MD348 Umoja Asset, Inventory and Equipment Master Data Maintenance Umoja Asset, Inventory and Equipment Master Data Maintenance Version 5 Copyright Last Modified: United Nations 17-August-13 1
Agenda Course Introduction Module 1: Data Governance Module 2: Maintain Asset in Umoja Course Summary Course Assessment Course Survey 2
Introduction Please share with us: Your Name Your Section/Unit # Years with the UN Interesting Fact About Yourself 3
Ground Rules Please consider the following guidelines during the training session: Turn your cell phone to silent mode. Please step out of the class to take any important phone call Please do not access your e-mail or the Internet outside of breaks Participate fully in the training session and respect each other s contribution Breaks are included at the discretion of the trainer X X No Phones Do Not Access E-mail Participate Ask Questions Breaks 4
Course Overview The purpose of the Umoja Asset, Inventory and Equipment Master Data Maintenance course is to explain Data Governance and Master Data maintenance activities in Umoja. This is applicable to Peacekeeping and Special Political Missions during the period of coexistence of the Umoja and Galileo systems. During this interim period, only Asset Master Data maintenance will be included in this course. Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Master Data & Coding Block Overview Umoja ECC Navigation Umoja Asset Accounting Overview Course Duration: 1 hour 5
Course Objectives After completing this course, you will be able to: Explain the importance and benefits of Data Governance Describe the roles and responsibilities in Data Governance Maintain Asset Master Data in Umoja 6
Agenda Course Introduction Module 1: Data Governance Module 2: Maintain Asset in Umoja Course Summary Course Assessment Course Survey 7
Module 1 Objectives After completing this module, you will be able to: Describe Data Governance in Umoja List the benefits of Data Governance in Umoja Define Master Data Explain Data Governance structures and data maintenance strategies 8
What is Data Governance? Data Governance (DG) is a process by which an enterprise manages its data assets. It includes the rules, policies, procedures, roles and responsibilities that guide the overall management of an enterprise s data. Data and Business Intelligence (BI) Governance provides guidance to ensure that the data is accurate, consistent, complete, available and secure. This enables data to be more efficiently and effectively turned into business insight. Data and BI Governance provides Rules Procedures Policies Roles & Responsibilities 9
What is Data Governance? Master Data Management treats data as a corporate asset across six primary areas. This means that data is regulated centrally rather than in multiple separate locations. The Human Organization manages and oversees data Enterprise Data Management Data Governance Data Structure Data Architecture Master Data & Metadata Data Quality Data Security Data Ownership Data Stewardship Data Policies Data Standards Data Modeling Data Taxonomy Data Migration Data Storage Data Access Data Archiving Data Retirement Master Data Management Reference Data Management Metadata Management Data Profiling Data Cleansing Data Monitoring Data Compliance Data Traceability Data Privacy Data Retention 10
Benefits of Data Governance The benefits of Data Governance are as follows: Avoids duplication of data Optimizes creation and maintenance of wholesome data Minimizes risk of fraudulent activity and easier to monitor Easier to track for auditing purpose Provides accurate information leading to better decision making Defined governance structure (functions and responsibilities clearly defined) Clear expectations of Service Level Agreement(SLA) 11
What is Master Data? In Umoja, data is segregated into several categories. Umoja introduces the important concept of Master Data. Since all data is stored in one system (Umoja), universal Master Data minimizes data entry and allows sharing of consistent data. Fundamental business data common and applicable across UN For example, vendors and materials 12
Legacy System & Umoja Legacy System Disparate legacy systems Umoja One system Umoja Different account code structures One standard for processes Multiple reporting systems Multiple skills necessary: Several database systems Several Enterprise Resource Planning (ERP) systems Several programming languages and operating systems A large number of interfaces to other systems and agencies One Business Intelligence(BI) Platform A standard set of skills required for maintenance of Umoja: One computer language: ABAP One database A common and streamlined system architecture Significantly less interfaces needed to interact with other systems and agencies 13
