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UNIVERSITY OF PETROLEUM &
                                               ENERGY STUDIES
                                  ...
As organizations succeed and expand, their IT resources often                          HE&R) solution portfolio, which in-...
“We were looking for a vendor that could understand our specific needs
                                                   ...
www.sap.com /contactsap




fits we have derived from our imple-             SAP: Part of UPES’s Future Plans
mentation,” ...
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UPES-First Indian University to implement SAP

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University Of Petroleum And Energy Studies is the first Indian University which has implemented SAP.SAP for HE&R has been able to provide UPES with real time access to student data ,seamless integration of data across all business units, a single portal with complete and controlled access to the entire organization's data, information and knowledge resourses.

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UPES-First Indian University to implement SAP

  1. 1. UNIVERSITY OF PETROLEUM & ENERGY STUDIES SAP HELPS ENERGIZE BUSINESS OF HIGHER EDUCATION AND RESEARCH QUICK FACTS “The SAP system is providing us with Organization Why SAP • Name: University of Petroleum & Energy • Scalable, reliable solution with rich strong intra-organizational linkages, Studies functionality information sharing, and efficient • Location: Dehradun, India • IT platform for the future • Industry: Higher education and research management of resources.” • Products and services: Educational Benefits services • Elimination of legacy systems Dr. S. J. Chopra, Chancellor, University of • Real-time access to student data • Revenue: INR 35 crores in 2008 Petroleum & Energy Studies (approximately US$8.7 million) • Seamless integration of data across all • Employees: 250 business units • Web site: www.upes.ac.in • A single view of all data, knowledge, and • Implementation partner: L&T Infotech Ltd. resources with complete access control • Improved communication between faculty Challenges and Opportunities and students • Multiple stand-alone legacy IT systems • No access to real-time data Existing Environment • Slow, imprecise decision making Disparate, homegrown IT systems and manual information processing Objectives • Automate business processes Third-Party Integration • Provide access to real-time data • Database: Oracle 10g Release 2 • Provide a single point of access to all data • Hardware: Dell PowerEdge 2950 server • Manage operations systematically and • Operating system: Microsoft Windows collaboratively at strategic level Server 2003 • Improve service delivery SAP® Solutions and Services • SAP® ERP application • SAP for Higher Education & Research, including SAP Student Lifecycle Manage- ment application • SAP NetWeaver® Portal component Implementation Highlights • Project completion in 2.5 months • Implementation of enterprise portal SAP Customer Success Story Higher Education and Research
  2. 2. As organizations succeed and expand, their IT resources often HE&R) solution portfolio, which in- cludes the SAP Student Lifecycle Man- struggle to keep up. Universities are no exception. As the University agement application. of Petroleum & Energy Studies (UPES) grew, its IT infrastructure “We were looking for a vendor that began to feel the strain. IT had become fragmented – with different could understand our specific needs departments relying on individual islands of information within the and had proven expertise in the area of higher education and research,” says system. UPES’s multiple, stand-alone legacy systems became in- Ashish Bharadwaj, associate director creasingly unresponsive. In addition, there was no central system to of IT at UPES. “SAP was the only one that had the functional depth in its manage the different business processes across different locations, products and whom we found capable resulting in suboptimal and inefficient performance. Further, there of catering to our requirements – par- ticularly in the areas of finance and ac- was no real-time availability and seamless delivery of data. Manage- counting. Being built on platforms and ment had the perennial problem of having to wait to access data technologies that are future-proof in terms of scalability, platform neutrality, from different departments and locations. This was adversely affect- and reliability, SAP was a perfect ing decision making as information was not only delayed, but at match.” times was also incomplete and out of date. UPES turned to SAP Team Combines Domain for the integrated solutions it needed. Knowledge and SAP Expertise After selecting SAP ERP and SAP for A World-Class Institution Ready for an Integrated HE&R, UPES brought L&T Infotech Ltd. SAP® Solution on board as the implementation part- UPES – based in Dehradun, India – is ner. UPES provided the domain knowl- India’s first domain-specific university With a robust level of hardware and edge and L&T Infotech supplied the to focus on energy and allied industry network connectivity already in place, skills required for working with SAP sectors and to offer specialized gradu- UPES decided it was time to unify its core software. The biggest challenge ate, postgraduate, and doctoral cours- business systems with a single enter- lay in choosing the right implementation es. In less than three years, it has prise resource planning (ERP) applica- model. Other complexities included emerged as a world-class institution, tion to support a variety of back-office deciding how to manage change and dedicated to developing super- processes. Further, the university was how to deploy effective workflows for specialized, professional managers also keen to extend its computing ca- essential business processes. “We and engineers across the oil and gas, pabilities to the academic community, received extensive help and assistance power, transportation, and mining especially to its students. After an all- from SAP Consulting,” says Bharadwaj. industries. UPES currently has three around and comprehensive evaluation campuses in India – one in the National of its needs and the available solutions, The implementation team defined its Capital Region, Rajahmundry in Andhra UPES found a solution to all its goals: The project objectives included Pradesh, and a main campus in business-system issues by implement- automating business processes, unify- Dehradun. ing SAP® software such as the SAP ing the data in a single source for all ERP application and the SAP for Higher business units, gaining access to data Education and Research (SAP for anytime, anywhere, implementing col-
