SC121 Umoja Contractor & Consultant Services Overview. Umoja Contractor & Consultant Services Overview Version 7

Transcription

1 SC121 Umoja Contractor & Consultant Services Overview Umoja Contractor & Consultant Services Overview Version 7 Last Copyright Modified: United 14-August-13 Nations 1

2 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 2

3 Course Overview The purpose of the Umoja Contractor & Consultant Services Overview course is to explain the process of requesting the services of and creating contracts for non-staff personnel, such as Consultants and Individual Contractors* (ICs) in Umoja. This course will prepare the Staff Members dealing with hiring of Consultants and ICs for the changes brought by Umoja. Prerequisite Review You should have completed the following prerequisite course: Umoja Overview Umoja Master Data and Coding Block Overview Course Duration: 2 hours Note: *In accordance with ST/AI/1999/7/Amendment.1 3

4 Course Objectives After completing this course, you will be able to: Identify the important changes and benefits of Umoja for the Consultant and IC hiring process Describe the functions of Umoja SRM and ECC in the Consultant and IC hiring process List the key Umoja Enterprise roles involved in the Consultant and IC hiring process and their respective responsibilities Explain the role of Master Data in managing requests for Consultant and IC services within Umoja Describe the concept and use of Shopping Carts in an HR context Describe the process of creating a contract in connection to Consultant or IC services Provide an overview of the steps involved in creating and approving a Service Entry Sheet 4

5 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 5

6 Module 1 Objectives After completing this module, you will be able to: Identify the important changes and benefits of Umoja for the Consultant and IC hiring process Describe the functions of Umoja SRM and ECC on the Consultant and IC hiring process List the Umoja Enterprise roles involved in the Consultant and IC hiring process and their respective responsibilities 6

7 Key Terminology Key Term Business Partner (BP) Master Data Transactional Data Workflow Description This refers to a person or an organization that has a business interest with the UN. A BP can be a commercial vendor that supplies goods or services to the UN but also a UN agency or a staff member. In the specific case of the process of selecting and contracting Consultants and ICs, a BP is an individual who acts as a vendor (for example, Consultant/Individual Contractor) and provides services to the UN. It is centralized data used to support business processes across the organization. It drives all business transactions, applications, reports and decisions and creates a single source of recording and reporting for the organization. It is shared or linked across modules avoiding the need to enter data in various application areas. It is data derived from or entered into a transaction in Umoja. Refers to Shopping Carts or other financial/procurement documents being automatically routed to the appropriate person(s) for review and approval. 7

8 Key Terminology Key Term SRM (Supplier Relationship Management) ECC (ERP Central Component) Shopping Cart Work Overview Allperson table Service Entry Sheet Description It is a Web-based Umoja application used specifically for procurement activities. It is also utilized for requesting Consultant or IC services. It is the main Umoja application used for all Enterprise Resource Planning activities. It is used in Umoja SRM for requisitioning purposes. It is also utilized to initiate a request for Consultant or IC services. In the context of requesting for Consultant and IC services process, approved Shopping Carts are used by HR Partners to create Contracts or Purchase Orders (PO s). It is the inbox that alerts a user to all tasks (for example, Approvals) that are required of them in Umoja SRM. It is a new system generating Index number for Non Staff Members in the Field Missions (, and so on) implemented using the self-service My HR Online. It is the system document used to confirm the receipt of a service that has been contracted. 8

9 Roles & Responsibilities The following Umoja Enterprise roles are involved in the process of creating and approving requests, issuing contracts and generating Service Entry Sheets for Consultant and IC services: Requisitioner (of requests for services) Approver (of requests for Consultant/ IC Services) Responsible for the creation of request for Consultant and IC services in the form of a Shopping Cart Responsible for accepting and creating Service Entry Sheets Responsible for reviewing and approving or rejecting the request for Consultant and IC services at the Shopping Cart level HR Partner Responsible for processing approved requests for Consultant and IC services and issuing contracts Approver (of Contracts) Responsible for verifying and approving contracts created by a group of HR Partners Responsible for approving Service Entry Sheets 9

10 Consultants & IC Services in Umoja Process Overview The process of requesting and managing Consultant and IC services in Umoja is an automated process. This enables the Funds/Cost Center Managers and HR Staff to perform the following transactions: Create a service request for Consultant and Individual Contractor Services Create funds commitment associated to this request for the payment to the Upload and review documents in connection with the hiring of in one repository Confirm services delivered by Consultants or ICs and automatically create a posting in finance enabling payment Verify Consultant s and IC s employment history with the Secretariat Create Consultant and IC contracts in the system Extend contracts 10

