How the University of Namur takes advantage of the modularity of OpenERP. Francois Degrave, University of Namur
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How the University of Namur takes advantage of the modularity of OpenERP. Francois Degrave, University of Namur

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How the University of Namur takes advantage of the modularity of OpenERP. Francois Degrave, University of Namur Presentation Transcript

  • 1. www.unamur.be What are the benefits 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 www.unamur.be Context ● Finance: Software developed internally (80's) – Last major changes in 1992 • Outdated technology, servers, architecture...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 ● More participation 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 academic years, 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 existing modules ● 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 ● Budget management – Use of budget accounts – Actual vs committed amounts
  • 10. www.unamur.be Finance: main functionalities ● Multiple business entities – Budget responsibility – Sales / Purchases approval process – Different rights for budget/purchase ● Heavy adaptations of analytic accounts
  • 11. www.unamur.be Finance: main functionalities ● VAT computation – 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 curve was 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 ● ~16,000 invoices, 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 development methodology ● 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 different objects – 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 ● ~10,000 invoices (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 ● Students custom 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 future work ● 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 future work ● Technical stuff – Testing framework – Migrations...
  • 25. www.unamur.be OpenERP modularity... ● ...allowed us to: – 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