1. UCI Information Systems
May 2005

2. Turn “Data” into “Information”
Vision
A common integrated system for Umicore Canada information management
Easy to use
Web based
Modular design
Platform for Quality and Process improvement
An information tool for all employees
Goal of a “Common Integrated System” born out of a long history of using various standalone information systems and experiencing the problems of information duplication, training issues with different interfaces, problems supporting multiple technologies, etc.
This system was intended to replace a number of existing systems and most importantly address information needs that were being handled via paper, spreadsheet and other manual processes.
Because this system is intended to be a “common system” accessed by all employees, an intuitive, easy to use interface is a key part of the vision.
The application program files and data are located on a single server located in Fort Saskatchewan. Since the system is web-based there is minimal initial setup and no impact on individual desktops when deploying upgrades and new features. Most importantly the applications can be made available to anyone, anywhere within the Umicore network. The underlying technology is based on the latest technology from Microsoft…”Microsoft .Net”.
Modularity key for a number of reasons --- ability to develop and add new applications in controlled phases.
The information systems as we will demonstrate have a prime focus on improving the quality of our products and the business processes used to manage information. The challenges of reducing costs, producing improved results and communicating information faster drive the need to use information technology.
The vast majority of employees are affected by the system today and we are continuing down the direction of making the system relevant for all employees.
This system plus mas200 and Ivara are the core information systems for Umicore Canada. Where appropriate, integration bridges have been built and will continue to be built between these products forming a cohesive information system.
Turn “Data” into “Information”

3. IS Approach Driven by Need Efficiency – must have
Development of Information Systems…
Driven by Need
Efficiency – must have
Productivity Improvement – must be an outcome
Payback – must be reasonable
Integration – systems must be linked where applicable
Universal – data must be accessible to all users world-wide
A balanced approach that considers the merit of the full range of information technology tools available within Umicore Canada including Microsoft Excel, Ivara, mas200, etc. where appropriate.

4. Demo Systems LIMS – Lab Information Management System
Order/Shipping System
Customer Feedback / Complaints
CRM – Customer Relationship Management
PIMS - Production Information Management
A/I – Accident / Incident Management
Improvement Ideas / Internal Feedbacks

5. LIMS Situation 1998 Analytical Costs Too High Efficiency Low
Staff 10
6,000 analyses per year
Efficiency Low
Data Errors about >30 per month

6. Custom vs. Package UCNet Customer service focus
Integration with PIMS, SPC and other business units
Web based
Turnaround performance measurement
Seamless implementation
Low administration
Typical Off-the-shelf
Lab mgmt. focus
Extra development required to add desired features
Lengthy implementation
High administration
Sherritt LIMS costs for software significantly higher…implementation costs also significantly higher and much longer process.

7. LIMS Features Specifications built in Automated product certification
Analytical test procedures built in
Calibration and maintenance schedules
Announcements
Automated SPC runs
Web based – access anywhere
Automated customer billing
Brief overview of the interface…right pane, left pane, menu bar, logo…mention security
Goto Analytical
Maintain Projects
Open EX10001…turnaround, lab test cost ratio, permissions on who can submit/see results
Open CU40004…note differences and frequent tests profile
Maintain Lab Tests
Open * Co Lot 5m…sets
Open test Laser Diffraction PSD Wet - IPA
Open test Horiba Nitrogen-Oxygen
Samples
Choose completed in last 7 days
Open cycle…open fisher test…click on procedure document
Open blend…click on psd attachment
Open research sample…click on SEM attachment
Reports
Open CU40004 for 20-Jan-2004
Open Sample Test Performance by Customer…highlight focus on service/turnaround
Open Analytical Billing by Customer and goto page 14 to show break down of cobalt charges and ability to evaluate effectiveness of testing versus cost.
SPC Chart demo

8. Options available are based on role permissions
Explain the general interface…
Top options (Accounts, Contacts, etc.) are iTrak standard features used for both CRM and UCI customizations.
Options available depend on the individual users permissions.
Panels show on the right side to highlight information such as announcements, document alerts and to-do’s (such as sample tasks, non-conformance tasks, incident action items, etc.)
Menu across the top shows options available from every page.
Click on the Surface Area…must read row to open and read the procedure
Options available are based on role permissions
Main Page Announcements
Tasks & Appointments

9. Announcements for new or revised procedures
Analytical Lab activity, performance, certifications due to expire, etc.

11. View “Submitted”, “In Progress”, or “Completed” samples
View details on individual samples

12. Track performance
Results available when tests approved…no waiting for all tests for the sample to be complete

13. Links to instrument output files

14. LIMS Situation 2003/04 Staff 10 5 Analyses per year 6,000 23,500
1998
2003/04
Staff 10 5
Analyses per year
6,000
23,500
Total analytical cost (per year)
100%
50%
Cost per analysis
21%
Errors per month
>30 ~7
An analysis of the errors per month identified 8 different points in the process where a transcription error could occur!