Umoja: Roles & Responsibilities Umoja has five core roles and responsibilities related to Master Data maintenance. Roles Requestor Data Reviewer Data Approver Data Maintainer Umoja Support Center High-Level Responsibilities Identifies the need to create or modify Master Data content Completes request forms for Master Data objects Obtains necessary business approvals Coordinates with the Requestor to correct any content Translates information, where necessary Emails the completed form to the Data Approver for sign-off (in some instances the Data Reviewer and Data Approver role will be performed by a single individual) Checks data requests before they are routed to the Data Maintainer Approves data requests in accordance with the policies and standards Answers questions regarding data policies and standards Creates, updates and deletes Master Data in Umoja Ensures that Master Data is properly defined and set up in Umoja (These roles could be shared across the same resources, or they could be different groups.) Sets up and updates configurations Updates workflow tables 14
Data Governance Structure in Umoja Decentralized Federated/ Hybrid Centralized Decision Making All data decisions are made locally or at the business unit or functional areas Business units and functional areas operate with complete autonomy, while attempting to maintain global standards to meet specific enterprise requirements Some decisions are made at each level of the governance structure and support broad representation Single point of control at the enterprise level for decision making Governance structures at the business unit level for decisions All decisions are made centrally at the enterprise level Single point of control at the enterprise level for decision making Little or no responsibility with business units and functional areas 15 Limited Success for Enterprise Data Governance Effective for Enterprise Data Governance 15
Data Maintenance within Umoja There are three maintenance strategies implemented within Umoja: Local Maintenance Business units and functional areas have a higher degree of autonomy over maintenance decisions, while maintaining basic global standards to meet specific enterprise requirements. Data Maintenance Central Maintenance: Business units and functional areas have little or no responsibility over the standards under which the data is maintained. The standards are global and apply to all Master Data, which by its nature, needs to be maintained through a single point of control at the enterprise level. Umoja Support Center Team Maintenance: The Umoja Support Center is responsible for aspects of data maintenance that are highly technical in nature, such as Umoja configuration. These aspects of data maintenance require specialized level of skills to maintain data in the system. 16
Data Maintenance within Umoja: Central Maintenance OPPBA OCSS HR & Other Requestor Requestor Requestor Requestor Requestor Requestor Requestor Requestor Requestor Central Master Data Team (CMDT) (Non-configuration Maintenance) Data Governance Committee (Master Data Owners and Other Stakeholders) Reviewer/Approver Reviewer/Approver Reviewer/Approver Data Maintainer Data Maintainer Data Maintainer Data Maintainer Data Maintainer Umoja Support Center (Umoja Configuration and related activities) Business Analysts Technical Experts Functional Experts 17
Data Maintenance within Umoja: Local Maintenance Local Master Data Team Requestor Requestor Requestor Reviewer/Approver Reviewer/Approver Reviewer/Approver Data Maintainer Data Maintainer Data Maintainer Data Maintainer Data Maintainer Umoja Support Center (Umoja Configuration and related activities) Business Analysts Technical Experts Functional Experts 18
Master Data Maintenance Objects The Master Data objects and the roles that maintain them are as follows: Cost Center Commitment Items Master Asset Master Secondary Cost Elements Business Partner Treasury (Counterparty, Issuer) Pricing Master Funds Master Material Master Real Estate Architectural Object Funds Center Service Master Real Estate Usage Object Functional Area Business Partner UNGM SRM Org. Structure Business Partner Non-UNGM Business Partner Individual Person GL Account Master Activity Type Profit Center Workflow Table Asset Master Legend Central Master Data team Treasury Central Master Data Team Local Master Data Team Umoja Support Center 19
Materials Available Data Governance Processes These documents explain the roles and procedures regarding the creation and maintenance of Master Data objects. The Master Data processes will be distributed by the trainers Data Governance Forms These forms are filled out by the Master Data Requester with all the required information, according to the type of Master Data object being maintained. These will then be passed on to the Reviewer, Approver and Data Maintainer, as directed in the Data Governance process. The forms can be found on iseek. Please navigate to the Umoja forms directory through the following path: iseek > Umoja > Umoja Forms 20
