Transcript Corporate information systems and their role

Corporate information
systems and their role
JINR AIS/GRID School 2014
Rostislav Titov
CERN
Who Am I?
19 years of experience in development and support
of large enterprise information systems at CERN


1999: M.Sc. in Computer Science (MPEI)
2012: Ph.D. (MEPhI)
https://www.linkedin.com/in/rostislavtitov
Head of the CERN E-Business unit since 2011:
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Electronic Document Handling system (EDH)
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CERN Stores Catalogue
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Absence management
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Document management
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CERN hotel software support
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…
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What is a “Large enterprise”?
Examples:
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Consist of multiple business entities

… working towards common goals
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… under common management
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… located in different regions/countries
A large enterprise requires effective and
efficient distributed management with
multiple levels of hierarchy
CERN
JINR
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Size of organizations and software
Small companies
Relatively simple “off-the-shelf” software

Relatively easy to install and use, but limited functionality

Not very expensive
Middle-size companies
More advanced software

Provide more functionality and flexibility then “off-the-shelf” systems
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Usually require adaptation to the needs of organization
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Require training
Large Enterprises
Enterprise Resource Planning (ERP) systems
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Collect and manage data from many business activities
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Planning and tracking of all resources of the organization
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Support distributed nature of processes
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Require even more adaptation and training
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Enterprise resource planning (ERP) is a suite of integrated
business management applications that a company can use to
collect, store, manage and interpret data from many business
activities
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Common platform for management of all resources
 Common database
 Multiple modules for different business areas
 Homogenous information
 Common user interface
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Complex
Expensive
Service life over 5-10 years
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Russian ERP Market 2010
В. Мещеряков. «Российский рынок ERP: 1С растет быстрее всех», CNews
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Typical ERP components
Basic
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Accounting system
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Human resource management
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Procurement and logistics
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Business intelligence
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Electronic document management
Additional
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Customer relationship
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Project management
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E-Recruitment
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…
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Accounting systems
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Manage financial flows of the organization
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Resource control and planning
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Financial reporting
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Purchase and sales orders
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Tax calculation
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Billing
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Bookkeeping
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Payroll
Russian ERP solutions
with accounting module:
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Human resource management systems
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Personnel information
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Career planning
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Motivation of personnel (salary, benefits,…)
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Performance appraisal
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Talent management (training, development plans…)
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Absence management
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Planning and modelling of personnel situation
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HRMS: CERN example
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Procurement and logistics
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Planning and control of material, part and product flow
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Implementing and controlling the effective and efficient flow
of goods
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Procurement (in accordance with needs)
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Monitoring of resources and in-time replenishment
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Transportation and handling
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Warehouse management
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Business intelligence and business analytics
Set of techniques and tools for the transformation of raw data into meaningful
and useful information for business analysis purposes
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Data mining
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Multidimensional reporting (OLAP)
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Simulation and forecasts
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Processing of unstructured data
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Statistical analysis and
predictive modelling
(business analytics)
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Alerts
Extract, Transform and
Load (ETL) – a process of
extraction data from
databases into a data
warehouse (a system for
reporting and analysis)
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Electronic Document Management
Enterprise Content
Management
(ECM)
Business
Process
Mgmnt
(BPM)
Electronic
Document
Management
Document
Recognition
(OCR)
Content
Management
Systems (CMS)
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Enterprise Content Management Systems (ECM)
Purpose: Full document lifecycle support
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Content management (all formats)
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Full-text search (PDF, DOC, etc…)
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Document conversion
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Records Management
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Version control
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Metadata
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Workflows
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Document grouping
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Collaborative work
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ECM Example: Alfresco
Web Interface
Shared Folders
Outlook Integration
SharePoint/Office
Integration
E-Mail interface
Mobile UI
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Document Capture and Recognition Software
Software for converting scanned images into electronic documents
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Mass scanning
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Transformation into different formats
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Bar-code recognition
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Text recognition
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Integration with ECM systems
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Search information
Use cases: Converting paper documents into an electronic
form, invoice recognition, recognition and parsing of CVs, …
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OCR Example: ChronoScan
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Content Management Systems (CMS)
CMS ≠ ECM!! Today CMS usually means web content
management (web site management)
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[Web] content management
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Version control
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Collaborative work
Joomla
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Document publishing (Web, RSS, Social)
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Search and navigation support
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Various plug-ins
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When to use a CMS?
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Web-site with over 10 pages
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… or updated more than once a week
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… or being edited by multiple persons
Most popular CMS
systems (Jan 2014)
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Business Process Management Systems
Purpose: improving corporate performance by managing
and optimizing a company's business processes
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Reinforcement of the rules
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Structured data entry (electronic forms)
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Collection of electronic signatures
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Document workflows
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Electronic document archive
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Example: CERN Electronic Document Handling
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Off-the-shelf products vs. custom developments
Off-the-shelf products – commercially available systems
that can be adapted to the needs of the organization
 The cost and complexity of adaptation depend on the needs of
organization and the scale and can be quite high
Custom developments – created specifically for a certain
task/organization
 Used to solve specific problems
 Often do not have prototypes
 Usually cannot be re-used
 High risks and costs
Only 32% of IT projects are
done on time and within budget
24% of IT projects are
cancelled prior to completion
Standish Group “CHAOS Summary 2009”
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When to use custom developments
In most cases, commercially available systems is the best
choice
 More cost effective in the long term
 Easier maintenance (usually)
 Well-known (easy to train and hire experts, easier integration)
Custom developments are better in certain specific cases
 Commercial systems not available, not appropriate or too costly
 Specific requirements or specific use cases
 Bridging the gap between commercial systems
and specific needs of the organization
Pareto’s Law (80/20)
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Best of breed vs integrated suite
“Best of Breed”
Integrated Suite
Needs
Needs
Needs
Package
Needs
Needs
Needs
Package
Needs
Interfaces
Needs
Needs
Needs
Package
Needs
Package
Not needed