11 Major Changes Below is a summary of changes to the UN Consultant and IC hiring process as a result of the Umoja implementation: System Change One integrated Umoja system for managing contract for Consultant and IC services This replaces legacy systems and databases that do not communicate with each other This also ensures transparency and traceability of the process Workflow Approvals Workflows in Umoja SRM enable approvers to have full visibility of all requests that are awaiting their approval This reduces the need to follow-up manually with Requisitioners, HR Partners and Finance Office Master Data Consultants and Individual Contractors information is stored in Master Data* This information is available to be retrieved and utilized at any time it is required Service Entry Sheets Work performed by Consultants and ICs will be received (accepted) and approved in the Umoja A request for payment will be automatically posted to Finance *Initially, only certain data fields concerning Consultants and ICs will be tracked and recorded in Umoja 11

12 Major Benefits Umoja implementation will empower authorized users to be self-sufficient in processing requests for Consultants and ICs. The benefits for Funds/Cost Center Managers and Human Resources Officers are: Improve efficiency and transparency by reducing the need for paperwork and manual follow-ups Provide an integrated system to request Consultant and IC services across the Secretariat Build and maintain compliance through improved internal controls Enable intuitive and web-based service requests Enable real time reporting on funds utilization for Consultant and IC personnel Enable real time reporting on Consultant and IC contract duration 12

13 Managing Consultants & IC Services in Umoja The high-level steps for requesting and managing Consultant and IC services in Umoja process are as follows: Requisitioner ( services) Requisitioner ( services) Approver ( services) HR Partner Create a Request for Attach Supporting Documents Approve the Request for Review the Request for Index No. Requester Master Data Maintainer HR Partner Approver ( contract) Obtain the Index Number in Allperson Create the BP profile Create a Contract for Approve the Contract for HR Partner Print the Contract for Requisitioner ( services) Create a Service Entry Sheet Approver ( contract) Approve the Service Entry Sheet Legend Steps performed in Umoja Steps performed outside Umoja Roles 13

14 Legacy System Landscape With Umoja implementation, several legacy systems including SUN, Progen and IMIS will be decommissioned. This diagram shows how contracts and payments of Consultants and ICs are processed currently in UN Mission. PK and SP Missions Finance Office HR Office Hiring Manager SUN PAYMENT CONTRACT Automated process Manual process Systems to be replaced 14

15 System Landscape with Umoja This diagram shows how contracts and payments of Consultants and ICs will be processed with the integration of Umoja system into Peacekeeping Missions and Special Political Missions. PK and SP Missions Allperson* Hiring Manager Finance Office HR Office Umoja` PAYMENT CONTRACT Automated process Manual process System Outside Umoja 15

16 System Landscape with Umoja With the deployment of Umoja Foundation, the HR Office will be required to obtain the Index number for Consultants and ICs from the Allperson table. This additional step will disappear with the deployment of Umoja Extension 1. PK and SP Missions Allperson Hiring Manager Process hiring Raise the request for service Finance Office Process payment Umoja` HR Office Extract Index number issue contract PAYMENT CONTRACT Automated process Manual process System Outside Umoja 16

17 System Landscape with Umoja This diagram shows how contracts and payments of Consultants and ICs will be processed in the whole UN Secretariat with the deployment of Umoja Extension 1. PK and SP Missions Hiring Manager* Finance Office HR Office Umoja *The selection/hiring process takes place outside Umoja system CONTRACT PAYMENT Automated process 17

18 Umoja SRM Functionality Umoja uses the Supplier Relationship Management (SRM) Web-based application for all activities related to procurement. The SRM application: Assists in planning and managing interactions with suppliers of goods and services Manages interactions with Consultants and ICs, who are regarded as service suppliers and whose remuneration is not processed through the UN Payroll system Note: Umoja SRM uses Shopping Carts to create Purchase Requisitions. Therefore, staff initiating a request for Consultant or IC services are required to create a Shopping Cart for these services. Those staff have the role of Requisitioners in Umoja. 18

19 Umoja SRM Functionality Umoja SRM is used for the following tasks: Requisitioner Approver HR Partner Approver (of requests for services) (of requests for Services) (staff member in HR or Personnel Office) (of Contracts) Create Shopping Cart to request Services Upload document in connection with the hiring process Review and approve SRM documents in connection with request for s Services Review requests for contractual services Create contract Review and approve contracts Note: Documents are routed to Approvers based on their position in the SRM organizational structure and delegation of authority 19

20 Umoja ECC Functionality Umoja uses the ERP Central Component (ECC) application for activities related to receiving and paying services of Consultants and ICs. The ECC application: Provides reports on contractual history Assists in confirming and approving the delivery of services by Consultants/ICs Records the performance of services rendered by Consultants/ICs Processes payments for Consultants and ICs for the services delivered 20

21 Umoja ECC Functionality In Umoja ECC, the following roles are connected with the process of requesting and managing services for Consultants and ICs: Requisitioner (of requests for services) Act as the Service Receiver Create Service Entry Sheets (end of every week, month and so on) Upload Attendance Sheets when applicable Upload the Consultant and IC Performance Document (end of the contract period) Approver (of contracts) Review and approve Service Entry Sheet 21

