Collaborative Portal as a Productivity Tool

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Collaborative Portal as a Productivity Tool
Gaining internal efficiencies through Portal
technology.
2
About Godfrey Hirst

• Leading Carpet Manufacturer making Textiles since
  1865
• Vertically integrated with four yarn mills
• Sister Company in NZ
• Most systems except GL developed internally.
• Very high level of user acceptance of systems
• External Pressure to adopt mainstream solutions.

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About Project Enterprise

• Enterprise One installed in Godfrey Hirst New
  Zealand (ERP 8)
• Legacy systems in New Zealand less functional
  than Australian systems
• Dissatisfaction with New Zealand project led to
  desire for a different approach in Australia.
• More control
• Less Modifications
• Address functionality gaps
• Because it has traditionally developed its own
  systems, Godfrey Hirst is willing to be an early
  adopter of new technology.

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About Project Enterprise ctd.

• High level of ownership of project by Godfrey
  Hirst
• 3 PeopleSoft Consultants and 24 GHA staff
• Implementing in Five Phases in Australia
• Financials Purchasing (Go Live 1 July 2004)
• Carpet Manufacturing (Oct 2004)
• Yarn Manufacturing (Dec 2004)
• Sales Orders July 2005
• Shop Floor, Warehousing Transport (Dec 2005)
• ROI for project relies on hoped for improvements
  in the Supply Chain
• Clear that software alone will not produce this
• ERP and Portal activities run as separate but
  concurrent projects
• Extensive Prototyping at all stages

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Caveats

• Portal Project is a work in progress
• Havent gone live but have done significant
  prototyping
• Working closely with PeopleSoft GATS team in
  Denver (Global Advanced Technology Systems)
• Among the first in the world to trial some of the
  features to be covered today
• Purpose of this presentation
• Share our Vision
• Generate enough interest for allow PeopleSoft to
  expand support capabilities.

Watch This Space
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Typical ERP Project

• Transaction Focused
• Sold on features rarely implemented
• Workflow
• Web enablement
• Business Intelligence
• Graphics
• Management Tools
• Reporting an after thought
• Lose sight of original vision during
  implementation

Original Vision
What You got
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Old System vs New

• At first glance new screen looks modern and
  Windows Like
• On closer inspection staff often prefer old
  screens
• This is one of the major challenges of ERP
  implementations

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Old System vs New

• Tailored to user needs
• Content as well as layout
• All key information on one screen
• Used for enquiry as well as data input.
• One Stop Shop

• Generic Screens
• Information spread over multiple Tabs and Exits
• Terminology unfamiliar
• Grid format inefficient when looking at a single
  record (need to scroll back and forth)

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Project Enterprise The Vision

• ERP system implemented with no mods
• Address traditional weaknesses of ERP systems
• Poor user interface multiple screens and tabs
• Highly generic lack of industry specific data
• Limited reporting
• Focus on Transaction processing not Management
• Use Collaborative Portal for Front End
• Supplement ERP with task related Information
• Integration of Business Intelligence
• Using a Push process to deliver information

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Roles vs Transactions

• Seeking to Shift the focus from Transactions to
  individual Roles eg. AP Clerk, Purchasing Manager
• Typical ERP limited to tailoring menu to role
• We are reviewing with staff how they do their
  jobs
• What are the stress points,
• What do they get into trouble for,
• What information could have prevented their
  problems.
• Focusing Managers on Management Tools, KPIs etc
• Using combination of ERP, workflow and BI to
  support an end to end process.
• Focus is on peoples jobs rather than the
  technology.

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Benefits of Role Focus

• Encouraging people to think about solutions
  rather than problems.
• Identify Hidden Factors which reduce productivity
• Eg. If payment terms are extended, how much time
  do AP clerks spend handling abusive calls from
  suppliers.
• Effect on productivity, staff morale and external
  relationships
• Developing Push System to drive desired
  behaviours
• Use of Workflow to provide prompts
• Focus on KPIs (Up front on screen)
• Design of portal to control process flow
• Use of MicroStrategy NarrowCaster to provide
  alerts for specific conditions or events

