IT Purchasing at CERN

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      POW 2001
                 AS-IDS Overview
   Mandate: Specification, Planning, development, maintenance,
    support of applications to enable end-users world-wide to initiate
    administrative actions, perform resource planning or obtain
    decision support information to assist in business processes
   Applications: BHT, HRT, EDH, PPT
   User base: 6,500 with over 1,200/day for EDH
   Human Resources: 7 Staff Members, 8 known non-Staff
    members for 2001 (1 Fellow, 3 Technical Students, 1 Project
    Associate, 2 Russian students, 1 Swedish student) ~5FTE
   Financial Resources: 250K for 2001 + request for 100K for
    PPT project (currently not allocated)


AS-IDS                  Sue Foffano, James Purivs                    2
                AS-IDS 2000 Review
   BHT
        Full web functionality
        Improved stability, administration tools, documentation
        Additional functionality: Team accounting, Epool
        Ran without problems, fully supported desipte new management
        Contacts and acceptability checking with key users

        High cost of maintenance ~60% FTE
        Lack of involvement in certain impacting projects e.g. Epool




AS-IDS                     Sue Foffano, James Purivs                    3
                AS-IDS 2000 Review
   HRT
        Review of prototype using Oracle 8i features; power to the users
         without underlying complexity
        Getting 95% functionality available to users in test mode in
         December
        Positive feedback from test users
        High ROI on ART

        No new functionality for the XL users during the year
        Growing list of enhancement requests




AS-IDS                     Sue Foffano, James Purivs                        4
                AS-IDS 2000 Review
   EDH
        14 documents developed in webEDH
        96% all documents routed by Oracle workflow
        By year end no documents created using EDH 2.1
        High turn-around for user support ~<0.5 day

        Maintenance of 2 versions of EDH and 2 versions of workflow
        Planning for Leave related documents for LMS
        Resource situation (4 Staff -> 2 of which 1 absent 5 months)
        Time & level required for user support




AS-IDS                     Sue Foffano, James Purivs                    5
                AS-IDS 2000 Review
   PPT
        Unified version for use by ATLAS & CMS
        New functionality; event notification, milestone support
        Usage increase 1,500 new tasks defined, consultation increase

        Scope of project not clearly defined
        Much time spent supervising and coaching temporary resources
        Overall resource problem especially since departure of “consultant”




AS-IDS                     Sue Foffano, James Purivs                       6
AS-IDS 2000 Review - Conclusions
   Majority of the planned work was completed
   Tasks planned and not completed were not user-driven, but had
    a high cost in maintenance
   Many additional tasks (unknown at POW) were handled
   Maintenance & Support load still high
   LMS - significant impact, planning underestimated
   Critical resource situation
        7 staff members of which 3 took on new tasks & responsibilities
        1 Staff member absent 5 months
        In an effort to compensate resource situation 19 temporary
         resources supervised throughout year
        Ratio non-Staff v’s Staff unhealthy, time-consuming, ROI not
         optimal

AS-IDS                     Sue Foffano, James Purivs                       7
                AS-IDS 2001 Context
   Fact : High Staff-to-Non-Staff Ratio
        Issues : Turnover, Integration, Productivity, Maintenance , Supervision
         overheads, Knowledge-transfer
        Solutions : Frameworks, Standards,
   Fact : High User-to-Developer Ratio
        Issues : Number of Support Calls, Intervention Required by Engineer, High
         Maintenance costs
        Solutions : Help-desk, technical support, communication
   Fact : High cost of Legacy code
        Issues : XL HRT, Old wfm, EDH 2.1, BHT extraction (all 5 to 10 yrs old)
        Solutions : Replace
   Fact : Known changes
        Such as: Career Structure, Oracle 8i & HR 11i, Oriac / Siriac, Euro
        Solutions: Pre-empt them
                           => Doing more with Less <=
AS-IDS                        Sue Foffano, James Purivs                            8
           AS-IDS 2001 Constraints
   AVCL
        1.5 years initial version
        Wider audience? Simplified procedures?
   Career Structure Change
        Main impact on HRT
        Shockwave thru other areas (e.g. overtime system)
   WOS
        Impact on BHT extraction
        Impact on DAI, OSVC, DTEMP, Shipping, TID in EDH
   Oracle HR 11i
        Main impact HRT, but also EDH