22 Touch Points Touch points refer to integration points across Umoja modules, processes and activities. Fund Management Request for contractual services Cost Controlling Receipt of Service Account Payable When a request for Consultant or IC services is raised, Umoja automatically verifies if funds are available for the designated Cost Center. If funds are unavailable, the request will not be processed Services received from a Consultant or an IC are certified in Umoja and a request for payment is automatically posted to Finance Umoja will automatically compare the Request for Services and Services Receipt Notification to check for discrepancies and verify payment for the services received Costs for Consultants and ICs utilized in each Funds/Cost Center are captured and reported by Umoja 22

23 Learning Checkpoint 1 With the deployment of Umoja Foundation, the will be required to obtain the Index number for Consultants and ICs from the Allperson table. Select the correct option. A. HR Office B. Finance Office C. Procurement Office D. Insurance Office 23

24 Learning Checkpoint 1 With the deployment of Umoja Foundation, the will be required to obtain the Index number for Consultants and ICs from the Allperson table. Select the correct option. A. HR Office B. Finance Office C. Procurement Office D. Insurance Office Option A is the correct answer. With the deployment of Umoja Foundation, the HR Office will be required to obtain the Index number for Consultants and ICs from the Allperson table. 24

25 Module 1 Summary The key points covered in this module are listed below: Umoja implementation will empower authorized users to be self-sufficient in processing requests for Consultants and ICs Umoja uses the SRM Web-based application for all activities related to procurement of Consultants and ICs Umoja uses the ECC application for activities related to receiving and paying services of Consultants and ICs In Umoja ECC, the Requisitioner and Approver (of contracts) are involved in the process of requesting and managing services for Consultants and ICs 25

26 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 26

27 Module 2 Objectives After completing this module, you will be able to: Describe the major changes in the process of creating, reviewing and approving contracts in connection with the hiring of Consultants and ICs Explain the role of Master Data in managing requests for Services within Umoja 27

28 Business Partner (BP) Master Data In Umoja, Consultants and ICs are treated like vendors and are created as Business Partners (BPs) in the Umoja Vendor Master. This facilitates the process of requesting their services and reviewing and approving their hiring and processing their payment. Key components of the BP Master Data include: Unique ID number (Index number) BP Number Address, telephone number, and so on Contact Information Business Partner Banking details Banking Information Currency, payment terms and payment method Payment Condition 28

29 Umoja BP Master Data The BP Number assigned to a Consultant or an IC is a unique number corresponding to the Index number assigned to the individual in the Allperson table. A unique ID number is associated with the The number is used to generate a single Business Partner record The BP record is used to generate Shopping Cart and contract Allperson Table Umoja (SRM) Business Partners Umoja (SRM) Business Partners Umoja (ECC) BP record and the contract are use to generate the payment Improved, Comprehensive Reports 29

30 Umoja Service Master Record The Umoja Service Master Record: Stores information about services that the UN needs to acquire: These services can be provided by commercial vendors or by individuals such as Consultants and Individual Contractors This data is centrally located and cannot be changed by users throughout the process Provides a consistent source of data when creating a request for services: This saves time and reduces frequency of errors The complete description of a service is entered in the system only when a Service Master Record is centrally created It is referenced every time the service is required 30

31 Key Components of Service Master Record Key components of the Service Master include: Unique ID of a service (for example, Consultant compensated on monthly basis) Product ID Type of service (for example, Consultant Temporary Personnel) For example: day, week or month Product Category Basic Unit of Measure Service Master Record Short and long description, GL Account Code derived from product category Other Characteristics 31

32 Use of Master Records Most of the information required to create a contract in Umoja is automatically populated and derived from the Master Data. This minimizes manual entry and chance of error. The information populated from Master Data includes: BP data (for example, address, , telephone number, banking details, payment method, term of payment). This data is centrally created and cannot be changed by users throughout the process. This data is referenced throughout the process Service data (for example, Consultant paid by deliverable/hour/day/week/month, Individual Contractor paid by hour/day/week/month) Financial data (for example, Cost Center, Funds Center, GL Account Code) Note: The Service Remuneration Rate and Service Terms (service duration, service beginning and end) are directly derived from transactional data contained in the Shopping Cart. 32

33 Learning Checkpoint 1 Which of the following Master Data are used in the process of requesting, reviewing and approving Consultant/Contractor Services? Select the correct option. A. Vendor Master Data B. Customer Master Data C. Service Master Record D. Product Category Master Record 33

34 Learning Checkpoint 1 Which of the following Master Data are used in the process of requesting, reviewing and approving Consultant/Contractor Services? Select the correct option. A. Vendor Master Data B. Customer Master Data C. Service Master Record D. Product Category Master Record Option A and C are the correct answers. Customer Master Data is not used in this process. Product Category is one of information contained in the Service Master Record. 34

