International Workshop on Accountability in Science and
Research Funding
European Commission
Directorate-General for Research & Innovation
Brussels, Belgium
22 – 24 June 2011
Use of Management Technologies at the Newly Established Okinawa Institute
of Science and Technology (OIST) to Meet its Multiple Accountability
Requirements
Patrick VINCENT
Director Finance and HR
OIST
1
Okinawa Institute of Science and Technology (OIST)
沖縄科学技術大学院大学
http://www.oist.jp/en
Independent Administrative Institution
Okinawa Institute of Science and Technology
Promotion Corporation (OIST P.C.)
2
What is OIST?
1. OIST’s Objectives
（OIST School Corporation Act）
By
By conducting
conducting internationally
internationally distinguished
distinguished education
education and
and research
research
in
science
and
technology
in
Okinawa
in science and technology in Okinawa
Contribute
Contribute to
to the
the promotion
promotion and
and selfselfsustaining
development
of
Okinawa
sustaining development of Okinawa
Contribute
Contribute to
to the
the development
development
of
of science
science and
and technology
technology worldwide
worldwide
2. OIST’s Concept
z
z
z
z
z
Best in the world
International
Flexible
Global Networking
Collaboration with Industry
3
Campus Construction
Under Construction:
Lab2 and Auditorium
Q2 2012
Village Zone
Q4 2012
Existing Campus:
Lab1 & Center Bldg
Lab Zone
4
Fast Growth till FY2014
Operating budget: about JPY 11 bio ( EUR 100 mio)
(person)
700
600
500
400
Student (100)
Research Unit
300
Admin
200
100
0
FY2010
FY2011
FY2012
FY2013
FY2014
FY2015
FY2016
FY2017
24 Research Units in FY2010 + 17 in FY2011
5
OIST PC to OIST SC: a Corporate Metamorphosis !
OIST School Corporation Act
November 2011
Prime Minister
Cabinet Office
OIST
Promotion Corporation
“Independent Administrative
Institution”
Ministry of Education
(MEXT)
OIST
School Corporation
“Private University”
OIST Accreditation Team in place since 2008
6
Time Flow to the Opening
President: Dr. Sydney Brenner,
Nobel Laureate (Physiology or
Medicine, 2002)
z
March 2002
Creation of Graduate University stipulated by
Okinawa Promotion Special Measure Act
z
Sep. 2005
OIST Promotion Corporation (OIST PC) Inauguration
Objectives
Objectives of
of OIST
OIST PC
PC
11 Conduct
Conduct world
world class
class research
research in
in Okinawa
Okinawa
22 Prepare
Prepare for
for the
the Graduate
Graduate University
University
z
March, 2011 Applying for Accreditation
z
Fall, 2011
z
Sep. 2012
President: Prof. Jonathan Dorfan
Emeritus Director, SLAC National
Accelerator Laboratory, Stanford
University, U.S.A
Accreditation / Establishment of OIST SC
and Graduate University
Commencement of Students
7
Features of the Graduate University
z Single interdisciplinary graduate program
z Five-year integrated doctoral program in sciences
z About 20 students enrolled per year with about 50 faculty
members
z Education & research conducted in English
z At least half of the students/faculty members to be nonJapanese
8
PC to SC : A discontinuity in several major areas
OIST PC
OIST SC
Assets, contracts, liabilities etc.
Corporate Governance
Rules and Regulations
OPPORTUNITY
For
Change !
Nature of subsidies
Accounting standards
Corporate culture
////
Etc.
November 2011
9
Opportunity : Complete revision of Corporate Rules and Regulations
OIST PC
OIST SC
November 2011
Opportunity for:
State of the art corpus of policies rules and regulations
Staff involvement
High quality Bilingual language
etc.
PRR Task Force (Policy Rules
and Regulations) Started in June
2011
9 key areas (+1)
1.
2.
3.
4.
5.
6.
7.
8.
9.
Japanese Legal Requirements
Government Relations/Affairs
US Universities: Best Practices
European Institutions: Best Practices
Finance/Administration/HR
Faculty Governance
Education and Student Governance
Generalists
Safety, Research Compliance, Ethics
+ Translation
10
Opportunity : Complete restructuring of Administrative processes
OIST PC
OIST SC
November 2011
ERP (Enterprise Resource Planning)
Major Project started in October 2009
Opportunity for
Efficiency improvement (measure ?)
Bilingual system
Electronic workflow and Document Management
Management of external funding
“Dual reporting”
Budget holder accountability
etc.
11
“ERP system” in OIST SC : Modular strategy
System
System Platform
Platform (Directory
(Directory Service:
Service: OpenLDAP)
OpenLDAP)
システム基盤（ディレクトリーサービス：OpenLDAP）
システム基盤（ディレクトリーサービス：OpenLDAP）
Corporate
Corporate System
System 法人系システム
法人系システム
Budget, Journal
ワー
ーク
クフ
フロ
ロー
ー
ワ
Work Flow
Flow
Work
Groupware
Groupware
グループウェア
グループウェア
Document
Document
Management
Management
文書管理
文書管理
Budget
Budget Management
Management
予算管理
予算管理
Account
Account Receivable
Receivable
債権管理
債権管理
Procurement
Procurement
支出契約
支出契約
Account
Account Payable
Payable
債務管理
債務管理
General
General Ledger
Ledger
仕訳・決算
仕訳・決算
Fixed
Fixed Asset
Asset
資産管理
資産管理
This
This time’s
time’s procurement
procurement
Budget
External
External Fund
Fund
外部資金管理
外部資金管理
Budget, Journal
Budget
Travel
Travel Cost
Cost
旅費精算
旅費精算
Journal / Stock
Working
Inventory
Inventory Management
Management
在庫管理
在庫管理
Firm
Firm Banking
Banking
FBシステム
FBシステム
Journal
Purchasing
Research
Research System
System 研究系システム
研究系システム
Building
Building Info.
