101 Umoja Overview. Umoja Overview Version 17 1

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1 101 Umoja Overview Umoja Overview Version 17 Copyright Last Modified: United 23-Feb-2015 Nations 1

2 Agenda Course Introduction Module 1: Umoja Introduction Module 2: Umoja Integration Solution Course Summary Course Assessment Course Survey 2

3 Course Overview The Umoja Overview course is designed to be introductory in nature, and provides an overview of Umoja, including its benefits, structure and key deployment phases. Audience: This course will be users first course and a prerequisite for the remainder of the Umoja courses. Course Duration: 1 hour and 30 minutes 3

4 Course Objectives After completing this course, you will be able to: Define the features of the Umoja solution List the key drivers of Umoja Explain the objectives and benefits of Umoja Describe the process changes driven by Umoja Explain the importance of data in Umoja Describe the Umoja system components Explain the integration of Umoja system components 4

5 Key Terminology Umoja Key Term Enterprise Resource Planning (ERP) Systems, Applications, and Products in Data Processing (SAP) International Public Sector Accounting Standards (IPSAS) Description An administrative reform initiative designed to help UN 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 A software package that improves organizational performance by providing enterprise view of data, processing data in realtime, standardizing business processes and implementing leading business practices The ERP system being implemented by Umoja A set of accounting standards issued by the IPSAS Board for use by public sector entities around the world in the preparation of financial statements 5

6 Agenda Course Introduction Module 1: Umoja Introduction Module 2: Umoja Integration Solution Course Summary Course Assessment Course Survey 6

7 Module 1 Objectives After completing this module, you will be able to: Define the features of the Umoja solution List the key drivers of Umoja Explain the objectives and benefits of Umoja Describe the process changes driven by Umoja Integration solution 7

8 What is Umoja? means Unity in Swahili. It is the Secretariat s administrative reform initiative that changes how we work, how we conduct our business and how we manage our resources. helps UN 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. 8

9 What is the Umoja Solution? The Umoja solution includes the following features: Umoja provides an opportunity for UN staff to learn new skill sets while continuing to perform value-added tasks. PEOPLE Umoja enables the standardization of processes and administrative practices throughout the Secretariat. PROCESSES TECHNOLOGY Umoja provides UN with modernized business processes and an integrated system of record, SAP ERP 6.0. Note: Umoja will ultimately replace UN legacy systems such as IMIS, Mercury, Sun, ProcurePlus and Galileo. It is integrated with other systems. 9

10 Why is Umoja Important? "Umoja is designed to help harmonize the way the UN works, providing a single data repository with reliable, real-time information. It is far more than an Information Technology project; it is an organizational transformation that will enable high-quality and cost-effective service Credit: UN Photo/Rick Bajornas delivery around the world." -Secretary-General Ban Ki-moon at the 100-Day Pilot Countdown 10

11 What are the Objectives and Benefits of Umoja? Umoja is an organizational transformation initiative that aims to: Renew the way UN manages human, financial and material resources, bringing the organization up to accepted common standards Enhance decision-making by linking programmes and operations with the allocated resources Reduce the average time required for administrative processes, by streamlining, integrating and automating business processes Increase efficiency by reducing the amount of staff time spent on manual processes while enhancing accountability on internal controls Enable the implementation of IPSAS by the Secretariat Top 10 Benefits of Umoja 11

12 Umoja Supports the Adoption of IPSAS The UN General Assembly approved the adoption of IPSAS for the preparation and presentation of the organization's financial statements. IPSAS requires a full accrual accounting system. For example: Expenses are recognized when services or goods are received Fixed assets are capitalized and depreciated based on their useful life Umoja is designated to support the proper adoption of IPSAS. This allows for: Use of full accrual accounting, which has become best practice Enhanced transparency of financial processes IPSAS Enhanced financial accountability Umoja Improved organizational performance due to quality financial information Improved consistency and comparability of financial statements 12

