[ ] Integrating Umoja and UNGM. HLCM-PN Turin, March 2014

Transcription

1 Integrating Umoja and UNGM HLCM-PN Turin, March 2014

2 Agenda Introduction - Overview of Umoja UN Vendor Database before and after Vendor Data Cleansing project Establishing an Interface between UNGM and Umoja Impact on UNGM Synchronization of vendor data Lessons Learned 2

3 What is Umoja? is an administrative reform initiative designed to help the UN Secretariat operate more effectively by integrating and streamlining business processes that manage financial, human and physical resources within a single global solution for the entire Secretariat 3

4 Umoja is Unity in Swahili A central administrative tool, leaving behind multiple and fragmented legacy systems A strategy to realize fully all the benefits of a modern and global information technology platform Compliance with international industry standards such as IPSAS A way to better fulfill our mandates and serve our beneficiaries A collaborative effort to improve how the organization works by improving how we work together An opportunity to improve existing practices and procedures A vision of a better UN Secretariat 4

5 Umoja is The implementation of an Enterprise Resource Planning (ERP) system: 5

6 Umoja implementation schedule Umoja Foundation ( ) Finance (Funds management and Financial accounting) Supply Chain (Real estate, Plant maintenance, Procurement) Project Management, Sales & distribution Umoja Extension 1 ( ) Personnel administration Payroll, entitlements, benefits Travel (initiation, on-line booking and travel expenses) Umoja Extension 2 ( ) Force planning, programme management, Warehouse management & Supply chain planning Conference and event management 6

7 Umoja - Benefits 7

8 As is ( Before ) Situation UN Procurement Division has a vendor database in its legacy system with approximately 10,000 vendors In addition, UN Secretariat entities have more than 40 different local vendor databases spread over Missions and Offices Away from Headquarters in different legacy systems, spreadsheets, etc. The total number of vendors in these databases exceeds 120,000 but include many duplications and inactive vendors Different vendor registration processes at UNHQ and Field locations Total number of vendors registered in UNGM: UN/PD: 3,500 Other UN Secretariat entities: 800 8

9 As Is ( Before ) Situation New Vendors New Vendors UNGM Suppliers Procure + Vendors IMIS Mercury Mercury Local Local Other Stand alone Databases Mercury Global Mercury Mercury Local Local Mercury Local Mercury Mercury Local Local SUN Local New Vendors 9

10 Vision for Vendor Data Management One global vendor database for the all UN Secretariat entities following alignment of Vendor Registration Process UNGM will become the portal for all registered vendors and data will electronically transfer to Umoja Global approach to cleanse and maintain vendor data: Central vendor data cleansing & data maintenance team located at UNGSC in Brindisi Exceptions: Low Value vendors, Utilities and Individual Landlords, which will be converted to Umoja directly as Non- UNGM Commercial Vendors 10

11 To Be ( After ) Situation New Vendors UNGM Suppliers Electronic Interface Umoja Business Partners - One (1) Vendor Database for entire UN Secretariat - Based on UNSPSC coding - Based on simplified Vendor Registration process / levels 11

12 Umoja has both ECC and SRM components SRM Supplier Relationship Management ECC Enterprise Core Component UNGM Non-UNGM commercial suppliers Synchronization of accepted commercial suppliers SAP ECC Umoja SAP SRM Vendor Business Partners 12

13 Umoja implementation schedule - Foundation Umoja Foundation ( ) Pilot deployment to UNIFIL on 1 July 2013 Cluster 1: deployment to Peacekeeping Missions on 1 Nov 2013 Cluster 2: deployment to Political Missions on 1 March 2014 Cluster 3: deployment to ECA, UNON and UNHQ on 1 July 2014 Cluster 4: deployment to other entities on 1 July

14 Vendor Migration and Management Going forward, all entities of UN Secretariat use UNGM as primary means of vendor registration for Commercial Vendors Vendors gathered from contract collection effort and from purchase order collection effort to be migrated into Umoja Centralized Vendor Data Cleansing project to filter out duplicates and inactive vendors Master Data Governance ineed workflow directs all requests for vendor data maintenance electronically to central data maintenance organization 14

15 Vendor Data Cleansing project Started Jan 2013 in Brindisi, SOP s issued to the missions Focus on all vendor records from legacy systems and use the MDM (Master Data Management) tool, developed by UNOPS Valencia to cleanse the data Initial Filtering Criteria used: Active status Award in the last 3 years Response to an invitation to tender Presence of at least 1 Commodity Code Approved since Jan 2010 Not suspended Verification of duplicates and presence in UNGM 15

16 Vendor Data Cleansing project Cleansing results for Peacekeeping and Political Missions: Total # Vendors in Mercury prior to cleansing activities: 75,000 6,800 Vendors migrated after cleansing 16

17 UNGM Vendors registered with UN Secretariat March 2013: March 2014: Separate databases for different UN Secretariat entities Vendors could be registered with multiple UN Secretariat entities Single UNGM database for UN Secretariat All vendors need to select UN Secretariat upon registration. UN/PD: 3,500 UN Sec entities: 800 Total: 4,300 UN Secretariat: 15, % increase!