Materials Available Data Governance How To Guides These guides are step-by-step documents to help the Data Maintainer enter information into Umoja. The Master Data guides will be distributed by the trainers. Data Simulations These simulations are interactive recordings of the Umoja system that can be used to facilitate a hands-on learning experience. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided 21
Next Steps Perform the following steps to begin working with Master Data: Determine your function within the Data Governance organization Find the Master Data process for the Master Data Object you would need to maintain. This document will specify exactly what steps you need to take to ensure that the data is maintained accurately Read the process document and execute all steps required by your function If you are a Requestor, the required form can be found on iseek If you are a Data Maintainer, refer to the step-by-step How to Guides when entering the information in Umoja 22
Learning Checkpoint 1 Which of the following roles checks the data requests before they are routed to the Data Maintainer? Select the correct option. A. Requestor B. Data Reviewer C. Data Approver D. Umoja Support Center 23
Learning Checkpoint 1 Which of the following roles checks the data requests before they are routed to the Data Maintainer? Select the correct option. A. Requestor B. Data Reviewer C. Data Approver D. Umoja Support Center Option C is the correct answer. The Data Approver checks the data requests before they are routed to the Data Maintainer. 24
Learning Checkpoint 2 Who is responsible for aspects of data maintenance that are highly technical in nature, such as Umoja configuration? Select the correct option. A. Central Master Data team B. Treasury Central Master Data Team C. Local Master Data Team D. Umoja Support Center Team 25
Learning Checkpoint 2 Who is responsible for aspects of data maintenance that are highly technical in nature, such as Umoja configuration? Select the correct option. A. Central Master Data team B. Treasury Central Master Data Team C. Local Master Data Team D. Umoja Support Center Team Option D is the correct answer. The Umoja Support Center is responsible for aspects of data maintenance that are highly technical in nature, such as Umoja configuration. 26
Module 1 Summary The key points covered in this module are listed below: Data Governance includes the rules, policies, procedures, roles and responsibilities that guide the overall management of an enterprise s data Master Data Management treats data as a corporate asset across six primary areas. This means that data is regulated centrally rather than in multiple separate locations Universal Master Data minimizes data entry and allows sharing of consistent data Umoja has five core roles related to Master Data maintenance: Requestor, Data Reviewer, Data Approver, Data Maintainer and Umoja Support Center There are three maintenance strategies implemented within Umoja: Local maintenance, Central maintenance and Umoja Support Center Team maintenance 27
Agenda Course Introduction Module 1: Data Governance Module 2: Maintain Asset in Umoja Course Summary Course Assessment Course Survey 28
Module 2 Objectives After completing this module, you will be able to: Maintain Asset Master Data in Umoja 29
Asset Master Data Maintenance The activities involved in Asset Master Data maintenance are as follows: Activity Create Asset Master Record Change Asset Master Record Display Asset Master Record Delete Asset Master Record T-code AS01 AS02 AS03 AS04 The following slides will explain the process for creating a new asset. 30
Asset Master Data: Fields The following fields or tabs need to be populated in the Asset Master Data maintenance activities: 1 On the Create Asset: Initial screen, Asset Class and Company Code are the required fields. An asset number will be automatically assigned at the end 1 31
Asset Master Data: Fields When an Asset Master record is open, the following fields appear at the top of the screen: 1 Asset Number and Sub Number: A unique number that identifies the asset in the Fixed Assets sub ledger. Sub assets are created for the component parts that could have independent useful lives and depreciation parameters 2 Class: Identifies the asset class that the asset belongs to 1 2 32
Asset Master Data: Asset Class Given below is a list of asset classes that was applicable prior to Peacekeeping and Special Political Missions, while inventory was managed in Galileo. Asset Class 110 Land 120 Buildings Fixed Asset Class Description 140 Leasehold Improvements Fixtures and Fittings 150 Leasehold Improvements Minor Construction Works 160 Infrastructure Assets 610 Assets under Construction Buildings 620 Asset under Construction Infrastructure 710 Software Internally Developed 720 Software Acquired Enterprise Applications 730 Software Acquired Business Specific Applications 740 Software Acquired Productivity and Utility App 750 Software Acquired Infrastructure Mgt Application 33
