ORISE OAK RIDGE INSTITUTE FOR SCIENCE AND EDUCATION Travel Managers Meeting April 14, 2003

ORISE Oak Ridge Institute for Science and Education u Operated by Oak Ridge Associated Universities u 420 Employees u $100M in expenditures for FY 2002 u Oracle Financial Suite (FY 98 – Version 10.7SC, currently on ) u General Ledger u Accounts Payable u Accounts Receivable u Human Resources u Payroll u Projects u Purchasing

ORISE ORISE Mission Elements u Counter-terrorism / National Preparedness u Emergency Management u Environmental Cleanup Verification u Health Risk Communication u Peer and Merit Reviews u Radiation Emergency Medicine u Radioactive Ion Beam Research u Science and Engineering Education u Worker Health Surveillance

ORISE Oracle Financials and business process improvement changes have resulted in a 25% reduction in the accounting staff over the last two years.

ORISE Custom or Commercial Off- the-Shelf (COTS) Software? u Team….. u determined requirements u evaluated travel software u surveyed other contractors – 9 out of 12 developed their own

ORISE Decision u COTS solution…. u No system met all of our requirements. u No interface to/from Oracle Financials. u Custom interface may be broken with software upgrades. u Cost – $ K (before customizations and consulting) u Annual cost – licensing and maintenance fees

ORISE Decision u Custom system…. u Requirements would be meet u Interface to Oracle would be easier to maintain by in-house staff u No annual license or maintenance fees u Cost – less than $75K (no consulting)

ORISE Lessons Learned So Far u Prior to the design and development phase…. u Firm up business processes and any process changes u Develop a detailed requirements document u Make sure the programmer knows the current process inside and out

ORISE Lessons Learned So Far u Select at team that has full knowledge of the process – the team should be small. u Design development – let others see the product during the development u Get user buy in early in the progress.

ORISE How do we get to October 1? u Complete integrated testing u Train a pilot group u Train additional pilot groups u Develop a users manual u Develop super users u Revise the travel manual

ORISE Travel System DEMO

ORISE n SERVERS – Microsoft SQL Server 7.0 (Will upgrade to SQL Server 2000 in Summer or Fall) – Microsoft Internet Information Server ( IIS ) 5 n DEVELOPMENT – Developed using Active Server Pages ( ASP ) scripts with Microsoft Visual InterDev 6.0

ORISE n BROWSER – Must use Internet Explorer 5.0 or higher. The limitation is because "NT Authentication" is used to determine the identity of the user currently accessing the application. Otherwise the application would work fine with Netscape 4.0 or higher. n ORAU NETWORK – ORAU has all Windows 2000 servers-based network and Windows XP as the standard desktop operating system.

ORISE Travel Authorization Travel Expenses Travel Audit