RCUK
This presentation is the property of its rightful owner.
Sponsored Links
1 / 27

RCUK (Research Councils UK) SSC (Shared Services Centre) Grants System PowerPoint PPT Presentation


  • 96 Views
  • Uploaded on
  • Presentation posted in: General

RCUK (Research Councils UK) SSC (Shared Services Centre) Grants System. Keith G Jeffery Science and Technology Facilities Council Rutherford Appleton Laboratory, OX11 0QX UK e-mail: [email protected] STRUCTURE. UK Research Councils Grants Systems SSC Project

Download Presentation

RCUK (Research Councils UK) SSC (Shared Services Centre) Grants System

An Image/Link below is provided (as is) to download presentation

Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author.While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server.


- - - - - - - - - - - - - - - - - - - - - - - - - - E N D - - - - - - - - - - - - - - - - - - - - - - - - - -

Presentation Transcript


Rcuk research councils uk ssc shared services centre grants system

RCUK (Research Councils UK)

SSC (Shared Services Centre)

Grants System

Keith G Jeffery

Science and Technology Facilities Council

Rutherford Appleton Laboratory, OX11 0QX UK

e-mail: [email protected]


Structure

STRUCTURE

  • UK Research Councils Grants Systems

  • SSC Project

  • Grants Design Process

  • Current State and Future


Uk research councils

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.


Rcuk grants systems

RCUK Grants Systems

  • Each RC developed own, some starting from 1960s evolving through batch, to online

  • 2003-2006 developed unified front-end to all RC grants systems – JeS (Joint electronic submission) – still in production use

  • Each 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)


As is systems map ahrc

To Be Clarified

Within Scope SSC

Retained Common

Retained Local

External

As-Is Systems Map - AHRC

15, Payment

Requests

HR

PeopleSoft

(NERC)

Payroll

Northgate

(STFC)

13, Payroll

Payment

Finance &

Procurement

CODA

BACS

Albacs

14, Payroll

Changes

16, Task

Requests

1, Payment

Requests

17, Payment

Data

CDR

3, Grant

Progress

Data

4, Contact

Changes

Task Centre

ORBIS

Je-S

Custom

Grants only

AHEAD

8, Contact

Information

7, Grant

Proposals etc.

5,Award

Information

6, Mail Merge

Data

External

Systems

AHRC Website

Other Local Systems (Incl. AHEAD non-grants)

?

10, Archive

Requests

2, Applicant

Details

Mail Request

Email

Exchange,

Mail Relay

EDRMS

SharePoint, Viewdirect

9, Record Archiving


As is systems map bbsrc

To Be Clarified

Within Scope SSC

Retained Common

Retained Local

External

Note: A more comprehensive suite of diagrams exists in a separate presentation

An example from the John Innes Centre is attached

3 x Payroll

2 x Paysolve & 1 x Midland Delphi (S.O.)

As-Is Systems Map - BBSRC

HR

Delphi & Perwest

Employee Data

Payment

Data

Pay

Data

Employee

Data

External

Systems

Payment

Data

Employee Data

8 x Finance & Procurement

Great Plains

BACS

Albacs

Contract Management

ProTrak

Employee, Cost

Centre, Project Data

Payment

Data

Many

Foreign Payments

Many

Local Business Warehouses /MIS

Employee, Cost Centre,

Project Phone Recharge,

Planon Orders & Vehicle

Usage Data

EDRMS

SharePoint & Meridio

Grant

Proposals etc.

Many

Grant

Data

Grant

Progress Data

GOTW

Custom

Je-S & CDR

Custom

Other Local & Institute Systems


As is systems map esrc

To Be Clarified

Within Scope SSC

Retained Common

Retained Local

External

As-Is Systems Map - ESRC

HR

As EPSRC Flexi Web, TMS etc

Payroll

As EPSRC Ceridian Centrefile

Other Local Systems

External

Systems

Grant Awards

RALI

Finance &

Procurement

Sun Accounts

BACS

Albacs

Electronic Application Recording Syst

EARS

Grant Proposals

RAPUP

EDRMS

Objective

Post Grad Award Payments

PAPA

Studentship Applications

ASPA

Je-S & CDR

Custom


As is systems map epsrc

To Be Clarified

Within Scope SSC

Retained Common

Retained Local

External

As-Is Systems Map - EPSRC

Purchasing RCPO

HR

Flexi Web, TMS etc

Payroll

Ceridian Centrefile

External

Systems

Time Recording

MyTime

Finance & Procurement

SmartStream

BACS

Masterline

Finance Info Syst (FIS)

Custom

Performance & Risk Mgt

Grants

NEXUS

EDRMS

SharePoint

MIS

Other Local Systems

Je-S & CDR

Custom


As is systems map cclrc stfc

To Be Clarified

Within Scope SSC

Retained Common

Retained Local

External

As-Is Systems Map – CCLRC (STFC)