13 Umoja Sponsors The Umoja solution is supported at all levels of UN. The sponsors of the project are fully committed to steering Umoja down the path to success. Sponsor Secretary-General Ban Ki-moon Project Owner Yukio Takasu, Under-Secretary-General (USG), Department of Management Umoja Steering Committee Yukio Takasu (Chair), USG, Department of Management Susanna Malcorra, Chef de Cabinet TBA, USG, Department of Field Support Kim Won Soo, Assistant Secretary-General (ASG), Change Implementation Team Carole Wamuyu Wainaina ASG, Office of Human Resources Management Bettina Tucci Bartsiotas, ASG, Office of Programmes Planning Budgets and Accounts Stephen Cutts ASG, Office of Central Support Services (TBD) Catherine Pollard, ASG, Department of General Assembly and Conference Management Dennis Thatchachaiwalit, Director of Management, UN Office at Vienna TBA,Director, Department of Field Support Atefeh Riazi CITO/ASG, Chief Information Technology Officer 13

14 Umoja Roadmap 14

15 Umoja Phases and Scope 15

16 What s Changing? The implementation of Umoja will bring changes to the following functional areas: Supply Chain, Procurement and Logistics Programme & Project Management Finance and Budget Central Support Services (Services to Public and Staff, Real Estate) Programme and Project Management Central Support Services Finance & Budget Supply Chain/ Procurement/ Logistics Human Resources (including Payroll and Travel) Human Resources 16

17 Umoja Integration Processes 17

18 Supply Chain, Procurement and Logistics Supply Chain, Procurement and Logistics Umoja Changes: The UN will have one set of data for vendors, materials, and services centrally stored and shared across the Organization Better integration with Finance Automated requisitioning and procurement procedures: Requisitioners can search from a central catalogue that lists all goods and services available to them from current contracts, purchase orders are automatically created using information from the requisition (for catalogue requisitions), tracking of the end-to-end Procurement process in the system One Procurement system enables advanced reporting from a single source Standardization of the Inbound process across the Secretariat, inline with the industry best practices. Enhanced visibility on expected deliveries, enabling better planning and reduced needs for additional communications such as phone calls and s. IPSAS compliance regarding transfer of ownership (example: virtual receipt of goods that are freight forwarded). 18

19 Finance and Budget Finance and Budget Umoja Changes: Banks, funds, assets and other key data are centrally stored and shared Umoja incorporates existing internal controls, appropriate regulations and rules, as well as workflow for review and approval Payment of invoices is only possible after three-way matching of Invoice, Purchase Order and Goods Receipt Detailed analyses of budget utilization that can be reviewed at several levels of the organization Documentation during donor negotiation process for grants Capability to capture expenditure as they are incurred enhancing the organizations ability to have a better view of costs and provide basis to make informed decisions for efficient use of limited resources IPSAS compliance in capitalization and depreciation/amortization of financial leases, tangible and intangible fixed assets on the balance sheet 19

20 Central Support Services Services to Public and Staff & Real Estate Umoja Changes: Real estate, assets and other key data are centrally stored and shared All payments to UN deriving from sales or donation of UN inventory, equipment and assets, as well as deriving from billing or seeking costs reimbursement for services provided to parties external to Umoja (such as specialized UN Agencies, Member States, NGOs, etc.) can be recorded against relevant revenue accounts, making it easier to track incoming revenue Third-party procurement generates requisition for procurement actions thereby funds allocation is not required Grants Management and administration are directly integrated with the billing process so invoices related to the grant are automatically generated upon release Robust, organization-wide automated reporting enable effective contract and lease management and management of the portfolio of real estate infrastructure that UN utilizes across the organization 20

21 Programme and Project Management Programme and Project Management Umoja Changes: Non-capital projects are tracked and managed in a single system in compliance with IPSAS requirements and in a structured and transparent manner Missions create projects to track expenditures while allotment will continue to be issued at Headquarters. Both are done in Umoja The integrated system enables project-specific reporting across different funding sources Managers have direct access to project data and reports 21

