AS-IDS Information meeting 9 December 2002 for SPO’s, DPO’s & RC’s

CERN – European Laboratory for Particle Physics

Administrative Information Services

AS-IDS Information meeting AS-IDS Information meeting 9 December 20029 December 2002

for SPO’s, DPO’s & RC’sfor SPO’s, DPO’s & RC’s

CERNAS-IDS

AgendaAgenda

Overview of IDS– people, products , process

PPT, CET, HRT, EDH– review 2002– work in progress / pipeline – tasks for 2003 (& beyond)

Discussions & Questions AoB + Drink

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Overview of IDS People & ProductsOverview of IDS People & Products

Ju rge n D e Jo ng heP P T P ro jec t L ea d er

(+2 P ro je c t A sso c ia tes1 T e ch n ica l S tud e n t (S L ))

M ika e l A ng b e rgC E T P ro je c t le a d er

(+ 1 Te ch n ica l S tud e n t)

P e r Jo nssonH R T P ro jec t le a d er

(+1 F e llo w )

D e re k M a th ie sonE D H P ro je c t L e a d er

(+ 1 S ta ff M e m b e r, 1 P ro je c t A ssoc ia te ,1 F e llo w , 1 T e ch n ica l S tu de n t )

S ue Fo ffa noG L

Ja m e s P u rv isD G L

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AS-IDS in the AIS pictureAS-IDS in the AIS picture

AIS = AS-OP + AS-CIS + AS-IDS + AS-SAS– OP responsible for streamlining &

simplifying administrative procedures– CIS responsibility for the Corporate

applications (HR, Qualiac, BAAN, Foundation, CFU etc.) to restricted users

– IDS interfacing with CIS applications to provide input (EDH, PPT) and output (CET, HRT, EDH, PPT) to all users

– SAS Providing Infrastructure (machines, databases) & services (ais support)

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How are requirements gathered?How are requirements gathered?

EVM

Financial Rules & ControlsSafety Rules

Working Practices

Changing Organisation

Machines

QUALIACHR

Databases

Changing Environment

Baan

Regular Contact DPO, DAO’s

AS-OP

Helpdesk

Support Calls

Suggestions/Ideas

Ad-hoc (AoC)

User contact

Users

DPO meetingGTPA CLA

TECSAPOCO

Directorate / MB

Committees

Purchasing

Finance

LogisticsStores

Services

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How is work planned / prioritisedHow is work planned / prioritised

Planning

Day

Team / GL

POW

DL / Director GL/Supervisor

MAPS

New requirements Business Case

+ Resources? CGL / DL

Jan Mar Jul Dec

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Why this meeting ?Why this meeting ? Traditional meeting over the last few years with DPO’s

– this year extended to RC’s & SPO’s SPO’s, DPO’s & RC’s represent key users for

us….information exchange deemed mutually beneficial

You, and your colleagues can contact us at ANY time– ais.support is the preferred route for bugs,

questions etc. from any user– Direct contact for requirements, suggestions,

feedback from key users We do our best to listen to and react on User input,

however we are constrained by our resource situation & “external influences”

http://ais.cern.ch/info/ids/idspow2002.html



PPT Review, Status & FuturePPT Review, Status & Future

Jurgen De Jonghe

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PPT Review 2002PPT Review 2002

Feb: aisMedia to replace Tuovi doc database March/April: LHC contract tracking with PPT to

determine LHC expenditure profile May: Specification for LHC Earned Value Management

tool June: Architecture, Analysis, Design… Sept: first release of EVM tool Oct: first production release + 2nd LHC contract

tracking based on PPT repository Nov: conversion of existing data to automatically

upload in PPT Dec: LHC-MMS data

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PPT Work In Progress & FuturePPT Work In Progress & Future

Short:– further data collection for LHC EVM– evangelism– automatic progress reporting cycle

Medium:– technical consolidation– EVM graphs, trends, component rates– workflow– manpower

Long:– other CERN projects: CNGS, Atlas installation



HRT Review, Status & FutureHRT Review, Status & Future

Per Gunnar Jönsson

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HRT 2002 AchievementsHRT 2002 Achievements

MAPS form FAS Programs

– Due to very successful collaboration with HR New access mechanisms

– Multiple roles– Access using PPA– Personal Access (myHRT)

Historical Personnel Summary & List Substantial work on improving data extractions

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HRT 2002 UsageHRT 2002 Usage

The obligatory statistics:

– 1400 different people have been using HRT

– 1200 queries per day (1700 peak).

– Biggest user 6000+ queries during 2002

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HRT 2003HRT 2003

Much work needed that’s not directly visible

– Extractions need to be further looked into– Move to Oracle Jdeveloper development software.

• Current software obsolete and dropped by manufacturer.

– Move to Oracle 9iAS server software.• Current software obsolete.

– Tools for enhanced efficiency in creating new reports.

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HRT 2003 continued.HRT 2003 continued.

FAS Programs– HR Collaboration to continue.

Images (for guard services). French Card applications. Pick up on backlog of requests.