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Narrowcast Server

• Part of the MicroStrategy Business Intelligence
  Suite
• For business developments which need immediate
  attention
• Approval of an urgent Purchase Order is required
• Inventory just reached a critically low threshold
• A mechanical process just failed.
• Personalised, structured information delivery via
  email, wireless devices, SMS or to a web portal
• Delivers information from the MicroStrategy BI
  system or ERP system
• Empowers users to self-subscribe to the key
  information they are interested in

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Portal Facts

• JD Edwards changed to current collaborative
  Portal approximately 18 months ago
• Moved from proprietary Portal to IBM Websphere
• Using Java standards
• Frequent change in tools and product direction
• Principal focus is on Self Service applications
• Limited current knowledge of the product in
  Australia
• However, PeopleSoft state that the Future
  direction of Enterprise One development is HTML
  and Portal

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Portal Content Options

• Hosted ERP Portlet
• Click to Action
• Triggering behaviour in one window from actions
  in another.
• Standard PeopleSoft Portlets such as Work Centre
  and self service for customers, vendors and
  employees
• Business Intelligence Portlets
• External Web and Intranet applications
• Third Party Applications
• Web cams

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Sample Portals
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Sales Order Portal
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Purchasing Managers Main Portal
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Sample Click to Action Window
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PeopleSoft Portlet Development

• Regular Releases
• No formal communications
• Search Knowledge Garden for updates
• Focus on Self Service
• Limited Documentation
• Limited Support

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Collaborative Portal Roadmap
2004
2003
2005
1H
Q4
Q1 Q2 Q3 Q4

• Collaborative Portal, V4.2.1.03
• Native Portlets for EnterpriseOne 8.9 and Self
  Service applications
• Configurable ERP Portlet (bookmark / launch any
  ERP apps)

• Collaborative Portal, V5.1/V6.x
• Applications groups such as Supplier, Customer
  and Employee Self Service as well as core
  EnterpriseOne will continue to enhance and
  develop standards based portlets
• TOE project initiatives in the works to enhance
  migration, install, deployment and packaging

• New Portlets
• SRM Portlets
• Native Task Explorer / Menu portlet (E1 8.10)
• Collaborative Portal, V5.0.2 for Xe/ERP 8 (SP23)
• iSeries portal support

• Enhanced Hosted Portlets for Xe / ERP8

• Collaborative Portal, V5.0.2 / V5.0.3 for E1 8.94
  
• Support for JSR 168
• Form Design Aid support for Portlet creation
• CRM Portlets (E1 8.11)
• iSeries portal support
• HPUX portal support

Draft and Confidential Subject to Change. Gray
non-committed Dependent on contract
negotiations
Additional new functionality delivered by IBM in
WebSphere Portal V5 and beyond
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App Server, Portal and DB2 UDB Support
2004
2003
2005
1H
Q4
Q1 Q2 Q3 Q4
Tools E1

• EnterpriseOne 8.94
• CP V5.0.2
• iSeries, Multiplatform
• CP V5.0.3
• HPUX
• FDA Enhancements for JSR 168

• EnterpriseOne 8.93
• Linux support for WAS V5.0.2
• Red Hat AS 2.1
• BEA WebLogic V8.1 support

• EnterpriseOne 8.92
• WAS V5.0.2
• CP 4.2.1.03

• EnterpriseOne 8.95
• WAS V5.1/V6.x
• DB2 8.2

Tools Xe / ERP 8

• Xe / ERP 8 SP23
• WAS V5.0.2
• CP V5.0.2
• iSeries, Multiplatform

Applications

• EnterpriseOne 8.9
• Native Portlets
• ERP / Self-Service

• EnterpriseOne 8.10
• SRM Portlets

• EnterpriseOne 8.11
• CRM Portlets

Draft and Confidential Subject to Change.
dates / versions not committed
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Major Challenges

• Being in uncharted Territory

• The pace of change

• Getting people to think laterally

• Matching systems with business Processes

• Getting Senior Managers to use the systems.

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Next Steps

• Development of Prototype for Purchasing
  Department Portal
• Teams to start doing project work in simple
  portals
• Implement Websphere 5
• Ability to monitor ERP conversations with server.
• Manage Expectations within the business
• Go Live with Portal from 1 July.
• Share experiences with other users

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Questions
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Godfrey Hirst Project Enterprise