©stfc/keith g jefferyrcuk ssc grants system 20080807 1 rcuk (research councils uk) ssc (shared...
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©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 1
RCUK (Research Councils UK)
SSC (Shared Services Centre)
Grants System Keith G Jeffery
Science and Technology Facilities CouncilRutherford Appleton Laboratory, OX11 0QX UK
e-mail: keith.g.jeffery@rl.ac.uk
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 2
STRUCTURE
UK Research Councils Grants SystemsSSC ProjectGrants Design ProcessCurrent State and Future
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 3
UK Research Councils
RCUK is umbrella organisation.7 research councils
fund ~£2.5b p.a. R&D; ~9k new grants/studentships awarded p.a. from ~28k
proposals, ~ 21k grants live at any time
Also decide research strategy & policy.Academic community used extensively on committees and as reviewers.
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 4
RCUK Grants Systems
Each RC developed own, some starting from 1960s evolving through batch, to online2003-2006 developed unified front-end to all RC grants systems – JeS (Joint electronic submission) – still in production useEach RC has some sort of general read-only access GOW ‘grants on the web’Attempts to unify grants systems, currently 5 among 7 RCs
Similarly RCs have independent systems for Finance, HR, payroll, procurement (with some sharing)
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 5
As-Is Systems Map - AHRC
Finance &
Procurement
CODA
Grants only
AHEAD
HR
PeopleSoft
(NERC)
Payroll
Northgate
(STFC)
EDRMS
SharePoint, Viewdirect
Other Local Systems
(Incl. AHEAD non-grants)
BACS
Albacs
Task Centre
ORBISJe-S
Custom
Exchange, Mail Relay
AHRC Website
CDR
To Be Clarified
Within Scope SSC
Retained Common
Retained Local
External
External
Systems
1, Payment Requests
2, ApplicantDetails
5,Award Information
3, GrantProgress
Data
9, Record Archiving
Mail Request
15, Payment Requests
7, Grant Proposals etc.
13, Payroll Payment
6, Mail MergeData
4, Contact Changes
17, Payment Data
16, Task Requests
?
10, Archive Requests
8, ContactInformation
14, Payroll Changes
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 6
As-Is Systems Map - BBSRC HR
Delphi & Perwest
3 x Payroll
2 x Paysolve & 1 x Midland Delphi (S.O.)
EDRMS
SharePoint & Meridio
Other Local & Institute Systems
BACS
AlbacsContract Management
ProTrak
8 x Finance & Procurement
Great Plains
Note: A more comprehensive suite of diagrams exists in a separate presentationAn example from the John Innes Centre is attached
Many
Many
To Be Clarified
Within Scope SSC
Retained Common
Retained Local
External
External
Systems
Je-S & CDR
Custom
GrantProgress Data
GrantProposals etc.
GOTW
Custom
GrantData
Employee Data
Employee Data
Pay Data
Payment Data
Payment Data
Payment Data
Employee Data
Employee, CostCentre, Project Data
Employee, Cost Centre, Project Phone Recharge, Planon Orders & Vehicle
Usage Data
Foreign Payments
ManyLocal Business
Warehouses /MIS
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 7
As-Is Systems Map - ESRC
Finance &
Procurement
Sun Accounts
Grant Proposals
RAPUP
Studentship Applications
ASPA
HR
As EPSRC Flexi Web, TMS etc
Payroll
As EPSRC Ceridian Centrefile
EDRMS
Objective
Other Local Systems
BACS
Albacs
Grant Awards
RALI
Je-S & CDR
Custom
Post Grad Award Payments
PAPA
Electronic Application Recording Syst
EARS
To Be Clarified
Within Scope SSC
Retained Common
Retained Local
External
External
Systems
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 8
As-Is Systems Map - EPSRC
Finance & Procurement
SmartStream
Grants
NEXUS
Purchasing RCPO
HR
Flexi Web, TMS etc
Payroll
Ceridian Centrefile
EDRMS
SharePoint
Other Local Systems
BACS
Masterline
Time Recording
MyTime
Je-S & CDR
Custom
Finance Info Syst (FIS)
Custom
Performance & Risk Mgt
MIS
To Be Clarified
Within Scope SSC
Retained Common
Retained Local
External
External
Systems
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 9
As-Is Systems Map – CCLRC (STFC)
Finance & Procurement
ORACLE
Activity Tracking
StoP
HR
Empower
Payroll
Northgate
EDRMS
SharePoint
Other Local Systems
BACS
Albacs
Workflow
Corp Data Repository
ORACLE
To Be Clarified
Within Scope SSC
Retained Common
Retained Local
External
External
Systems
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 10
As-Is Systems Map – NERC
Finance, Procurement etc.
Oracle
Grants
Mantra (GMG), CDR
HR
PeopleSoft
Payroll
Delphi
EDRMS
Objective
Other Local Systems
With multiple interfaces
BACS
Incl Foreign Payments
Resource/Time & Project Mgt
ChangepointRMS/ TARS/PMS
Je-S & CDR
Custom
MIS
Oracle Discoverer
Internet Reporting
Custom
E Directory
Novell (Multiple
Interfaces)
Mail/Database Groupwise
(Multiple Interfaces)
1, GrantData
9, Time Records
29, Starters/Leavers
6, GrantProgress Data
5, GrantProposals etc.
2, FinanceData
8, Payment Req
3, Payment Ack11, Master Data
.