35 Module 2 Summary The key points covered in this module are listed below: In Umoja, Consultants and ICs are treated like vendors and are created as Business Partners in the Umoja Vendor Master The BP Number assigned to a Consultant or an IC is a unique number corresponding to the Index number assigned to that individual in the Allperson table The Umoja Service Master Record stores information about services that the UN needs to acquire and provides a consistent source of data when creating a request for services BP data, service data and financial data are automatically populated and derived from the Master Data 35

36 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 36

37 Module 3 Objectives After completing this module, you will be able to: Identify the main ways to add a to a Shopping Cart Select account assignments and funding for a request for Consultant or IC services Describe the approval process for requests for Consultant or IC services 37

38 Key Terminology Key Term Account Assignment AVC (Account Availability Check) Product Category Product ID Description Funding information needed for all Shopping Carts (includes applicable Funds and Funds Centers) before being submitted for approval An automated check conducted before Shopping Carts are ordered to see if the required funds are available. If funds are not available, the Shopping Cart cannot be submitted for approval Represents the general category of service. It will be automatically determined from the Service Master Record selected The specific ID number of a particular service. This is identical to the Service Number field in ECC and the Service Master Record. The Product ID is not derived from the Product Category 38

39 Request for Consultant and IC Services in Umoja The process of requesting for Consultant and IC services in Umoja is an automated selfservice process. This enables the Funds/Cost Center Managers to: Communicate requirements for to their HR office in an efficient and effective manner Create a Funds Pre-Commitment for the payment to the Initiate contract extension for Consultant and IC The activity is performed by initiating a request in the form of a Shopping Cart once an office identifies a need for Consultant or IC services. 39

40 Request for Consultant and IC Services in Umoja The high-level steps for Requesting and Managing Consultant and ICs Services in Umoja are as follows: Requisitioner (HR) Requisitioner (HR) Approver HR Partner Create a Request for Attach Supporting Documents Approve the Request for Review the Request for Index No. Requester Master Data Maintainer HR Partner Approver Obtain the Index Number in Allperson Create the BP profile Create a Contract for Approve the Contract for HR Partner Requisitioner (HR) Approver Print the Contract for Create a Service Entry Sheet Approve the Service Entry Sheet Note: The steps highlighted in dark blue will be discussed in this module. 40

41 Request for Consultant and IC Services in Umoja This process is designed to empower authorized users in the UN to be self-sufficient in requesting Consultant and ICs services by means of an automated system. As a result, Umoja will relieve stakeholders (Requisitioners, HR Partners and Approvers) from repetitive and time consuming tasks, such as following up on requests and manual monitoring and data gathering. Challenges Manual follow up on requests for Consultant and IC Monitoring of budget and commitment funds is conducted either manually or through the FMT (Funds Monitoring Tool) Umoja Solution Benefits Gain a real time visibility of the status of requests made for services Monitor budget and committed funds in real time Enhanced reporting capabilities In addition, Umoja provides the ability to store templates for Consultant and IC Requests, speeding up the process for future requests. 41

42 Requesting Consultants and IC's Services in Umoja The diagram shown below depicts the process flow for creating a Shopping Cart in Umoja SRM. The steps to create a Shopping Cart are: Define Contract Requirements Create Shopping Cart Order Shopping Cart Approve Shopping Cart 42

43 Raise a Request for Services Process Flow Define Contract Requirements Create Shopping Cart Order Shopping Cart Approve Shopping Cart Step 1: The service requester, called Requisitioner in SRM, determines the need for Consultant or IC services. The Requisitioner is generally the Hiring Manager. The selection procedure is carried out outside Umoja in coordination with the HR office as per the current practice, that is candidates review and competitive selection, verification of credentials, qualification and experience, certification of good health and approved fee remuneration level. Requisitioner (of requests for services) 43

44 Raise a Request for Services Process Flow Define Contract Requirements Create Shopping Cart Order Shopping Cart Approve Shopping Cart Step 2: The Requisitioner creates a request for service in the form of a Shopping Cart after the most suitable Consultant or Contractor candidate has been selected and remuneration level for the service has been determined (offline processes). Requisitioner (of requests for services) 44

45 Raise a Request for Services Process Flow Define Contract Requirements Create Shopping Cart Order Shopping Cart Approve Shopping Cart Step 2 (continued): The Shopping Cart contains details such as: Remuneration rate, as approved by HR Partner Beginning and duration of the contract Account Assignment information, such as Funds/Cost Center Mandatory documents to be uploaded and attached to the Shopping Cart are as follows: Terms of Reference Selection Evaluation Report Consultant s/ic s PHP Verification of academic and professional credentials Certificate of good health Copy of Passport or National ID Card and Birth Certificate Requisitioner (of requests for services) 45

