Business Data Processing

Introduction/Background

Date of last assessment:  October 2000

Departmental Overview

Laboratory Mission

The Stanford Linear Accelerator Center (SLAC) is dedicated to experimental and theoretical research in elementary particle physics and in those fields that make use of its synchrotron radiation facilities, including biology, chemistry, geology, material science and electrical engineering. This includes the development of new techniques in particle acceleration and detection, and of synchrotron radiation sources and associated instrumentation. The Center is operated as a national user facility for the Department of Energy by Stanford University.

Organizational Mission

The Business Application Support (BAS) functional area at SLAC provides computing services to the Business Services Division and Human Resources Department.  We are responsible for software development and maintenance of the PeopleSoft^â applications and consultation to customers with their computer-related tasks.  Our areas of support include Human Resources, Payroll, Affirmative Action, Travel, Property Control, Stores Inventory, Purchasing, Financial Reporting, General Ledger, Accounts Payable, Accounts Receivable, Budgets, and Labor Distribution.  During this review period, BAS consisted of 9 Software Developers, 2 PeopleSoft^® System Administrators and a Manager.

The Business Information System (BIS), our web-based information delivery system, is managed in close coordination with the BAS Group, our Accounting staff and many others who contribute to its success.  The BIS function consists of 1 web developer and a Manager. 

Names, titles, affiliations of participants

Clarice Rinard, Manager, Business Application Support of SLAC Computing Services (SCS)

Ziba Mahdavi, Manager, Business Information System (BSD)

Douglas P. Kreitz, Assistant Director for Business Services (BSD)

 Scope of Self-Assessment  

Discussion of Individual Objectives

1. To provide outstanding service to our customers that is timely, efficient, accurate, and courteous.  Measured by customer survey and customer comments and interviews.

2. To lead and participate in the successful ongoing maintenance of SLAC’s Business Information System (integrated business software is by PeopleSoft^â).  Measured by adherence to schedule and successful planned upgrades and enhancements.

Accomplishments/Project Goal Status for FY 2001: 

Complete the implementation of PeopleSoft^â Financials Version 7.5 in the first Quarter of FY 2001 

The full implementation was accomplished successfully and on schedule in the first quarter of FY 2001.  Thanks to extensive testing and planning, users experienced a nearly “seamless” transition to the new release. 

Implement on-line time and effort reporting at the earliest possible date  

Resource constraints and increased efforts to improve the function of the BIS web delayed implementation of an on-line time and effort reporting system that was planned for FY 2001. Given these facts, the decision was made to delay implementation during this fiscal year.  We have seen marked improvement in commercial off-the-shelf applications and, therefore, we are now better equipped to go with the “make-or-buy” decision in FY 2002 and set goals and timetables for implementing the automated system. 

Upgrade PeopleSoft^® Human Resources to Release 8.0 

Upgrading to PeopleSoft HR 8.0 was begun in March 2001 and is scheduled for completion in August 2002.  Preparations for the actual upgrade have been underway since March 2001.  Since Release 8 will require major changes to our existing infrastructure in the form of new servers, upgraded NT and Unix operating systems and upgraded CITRIX, these infrastructure changes must be in place before the actual upgrade is can begin.  Some changes to our security model may need to be implemented. 

Implement the "Recruit Workforce" module of PeopleSoft^® Human Resources 

This module began customization and testing in March 2001 and is targeted for implementation in January 2002.  Personnel turnover and priorities set by the Human Resources department have impacted the schedule of this project.  When this module is implemented, SLAC will have a new more accurate database of job requisitions and job applicants that is integrated with the PeopleSoft^® Human Resources functions.  

For example, a new hire can be converted to an employee without re-entering basic data, job requisitions can be closed when they are filled, and offer letters can be automatically generated.  

 Ongoing Monitoring of Business Information System (BIS) Usage

We continue to have valuable information on the number of requests for information as well – this is an indicator of frequency of usage on each visit.  We then use this information along with how our customers respond to questions on the usefulness of the information being sought. 

When we combine these data, we have a more complete picture of how well the BIS is serving the SLAC community. 

Findings:

Overall user traffic at the BIS web site is averaging 66,538 requests per month which translates to a daily average of 3,325 requests for information.  Reports from users indicate that the system is being used more widely and has been accepted as a rapid means of obtaining what they need. 

Deliver accurate, on-line cost information as early in the month as possible -- 

Throughout FY2001, accurate financial data was available to users by the 5^th working day (or sooner) of each month.  We continue to do daily validation of the financial data throughout the month and this ensures that we meet this goal.  We now have a proven system – it is timely, reliable, and accurate.  

With the advent of the Laboratory Management Advisory Group (LMAG), we also are receiving direct feedback on opportunities for improvement in this area.  Our efforts to create a Financial Data Warehouse in FY 2002 will further our goal. 