22 Human Resources Human Resources Umoja Changes: Organizational Management (OM)Changes: When Budget for an office is approved the relevant Org Structures and Positions are created and will be maintained in Umoja OM () Umoja OM includes Creation of new positions, Abolition of positions, Extension of positions and of the funding of the positions Managers will have access to up-to-date staffing information and organizational structures Personnel Administration (PA) and Entitlements (EN) Changes: UN staff data will be stored centrally and shared across the organization Transfer of staff across offices will be seamless Decreased need for HR to view original supporting documentation Higher responsibility/accountability assumed by staff for their own data Staff responsibility for submitting documents upon request for monitoring 22

23 Human Resources Human Resources Umoja Changes: Personnel Administration (PA) and Entitlements (EN) Changes: notification to staff upon PA processing and approval of entitlements Programme Managers will have more visibility of their workforce Reporting to legislative bodies, as well as operational reporting will be facilitated through standard SAP reports and Business Intelligence (BI) Time Management (TM) Changes: Request for Absences (e.g. Annual leave) and Attendances (e.g. overtime) are submitted and approved in the ESS Portal Umoja interfaced directly with Earthmed for sick leave approved by the Medical Service Automated notifications are sent to all parties in connection with the process Umoja checks quota (balance), and eligibility for each absence type Absence balance is displayed and send to payroll, if applicable, in real time 23

24 Human Resources Payroll and Benefits Umoja Changes: Integrated System ONE Umoja instead of multiple systems Integration of the Local Field Payroll; Integration of HR, Payroll, Accounting and Disbursements Employee Self Service in HR, including some self-certification (i.e. rental subsidy) has a direct impact on payroll Health and Life Insurance application will be done through Employee Self Service, such as, enrollment, annual enrollment and changes in family members. All eligible staff members for MIP Plan will be automatically enrolled Staff Member is responsible for enrolling in Health and Life Insurance Plans through ESS Portal After Service Health Insurance (ASHI) contribution for all staff will be deducted directly from UN Joint Staff Pension Fund system 24

25 Human Resources Employee Self Service Umoja Changes: The Employee Self-Service (ESS) portal will allow staff and Managers to: View and update their Employee profile Initiate and track requests for benefits & entitlements Certify online their monthly and annual time statements View pay statements and simulate payroll Upload documents for themselves and dependents Make travel requests directly and submit claims electronically Manager can view their team calendar and approve leave requests 25

26 Human Resources Travel Umoja Changes: Travelers create their own travel request via Umoja, which will reduce the associated inaccuracies that cause additional delays Changes that require an amendment today, can instead be captured in the expense report The system provides the ability to track and report the exact number of deviations Standardization of local travel processes Automated funds sufficiency check, when travel requests are submitted for approval System automatically triggers a request for medical and security clearance where required Once a travel request is submitted the traveler can track the status of the request directly in the system Global reporting allows extraction of reports from a central location eliminating the need to collect information from various offices Shipment are processed independently from travel requests 26

27 Learning Checkpoint 1 Which of the following are among the objectives and benefits of Umoja? Select all that apply. A. Increased organizational efficiency B. Enhanced decision-making C. Adoption of IPSAS by the Secretariat D. Multiple business processes E. Increased manual effort 27

28 Learning Checkpoint 1 Which of the following are among the objectives and benefits of Umoja? Select all that apply. A. Increased organizational efficiency B. Enhanced decision-making C. Adoption of IPSAS by the Secretariat D. Manual processes E. Integrated system Options A, B and C are correct answers. Increased organizational efficiency, enhanced decisionmaking and the adoption of IPSAS by the Secretariat are a few benefits of Umoja. 28

29 Learning Checkpoint 2 Which of the following functional areas are impacted by Umoja? Select all that apply. A. Finance and Budget B. Personnel Administration C. Selection and Recruitment D. Supply Chain, Procurements and Logistics E. Travel 29

