Comment les Facultés Universitaires de Namur ont tiré profit de la modularité d’OpenERP

Comment les Facultés Universitaires de Namur ont tiré profit de la modularité d’OpenERP

• 1.
  www.unamur.be What are thebenefits of OpenERP’s modularity for the University of Namur? François Degrave PhD in Computer Science Responsible for software architecture
• 2.
  www.unamur.be Context ● Finance: Software developedinternally (80's) – Last major changes in 1992 • Outdated technology, servers, architecture... ● Education: developed internally in 1999 ● Plans for a merger of universities in 2008 – Freeze of any new development ! – Common projects with the other partners ● The merger failed in Dec. 2010 ● Catch up on lost time !
• 3.
  www.unamur.be Requirements ● More integrated approach ● Moreparticipation of users ● Larger an extensible functional scope – Accounting, purchases, sales, budgets – Education management – ... ● Short delay : – 01/01/2013 for finance – 2013/2014 academic year for education
• 4.
  www.unamur.be Why OpenERP? ● FOSS philosophy –Control over our data – Advanced adaptations for specific usages ● Major actor in open source ERP software ● Belgian editor ● Many active partners
• 5.
  www.unamur.be Timeline ● Education offer: 10/2012 ● Accounting,sales, purchases: 01/2013 ● Student registrations: 03/2013 ● Budget monitoring: 04/2013 ● Student registrations payments: 06/2013 ● Student social funding: 07/2013 ● Student careers: 09/2013 ● ...
• 6.
  www.unamur.be OpenERP modules Shared objects academicyears, identities, entities... noe_utils LDAP, encryption noe_login Education management Offer, registrations, student careers noe_edu Accounting and sales adaptations noe_account Purchases adaptations noe_purchase Financial aspects of education noe_edu_account
• 7.
  www.unamur.be OpenERP modules ● Dependencies: – OpenERP:account, purchase, l10n_be – Noviat: CODA import, payments – Syleam: JasperReport (for all reporting) ● No need to modify/patch the existing code (server or modules) – Except monkey patch :-)
• 8.
  www.unamur.be Finance ● Adaptations of existingmodules ● Analysis with a partner – Strong knowledge of standard processes and “best practices” in finance and ERPs ● Implemented and deployed by us Analysis Implementation Deployment
• 9.
  www.unamur.be Finance: main functionalities ● Budgetmanagement – Use of budget accounts – Actual vs committed amounts
• 10.
  www.unamur.be Finance: main functionalities ● Multiplebusiness entities – Budget responsibility – Sales / Purchases approval process – Different rights for budget/purchase ● Heavy adaptations of analytic accounts
• 11.
  www.unamur.be Finance: main functionalities ● VATcomputation – Deductible, not deductible, pro-rata, not taxable – Can be different for each invoice line... – Taxes are supported by the entities ● Advances on expenses – Help for complex process – Many moves, statements and reconciles involved ● Internal invoices – Simplified invoices between departments – Particular accounts for internal transfers
• 12.
  www.unamur.be Finance: success! ● Learning curvewas fast ● Many improvements vs. legacy system – Coda, payments – Decentralized processes – Much less file transfers between entities – Real-time follow-up for budget managers ● Successfully revised by company auditors !! – Approbation processes of documents – Trustworthiness of the figures
• 13.
  www.unamur.be Finance: some figures ● ~16,000invoices, on avg. >600/week – Students excluded (~10,000 a year) ● ~150,000 journal items, on avg. >5700/week ● ~2,000 purchase orders
• 14.
  www.unamur.be Education ● From scratch! ● Different developmentmethodology ● Completely separated project, same OpenERP instance ● All by ourselves Analysis Design Implementation Specific subject Validation Customer's requirements Workshop
• 15.
  www.unamur.be Education: offer ● Many differentobjects – Programs, reforms – Courses, subjects groups, allocations – Teachers ( Identity User)→ → ● Many different access rights – Secretaries for each faculty – Teachers (own courses only) – Education administrators – Assignment managers ● Multiple languages ● Web publication
• 16.
  www.unamur.be Education: offer
• 17.
  www.unamur.be Education: registrations ● Encoding of>6,000 applications / year (growing) – Particular stress on speed and responsiveness! ● Track all the required documents to claim/produce – Depending on each student profile – >10 documents / student – Parametric “ rule engine” for documents/claims Growing use of e-mails – 18,000 sheets of paper spared in the last 2 days ! – Uncountable hours spared...
• 18.
  www.unamur.be Education: registrations
• 19.
  www.unamur.be Edu.: registrations accounting ● ~10,000invoices (6,000 in Sept, 4,000 in July) ● Amount depends on – Registration type – Student profile – Students funding ● Parametric “payment rules engine” – Automatic generation of invoices ● Much time spared – Invoices sent by e-mail – Automatic reconciliations noe_edu noe_account noe_edu_account
• 20.
  www.unamur.be Edu.: registrations accounting
• 21.
  www.unamur.be Education: student career ● Studentscustom programs and exams – Constraints ● Exam sessions and registrations ● Successes, failures, automatic re-registrations,... – Very complex and time-consuming – Automate everything possible ! ● Ongoing developments, due in September 2013
• 22.
  www.unamur.be Education: student career
• 23.
  www.unamur.be Ongoing and futurework ● Students fundings and loans – Ongoing work, subcontracted to Audaxis ● Many requirements coming everyday! – New functionalities in existing modules – Points of sales • Books stores • Central store of office supplies – Student housing management – Assets management – ...
• 24.
  www.unamur.be Ongoing and futurework ● Technical stuff – Testing framework – Migrations...
• 25.
  www.unamur.be OpenERP modularity... ● ...allowed usto: – Work on different aspects with separated teams – Start the applications at different moments in the same instance – Link the different aspects afterwards through new modules – Cleanly re-use and modify existing modules – Subcontract the creation of new modules