46 Raise a Request for Services Process Flow Define Contract Requirements Create Shopping Cart Order Shopping Cart Approve Shopping Cart Step 3: The Requisitioner submits the request by ordering the Shopping Cart. Umoja SRM will automatically perform an account availability check to determine if funds are available. A Shopping Cart cannot be submitted for approval if the required funds are not available. Requisitioner (of requests for services) 46

47 Raise a Request for Services Process Flow Define Contract Requirements Create Shopping Cart Order Shopping Cart Approve Shopping Cart Step 4: The Shopping Cart is routed through workflow to the appropriate Approver. The Approver is the Funds/Cost Center Manager. Approvers use the Work Overview screen in Umoja SRM to see an up-to-date list of all requests waiting for their approval. Approver (of request for services ) The Approver then reviews the Shopping Cart and has the option to: Accept. The Shopping Cart will then be submitted to the HR Partner to review before creating the contract Reject the Shopping Cart A rejected Shopping Cart is returned to the Requisitioner for required amendments. 47

48 Adding Items to a Shopping Cart There are three ways to add services of Consultants and ICs to a Shopping Cart: Internal Goods/Service Old Shopping Cart Saved Shopping Cart Template 48

49 Adding Items to a Shopping Cart Internal Goods/Service Old Shopping Cart Saved Shopping Cart Template A Requisitioner searches the Umoja Service Master listing to identify the appropriate Service to add into the Shopping Cart There are a few records with unique Product IDs which are used to designate the request for services of Consultants or ICs Umoja provides functionality to facilitate easy searches of the Service Master listing 49

50 Adding Items to a Shopping Cart Internal Goods/Service Old Shopping Cart Saved Shopping Cart Template SRM lets the Requisitioner creating a new Shopping Cart in SRM as well as copy an old one. This minimizes the data entry process The old Shopping Cart carries the information and attachments it contains into the new Shopping Cart This function can be very useful in the process of extending contracts for Consultants and ICs 50

51 Adding Items to a Shopping Cart Internal Goods/Service Old Shopping Cart Saved Shopping Cart Template SRM allows the Requisitioner to create a Shopping Cart template for future use If a particular Shopping Cart is created on a regular basis, a template can be loaded that is pre-populated with most of the required fields already filled 51

52 Account Assignment Before completing and submitting a Shopping Cart for approval, the Requisitioner must specify how the service will be funded. The key fields that the Requisitioner needs to validate for Account Assignment are: Account Assignment Category Specifies what type of object in Umoja is being charged for the Shopping Cart Is set as Cost Center by default Fund Is generally the same across a Mission (for example, UNIFIL = 20OLA) Funds Center Is generally the same across a selfaccounting unit Is pre-populated based on the user s location in the SRM organizational structure Note: Costs for Consultants and ICs can be split among multiple Cost Centers if necessary as separate line items. 52

53 AVC (Account Availability Check) After the Requisitioner submits the Shopping Cart for approval, Umoja SRM performs an AVC to determine if the amount of funds equivalent to the estimated cost of the cart is currently available. Note: There are budgetary impacts only after the Shopping Cart has been approved. 53

54 Learning Checkpoint 1 The AVC is performed by the Umoja SRM system to check: Select the correct option. A. The receipt of services B. The history of previous contracts C. The workflow needed for approval D. The availability of funds 54

55 Learning Checkpoint 1 The AVC is performed by the Umoja SRM system to check: Select the correct option. A. The receipt of services B. The history of previous contracts C. The workflow needed for approval D. The availability of funds Option D is the correct answer. The AVC is performed to check whether the specified fund is sufficient to cover the estimated value of the Shopping Cart. 55

56 Learning Checkpoint 2 Which of the following items is NOT a method that can be used to add an item to a Shopping Cart? Select the correct option. A. Work Overview B. Internal Goods/Service C. Shopping Cart Template D. Copy Old Shopping Cart 56

57 Learning Checkpoint 2 Which of the following items is NOT a method that can be used to add an item to a Shopping Cart? Select the correct option. A. Work Overview B. Internal Goods/Service C. Shopping Cart Template D. Copy Old Shopping Cart Option A is the correct answer. The Work Overview screen displays all items that require action for the user. It cannot be used to add items to a Shopping Cart. 57

58 Module 3 Summary The key points covered in this module are listed below: The Requisitioner creates a request for services in the form of a Shopping Cart SRM automatically performs AVC to determine if funds are available for a Shopping Cart Request for Services cannot be approved if funds are insufficient Three ways to add items to a Shopping Cart are through Internal Goods/Services, copying an Old Shopping Cart and via a Shopping Cart template 58