Improvements to the “BIS” and introducing the “Gateway to SLAC Resources” –

The BIS has been successful in facilitating the Laboratory’s work and communications by creating uniformity in administrative procedures and taking the tedium out of processes.  During this rating period we have replaced SLAC’s former “Administrative Guide” with a much more complete and up-to-date web resource called the “Gateway to SLAC Resources”.  

The “BIS” and the “Gateway to SLAC Resources” work synergistically to provide access to all of SLAC’s business and administrative data, access tools, policies, and procedures. 

We have also embarked on a major project to rewrite all BIS web scripts to meet efficiency and speed standards.  In addition, we are implementing a new BIS “look” called “BIZ for Me” which provides a web portal so users can customize their BIS web pages to their particular needs.  Customer surveys have indicated a need for this capability. 

We plan a major marketing campaign to advertise the new BIS (“BIZ for Me”) and the Gateway To SLAC Resources in early FY 2002. 

Other accomplishments in the area of information delivery are: 

Enhanced Stores Catalog search, introduced photos to the on-line Stores Catalog.

We continue to add new forms to broaden the on-line forms menu to cover all administrative functions at SLAC.  This has simplified the maze people were forced to navigate with many of our previous forms.  These new on-line forms, and electronic forms approvals, have eliminated the many paper copies that were necessary in the past as well.  

Other Notable Accomplishments during FY 2001

• Implemented Citrix (WTS) for the Financial Release 7.5 applications

• Implemented “Attachment” capability to Requisitions

• Converted Encumbrance System from "Front and Center" to Oracle SQL.  Reduced runtime from 4 hours to 10 minutes

• Implemented new reports for ES&H on Chemical Purchases at SLAC

• Converted Payroll and Accounts Payables check-printing from Moore Business forms to PeopleSoft®

• Implemented a new Barcode system in Property Control and interfaced it to PeopleSoft®.  This new system uses the Palm® technology.  Our old barcode system and equipment dated back to 1983

• Implemented Customization Log with Customer Approvals in PeopleSoft®

• Allocation Process runtime was reduced from 16 hours to 4 hours

Overall Performance 

Customer satisfaction:

Overall customer satisfaction continues to be high based on feedback we receive from our customers and from the reduction of “trouble calls” received.  We are continuing to give attention to the improvement in delivery systems and better reporting formats.  Many of the customer comments have been acted upon and improvements have been made as soon as possible. 

Cost/Efficiency:

The BAS/BIS project continues to be conducted primarily with SLAC staff, selecting people with skills and knowledge appropriate for their role and distributing the workload to allow people to concentrate on their areas of specialty.  The advantage of having well-trained in-house staff means we are less dependent on outside consultants and programmers as we move into the future.  

The changed economic picture and extensive layoffs in the technology sector, particularly in the Silicon Valley, over this past year has provided us with a better applicant pool when vacancies occur in this area. 

Documentation 

Documentation is available on request

 Problem Analysis

Root-Cause Analysis

We continue to expand our expertise in using the PeopleSoft® system and in understanding the complexities of delivering data to our customers.  Our staff’s dedication has enhanced our productivity and ability to continue to deliver an excellent, and easy-to-access Business Information System to the SLAC community. 

Barrier(s) to Improvement

As mentioned above, we are now much better able to link into the talent market and we have successfully filled all vacant positions and retained our current staff during this past year.  The upgrade efforts and production enhancements have delayed some new functions being introduced, however, these projects are in the priority listing and will be

 Improvement Action Plan/Goals 

Recognized areas of improvement

The BAS staff, in excellent coordination with the financial staff of BSD, continues to successfully deliver accurate and timely information to our users.  This success continues to be achieved through much hard work of many in the Accounting area of BSD. 

Whenever possible, we have added enhancements to the BIS website in response to user feedback.  The BIS website, combined with the new Gateway to SLAC Resources, continues to be a model for using web technology to get the information into the hands of the research and business administration community quickly and accurately.  To our knowledge, no other DOE laboratory has such a complete system in full operation. 

Goals for FY2002 

BIS --

Launch a major marketing campaign to advertise the new BIS and the Gateway To SLAC Resources. 

Obtain customer satisfaction information through focus groups and survey/feedback to ensure we are meeting customer needs. 

We plan to have a workable and efficient Financial Data Warehouse in place on or before the end of FY 2002. 

Complete the “make-or-buy” decision in FY 2002 for the on-line time and effort reporting system, set final goals and timetables for implementing the automated system 

BAS –

Complete the upgrade of the Human Resources Module in PeopleSoft® to Release 8

Implement a “Memo Reqs” capability to modify a Purchase Order via a requisition rather than a memo

Implement PeopleSoft® “Workflow” capability in Purchasing

Implement Analytical Reporting Facility (ARF) and Cost Report programs to run behind the firewall  

Interface PeopleSoft® and SLAC Institutional Database (SID)  

Automate MARS Asset Management and Accounts Receivable phases

SLAC | BIS  |BSD

For Questions or comments, Please contact Ziba Mahdavi, Last Updated 10/24/00