Asset Master Data: Asset Class Given below is a list of asset classes that was applicable prior to Peacekeeping and Special Political Missions, while inventory was managed in Galileo. Asset Class Asset Class Description 750 Software Acquired Infrastructure Mgt Application 760 Software Acquired Application Development 770 License Right 780 Copyright 790 Software Maint Enterprise Applications 800 Software Maint Business Specific Applications 810 Software Maint Productivity & Utility Applications 820 Software Maint Infrastructure Mgt Applications 830 Software Maint Application Development 840 Asset in Development IT system 34
Asset Master Data: Tabs 1 2 3 4 5 6 7 8 The Asset Master Data is organized into the following tabs: 1 General: This tab includes the description and other basic information for the asset 2 Time-Dependent: This tab includes data that can change over time, such as assigned Cost Center. This tab stores both current and historical values, while the other tabs only store the current value 3 Allocations: This tab includes fields for report sorting, investment and integration with Plant Maintenance (to be implemented in later parts of Umoja Foundation) 4 Origin: This tab includes information regarding the origin of the asset 5 Net Worth Tax: This tab includes the net worth and real estate information 6 Insurance: This tab includes information on insurance for the asset, if applicable 7 Leasing: This tab includes the lease information, if applicable 8 Depreciation Area: This tab includes information on the valuation of a fixed asset for a particular purpose 35
Asset Master Data: General The General tab (tab 1) contains the following Master Data fields: 1 Description: A text that describes the asset 2 Account Determination: It is defined at the asset class level. It determines the reconciliation accounts in the General Ledger (G/L), as well as their offsetting accounts, that the asset is posted to (when certain business transactions are carried out for the asset) 3 Inventory Number: It contains the unique identifier of the asset in the legacy system 4 Quantity and Unit of Measurement (UOM): For UN, all assets have quantity 1 and units each as assets are individually maintained and not grouped 5 Historical Indicator: This is used to ensure the inclusion of an asset in the history report for assets 1 2 3 4 5 36
Asset Master Data: General The General tab (tab 1) contains the following Master Data fields: 6 Inventory Indicator: This is used to ensure the inclusion of an asset in the inventory listing 7 Capitalization Date: This is defaulted to the day of the first acquisition posting to the asset. This is the starting date for calculating the depreciation 8 Deactivation Date: This date is automatically populated when an asset is retired 7 8 6 37
Asset Master Data: Time-Dependent The Time-Dependent tab (tab 2) contains the following Master Data fields: 1 Business Area: Business Area in which the asset is reported on the balance sheet 2 Cost Center: Area responsible for the asset s depreciation cost 3 Fund: Fund in which the asset is reported on the balance sheet 4 Budget Period: Budget period in which the asset was acquired 5 Functional Area: Used to classify revenues and expenditures of an organization by function 6 Grant: Grant in which the asset is reported on the balance sheet 7 Funds Center: The organizational level at which the budgets are stored 1 2 3 4 5 6 7 38
Asset Master Data: Allocations The Allocations tab (tab 3) contains the following Master Data fields: 1 Infrastructure Type: A way to classify the infrastructure, e.g. Transport, Energy, Landscaping, etc. Infrastructure Function: A way to further classify the infrastructure based on type Building Function: A way to add information regarding what the building will be used for 2 Asset Super Number: Identifies the IPSAS class that the asset belongs to. It is defaulted from the Umoja asset class 1 2 39
Asset Master Data: Origin The Origin tab (tab 4) contains the following Master Data fields: 1 Vendor: Identifies the name of the vendor from whom the asset was acquired 2 Original Asset: Identifies the asset number prior to the asset transfer, if the asset was acquired through a transfer 1 2 40
Asset Master Data: Net Worth Tax The Net Worth Tax tab (tab 5) contains the following Master Data field: 1 Property Indicator: Indicates the ownership situation of the asset, for example, purchased, constructed, donated, finance lease or controlled. 1 41