59 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 59

60 Module 4 Objectives After completing this module, you will be able to: Describe the major changes in the process of creating and approving contracts in connection with the hiring of Consultants and ICs Explain the key points and steps involved in creating, approving, monitoring and extending a contract for services in Umoja 60

61 Managing Consultant & IC Services in Umoja The process of managing Consultant and IC services in Umoja is an automated process. This enables the HR Partner to perform the following transactions: Review, process and approve requests for Consultant and IC services in real-time Maintain the uploaded documents in connection with the hiring of Consultants/ICs in one repository Verify Consultant s and IC s contract history to ensure that the maximum duration for contracts is not exceeded Create and print Consultant s and IC s contracts in the system Note : The printing function will not be available for the Umoja Pilot. Until the ability to print contracts directly from Umoja is available, the contract will be manually produced and uploaded in the system as an attachment. 61

62 Creating & Approving a Contracts Process The high-level steps required in the process of creating and approving a contract for Consultant or IC Services in Umoja are as follows: Requisitioner (HR) Requisitioner (HR) Approver HR Partner Create a Request for Attach Supporting Documents Approve the Request for Review the Request for Index No. Requester Master Data Maintainer HR Partner Approver Obtain the Index Number in Allperson Create the BP profile Create a Contract for Approve the Contract for HR Partner Requisitioner (HR) Approver Print the Contract for Create a Service Entry Sheet Approve the Service Entry Sheet Note: The steps highlighted in dark blue and green will be discussed in this module. 62

63 Creating & Approving a Contracts Process Below is the process for creating and approving a contract: To create a contract for a Consultant or an IC in Umoja, the HR Partner is required to process a contract (PO) utilizing the Procurement module. The HR Partner creates a contract (PO) with reference to the requests for services (items) contained in the Shopping Cart. In doing so, Umoja transfers all the information contained in the Shopping Cart into the Contract. This simplifies the data entry process. 63

64 Management of Consultant and Contractors Services This diagram shows the steps necessary to request, contract and pay Consultants and ICs in Umoja. * SRM Creation of Request for Service Approval Process Contract Approval Process *Contract (replicated) Service Entry Sheet Payment ECC Funds Management Impacts Pre-commitment Commitment Actuals Actuals Note : Same contract is visible and accessible from both SRM and ECC systems. 64

65 Contract Creation Process Flow Review the Request for Services Obtain the Index Number in Allperson Table Create the BP profile Create a Contract for Approve the Contract for Step 1: To begin the process, the HR Partner checks the Sourcing Cockpit to see Shopping Carts created by the Requisitioner (Hiring Manager) to request Consultant and IC services. HR Partner A Shopping Cart can be made of multiple Requisitions/Item Numbers. In other words, a Shopping Cart can consist of a request for a group of Consultants/ICs in which each individual Requisition/Item represents the request for a different. Each can have the either identical or independent Terms of Reference and remuneration levels. The HR Partner reviews each Requisition/Item individually and examines the hiring and selection process and the uploaded mandatory documents for compliance with ST/AI/1999/7/Amendment.1. 65

66 Contract Creation Process Flow Review the Request for Services Obtain the Index Number in Allperson Table Create the BP profile Create a Contract for Approve the Contract for Step 1 (continued): The HR Partner is required to validate that all conditions set forth by ST/AI/1999/7/Amendment.1 are met. For previously employed Consultants/ICs, it is the responsibility of the HR Partner to verify the Consultants/ICs UN contract history to ensure that the maximum duration for contracts is not exceeded. HR Partner 66

67 Contract Creation Process Flow Review the Request for Services Obtain the Index Number in Allperson Table Create the BP profile Create a Contract for Approve the Contract for Step 2: The HP Partner in Field Missions uses the self-service system in My HR Online to obtain the Index number for an existing or create the profile for the new in the Allperson Tab, which generates an Index number. HR Partner To access the Index number in Allperson Table, the HR Partner requires the Role of Field Mission Index number Creator in the My HR Online system. The HR Partner communicates (outside of the system) the Index number to the Umoja Master Date Maintainer and requests to create a BP record for Non-Staff Members. 67

68 Contract Creation Process Flow Review the Request for Services Obtain the Index Number in Allperson Table Create the BP profile Create a Contract for Approve the Contract for Step 3: The Umoja Master Data Maintainer creates the BP record of the in the system and assigns the role of UN Vendor to the new BP. The BP number of the new corresponds to the Index number created in the Allperson Table. Master Data Maintainer The BP record determines if the newly created BP is a Consultant or an IC. 68