  3. 3. “We were looking for a vendor that could understand our specific needs and had proven expertise in the area of higher education and research. SAP was the only one that had the functional depth in its products and whom we found capable of catering to our requirements – particularly in the areas of finance and accounting.” Ashish Bharadwaj, Associate Director of IT, University of Petroleum & Energy Studies laborative and systematic operational SAP NetWeaver® Portal component In the area of procurement too, SAP management, improving service deliv- (formerly SAP Enterprise Portal has helped UPES minimize costs and ery, and integrating data seamlessly component). enable both plan-driven and ad hoc across business units. purchasing, while ensuring compliance One Common Platform: with procurement best practices. Em- Go-Live in Just 10 Weeks Multiple Benefits ployees in procurement use the SAP software to streamline purchasing By following each stage in the ASAP All departments and functional areas which leads to improved supplier rela- methodology, the implementation team can now work on one common platform tionships – all of which helps the uni- completed the project and the solution – leading to numerous process benefits versity save time and money. UPES went live in only two and a half months. and reduction of errors. A vast im- now has greater insight into its spend- The SAP software had more than provement has been seen in almost ev- ing habits, which has enabled it to adequate flexibility to meet UPES’s ery area of the university’s operations. source from best-value suppliers and business needs. Because analyzing Different business units have been in- negotiate the most favorable trading processes and defining key functional tegrated. SAP solutions have stream- terms. It also allows the university to roles and responsibilities had been lined administrative processes, brought collaborate more closely with suppliers extensively thought through prior to in increased operational efficiencies, and build stronger relationships with implementation, very little business while providing real-time access and them. process reengineering was required. visibility across the organization. Top “However, people had to be sensi- management does not have to wait for Real-Time Access to Data tized,” adds Bharadwaj, “that a pro- a department to submit data – it is now cess, once defined for an organization, readily available for them to use. SAP for HE&R has been able to provide should be followed for the most part – UPES with real-time access to student with only rare exceptions.” Better visibility built into the system has data, seamless integration of data equipped UPES with a greater ability to across all business units, a single por- By the end of the project, UPES had quickly generate reports and make tal with complete and controlled access implemented SAP ERP for financials, strategic decisions, while the finance to the entire organization’s data, infor- controlling, materials management, and department uses the software to gen- mation, and knowledge resources. As human resources (including organiza- erate reports based on real-time data. a result, communication among faculty tion management and personnel admin- Closings for financial accounts have and students has improved. The portal provides self-service to students and faculty for basic functions like viewing “Being built on platforms and technologies that are future-proof in terms an individual’s own details, grading, and changing contact information. The por- of scalability, platform neutrality, and reliability, SAP was a perfect match.” tal gives users an efficient central Ashish Bharadwaj, Associate Director of IT, University of Petroleum & Energy Studies access point for information and saves time. istration). Additionally, UPES has also become far easier now. The SAP Implementing SAP software has had deployed SAP Student Lifecycle Man- solutions have enabled proactive finan- the benefit of requiring UPES employ- agement. UPES also wanted to consoli- cial planning, real-time budget visibility, ees to thoroughly understand the date access to all its different systems, consolidated financial reporting, stream- business processes and workflows processes, and information into a sin- lined cash flow activities, and optimized they use. “This change of mind-set has gle place and found the answer in the financial transactions. been one of the most important bene-
  4. 4. www.sap.com /contactsap fits we have derived from our imple- SAP: Part of UPES’s Future Plans mentation,” says Dr. Parag Diwan, vice chancellor at UPES. Employees now UPES aims to be a leading, internation- have to be very systematic, disciplined, al institution with state-of-the-art facili- and collaborative in the way they work. ties and provide world-class education, “It is a system that has brought world- training, research, consultancy, and class experience and best practices to outreach services in its domain. The ef- our organization in the areas where we fective use of IT to help solve business have implemented it,” adds Bharadwaj. issues and adapt to student demands Employee concentration on core areas and government regulations will always has improved quality, enriched roles have a high priority in UPES’s quest to and profiles of staff, and increased keep costs down and remain competi- morale. tive. Already a satisfied SAP customer, UPES see SAP solutions as an answer The project has helped UPES deploy to its growing business needs. In fact, cutting-edge technology and best prac- the university is already looking into tices, resulting in improved business enhancing its SAP HR solution so it processes and service delivery. UPES can process its payroll in-house. Mean- is able to serve its customers better while, UPES’s new SAP solutions offer and meet their needs more efficiently. a great experience for all involved – “Fulfillment time has been reduced by students, potential students, staff, nearly 30% and transactional accuracy faculty, management, board members, increased by over 15%,” says Bharad- corporate visitors, and alumni. waj. While UPES has had ample oppor- tunity to evaluate the advantages of its SAP implementation and experience qualitative benefits, it is still too early to talk about quantified savings, since the project went live only in January 2007. 50 091 251 (08/09) However, ROI estimates project 30% ©2008 by SAP AG. All rights reserved. SAP, R/3, xApps, xApp, SAP NetWeaver, Duet, year-on-year savings at the current PartnerEdge, ByDesign, SAP Business ByDesign, and other SAP products and services mentioned herein as well as their respec- scale of operations. tive logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. Business Objects and the Business Objects logo, BusinessObjects, 50 xxx xxx (YY/MM) Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius and ©20YY by SAP AG. other Business Objects products and services mentioned herein All rights reserved. SAP, R/3, xApps, xApp, SAP NetWeaver, as well as their respective logos are trademarks or registered Duet, PartnerEdge, ByDesign, SAP Business ByDesign, and other trademarks of Business Objects S.A. in the United States and in SAP products and services mentioned herein as well as their several other countries. Business Objects is an SAP Company. respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All All other product and service names mentioned are the trademarks other product and service names mentioned are in this document of their respective companies. Data contained the trademarks of their respective companies. Data contained in this document serves serves informational purposes only. National product specifications informational purposes only. National product specifications may vary. may vary. These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies (“SAP Group”) for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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