BHT/CET Review, Status & FutureBHT/CET Review, Status & Future

Mikael Angberg

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BHT 2002BHT 2002 BHT Maintenance

– Yearly and Monthly bookclosings– 525 Remedy requests during 2002– 519 Solved– Maintenance and support level put “on hold” because of CET

BHT Usage – Up to 1’300 reports per day (04/02/2002)– 168’142 Reports in Total during 2002– 1’402 Different Users of BHT during 2002

BHT will run until Financial End of Year 2002

Still to be done in BHT– Yearly bookclosing of 2002 (no data for 2003 in BHT)

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CETCET

“it is recommended that CERN upgrade BHT (Budget Holder Toolkit) to allow project engineer, group leaders and project management to follow a contract under its

responsibility from the beginning to the end with a user-friendly access to all the relevant data needed. “

In addition to existing BHT functionality, CET provides for :– Contract Tracking– Cashflow tuning (with PPT)– Extensive pluri-annual reporting– Supplier vs Budget Code payment perspectives– Date-tracked Pipeline– Tighter integration with CFU– Extended Team & Collaboration Accounting– Many enhanced reports (pivot, telephone)– Bookclosed Daily– LHC, FI & SPL specific reports– EVM reporting (with PPT)

4 Presentations

4 Tailor Made workshops

25,000 reports, 400 users

Issues

Sorting, subtotals, pipeline

Descriptions,

Stored Reports & Macros

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CET FutureCET Future BHT Run in Parallel

– Until close of financial year 2002– 2003 Data in CET only

Resolve outstanding issues– Sorting, Excel export etc

New data, features & reports– Reports : Personnel, EVM, SPL & FI specific– Data : Invoice pipeline– Features : Price revisions++

Event Subscription (wibnify)– Budget Alerts– Expenditure (Ceiling) Alerts



EDH Review, Status & FutureEDH Review, Status & Future

James Purvis

CERNAS-IDS

Review of 2002Review of 2002 Document search AVCL

– Subsistence, Advance, Sundry Expenses, 3rd Party Payment, Home Leave

New Catalog Enclosures New Search Screens for

Roles, Profiles & Signature Rights

Workflow– Fixes to allow Userreg– Special routings

New Desktop XML Import New Personal Schedule

Removal of more legacy code Catalog maintenance tool AOC document

– AOC creator right. New version of Oriac / Siriac New Database Enclosures (by email or file

upload) Leave Request

– New Home Leave calculation

AIS Event system TT terminated (impact)

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Controls, controls, controls…Controls, controls, controls… DR reference in DAI & Activity Code in All Documents

– DRs > 50K Programme Controller & Director of Admin– DAIs > 50K if no DR Programme Controller & Director of Admin– DAIs > 50K Programme Controller & Director of Admin– DAIs > 50 K Programme Controller– DRs > 50K Programme Controller

SCEM 53, but not SCEMs 53.11.15A, 53.11.15B, 53.11.34B, 53.11.39A, 53.11.39B, 53.11.39C, 53.14.10 Programme Controller

Activity Codes 11,15,41,43,82,85,871,877,9, 52* GL & DL SCEMs : 7.06,12.03,12.08,12.11,12.15.01,12.15.02,20,53 GL & DL

Divisional Special Routings– ST Division special financial routing (GL & DPO)– TIS Division special financial routing (DL)– SPL Division special financial routing (DL)– SL Division Project Routing– IT Division Project Routing– Plus some special Leave, Overtime & Home Leave confirmation routings

requested by DAOs (EP, SL, PS…) Divisions with NO special routings

– AC, AS, DG, DSU, EST, ETT, FI, HR, LHC, TH,

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Coming in 2003Coming in 2003 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.

New EDH Catalog– Search + XML import– New Design– 100,000 new items

Infrastructure– Workflow Upgrade– Web Server Upgrade– IDE Upgrade

Accident Declaration AVCL (7 Documents) New Documents

– PAF (MAPS?, CDFS?, …)– Backlog from 2001/2002

TCR Overtime integration? Attachments

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Impact Of EVMImpact Of EVM

Development Delayed / Not Completed

– Project Request Form– Enclosures in EDH– AVCL Replacement– Catalogue Maintenance & Import

Tool– Accident Declaration– Better Support for Externals

Development Not Started– Maintenance of Intersection

Codes– PAFS– Contract Minutes Workflow– XML Import for Transport

Request– Confidential Stamp

– CMS enhancement requests for PPT

– ATLAS enhancement requests for PPT

– EVM requests for experiments, GRID & Others in PPT

– Improved productivity tools for ART & EDH

Additional Consequences– Technology “Freeze” – Running on obsolete &

unsupported versions of Oracle WF

– Developing using Obsolete IDE– Running Web applications on

obsolete Application Server– Supporting of 6500+ users

In Industry EVM implementation cost = 2% of total project cost .Zero extra resources given to group for EVM.



Discussions / QuestionsDiscussions / QuestionsAoBAoB