30 Learning Checkpoint 2 Which of the following process areas are impacted by Umoja Foundation? Select all that apply. A. Finance and Budget B. Personnel Administration C. Recruitment D. Supply Chain, Procurements and Logistics E. Travel Options A, B, D and E are correct answers. Recruitment in the UN Secretariat is managed by the Inspira online tool. 30

31 Module 1 Summary The key points covered in this module are: Umoja is an administrative reform initiative designed to help UN operate more effectively by integrating and streamlining business processes Umoja is deployed in three phases: Foundation, Extension 1 and Extension 2 Umoja Foundation impacts the following areas: Supply Chain, Procurement and Logistics; Finance and Budget; Services to Public and Staff and Real Estate; and Programme and Project Management Umoja Extension 1 impacts the following Human Resources related areas: Organizational Management, Time, Personnel Administration, Entitlements, Benefits, Payroll and Travel Umoja Integration encompasses both Foundation and Extension 1 processes 31

32 Agenda Course Introduction Module 1: Umoja Introduction Module 2: Umoja Integration Solution Course Summary Course Assessment Course Survey 32

33 Module 2 Objectives After completing this module, you will be able to: Explain the importance of data in Umoja Describe the Umoja system components Explain the integration of Umoja system components 33

34 Key Terminology Master Data Key Term ERP Central Component (ECC) ECC Module Graphical User Interface (GUI) Supplier Relationship Management (SRM) Business Intelligence (BI) Portal Description Fundamental business data common and applicable across UN The main Umoja component comprising various modules The ECC representation of a typical organizational function. It can be further organized into sub-modules An interface used to access ECC An Umoja component used specifically for procurement and requisitioning activities The Umoja component that is both a data warehouse and reporting tool A secure Website that requires a login and provides access to a system 34

35 SAP Overview SAP is a type of ERP system that improves organizational performance in the following ways: Enterprise View of Data Users can operate in the same system instead of using different legacy systems Reduction of manual entry processes Maintenance of highquality data Consistent usage of integrated data across the organization Real-time Data Processing Data in SAP is processed instantly instead of moving through multiple systems and interfaces Minimizes lag time For example, the financial impact of purchasing or receiving actions are immediately reflected in the General Ledger, rather than waiting for an interface to run Standardized Business Processes SAP allows the organization to streamline and standardize its business processes Leads to significant cost savings Brings recommended leading business practices of successful implementations in both public and private sector organizations 35

36 Importance of Data Data is the common language in SAP. Input Data Central Database UN Users Extract Data Data available in real time All users, with Enterprise roles, from different geographic and business areas of the UN can access a common central database, which is always up-to-date and unaffected by local server issues. With SAP, users can input and extract information from a single source. This will allow data to be available in real time. SAP also prompts users to check their entries, draws attention to errors and confirms that data has been entered successfully. 36

37 Categories of Data In SAP, data is segregated into several categories. Umoja brings the very important concept of Master Data. Since all users access data in one system, universal Master Data minimizes data entry and allows for sharing of consistent data. Fundamental business data common and applicable across UN (E.g. Vendors, Materials, Employee Personal information) Data has a lifecycle and must be managed just like any other business process with policies and procedures. 37

38 Material Master Data For example, the Material Master is a Master Data record that contains information about all products procured, stored and shipped by UN. Key components of Material Master include: Unique ID of a material/service Product ID Example: (Projector: Dig) Type of product or service. Matches the equivalent UNSPSC classification Characteristics to enable material management Product Category Example: (Projectors, Supplies) Material Characteristics Example: Unit of Measure = Each Master Data Objects Short and long description, GL Account Code derived from product category Other Physical or Financial Characteristics 38

39 Business Partner Master Data Another example of Master Data in Umoja is the Business Partner (BP). This defines the person, group or an organization with whom UN has a business interest. A BP can be a commercial vendor, a UN agency, a staff member and so on. Key components of the BP Master Data include: Unique ID number BP Number Address, telephone number, etc. Contact Information Business Partner Banking details Banking Information Currency, payment terms and payment method Payment Condition 39