AS-IDS                    Sue Foffano, James Purivs          9
                   AS-IDS 2001 POW
BHT
 New Extraction
        Reduce support costs
        Simplify application dependencies
        Automate & outsource bookclosing
   ART Framework & Oracle 8i
        Reduce maintenance costs
        Simplify future development
        Simplify current configuration
   Control tools
        Ensure data coherency.
        Pre-empt problems
        Outsource data support to FI

AS-IDS                      Sue Foffano, James Purivs   10
                  AS-IDS 2001 POW
BHT Additional requests for 2001
        Extended Pipeline functionality
        Project Request Form
        Cern Classification System
        Documentation & Training
        Telephone details


   BHT currently occupies 1 FTE
    Goal is to reduce that effort by at least half for 2002

   Resources : 1 Staff, 3-6 months Swedish Student + 0.5
    Technical Student

AS-IDS                     Sue Foffano, James Purivs          11
                  AS-IDS 2001 POW
HRT
 Switch off Excel Version
        Reduce Support Costs
        More platforms & users supported via Web
        Web version is cheaper to modify / support / enhance
   New Career Structure
        HRT is most affected application
        Will have general impact on all HRT
        Compatability will need to be maintained
   Outstanding Enhancement Requests
        Validate & Implement
   Time Dimension


AS-IDS                     Sue Foffano, James Purivs            12
                  AS-IDS 2001 POW
Additionally for HRT
 PIE-HRT to ART
        Reduce current support costs
        Standardise infrastructure
   ART extensions
        Used by PPT, BHT and EDH
        Plugs in to Oracle Graphics, Netcharts. Extendability
   Admin tools
   Training data

   Resources : 1 staff, 1 Fellow + 0.5 Tech student

AS-IDS                     Sue Foffano, James Purivs             13
                  AS-IDS 2001 POW
EDH
 Switch off legacy
        Stop EDH 2.1
        Stop Oracle Workflow
        Stop old servers (cgi, services, edhd…)
   Complete missing functionality
        Web desktop/document searching
        CernID and Organic Unit & username Dependency
   New forms & procedures
        AVCL forms (how many in 2001 ?)
        AS-OP pipeline of small forms - apart from RSL form, not clear
         which and how many will be implemented in 2001

AS-IDS                     Sue Foffano, James Purivs                      14
                AS-IDS 2001 POW
Additionally for EDH
 Foundation Signature Rights Management Screen (EDHAdmin)
 Maintenance of Intersection Codes (?)
 Corba/Netscape server / ServletExec issues
 Database merge
 Import functionality for Services
 AIS site
 Recurrent maintenance associated with managing 6500 users &
  interfaces to 7 different applications (oriac, siriac, baan,
  foundation, gesmar, mt-jobs, lms)

   Resources : 1.75 Staff, 1 Project Associate, 0.5 Technical
    Student, 0.5 Russian Student, (+0.5 Fellow ?)
AS-IDS                  Sue Foffano, James Purivs                15
                  AS-IDS 2001 POW
PPT
 Fully support ATLAS & increasingly CMS
        Complete Performance Measurement & Notification System
        Integrate all ATLAS Systems (currently 40% of ATLAS systems
         workpackage tracking is done via PPT. 100% foreseen for 2001)
        Integrate CMS milestones
        Implement HTML search
   Use within IDS for task tracking
   Continue technology optimisation - Designer ? iFS, Portal,
    EJB architecture
   Resources: 1 Staff, 0.5 Technical Student, 2 months Russian
    collaborator ( -> PJAS ??)

AS-IDS                    Sue Foffano, James Purivs                      16
                     AS-IDS 2001 POW
                        ATLAS Tasks Tracked

    3000
    2500
    2000
    1500                                            Tasks
    1000
     500
         0
           1

                         3

                         5

                         8

                         1

                         4

                         6

                         8

                         0

                         2
         -0

                       -0

                       -0

                       -0

                       -0

                       -0

                       -0

                       -0

                       -1

                       -0
       99

                99

                    99

                    99

                    00

                    00

                    00

                    00

                    00

                    01
    19

             19

                 19

                 19

                 20

                 20

                 20

                 20

                 20

                 20
AS-IDS                  Sue Foffano, James Purivs           17
         AS-IDS 2001 Conclusions
   Numerous constraints = little flexibility
   Large % of work of the group not triggered by direct user
    requests
   Resource situation most critical in PPT
   Fewer non-Staff resources, hopefully higher ROI
   Good internal communication and early involvement in projects
    is critical
   Reduce dependency, especially in EDH on Business
    Procedures & Corporate Applications
   Reduce maintenance costs
   Eliminate legacy code

AS-IDS                 Sue Foffano, James Purivs                18

				
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