Contractor |
DOE Office |
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Date of last assessment:
October 2000
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.
Scope of Self-Assessment
Discussion of Individual Objectives
To provide outstanding service to our customers that is timely, efficient, accurate, and courteous. Measured by customer survey and customer comments and interviews.
To lead and participate in
the successful ongoing maintenance of SLACs Business Information System
(integrated business software is by PeopleSoftâ).
Measured by adherence to schedule and successful planned upgrades and
enhancements.
Accomplishments/Project Goal Status for FY 2001:
Complete the implementation of PeopleSoftâ
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 5th
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 Laboratorys work and communications by creating uniformity in administrative procedures and taking the tedium out of processes. During this rating period we have replaced SLACs 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 SLACs
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®. This new system uses the Palm® technology. Our old barcode system and equipment dated back to 1983
Implemented a new Barcode system in Property Control and interfaced it to PeopleSoft®
Implemented Customization Log with Customer Approvals in PeopleSoftAllocation 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 staffs 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
For Questions or comments, Please contact Ziba Mahdavi, Last Updated 10/24/00