18 Preparing UNGM for Umoja integration UNGM code system conversion from UNCCS - UNSPSC Benchmarking of supplier related data systems (ERP, In-Tend & On-line supplier data system) Lowest Common Denominator represent most restrictive requirement. Field structures for Company Name, Company Address and Contact Details were compared across the three major ERP systems (SAP, Oracle and PeopleSoft) SAP field structures are the most conservative making data integration easier with non SAP systems. Recommendation UNGM field structures should be changed to enable standardized and structured way of capturing supplier data. It is recommended to follow SAP s perfect business partner structure. 18

19 Data Field Comparison BP Fields Type SAP Field Length Oracle Field Length PeopleSoft Field Length Name 1 Char Name 2 Char Name 3 Char Address Street 1 Char Street 2 Char House Number Char (6)(4) Postal Code Char City Char Country Char Region Char

20 Example: Company Name comparison Adhering to the three field 35 char limit for company name provides easy integration across SAP, PeopleSoft and Oracle SAP (Each Field 35 characters) COMPANY NAME Shenzhen Sunikey Industrial Co., Ltd. PeopleSoft (Each Field 40 characters) Oracle (One Field 235 characters) Recommendation : Company Name should be three fields each 35 characters Long 20

21 Electronic Interface between UNGM and Umoja Umoja SAP exposes web-services consumed by UNGM running on MS.net platform Upon synchronization UNGM authenticates and pushes vendor data into Umoja SAP system by invoking web-services API s (6) Connection between system established via private VPN tunnel ensuring data security Synchronization failures are monitored and logged. Upon restoration failed records are resynchronised User synchronises vendor record Web-services via VPN tunnel User sees response UNPD UMOJA 21

22 Impact on UNGM The Umoja and UNGM integration impacted UNGM in the following areas: Data Field Structure: alignment of existing fields to accommodate ERP requirements Code conversion from UNCCS to UNSPSC Data cleansing and vendor data record uploads Development of the electronic interface between the two systems Increased Helpdesk traffic due to influx of uploaded vendor profiles The increased resource requirements in terms ICT development and helpdesk were fully funded by UNPD 22

23 Synchronization of vendor data - UNGM Registered vendors can be synchronized and desynchronized to ERP systems using a check box. Only to users that have been assigned the rights to synchronize have access to this functionality. Upon synchronization primary vendor data is transferred to Umoja, including: UNGM No, Company Name, Contact details, UNSPSC codes, submission status and registration level Future updates/changes to the vendor profile are automatically synced to Umoja Desynchronization disables the auto-update. Purging the record from Umoja is carried out from within Umoja 23

24 Synchronization of vendor data - Umoja Synchronization only possible if vendor registered ( accepted ) at minimum Basic level At present, vendors only synchronized with Umoja upon request (i.e. vendor is active : participates in procurement process) Total number of vendors synchronized with Umoja: 9,918 (i.e. 67% of all vendors in UNGM registered with UN Secretariat) Demo of synchronization 24

25 Benefits of the integration Benefits for Umoja: Single point of entry for all vendors One database and same process for all UN Secretariat users Electronic transfer of data to avoid manual effort and errors Self maintenance updates automatically reflected in Umoja Beyond the benefits brought to Umoja by UNGM acting as the front-end of the vendor management module are: Alignment of UNGM data structure with international best practice UN standardisation on one coding system UNGM is ERP (and other data system integration) ready Greatly reduces time & cost implications for future UNGM/ERP integration 25

26 Future possibilities Greater automation of due diligence processes Greater degree of two way procurement related data flow, for example : Enabling system wide dissemnation of Vendor performance data Automated upload of Vendor contract award data Facilitation of procurement data analysis resulting in: UN System spend and sourcing analysis Automation and real time presentation of reports such as the ASR 26

27 Lessons Learned Planning and scheduling of all integration phases is essential Accurate mapping and understanding of both systems business processes Incorporate buffer times to allow for unforeseen events e.g. ICT development, cleansing, vendor response, etc. Clear lines of responsibility (who does what, when) Vendor cleansing as part of migration strategy is key Communication to both vendors and users is critical Assisted registration necessary for vendors without internet or illiterate SAP Postal code validation causes issues in transfer of data Interface also required between back-up systems 27

28 Dealing with change

29 Questions?