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.

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. 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. “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. 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.
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