15. Order/Shipping Need to Improve Customer Service Productivity Low
Errors High
Stock Levels High
Containers Not Full
Show the One Page Excel Shipping Spreadsheet
Order/Shipping demonstration.
Maintain Customers
Open Asahi to highlight ability to maintain information on standard shipping processes.
Goto Qualtity Assurance
Maintain Specifications and filter by 8518
Point out mix of production and customer specifications
Open CS-1011-G
Goto View Lots to search for an appropriate lot
8518 / CS G /
Go to Customer Service
Sales Orders
Go to order 2387
Review content
Open 8518 and show info specification check again
Go to shipping
Open various reports
Run word merge
Mention UC Sales

16. Manage Production and Customer specs.

17. Track Approvals

18. Search inventory for lots that meet customer specs.

19. Shipping documents automated

20. Ability for Umicore Sales Offices to enter and view orders for their offices entering test phase

21. Order/Shipping Productivity Up
Containers Filled: 20 for 228t vs. 21 for 295t
Freight Costs: Dropped by 22%
Air freight the same

22. Customer Feedback Need to Improve Customer Service
Numbers of Complaints provides only one view
Quantify the Types of Complaints
Track the “Price of Non-Conformance”
AFTER Order/Shipping Presentation

25. iTrak® CRM Need to manage our Customer Relations
Application Managers unable to satisfy Customers
Need to manage our “Sample” process

28. PIMS Need to understand Real Time Production Information
Improve Supervisor Productivity
Ensure Operators Read Instructions
Need to Define the Controllability of the Process
Need for Product Traceability

31. PIMS and LIMS data available for Pivot Table ad-hoc analysis

32. Product Quality Statistical Process Control Lab Control Charts
Production Control Charts
Current in-house standards for all products
Cycles and Lots for all Applicable Products
All Density (True, Tap, Apparent)
Combustion (C, S, O)
Fisher Number
ICP/AA
Moisture
Particle Size Distribution
Surface Area
XRD
All Density (True, Tap, Apparent)
Combustion (C, S, O)
Fisher Number
ICP/AA
Moisture
Particle Size Distribution
Surface Area
XRD

34. Accident/Incident System
Need to Simplify the Accident/Incident Data Collection Process
Need to analyse and identify trends to turn “Data” into “Information”

36. Internal Feedbacks
Need to track non-conformance of Raw Materials and Umicore products with standards
Need to manage internal change requests and related actions
Handle changes that are accepted “improvement ideas” that can be implemented without defining a project.

37. Improvement Ideas
A vehicle to encourage the communication ideas for improving processes and practices
Need to systematically review and analyse ideas
Starting point for project management

38. UCNet
At the center of the system are a number of common administration features including the ability to manage user permissions within the system and a document management system that is integrated with a number of different modules. The core system modules are:
LIMS – Lab Information Management System
First web based module
Success of this module the foundation for subsequent development
Upgraded to present format in conjunction with release of PIMS
Integrated with document management system
PIMS – Plant Information Management System
Cobalt plant first
Other plants and R&D facilities easily added by defining “Operations”, “Stages”, “Steps” and “Parameters”.
Integrated with document management
iTrak® CRM
iTrak has a long history at Umicore…oldest trip notes date back to 1992/93…original Tracker system started in 1994 (10 years of CRM).
Current iTrak has served the company in it’s current version since 1999…this format was consider major version “1” for NeoSystems.
iTrak has continued to evolve and is now in it’s 3rd major version.
iTrak is now a web based and is available as a separate product for use in network, replicated and hosted environments.
Replication is now based on SQL Server and much more robust.
NeoSystems clients have been using since July 2003.
Implementation at Umicore ready to proceed now that Windows XP available.
Order Shipping
Automates tracking of customer preferences, managing an order from placement through preparation of the shipping documents.
Ability for sales offices to place and inquire on the status of orders available.
Nonconformance Management
Customer Feedbacks
Internal and external audits
Improvement Ideas
Accident Incidents
Safety and Environmental incident management

39. Future Considerations
Extend Sales/Shipping to allow Umicore Sales Offices to place and inquire on orders
Automate month-end plant reporting
Integrate instruments with LIMS system
Integrate plant equipment with PIMS system.
Key Performance Indicator management system
Online help/training systems
Umicore Canada Intranet Portal

40. Thank you