69 Contract Creation Process Flow Review the Request for Services Obtain the Index Number in Allperson Table Create the BP profile Create a Contract for Approve the Contract for Step 4: Once the BP has been created in Umoja, the HR Partner processes the Shopping Cart and creates a contract (PO) in connection with the services of the selected, for each line item in the Shopping Cart. The parameters defined in the Shopping Cart will be used to finalize the contract and to process the payments in connection with the services rendered by the. The HR Partner has the option to reject the individual items if: The selection process does not comply with rules, regulations and procedures applicable to the hiring of Consultants and ICs The attached documents are incomplete or insufficient The request is invalid for any other reason The Requisitioner will see all rejected items in their Work Overview Alerts tab in SRM. Rejected Shopping Carts need to processed again as an entirely new Requisition. HR Partner 69

70 Contract Creation Process Flow Review the Request for Services Obtain the Index Number in Allperson Table Create the BP profile Create a Contract for Approve the Contract for Step 5: The Approver checks the SRM Work Overview to see Contracts (PO) waiting for approval, then reviews the Contracts and attached documents. The Approver is a delegated HR Officer. Note: The Approver has the choice to approve or reject a contract (PO) Rejected Contracts (PO) are made available to the HR Partner for the required amendments Approved contract are ready to be printed for the Approver (of Contracts) Note : The printing function is not available for the Umoja Pilot. HR Partners should not attempt to print contracts from the Umoja system until advised that the correct contract form has been configured and activated in the system. The contract will need to be manually completed and issued. 70

71 Approve Contracts Following are the key points in connection with Approving Contracts in Umoja: Determination and approval of the Consultants or IC remuneration level, as well the maximum contract duration and conditions, remain with OHRM or the delegated HR Officer and are performed outside of Umoja. There are text fields in Umoja SRM where the HR Partner can indicate that the approvals have been received and upload relevant documentation Contracts created in Umoja SRM by the HR Partner are subject to the approval of the Approver (delegated HR Officer) prior to entering into effect and become available for further steps (acceptance of service received and payment processing) Approved contracts need to be printed and signed by the parties to enter into validity. A signed copy of the contract should be uploaded in Umoja. Until the ability to print contracts directly from Umoja is available, all contracts shall be manually produced and uploaded in the system as an attachment by the HR Partner 71

72 Monitor Contracts The HR Partner and Requisitioner can monitor the contract validity through a set of standard SAP reports available in ECC and SRM and contracts due to expire. The policy regarding the extension of a contract for a Consultant or IC does not change with the introduction of Umoja Availability of funds and conditions set forth in ST/AI/1999/7/Amendment.1 still determine the possibility of contract extension. It is the responsibility of the HR Partner to ensure that maximum contract duration as set forth in ST/AI/1999/7/Amendment.1 are abided by Consultant: maximum of 24 months in a 36-month period IC: maximum of 6 months, or in special circumstances, 9 months in a period of 12 consecutive months When the extension is in accordance with the policy and required by the hiring manager, the HR Partner will advise the Requisitioner to initiate the extension process 72

73 Extend a Contractor/Consultant Contract To extend the contract of a, the Requisitioner creates a new Shopping Cart in SRM. The Add Internal Note field will be used to indicate that this is a request for the extension of an existing contract. The attachments in connection with the hiring process are not mandatory for contract extensions. 73

74 Extend a Contract Below are the steps to extend a contract: A new Shopping Cart can be created easily as a copy of the old one minimizing the data entry process Copy existing Shopping Cart Auto-transfer of content from old Shopping Cart The old Shopping Cart carries the information and attachments it contains into the new Shopping Cart The Requisitioner modifies a few fields in the new Shopping Cart to indicate the extended service period Edit Required fields in new Shopping Cart The remaining steps and approvals as discussed previously will be then followed. 74

75 Learning Checkpoint 1 Which of the following statements applies to the process of managing request for? Select all that apply. A. Contract for requires pre-commitment of funds B. The profile for a new Consultant /IC can be directly uploaded in the contract C. Line items in the Shopping Cart can be individually processed D. Rejected Contracts can be amended by the Requisitioner 75

76 Learning Checkpoint 1 Which of the following statements applies to the process of managing request for? Select all that apply. A. Contract for requires pre-commitment of funds B. The profile for a new Consultant /IC can be directly uploaded in the contract C. Line items in the Shopping Cart can be individually processed D. Rejected Contracts can be amended by the Requisitioner Options A and C are the correct answers. For every new it is required to create a Business Partner profile. Rejected items contained in the Shopping Cart can be amended by the Requisitioner, while rejected Contracts can be amended by the HR Partner. 76

77 Module 4 Summary The key points covered in this module are listed below: Determination and approval of the Consultant or IC remuneration level, as well the maximum contract duration and conditions of service, remain with OHRM or the delegated local HR Office and are performed outside of Umoja Contracts in connection with requests for services are created in SRM directly from Shopping Carts Contracts (Purchase Orders) in Umoja SRM are processed by HR Partners and are subject to the approval by an Approver of contract 77

78 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 78

79 Module 5 Objectives After completing this module, you will be able to: Provide an overview of the steps involved in creating and approving a Service Entry Sheet Describe the roles involved in creating and approving a Service Entry Sheet 79