40 Employee Master Data Employee data is another example of Master Data in Umoja. This defines persons appointed under the Staff Regulations and Rules of the UN Secretariat and includes contractual information. Key components of the Employee Master Data include: Unique ID number Personnel (Index) Number Name, Date of Birth, Nationality, etc. Org Unit, Position, Personnel Subarea (duty station), etc. Payscale Group (category/grade), Fixed Term, Temporary, etc.) Personal Information Organizational Information Contractual Information Employee 40

41 Introduction to Umoja Components The Umoja system is made up of four components that rely on consistent data to keep them fully integrated. These four components are: ERP Central Component (ECC) Supplier Relationship Management (SRM) Business Intelligence (BI) ESS/MSS Portals (HR) ECC Data SRM BI ESS/MSS 41

42 ERP Central Component (ECC) ECC is the main Umoja component that enables enterprise resource management. ECC comprises: Modules Each module represents a typical organizational function. For example: Finance (FI), Materials Management (MM), or Payroll (PY) Some modules have sub-modules that further define business functions. For example, FI is divided into sub-modules such as FI-AA (Asset Accounting) and FI-AR (Accounts Receivable) Business Processes Transactions Within a particular module, an organization s business processes are configured and arranged in a logical manner For example, budget entry process takes place in the FI-FM (Funds Management) module and the inbound goods process in the MM- IM (Inventory Management) module Each business process comprises transactions, which are steps that need to be executed in the correct order For example, procuring and receiving goods, paying the invoice, or onboarding staff, granting entitlements and paying through Payroll 42

43 ECC Modules The Umoja ECC modules and their corresponding business areas are: PP: Production Planning PM: Plant Maintenance MM: Materials Management IM: Inventory Management WM: Warehouse Management SD: Sales and Distribution RE-FX: Real Estate Management OM: Organizational Management PA: Personnel Administratio EN: Entitlements BN: Benefits TM: Time Management PY: Payroll TV: Travel Management PS: Project Systems GM: Grants Management FM: Funds Management CO: Controlling FI: Financial Accounting AP: Accounts Payable AR: Accounts Receivable AA: Asset Accounting GL: General Ledger 43

44 ECC Graphical User Interface (GUI) The Graphical User Interface (GUI) is an interface used to access ECC. It is the software on a computer or local server that allows connection to Umoja. It is a visual means of moving and reviewing information in a system. For example, Microsoft s Windows, and Apple s OS operating systems are both GUIs to the code-driven systems that are invisible behind desktop icons and menus. 44

45 Supplier Relationship Management (SRM) All procurement functions in Supply Chain and Procurement are performed in the SRM Portal of Umoja. SRM is an online procurement application that allows for the following functionalities: Requisitioning Strategic Sourcing and Solicitations Contract Life-Cycle Management Supporting Processes SRM Call-off PO(s) ECC Creation of Shopping Cart (PR) Materials Management Approval Process SC generate (pre)commitment in FM Strategic Sourcing Bid(s) Contract(s) Normal PO(s) Demands Generation(PR) Approval Process Read only copies of PO(s) POs (replicated Goods Receipt(s) Invoice Receipts(s) Note: While Supply Chain and Procurement transactions are completed in SRM, Logistics transactions are completed in ECC. 45

46 SRM Portal The SRM portal is used to access the SRM component. It is a secure web-based application that requires full Umoja credentials. SRM is fully integrated with ECC. It shares data with ECC and the two components are in sync at all times. 46

47 Business Intelligence (BI) The BI component is a data warehouse and reporting tool, also accessed through a webbased portal. It processes data from both the ECC and SRM components and generates meaningful reports. BI replaces, amongst other tools, the Funds Management Tool (FMT) and will ultimately become the main reporting system. This allows all UN users to have access to reports across all Umoja components. While reports exist within ECC, BI simplifies the data analysis process and provides users with fast, selfservice access to enhanced reports. 47

