maksim bashashin pmp (pmi), cpms (ipma) sector leader jinr – lit
TRANSCRIPT
Administrative Information Systems at JINR
Maksim BashashinPMP (PMI), CPMS (IPMA)Sector Leader JINR – LIT
JINR’s STRUCTURE
The number of employees > 4,5 thousand18 – Member States
There are 3 groups of divisions:
8 - Research Laboratories (VBLHEP, DLNP, BLTP, FLNP, FLNR, LIT, LRB, UC)
4 – Service Offices (AC & CC Office, H & RC M Office, SIM Office, JINR CE Office)
3 – Administrative Offices (SO & IC Office, F & E Office, HR & ID Office)
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How does JINR get and spend money?
Budget steps:1. 18 Member States approve a budget for 1, 3 and 7 years
and after that each State allocate money for the next year.2. Laboratories spend money on the particular purposes,
experiments and ect.3. Laboratories and Administrative Offices make plan-fact
budget analysis and organize feedback process.Service offices staff organize support and realize technically help to the Laboratories to perform all of budget steps.
!! Our budget exceeds 200 million dollars per year!!!!So we must have good instruments to plan, control and execute our budget!!
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Who are the main consumers of AIS?
Finance and Economic Office
• Accounting Department• Financial Planning Department• Central Purchasing Group• Custom Clearance Service Key
users of AISHR Office
• Labour and Wages Department• Personnel Department (HR)• Legal Department• Secretariat
Data input, data
editing, final report
preparation and
analysis.
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Functional modules of AIS (before 2013)
Finance and Accounting module
1S 8.1 UPP system
Human Resources module
KADRI system, MS Excel
Salary calculation module
Six installation of file-server AMBA system
Module for a reports preparing
ISS, ADB2, BHT, HRT
data data data
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Structure of module for a reports preparing
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1S UPP System
Finance and Accounting module Human Resources modulePTP
Themes
Foundation
MS SQL Server ORACLE Server
HRT
Excel VBA
ISS
~200 Reports
PIN
MySQL
BHT
MS Access
Official documents DB
ORACLE
ADB2
ORACLE
mdb
HR
FINANCE & ACCOUNTING
OFFICE WORK
Main challenges
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1) Accounting Department, Central Purchasing Group and HR office worked separately using different information systems (modules). These systems were weakly integrated together.
2)There were many business functions which were not software automated. We had a huge amount of «manual» operations.
3) We couldn’t continue independent customization of old 1C system because of architectural limitations in the product.
4) Inconsistencies in data 5) We didn’t have single organizational structure to support end users (we
had no first line support). We didn’t have a expectations management system.
6) We couldn't add new useful functionality to our current software without big efforts and couldn't react quickly for users requests.
7) We didn’t have enough programmers (IT-specialists) for maintaining and adopting our software.
Proposed solution
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• Use one based unified platform «1S UPP» for financial, accounting and HR tasks;
• Organize and implement the project for transition from old version of our systems to new unified platform;
• Make organizational changes (collect and train staff for project execution and later support).
Modified (new) structure of AIS (2014) modules
Finance and Accounting module
1S 8.2 UPP system
Human Resources module
1S 8.2 UPP system
Salary calculation module
1S 8.2 UPP system
Module for a reports preparing
1S 8.2 UPP system, ISS, ADB2, BHT, HRT
documents
data data
Electronic Document Handling and Workflow1S 8.2 «Document Workflow»
repo
rts reports
documents
data
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The project of transition to new platform
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1. We've created procedure of promptly modifying systems in case of legislation changes have occurred.
2. Key users can work in single unified system (1S UPP).
3. Accounting and financial operations are executed and maintained in the new version of 1C 8.2 UPP.
4. During the transition project it has been solved a number of methodological and legislation issues.
5. HR module was commissioned for HR Office.
6. Payroll for all budget units is carried out only in the unified system 1C.
«1S:Documentum workflow»
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We launched a pilot project for the approval of 3 types of contracts in the system "1C:Docflow".
New organizational structure
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Implementation and adaptation the APT EVM system at JINR for NICA project
The agreement was signed between CERN and JINR 4
years ago. The main idea is to
“extract” EVM from the APT to be able to
implement it in Dubna as a stand alone application for
the NICA project.
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Implementation and adaptation the APT EVM system at JINR for NICA project
This list of activities has completed:
1) installation of the EVM module on JINR site; 2) initial data upload (input): WBS, work units, plan value data, schedule parameters, budget codes, organizational structure; 3) developing and testing integration functionality between the EVM module system and the ADB2 system; 4) launch of exchanging procedure between EVM and ADB2 systems; 5) performing training JINR users.
APT EVM for NICA
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EVM for NICA project
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ADB2
Accounting of expenditures(bills and ect.)
Work Breakdown StructureWorkUnits and ect.
EVM for NICA
Work Breakdown StructureWorkUnits
BudgetCodesOrgBS
PV (plan value)AC (actual cost) – expenditures
EV (earned value)Special Reports (proj. indicators)
End Users
Administrators &Project managers
Project structureand PV
WU, EV
Reports
Feedback: Reports
1S U
PP
System
Finance and Accounting m
oduleH
R m
odule
NICA WBS
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NICA project expenditures
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Plan-fact analysis
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EVM metrics
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