80 Creating & Approving a Service Entry Sheet The process of Creating a Service Entry Sheet in connection with Consultant and IC services in Umoja is an automated process. This enables the Funds/Cost Center Managers and the HR Staff to perform the following transactions: Confirm services delivered by Consultants or ICs Upload attendance sheet or performance document Automatically create a posting in finance for enabling payment 80

81 Creating & Approving a Service Entry Sheet The high-level steps required in the process of creating and approving a Service Entry Sheet in Umoja are as follows: Requisitioner (HR) Requisitioner (HR) Approver HR Partner Create a Request for Attach Supporting Documents Approve the Request for Review the Request for Index No. Requester Master Data Maintainer HR Partner Approver Obtain the Index Number in Allperson Create the BP profile Create a Contract for Approve the Contract for HR Partner Requisitioner (HR) Approver Print the Contract for Create a Service Entry Sheet Approve the Service Entry Sheet Note: The steps highlighted in dark blue will be discussed in this module. 81

82 Create a Service Entry Sheet Create a Service Entry Sheet Approve Service Entry Sheet Step 1: At the end of unit-period established in the contract (day/week/month) or when an output (or part of it) have been delivered, the Requisitioner needs to create the Service Entry Sheet to enable the payment of the agreed fee to. The creation of the Service Entry Sheet should be supplemented with the Attendance Sheet, when applicable, or with the certification of satisfactory completion of the work. Requisitioner (of requests for services) When creating a Service Entry Sheet, the Requisitioner has the option to accept the full month, week, output or a percentage of it (that is if the Contractor/IC has not reported to duty then the entry sheets will reflect the service been rendered as a percentage of agreed contract). 82

83 Create a Service Entry Sheet Create a Service Entry Sheet Approve Service Entry Sheet Step 1 (Continued): Upon completion of a contract or upon delivery of the final output specified in the contract and/or the terms of reference, the Requisitioner needs to create a final Service Entry Sheet. The performance of the and/or the quality of the output must be evaluated and recorded. Therefore, a Performance Evaluation document will be uploaded to the Service Entry Sheet to certify that the service delivered by the has been rendered to the satisfaction of the United Nations. Requisitioner (of requests for services) 83

84 Approve a Service Entry Sheet Create a Service Entry Sheet Approve Service Entry Sheet Step 2: The Approver reviews the created Service Entry Sheet and attachments (for example, the Performance Evaluation document and Attendance Sheet) before approving or rejecting the Service Entry Sheet. The Approver is a HR Certifying Officer. Approver (of Contracts) The Approver should also verify and validate the percentage of days worked during the month or week, in case of absence of. This process is necessary to initiate the payment process for Consultants and ICs. The creation of the Service Entry Sheet is done in the Umoja ECC application. 84

85 Learning Checkpoint 1 Why are Service Entry Sheets created? Select the correct option. A. To extend the IC services B. To initiate the payment process C. To terminate the contract D. To evaluate the performance of the IC 85

86 Learning Checkpoint 1 Why are Service Entry Sheets created? Select the correct option. A. To extend the IC services B. To initiate the payment process C. To terminate the contract D. To evaluate the performance of the IC Option B is the correct answer. Service Entry Sheets are created to initiate the payment process of the IC for the services rendered. 86

87 Module 5 Summary The key points covered in this module are: Service Entry Sheets are created to initiate the payment process for Consultants and ICs The creation of the Service Entry Sheet should be supplemented with the Attendance Sheet, when applicable, or by certification of satisfactory completion of the work A Performance Evaluation document will be uploaded to the Service Entry Sheet to evaluate and record the performance of the and/or the quality of the product delivered 87

88 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 88

89 Course Summary The key points covered in this course are listed below: Umoja Implementation will empower authorized users to be self-sufficient in processing requests for Consultants and IC In Umoja, Consultants and ICs are treated like vendors and created as BPs in the Umoja Vendor Master The Umoja Service Master Record stores information about services that the UN needs to acquire and provides a consistent source of data when creating a request for services Three ways to add items to a Shopping Cart are through Internal Goods/Services, copying an Old Shopping Cart and through a Shopping Cart template Contracts in connection with requests for services are created in SRM directly from Shopping Carts Service Entry Sheets are created to initiate the payment process for Consultants and ICs 89

90 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 90

91 Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 91

92 Agenda Course Introduction Module 1: Overview of Process Module 2: Master Data Module 3: Creating a Request Module 4: Contracting for Consultants and Individual Contractors Module 5: Service Entry Sheet Course Summary Course Assessment Course Survey 92

93 Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click the Start link of the course survey 5. Click the Submit button once you have completed the course survey 93

94 Congratulations! You have successfully completed the Umoja Contractor & Consultant Services Overview course. 94