48 ESS Portal Employee Self-Service The Employee Self-Service (ESS) portal shares the same database as Umoja ECC. Therefore, no dual maintenance or reconciliation is required. With ESS, employees can take responsibility for updating and keeping their own data current and applying for their entitlements and benefits through the webbased portal. ESS allows employees to perform independently activities that were traditionally performed by the human resources, payroll, benefits, and travel offices. 48

49 MSS Portal Manager Self-Service The Manager Self-Service (MSS) portal consists of a set of easy to use tools, transactions, and reporting capabilities that give managers a single point of access to manage their workflow efficiently, effectively, and proactively. 49

50 Integration of Umoja Components All Umoja components are fully integrated with each other, allowing users to share data and generate meaningful reports. BI BI Portal Data ECC GUI ECC ESS/ MSS SRM ESS/MSS Portals SRM Portal 50

51 Learning Checkpoint 1 The database of all vendors for the UN would be an example of what type of data? Select the correct option. A. Key Reference Data B. Master Data C. Transactional Data 51

52 Learning Checkpoint 1 The database of all vendors for the UN would be an example of what type of data? Select the correct option. A. Key Reference Data B. Master Data C. Transactional Data Option B is the correct answer. Master Data serves as the basis for all transactions and include the Material Master, Vendor Master, Chart of Accounts, Personnel Data, etc. 52

53 Learning Checkpoint 2 Which are the components the Umoja system is made of? Fill in the blank with the correct option. A. ERP Central Component (ECC) B. Supplier Relationship Management (SRM) C. Client Relationship Management (CRM) D. Business Intelligence (BI) E. Employee Self Service Portal 53

54 Learning Checkpoint 2 Which of the following components comprise the Umoja system? Fill in the blank with the correct option. A. ERP Central Component (ECC) B. Supplier Relationship Management (SRM) C. Client Relationship Management (CRM) D. Business Intelligence (BI) E. Employee Self Service Portal Option A, B, D and E are the correct answers. ECC, SRM, BI and ESS/MSS Portal are Umoja components and rely on shared and consistent data to keep them fully integrated. 54

55 Module 2 Summary The key points covered in this module are listed below: SAP is a type of ERP system that improves organizational performance in many ways The main components of Umoja are ERP Central Component (ECC), Supplier Relationship Management (SRM), Business Intelligence (BI) and Employee and Manager Self-Service (ESS/MSS) Portals ECC is the main Umoja component that enables enterprise resource management All procurement functions in Supply Chain and Procurement are performed in the SRM component The BI component is a data warehouse as well as a reporting tool The ESS Portal enables Employees of the UN Secretariat to manage their own personal information, requests for entitlements, absences, and benefits 55

56 Agenda Course Introduction Module 1: Umoja Introduction Module 2: Umoja Integration Solution Course Summary Course Assessment Course Survey 56

57 Course Summary The key points covered in this course are listed below: Umoja is an administrative reform initiative designed to help UN operate more effectively by integrating and streamlining business processes The Umoja solution impacts people, processes and technology Umoja has currently deployed two phases: Foundation and Extension 1 Umoja Foundation impacts the following functional areas: Supply Chain, Procurement and Logistics; Finance and Budget; Services to Public and Staff and Real Estate; and Programme and Project Management Umoja Extension 1 impacts the following functional areas: Organizational Management, Personnel Administration, Entitlements, Benefits, Payroll, Time Management and Travel Management Umoja brings the very important concept of Master Data, which is fundamental business data common and applicable across the whole UN Secretariat 57

58 Agenda Course Introduction Module 1: Umoja Introduction Module 2: Umoja Integration Solution Course Summary Course Assessment Course Survey 58

59 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 on the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 59

60 Agenda Course Introduction Module 1: Umoja Introduction Module 2: Umoja Integration Solution Course Summary Course Assessment Course Survey 60

61 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 on the Start link of the course survey 5. Click the Submit button once you have completed the course survey 61

62 Congratulations! You have successfully completed the Umoja Overview course. 62