Missing
CERN Choice: Best of Breed
– Buy best solution for each business unit
– We manage the integration & customizations
– We provide transparent layer for end-users
System Architecture
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Traditional client-server
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Web applications
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Software as a service (SAAS)
Web applications
Web
Client (Web browser)
Generally, only the application server is
accessible from the Web. Database and
other internal servers are protected from
unauthorized access by a firewall
Application
server
Database
servers
Server
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Web applications pros and cons
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Accessible from anywhere
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Use web browser – no installation on the client side
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Cross platform (desktop, mobile)
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Ease of upgrade
Disadvantages
 More vulnerable for hackers
Prevented by applying Internet security best practices and/or by
placing the web application on the Intranet (accessible only for the
employees of the organization)
 Less interactive user interface
Partially solved by HTML5, modern JavaScript libraries, AJAX,
Flash, etc.
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Software as a Service
Software delivery model in which software is licensed on a subscription basis and
is centrally hosted in a cloud. SaaS is typically accessed via a web browser.
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Reduced IT costs (maintenance by the SaaS provider)
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Monthly or yearly subscription
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More often updates
Disadvantages
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Security and legal issues (data stored at 3rd party)
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Limited possibilities for customization
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Why corporate information systems?
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Increase effectiveness and efficiency of the management
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Faster response to changes
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Compliance to standards
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Transparency
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Optimization of business processes
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More efficient document and knowledge management
Although corporate systems can be very expensive and very
hard to implement, they can be very cost efficient.
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Example: OpenCMS
http://www.finddiagnostics.org
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EDH Helps to Meet the Challenge
 Reduce
costs
 Increase
efficiency
 Streamline
 Increase
productivity
 Empower
 Maintain
processes
workforce
control
 At
least 40 FTE saved
 Reuse
 50%
– cloning
documents < 24h
 < Admin,
> Core activities
 Delegation
of rights
 Enforcing
business rules
(Budget, Safety)
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e-Recruitment
Personnel requirement support ≠ a job-finding web site !
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Publish vacancies on the corporate site and social networks
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Electronic application forms
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Database of CVs
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Integration with social networks
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Integration with mobile devices
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Online testing and online interviews
Especially useful for large organizations
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Customer Relationship Management
Назначение: увеличение степени удовлетворённости клиентов за счёт
анализа накопленной информации о клиентском поведении, регулирования
тарифной политики, настройки инструментов маркетинга
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Ведение клиентской базы
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Анализ собранной информации о клиентах
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Взаимодействие с клиентами (промоакции и т.п.)
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Системы управления проектами

Сопровождение крупных проектов

Координация совместной работы рабочих групп

Контроль за сроками и бюджетом проекта
(например по методологии управления выполненной
стоимостью EVM)

Отчеты для руководства
Пример: Большой адронный коллайдер ЦЕРН
 Бюджет 6 миллиардов долларов США
 10’000 участников из более 100 стран и 500 институтов
 Система EVM@CERN: весь проект был разбит на ???
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