1 / 21

Technion – Israel Institute of Technology

Technion – Israel Institute of Technology. Budget @ a research university Which way? Adam Shwartz HERUG 2005. 3/2005 . Technion Israel Institute of Technology. 3/2005 . Technion – Israel Institute of Technology. Technion basic facts:

read
Télécharger la présentation

Technion – Israel Institute of Technology

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Technion – Israel Institute of Technology Budget @ a research university Which way? Adam Shwartz HERUG 2005 3/2005

  2. Technion Israel Institute of Technology 3/2005

  3. Technion – Israel Institute of Technology • Technion basic facts: • Age: 81 (first university in Israel). • Departments (Science, Engineering, Medicine) 18 • Research institutes and centers 40 • Faculty: full time 700 • part time 700 • Staff (professionals and admin): 1400 • Undergraduates 10000 • Graduate students 3500 3/2003

  4. Technion – Israel Institute of Technology The issue: What are the (future) requirements (back-office IT) of a research university? Comparison with present/near future SAP capabilities. But why budget? The key: Where are we unique, How is this addressed in the business processes. 3/2005

  5. Technion – Israel Institute of Technology • Breakdown of requirements from ERP - By role: • Administrators • Central admin: Logistics, finance, HR • Central admin: Research, Students = the business • Central admin: Alumni, Donors, partners • Local admin: faculty, department, center, laboratory • Research staff and other professionals • Students • Others (HR, external) • Will argue: Reasonable support for all but researchers. 3/2005

  6. Technion – Israel Institute of Technology • Breakdown of requirements from ERP - By process: • Vertical processes: • Logistics, finance, HR, Sales • Research, Students • Budget, donations, construction and maintenance • Cross – application requirements • Will argue: Reasonable support for vertical processes • Deficiencies in Budget integration (GM/FM/CO/FI/MM/PM) • Deficiencies in Authorization tools • Useability issues 3/2005

  7. Technion – Israel Institute of Technology A Personal (Technion) experience with SAP: 9-month implementation, as of 1/2004 live with Logistics, finance, grants (MM PM PS FI CO FM GM SD) (also small BW, mini-HR, starting Portal). About 1000 users (central/faculty admin, research) Over 10,000 research grants of various types: Research grants (many types) Donations (permanent funds/projects) Internal grants. 3/2005

  8. Technion – Israel Institute of Technology A Personal (Technion) experience with SAP (overview): Logistics (MM: Purchasing, warehouse): Mostly standard processes (except import).Issues:Budget, authorization. Construction and maintenance (PM, PS): Mostly standard processes. Issues in construction. Issues with budget, authorization and useability. Finance (FI): mostly standard processes. Sales (SD): mostly simple, standard processes. Budget – operations (CO FM): some non-standard processes, including overhead, reporting, authorizations. Budget – research (CO FM GM): Many non-standard processes as above, useability. 3/2005

  9. Technion – Israel Institute of Technology • Before going into detail: Goals and Vision • We are a research-oriented university • Research (creating knowledge) • Disseminating knowledge (teaching and otherwise). • Technion Business card: • Two 2004 Nobels (Chemistry) • New material (Shechtmanite – Physics) • The compression algorithm (Lempel-Ziv: winzip et al) • Leading research, technology leaders (e.g. Agassi, Intel Senior VP, Applied Materials CEO, etc etc). 3/2005

  10. Technion – Israel Institute of Technology • Research-oriented university • Research is the clear top priority. Ergo: • Obtain the best researchers • Keep the researchers (transparent administration, efficient support of research, minimal restrictions or interference, individualists).Keep researchers happy • Make sure funding support increases • Comply with grantors management/reporting rules (such as: buy US first, use grantor exchange rate) • Invest in academia, not administrators 3/2005