Info. Model
Model
施設管理
施設管理
Research
Research Management
Management
研究管理
研究管理
Human
Human Resource
Resource
Payment
人事管理
人事管理
Budget
Budget Planning
Planning
予算編成
予算編成
今回の調達するシステム
今回の調達するシステム
Existing
Existing System
System
既存システム
既存システム
Journal
Campus
Campus Construction
Construction Budget
Budget
キャンパス建設予算管理
キャンパス建設予算管理
LEGEND
Core
Core system
system コアシステム(財務会計)
コアシステム(財務会計)
Payment
Payroll
Payroll
給与計算
給与計算
Electronic
Electronic Bidding
Bidding
電子入札
電子入札
Payroll
Future
Future procurement
procurement
調達時期、未定
調達時期、未定
School
School Affairs
Affairs System
System 教務系システム
教務系システム
Experiment
Experiment Management
Management
実験申請・審査管理
実験申請・審査管理
Academic
Academic Affairs
Affairs System
System
学務システム
学務システム
RI
RI Management
Management
RI管理
RI管理
Entrance
Entrance Exam
Exam System
System
入試システム
入試システム
Animal
Animal Management
Management
動物管理
動物管理
Student
Student Affairs
Affairs //
Admission
Admission System
System
学生支援システム
学生支援システム
Library
Library Management
Management
図書管理
図書管理
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ERP Project: very significant personal involvement
OIST
Executive Office
Project Director
PMO (Project Management Office）
Office）
Project Manager Project Members
External Consulting
ＢＢＳ Dec-Jan.
End users
Tests/management of change
Users
EXO
Users
RU
Common Resources
Users
Admin
Facility group
Users
Faculty, Academic affairs
Students
Users
CAO
MEXT
Task force
Specificiations of functionalities and Workflows
IT Infra Structure
ＩＴ Ｓｅｃｔｉｏｎ
Core & External funding
Accounting Section
Procurement Section
Budget Section
External Fund.
Human Resource
HR Operations Section
R & A Section
Document Management & WF
General Affairs Section
Travel Management
General Affairs Section
Accounting Section
Budget Planning
Budget Section
Academic Affairs
Academic Affairs Division
Research Units
Common Resources
Common Resources Group
Vendors
Development
Data exchange - interfaces
Core
Core&&External
External funding
fundingsystem
system
Vendor
Vendor
SIG
SIG
Human
HumanResource
Resource
System
SystemVendor
Vendor
Document
Document Management
Management&&WF
WF
System
SystemVendor
Vendor
Travel
Travel Management
Management
System
SystemVendor
Vendor
Budget
BudgetPlanning
Planning
System
SystemVendor
Vendor
Academic
AcademicAffairs
Affairs
System
System
Sakai
Sakai
Common
CommonResources
Resources
System
Systemvendors
vendors
13
ERP Planning: no safety net for “big bang” date
OIST PC
2009.12 – 2010.11
Spec preparation
Business process improvement
OIST SC
2010.11 – 2011.10
2011.11 – 2012.6 *1
2012.7 -
Establishment
Implementation
Operation
Bug fixing/Evaluation
First account closing
Data migration
Maintenance
Additional functions
Improvement
Prototype testing starts in June
“Big Bang” in November
14
Other Issues/matters of importance
OIST PC
OIST SC
November 2011
Eligibility for Research funding Organizations …: Pre-Audit ?
Accountability vis a vis International community, research funding
organization, sponsors etc.: restate Financial statements from Japanese
to International Standard (if any ?)
Bilingual English/Japanese - Translation is an important communication
and governance issue: European Commission experience in
machine/human translation ?
Etc.
15
Last but not least !... A corporate identity to build
OIST PC
OIST SC
November 2011
16
Science
OIST moving Rapidly Towards a Balance between the Life/Bio and the
Physical Sciences
Have active recruitment for physicists: condensed matter physics; AMO; bio-physics;
Nano-science; quantum computation; membranes; computational physics; fluid mechs.
17
Education
Dr. Bern Kuhn at Onna Junior High School
ベアン・クーン博士 恩納中学校講演会
December, 2010 （平成22年12月）
Dr. Satoh at Ishikawa High School
佐藤矩行博士 石川高等学校講演会
June, 2010 （平成22年6月）
Dr. Ulf Skoglund talks for
Nakadomari Junior High School at OIST
ウルフ・スコグランド博士
仲泊中学校講演会 (於: OIST)
December, 2010 (平成22年12月）
Dr. Gordon Arbuthnott at Yamada Junior High School
ゴードン・アーバスノット博士 山田中学校講演会
December, 2010 （平成22年12月）
Dr. Alexander Mikheyev at Afuso/Kisenbaru Junior High School
アレクサンダー･ミケェエブ博士 安富祖/喜瀬武原中学校講演会
January26, 2011 (平成23年1月）
Nakadomari Junior High School Students at OIST
仲泊中学校の皆さん (於: OIST)
December, 2010 (平成22年12月）
18
18
Development
http://www.oist.jp/en
Thank you for your attention
19