12, Project Data
14, Personnel 15, Payments
16, Payments
17, Personnel
GOTW
Custom
18, Personnel19, Payments 20, Personnel
22 & 23, Client
24, User ID
25, User ID
25, User ID
27, Print Data2
6 L
ett
er
Re
que
sts
28, ChangeConf
,
External
Systems
To Be Clarified
Within Scope SSC
Retained Common
Retained Local
External
40 & 41 Payments
46 GrantData
34, Starters& Leavers
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 11
As-Is Systems Map – MRC v1.5
Finance & Procurement
SAP (FAMIS)
BIW Data Warehouse
SAP BIW
HR
Oracle (SAP after July 2007)
Payroll
Rebus (SAP after July 2007)
EDRMS
Objective
BACS
?
SAP Portal
SAP
Portal
Plumtree
EBP Procurement
SAP
EAA Grants Portal
Grants
Inform
BO Universes
Business Objects
After July 2007
RDW (Research Data
Warehouse)
RACS (Research Activities
Categorisation System)
To Be Clarified
Within Scope SSC
Retained Common
Retained Local
External
External
Systems
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 12
As-Is Systems Map PPARC (STFC)
Finance & Procurement
SUN, Earnie
Grants
Mantra (GMG)
HR
HR Classic
Payroll
Northgate
EDRMS
Objective
Other Local Systems, Includes Web Servic’s & Intranet
BACS
Albacs
Project Costing
Plantime
Je-S & CDR
Custom
Reporting
Vision
Payment of Peer Reviewers
Earnie
Personnel Support
HR Workforce
Finance Overseas (ING & JAC)
SUN
Grants MIS
MS Reporting
To Be Clarified
Within Scope SSC
Retained Common
Retained Local
External
External
Systems
People
GMG
GOTW
Custom
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 13
STRUCTURE
UK Research Councils Grants SystemsSSC ProjectGrants Design ProcessCurrent State and Future
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 14
SSC Project
Project Team
Research Councils SSC Ltd
requirements
in scope staff
system
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 15
Project Team
Streams working on Finance, HR (and payroll), Procurement, Grants
RC expert users, project team manager
Also Personnel transfer RCs to SSC LtdAlso IS/IT infrastructure and supportAlso migration and change
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 16
SSC Project Software
Decided through competitive dialogue on Oracle EBS (e-Business suite) for Finance, HR (including payroll) and ProcurementDecided on Siebel CRM (Customer Relationship Management) for GrantsDecided on Fujitsu as System Integrator
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 17
SSC Project Design
Used Oracle AIM method with refining of processes in 3 stages (CRP 1-3) before user acceptance and operational acceptance
CRP1: 200709-200712 CRP2: 200712-200802 CRP3: 200802-200803
Design Authority set up November 2007 with user representatives and project team representatives to control design by approving any changes (configuration, customisation)
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 18
SSC Project Design: Finance,HR,Procurement
DAG set up as CRP1 ending, CRP2 starting and identified problems in areas:
non-functional requirements (performance, security) cross-functional (eg management information) user provisioning (eg security, authority) overall document management data migration (as is to be) many gaps (between requirement and solution) outstanding
CRP2: 2180 gaps identified, resolution agreed for > 98% of them by 20080707CRP3 now scheduled 200809-200811
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 19
Lessons Learnt
Design takes longer then plannedEspecially if harmonising data and processes of 7 organisationsCRP1 not well-controlled at exitCRP2 well-controlled – but took 6 months instead of 2CRP3 now well-planned
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 20
STRUCTURE
UK Research Councils Grants SystemsSSC ProjectGrants Design ProcessCurrent State and Future
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 21
Agreed Overall Service Architecture
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 22
SSC Project Design: GrantsPrototype built using Siebel CRM
Aided harmonisation of processes Popular with RC staff managing front-end grants process (pre-award) However, finance staff involved in back-end grants (post-award: payments,
deliverables) not consulted fullyDAG suggested could prototype also Oracle EBS for Grants
This was not done but Oracle Consulting agreed best to use Oracle EBS as well as Siebel CRM
Eventual decision to use both Siebel CRM (front) and Oracle EBS (back) The use of Siebel CRM supports good customer (supplier) relations Siebel CRM has great flexibility The use of EBS ensures Grants financial information is integrated with other RC
financial information EBS Opens possibility of B2B communication with research institutions
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 23
STRUCTURE
UK Research Councils Grants SystemsSSC ProjectGrants Design ProcessCurrent State and Future
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 24
SSC Project Schedule
•First ‘go-live’ 200902•Then migrate Finance, HR (&payroll), Procurement in groups of RCs until end-2009•Overlap with Grants migration end-2009-end 2010
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 25
Migration•Migration is ‘as is’ to ‘to be’ data structures
– Finance: migrate monthly balances and live transactions– HR: migrate current employees and history for past years (assignment
data, absence data)– Payroll: migrate current and hold history of pay advices, tax, pensions etc– Procurement: suppliers used in last 2 years plus live transactions– Grants: all grants at application and live states; all history for limited set of
attributes (discussion on using CERIF)•Considerations
– What is required legally– What is required for MI (especially longitudinal and horizontal queries)– What is feasible
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 26
End-StateNetwork services
Portal services
Security services
Application & Integration services
Business Logic services
Database services
Infrastructure services
Pj Pr F H G
©STFC/Keith G Jeffery RCUK SSC Grants System 20080807 27
Final Thoughts
•From RC point of view Grants is procurement – like supply chain management•From research institute point of view Grants is like a project•From innovator point of view Grants output is a knowledge base
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