ORISE OAK RIDGE INSTITUTE FOR SCIENCE AND EDUCATION

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

ORISE u u Oak Ridge Institute for Science and Education Operated by Oak Ridge Associated Universities 420 Employees $100 M in expenditures for FY 2002 Oracle Financial Suite (FY 98 – Version 10. 7 SC, currently on 11. 5. 7) u u u u General Ledger Accounts Payable Accounts Receivable Human Resources Payroll Projects Purchasing

ORISE Mission Elements 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 u

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

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

Decision ORISE u COTS solution…. 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 – $120 -180 K (before customizations and consulting) u Annual cost – licensing and maintenance fees u

Decision ORISE u Custom system…. 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 u Cost – less than $75 K (no consulting)

Lessons Learned So Far ORISE u Prior to the design and development phase…. 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 u

Lessons Learned So Far ORISE 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. u

ORISE How do we get to October 1? 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 u

ORISE Travel System DEMO

ORISE n SERVERS – – n Microsoft SQL Server 7. 0 (Will upgrade to SQL Server 2000 in Summer or Fall) Microsoft Internet Information Server ( IIS ) 5 DEVELOPMENT – Developed using Active Server Pages ( ASP ) scripts with Microsoft Visual Inter. Dev 6. 0

ORISE n BROWSER – n 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. 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