CERN – European Organization for Nuclear Research Administrative Support - Internet Development Services A Contract Follow Up Quick tour Laure Esteveny Corporate Information Systems AS-CIS

Desktop Forum 27/09/2000 What is CFU ? CFU is an AIS project initiated by the Director of Administration in 1997 to provide CERN with all computerized facilities to manage and follow up the complete lifecycle of CERN contracts: – Divisional Request ->Market Survey -> Invitation to Tender -> FC adjudication -> Contract CFU has been designed in collaboration between all services involved, as a complement to existing project management tools to support the commercial and financial planning of the LHC project. CFU was acknowledged top priority particularly in view of the contracts placed now for the construction of the LHC.

Desktop Forum 27/09/2000 CFU Coordination Group Members –A. Brissonnaud (Chairman), D. Duret (ACC) M. Comte, G.J. Bossen, M. Cypriott (RESEARCH) B. Jenssen (TECH), R. Menendez (FI) I. Mardirossian, F. Costa (SPL) L. Esteveny, J. Dagron (AIS), J.M. Saint-Viteux (AS-OP) Mandate –Define requirements and priorities –Follow up progress of project –Discuss and agree on business procedures before submission to the CLA –Dispatch information to all sectors

Desktop Forum 27/09/2000 Benefits to all people involved in CFU A comprehensive, reliable and shared repository of information, tailored to CERN needs, available online on the WEB A Web based Document Management system for the classification and storage of all documents related to CFU Strict confidentiality rules which apply in this business area are fully supported by CFU World wide availability to allowed users as BHT and EDH

Desktop Forum 27/09/2000 For SPL services A complete suite of WEB based automated tools for the timely management and dispatch of –Market Surveys, Invitations to Tender, Price Enquiries, FC adjudications, Contracts Tools to manage all CFU data which could not be handled so far in central Purchasing database Tracability of decisions taken during the purchasing process Enforcement of common procedures across Purchasing Offices Statistics available on Purchasing data in CFU area Simplified management of replenishment contracts for the CERN Stores No redundancy, no duplication of efforts (interface with SIRIAC)

Desktop Forum 27/09/2000 For Technical responsibles & Contract Managers Electronic submission and follow up of their initial divisional request on the WEB Quick availability of data which was so far, held mostly on paper and made available by SPL –e.g. dispatch dates, firms consulted, offers received, results etc.

Desktop Forum 27/09/2000 For DPOs and Resources Coordinators For all steps of a contract, management of a calendar of Future Expenditures in CFU Availability of planned expenditures in BHT

Desktop Forum 27/09/2000 Purchase Procedures managed in CFU 1588 Purchase Procedures entirely managed in CFU –373Divisional Requests –196Market Surveys –838 Price Enquiries –181Invitations to Tender 303 currently valid contracts amendments –all contracts loaded from central Purchasing database contacts with firms

Desktop Forum 27/09/2000 Purchase Procedures per sector

Desktop Forum 27/09/2000 Potential expenditures (MCHF) in CFU

Desktop Forum 27/09/2000 Firms contacted in Market Surveys * purchase procedures entirely managed in CFU - CERN Stores not taken into account

Desktop Forum 27/09/2000 Firms contacted in Invitations to Tender * purchase procedures entirely managed in CFU - CERN Stores not taken into account

Desktop Forum 27/09/2000 Firms contacted in Price Enquiries * purchase procedures entirely managed in CFU - CERN Stores not taken into account

Desktop Forum 27/09/2000 CFU documents stored in TUOVI

Desktop Forum 27/09/2000 A quick tour of CFU: example 1 An example: IT-2692/IT DESKTOP PC PURCHASES Up stream procedures –DR-99001/IT/DIS (CERN/FC/4167) –MS-2692/IT –IT award at FC 09/2000

Desktop Forum 27/09/2000 A quick tour of CFU: example 2 An example: X088/IT SUPPLY FOR TRANS-ATLANTIC CIRCUIT Up stream procedures –DR-00035/IT/EN-LINES (CERN/FC/4167) –MS-2724/IT –IT-2724/IT Future expenditures on –telecom bills & inco TELECOM BILLS & INCOME –(Planned expenditures/Accountancy data) Documents managed for IT-2724/IT –Provision of high speed lines to the USA(external lines)

Desktop Forum 27/09/2000 Next steps for the CFU project Support of Cooperation agreements and their protocols for the budget management of external fundings Support of Workflow in Purchase Procedures Improved search and reporting facilities Further integration with other AIS applications (EDH, BHT, HRT) Information sessions possible Suggestions and feedback welcome!

Desktop Forum 27/09/2000 Milestones of the CFU Project First version of CFU, 1.0 on 11/05/1998 CFU 1.2 on 14/09/1998 features a Document Management component built on TUOVI 1.3 CFU Coordination group set up in November 1998 CFU Coordination group CFU 2.0 on 29/11/1999 supports the complete contract lifecycle Now using CFU 2.2 upgraded on 30/06/2000 with TUOVI 2.0 All contracts in CFU (apart from K contracts)