Asset Master Data: Depreciation Areas The Depreciation Areas (tab 6) contains the following Master Data fields: 1 Depreciation Key: Default depreciation parameter given to the asset based on the pre-configured depreciation settings for each asset class. The depreciation key contains various depreciation parameters, such as depreciation method, period controls (when to start/stop the depreciation) and acceleration parameters. Since UN uses straight-line depreciation, this field should always be ZSLA 1 42
Asset Master Data: Depreciation Areas The Depreciation Areas (tab 6) contains the following Master Data field: 2 UseLife: Default number of years and months that will be given to the asset based on the pre-configured values for each asset class. This is a very important element for the calculation of depreciation as the cost of the asset is depreciated over the useful life that the user needs to populate. Assets (example infrastructure) with variable useful life have the value 999 3 Ordinary Depreciation Start: The date to start calculating the depreciation that the user populates 2 3 43
Asset Master Data: UseLife Field When you double-click the UseLife field, the following Master Data field and button will be displayed: 1 Scrap Value field: Value of an asset that can be recovered at the end of its useful life. At UN, the user needs to enter 0 in this field More Intervals button: Used to add additional depreciation intervals (for example, the useful life has changed due to impairment) 2 1 2 44
Asset Master Data: Add Interval After clicking the More Intervals button, the Change Asset: Depreciation area Book deprec. screen appears. Click the Add Interval button to create a new interval. When complete, save the Asset Master by clicking the Save icon at the top of the screen. 45
Simulation Activities Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided 46
Activity 1 Transaction Name: Create Asset Transaction Code: AS01 Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.2478?originalContext=1.11.2592 47
Learning Checkpoint 1 Which of the following T-codes is used to create a new Asset Master record? Select the correct option. A. AS01 B. AS02 C. AS03 D. AS04 48
Learning Checkpoint 1 Which of the following T-codes is used to create a new Asset Master record? Select the correct option. A. AS01 B. AS02 C. AS03 D. AS04 Option A is the correct answer. The T-code AS01 is used to create a new Asset Master record. 49
Learning Checkpoint 2 Which of the following tabs includes information on the valuation of a fixed asset for a particular purpose? Select the correct option. A. General B. Time-Dependant C. Origin D. Depreciation Areas 50
Learning Checkpoint 2 Which of the following tabs includes information on the valuation of a fixed asset for a particular purpose? Select the correct option. A. General B. Time-Dependant C. Origin D. Depreciation Areas Option D is the correct answer. The Depreciation Areas tab includes information on the valuation of a fixed asset for a particular purpose. 51
Module 2 Summary The key points covered in this module are listed below: The activities involved in Asset Master Data maintenance are: Create Asset Master Record, Change Asset Master Record, Display Asset Master Record and Delete Asset Master Record The purpose of the various fields and tabs involved in the Asset Master Data maintenance activities 52
Agenda Course Introduction Module 1: Data Governance Module 2: Maintain Asset in Umoja Course Summary Course Assessment Course Survey 53
Course Summary The key points covered in this course are listed below: Data Governance includes the rules, policies, procedures, roles and responsibilities that guide the overall management of an enterprise s data Universal Master Data minimizes data entry and allows sharing of consistent data Umoja has five core roles related to Master Data maintenance: Requestor, Data Reviewer, Data Approver, Data Maintainer and Umoja Support Center There are three maintenance strategies implemented within Umoja: Local maintenance, Central maintenance and Umoja Support Center Team maintenance The activities involved in Asset Master Data maintenance are: Create Asset Master Record, Change Asset Master Record, Display Asset Master Record and Delete Asset Master Record The purpose of the various fields and tabs involved in the Asset Master Data maintenance activities 54
Agenda Course Introduction Module 1: Data Governance Module 2: Maintain Asset in Umoja Course Summary Course Assessment Course Survey 55
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 56
Agenda Course Introduction Module 1: Data Governance Module 2: Maintain Asset in Umoja Course Summary Course Assessment Course Survey 57
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 58
Congratulations! You have successfully completed the Umoja Asset, Inventory and Equipment Master Data Maintenance course. 59