automating Business Processes @ CERN

Automating Business Processes @ CERN. Jurgen De Jonghe , GS-AIS CERN. Based on a presentation from Nicolas Décrevel , Rostislav Titov. CERN. 2500 Staff 8000 visiting scientists 500 universities 80 nationalities Half the world’s particle physicists.

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Automating Business Processes @ CERN

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  1. Automating Business Processes @ CERN Jurgen De Jonghe,GS-AIS CERN Based on a presentation from Nicolas Décrevel, RostislavTitov

  2. CERN • 2500 Staff • 8000 visiting scientists • 500 universities • 80 nationalities • Half the world’s particle physicists

  3. Best of breed vs integrated suite “Best of Breed” Integrated Suite Needs Package Needs Needs Needs Package Needs Needs Package Needs Interfaces Needs Needs Needs Needs Package Interfaces Missing Not needed • CERN Choice:Best of Breed • Buy best solution for each business unit • We manage the integration & customizations • We provide transparent layer for end-users

  4. Best of Breed Applications • Finance/Purchasing • Qualiac • Qualiac finance • General ledger • Accounts Payable • Accounts Receivable (Team invoicing) • Qualiac purchasing • Contracts • Purchase order management • Goods reception • 145 active users • 720’000 accounting entries, 35’000 purchase orders, 47’000 invoices, 14’000 team invoices per year;

  5. Best of Breed Applications • Logistics • BAAN • Stores management, Replenishment, Sales • 50 registered users • 55’000 sales orders/146’000 order lines per year • 6’500 purchase orders/22’000 order lines per year

  6. Best of Breed Applications • HR • Oracle HR • 115 registered users, • 50'000 database operations on 5'500 personal files per month • 150’000 persons registered in database • E-recruitment • HR*Access: • Payroll: 3’800 salaries per month

  7. In-house development • Where market availability doesn’t meet CERN needs AND there is a strong business case • Examples • Workflow and electronic document handling • HR & Financial Reporting • Contract Management • Activity Planning & Collaborative project management • EVM: Earned Value Management • (Maintenance) Intervention Management Planning & Safety

  8. Overview of applications

  9. EDH Electronic Document Handling @ CERN

  10. Electronic Document Handling • Self-Service Requests: creation, validation, routing, authorization and archiving • Automates most CERN business-processes • 1st version in 1992, Web-based since 1998

  11. Purchasing through EDH • Demanded’Achat Interne • Purchase from any external supplier • ~35% of all purchases • Demande de Matériel • Purchasefrom CERN Stores (>50’000 items) • Purchase from selected suppliers via B2B (Business-to-business) scheme

  12. Paper Purchase Order

  13. Purchasing Process Support $ Payment Request Approbation d'uneréception (EDH) Reception Accounting Commande (EDH) Transfer Invoice Order Purchasing Authorisation

  14. Demande de Matériel

  15. Workflow in Action

  16. Workflow in Action

  17. Workflow in Action

  18. Workflow in Action ********

  19. Workflow in Action  AlreadyApproved 

  20. Workflow in Action XML Order

  21. Workflow in Action

  22. Closing the loop for Budget Holders…

  23. EDH Workflow 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 ProceduresEDH is NOT a negotiating/decision aiding tool

  24. Workflow Engine • EDH Workflow is a commercial product • Based on BPEL standard (but about to migrate to BPMN in the near future) • We use ActiveVOS • Visual workflow design • Robust server with a good track record • Process versioning

  25. Workflow Design IDE

  26. How EDH helps meet the Challenge • Reduce costs • Reduce costs • At least 40 FTE saved • Increase efficiency • Increase efficiency • Reuse – cloning • Streamline processes • Streamline processes • 93% < 24h, 71% < 30min • Increase productivity • Increase productivity • < Admin, > Core activities • Empower workforce • Empower workforce • Delegation of rights • Maintain control • Maintain control • Enforcing business rules(Budget, Safety)

  27. Benefits • Reduced delays (1 → 2 instead of 8→14 days) • Increased productivity • No duplicate data entry, Cloning • Transparency & Traceability • Lean Authorization: • Absence handling • Roles based + Delegation • Escalation • Zero paper (environment friendly!)

  28. EDH Statistics (documents/month)

  29. EDH Statistics (signatures/month)

  30. Damned Lies?

  31. Thank You For More Information Rostislav.Titov@cern.ch Nicolas.Decrevel@cern.ch Jurgen.De.Jonghe@cern.ch

  32. EDH EDHDocuments Catalog EDH Desktop Workflow Common Business Objects SignatureRights EDH BaseClasses FoundationInterface TransferPrograms JVMTools

  33. BPEL Engines Evaluation Supported Partly supported Not supported

  34. Front-End EDH Architecture ApplicationServer • CERN-made, Java only • Reusable input objects • 1-2 months to developa new process • Highly available (multiple Java VMs) DatabaseServer ClientComputer ApplicationServer

  35. Security • HTTPS • all data encrypted • Both MD5 and 1024-bit RSA encryption for electronic signature

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