Ciarn Burns

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Intranet and Line of Business Applications at
Microsoft

• Ciarán Burns
• Program Manager
• EMEA Finance Admin IT
• (Human Resources)

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Agenda

• Microsoft EMEA Finance Admin.
• The challenges of the Past and Today
• Application Framework
• Microsofts Web Solutions
• Overview
• Focus
• Procurement Invoicing
• Intranet Portals/HR Info Tools

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Microsoft EMEA Finance Administration

• MS subsidiaries Sales Marketing, PSS,
  Consulting and Fin. Admin. organizations
• Centralized warehouse and distribution model
• Key cost factors Marketing, People, Travel and
  Infrastructure
• Subsidiaries manage local market requirements and
  revenue cost stream
• Data consolidation happens at Corp level
• Post Sales Support

4

MS System Architecture 1995

• Too Many Systems
• High Dev/Support HW costs
• Too Little Integration
• Insufficient Agility
• 350,000 hard copy financial reports distributed
  ww, available 14 days after end of period

• Business Inefficiencies
• Manually intensive business processes
• Inconsistent business rules
• Error-prone data entry
• Dozens of paper forms per location
• High cost per transaction

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Microsoft - 2002

• One general ledger, common chart of accounts -
  worldwide
• Standard reporting templates by geography,
  product, channel for each functional area -
  worldwide
• Standard definitions, taxonomies and hierarchies
  - worldwide

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Microsoft 2002

• Key financial and operational metrics available
  real time, broadly across organization
  including
• Revenue and inventory by product, customer,
  location, channel
• Organization headcount and people detail
  worldwide
• Transaction cost detail worldwide
• All financial reports distributed electronically
  4 days following end of period
• Little IT involvement in report creation or
  distribution

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Application Framework
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SAP Technical Environment
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Microsoft Finance IT Heads Per Business
Application
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8
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6
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4
2
0
FY99
FY00
FY01
FY02
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E-Procurement AP Supply Chain
MS Inquire SAP Standards CPG Reports Calypso
MS InvoiceMS Expense
MS Negotiate
MS Contract
MS Market
Delivery/ Invoice receive
Re quisition
Contracts and Conditions
Strat.Partner- selection
Queries
Payment
Purchasing
Approval
SAP R/3
First Release
1999
2002
1995
1997
1998
2001
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MS Market

• Web requisition/ordering
• Key alliance supplier models
• Catalogs direct to supplier ordering
• Preferred supplier programs
• On-line approvals
• Tacit approvals for orders less than 1,000
• Upload directly to SAP for POs
• Automatic Asset shell creation
• Direct cost element association/default
• Budget Validation
• Vendor Integration
• B2B capability BizTalk and XML over Internet

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MSMarket Architecture
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Demo

• E-Business MS Market
• More information can be found at
• http//www.microsoft.com/technet/showcase

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MS Market
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MS Market
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MS Invoice
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MS Invoice
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MS Invoice
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Summary Cost Per Transaction
Including costs for quarterly upgrade s
Total solution requires 3 headcount to provide
worldwide support
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E-Business Metrics

• MS Market
• 28,000 users, 8,000 orders per week - 99 of all
  requisitions in US and most international sites
• Transaction volume - gt 5 billion
• Used in 46 countries, supporting 55 subs
• 26 FTEs saved worldwide
• Transaction costs reduced from 60 to 5 per
  order
• MS Invoice
• 827 vendors, 3,000 invoices per week, - 93 of
  all US invoices, international usage to start
• Targeted transaction volume - 4.0 billion
• Increased productivity from 4,400 docs per head
  per year to 50,000 22 FTEs saved in US
• Transaction costs reduced from 30 to 5 per
  invoice
• MS Expense
• 15,000 users, 2,600 reports per week - 100 of US
  expense reports and major international sites
• Transaction volume - 150 million
• 6 FTEs saved in US
• Transaction costs reduced from 21 to 3 per
  expense report

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Key Management Reporting Tools
First Release

• MS Sales (Executive and Finance) Revenue
  Reporting (daily flash report)
• MARS (Executive andFinance) Finance Reporting
  Warehouse, PLs.
• Headtrax (all, HR and Finance, Managers)
  Employees and Positions (incl.Transactions)
• MS People (HR and Finance) Employees and
  Positions Reporting
• Calypso (All and Finance views) OPEX, Marketing
  and FA reporting and SAP details drilldown
• Marflex (Marketing and Finance) Marketing
  Planning and Reporting Tool (MARS)
• MS Insight (Executive and FA) OLAP for Sales,
  HR, Procuement

1993
1995
1997
1999
1999
2000
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HR Systems History

• Before Headtrax, MS People, HRWeb
• 18 HR databases worldwide
• No data consistency
• Hard-copy process to update HR data
• Doubling of MS workforce to 30,000 employees in
  five years
• ? Need for consistent transaction reporting
  tools

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HR Dataflow today
HR Data Ware- house
HRIS/ HCA Ops
SAP
Manual entry
If approved by HR
HeadTrax
End User
Feedstore
Next day (10-11 AM CET)
Submits request
Next day
Next day
All other downstream systems fed through HR
Feedstore incl. Global Address Book
MS People
MS Vacation
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Headtrax

• Headtrax serves as a user interface to SAP-HR for
  all person position transactions worldwide,
  providing a complete audit trail of activity
• 50.000 users worldwide
• Easy access to basic employee data to all
  employees
• Includes OrgChart functionality (Visio)
• Will incorporate MS Peoples future single
  reporting tool providing customers with a single
  UI for transacting and reporting on headcount

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Headtrax Objectives

• Fully integrated desktop tool for viewing and
  transacting upon person and position data.
• Flexible organizational viewing as well as
  confidential and non-confidential access to data.
• Streamline the movement of headcount information
  between managers and Microsofts SAP R/3 Human
  Resources module - ensuring easy access to
  current information and an expedited process for
  updating information in SAP.
• In Sync with SAP

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Headtrax Technology

• Intranet-based
• Centrally administered
• Windows 2000 Advanced Server
• Internet Information Server (IIS)
• SQL Server 2000
• Microsoft developers used the Microsoft Visual
  Basic development system and ActiveX controls to
  create and deliver content, and users rely on
  Microsoft Internet Explorer 5.0 or higher to
  access the information

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Demos

• Intranet Portals
• FinWeb
• HRWeb
• MSWeb

HR Web
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Thank You