HR

Empower

Corp Data Repository

ORACLE

Payroll

Northgate

External

Systems

Workflow

Finance & Procurement

ORACLE

BACS

Albacs

Activity Tracking

StoP

EDRMS

SharePoint

Other Local Systems


As is systems map nerc

To Be Clarified

Within Scope SSC

Retained Common

Retained Local

External

19, Payments

17, Personnel

18, Personnel

20, Personnel

As-Is Systems Map – NERC

Mail/DatabaseGroupwise

(Multiple Interfaces)

HR

PeopleSoft

E Directory

Novell (Multiple

Interfaces)

Payroll

Delphi

28, Change

Conf

24, User

ID

External

Systems

25, User ID

34, Starters

& Leavers

14, Personnel

15, Payments

9, Time Records

Resource/Time & Project Mgt

ChangepointRMS/ TARS/PMS

Finance, Procurement etc.

Oracle

BACS

Incl Foreign Payments

16,

Payments

12, Project Data

8, Payment Req

40 & 41

Payments

2, Finance

Data

3, Payment Ack

11, Master Data

.

26 Letter Requests

22 & 23,

Client

29, Starters/

Leavers

MIS

Oracle Discoverer

46 Grant

Data

1, Grant

Data

Grants

Mantra (GMG), CDR

EDRMS

Objective

25, User ID

5, Grant

Proposals etc.

6, Grant

Progress Data

27, Print Data

Other Local Systems

With multiple interfaces

GOTW

Custom

Je-S & CDR

Custom

Internet Reporting

Custom

,


As is systems map mrc v1 5

To Be Clarified

Within Scope SSC

Retained Common

Retained Local

External

As-Is Systems Map – MRC v1.5

HR

Oracle (SAP after July 2007)

Portal

Plumtree

Payroll

Rebus (SAP after July 2007)

External

Systems

After July 2007

BO Universes

Business Objects

SAP Portal

SAP

Finance & Procurement

SAP (FAMIS)

BACS

?

EBP Procurement

SAP

BIW Data Warehouse

SAP BIW

Grants

Inform

EDRMS

Objective

EAA Grants Portal

RACS (Research Activities Categorisation System)

RDW (Research Data Warehouse)


As is systems map pparc stfc

To Be Clarified

Within Scope SSC

Retained Common

Retained Local

External

As-Is Systems Map PPARC (STFC)

HR

HR Classic

Personnel Support

HR Workforce

Reporting

Vision

Payroll

Northgate

External

Systems

Project Costing

Plantime

Finance & Procurement

SUN, Earnie

BACS

Albacs

Payment of Peer Reviewers

Earnie

Grants

Mantra (GMG)

GOTW

Custom

Grants MIS

MS Reporting

EDRMS

Objective

Other Local Systems, Includes Web Servic’s & Intranet

Finance Overseas (ING & JAC)

SUN

People

GMG

Je-S & CDR

Custom


Structure1

STRUCTURE

  • UK Research Councils Grants Systems

  • SSC Project

  • Grants Design Process

  • Current State and Future


Ssc project

SSC Project

Project Team

system

requirements

SSC Ltd

Research Councils

in scope staff


Project team

Project Team

  • Streams working on Finance, HR (and payroll), Procurement, Grants

    • RC expert users, project team manager

  • Also Personnel transfer RCs to SSC Ltd

  • Also IS/IT infrastructure and support

  • Also migration and change


Ssc project software

SSC Project Software

  • Decided through competitive dialogue on Oracle EBS (e-Business suite) for Finance, HR (including payroll) and Procurement

  • Decided on Siebel CRM (Customer Relationship Management) for Grants

  • Decided on Fujitsu as System Integrator


Ssc project design

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)


Ssc project design finance hr procurement

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 20080707

  • CRP3 now scheduled 200809-200811


Lessons learnt

Lessons Learnt

  • Design takes longer then planned

  • Especially if harmonising data and processes of 7 organisations

  • CRP1 not well-controlled at exit

  • CRP2 well-controlled – but took 6 months instead of 2

  • CRP3 now well-planned


Structure2

STRUCTURE

  • UK Research Councils Grants Systems

  • SSC Project

  • Grants Design Process

  • Current State and Future


Agreed overall service architecture

Agreed Overall Service Architecture


Ssc project design grants

SSC Project Design: Grants

  • Prototype 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 fully

  • DAG 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


Structure3

STRUCTURE

  • UK Research Councils Grants Systems

  • SSC Project

  • Grants Design Process

  • Current State and Future


Ssc project schedule

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


Migration

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


End state

End-State

Pj

Pr

F

H

G

Network services

Portal services

Security services

Application & Integration services

Business Logic services

Database services

Infrastructure services


Final thoughts

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


  • Login