  11. Technion – Israel Institute of Technology • Trends (personal view): • Support will not increase: • government and state (tuition?) • funding agencies, donations • Auditing will increase • Government agencies, funding agencies, Donors • The public/Press • Research is increasingly competitive, interdisciplinary, without national borders (e.g. physics). 3/2005

  12. Technion – Israel Institute of Technology • These dictates: • Thin administration---self service: reservations, orders, budget. SAP approach: Portal, EBP, BW • Real-time, accurate Availability Control for budget: • Multi currency, Flexible periods: GM • Integration throughout the system • Reporting tools (for grantors, donors) by grantor rules: GM • This requires budget integration 3/2005

  13. Technion – Israel Institute of Technology • The research (experimental) operation • Project/experiment: • Run by subteams, including students/postdocs/staff • Many unique/small/urgent/special items/services e.g. biological experiments • Joint acquisitions across grants • But the researcher is not a manager! • In more detail: 3/2005

  14. Technion – Israel Institute of Technology • The research (experimental) operation: example • Project/experiment: computation of cell properties • Run by Cho from CS, Boris from Biology, Ben-Ph.D. student from Bio-Engineering, Bo-staff from biology. • Joint grant of Cho and Boris, lab budget from Biology • Need different permissions for each team member • Buy equipment together with another team---split costs including operating costs. • Conclusion: Authorizations are neither HR nor grant based. Too many roles to create/handle! • But the researcher is not an administrator! 3/2005

  15. Technion – Israel Institute of Technology • Options: • Hire research administrators (large overhead) • Self service: • Make those operations friendly, fool-proof: • Authorizations with local maintenance • User-friendly transactions and reports • Availability control and reporting are critical. • Technion Solution for authorization – will discuss below. 3/2005

  16. Technion – Israel Institute of Technology • A business analogue: • A research grant is like a small business (5-500K$/year): • Includes manager and partners, all may be on several very different businesses, all run on one system • Deals with purchasing, production, budget, CRM, sometimes sales, sometimes joint ventures • Is subject to strict auditing, • Manager is expert only in production, not in management • Is subject to unique rules (grant, department) • Stakeholders need to enforce compliance, without much effort/expense, and without hands-on supervision. 3/2005

  17. Technion – Israel Institute of Technology • People services: Relation to SAP solution/vision • Useability: netweaver is coming • At present: portal is a solution, requires much effort • Authorization: need additional tools. • Technion solution for grant authorizations (below): Does a good job, requires more tools • Administrators use SAP standard • Special solution for research staff 3/2005

  18. Technion – Israel Institute of Technology • Technion solution for authorizations: Research staff • Grant carries an authorization table: user/allowed actions • Relevant transactions check against the grant. • Drawbacks: • not in the hands of the end user (owner): • Authorizations for authorizations… • Interface • Not flexible enough (parameters per user) • Requires work within each transaction, administration • Conclusion: need better tools. 3/2005

  19. Technion – Israel Institute of Technology • MM PM Processes and budget: lack of tools • Reservations: authorization, workflow • Restrict access to e.g. PO information (research) • Budget: no solution • Allow joint grants/departments purchasing • No solution: e.g. split shipping costs split maintenance costs • Export for repair/upgrade: no process • Authorization and restricted access in warehouse reservation • Budget approval process: workflow 3/2005

  20. Technion – Israel Institute of Technology • FI CO FM vs GM • Compatible processes/data/reports on activities (budget) • Example: exchange rates and on-line information • Budget reservation with PO • Need actuals in FI at GR (Goods Receipt) • But GR information in Grant not relevant (cannot avoid!) • Invoice exchange rate does not correct GM budget! • Result: incorrect GM budget, not compatible with FI. 3/2005

  21. Technion – Israel Institute of Technology • Conclusions: • Unique vertical University solutions are given attention • Campus management, Grants • Problems: at integration w/budget, cross-application tools: • Universities cover a wide range of business processes • Need better tools in • People interface • Authorization and data access • User interface • Need more flexible budget tools and integration 3/2005

More Related