Umoja Realisation Workshop Cluster 3 Nairobi, 24-28 February 2014 4.7 MASTER DATA GOVERNANCE
Data Governance Process OCSS Material Master Sevice Masters Commercial Business Partners OPPBA Third Party Vendors Banking Data OHRM BP - Individuals 2
Master Data Governance For Commercial Business Partners, Material and Service Master - Umoja, ineed and UNGM 3
Overview Master Data Elements Material & Service Master Contracts Purchase Orders Vendors Business Partner Groups and Roles Master Data Maintenance Process 4
Terminology What is master data? Defines the data within SAP that is used to facilitate transactions and is used across the Umoja solution. For example, the currency exchange rates that are used for sales, purchasing and reporting must be maintained centrally and the same data must be used across Umoja. Master Data contains many elements, including cost centers, fund centers, real estate objects, and the largest category Business Partners. Business Partners : A central account for an entity, with centralized basic data like Name and Address details. Several functions can access the same Business Partners in a way that is meaningful for them. Business Partners include, but are not limited to, accounts for Staff, Commercial Vendors, Funds, Agencies Programmes, NGO s, Member States, and Contractors. 5
Data Elements required for Successful Deployment Data that is classified as Procurement can be classified as Contracts Purchase Orders Material Master Service Master Vendors All offices will provide key information on contracts and purchase orders, and through that collection process will validate material master, service master, and vendor information. 6
Material and Service Masters (Master Data) UN global catalogue of what we Plan and budget Buy (and sell) Stock Report Settings on Material Master records for individual Materials requiring Property Management stewardship Financial reporting per IPSAS rules Organized into Product Categories for classification (UNSPSC) Financial accounts mapped to Product Categories Structured descriptions to avoid duplication All Materials managed in the same structure organization wide Roughly 60K material master records, and 1K service master records, which will be updated to meet requirements 7
Contracts (Transactional Data) and Material / Service Master Material and Service Master records will be mapped to individual line items in all contracts As part of the Umoja engagement process, contract templates will be provided. Instructions on how to fill out these templates will be provided separately. Special attention should be given to these templates, as they will facilitate the conversion of contracts to catalogues. Systems contracts will be imported into Umoja by PD, but coordination with local procurement teams must take place to verify Not-To-Exceed amounts Well Structured Catalogues are critical to facilitate ordering in Umoja. 8
Purchase Orders (Transactional data) Purchase Orders and open financial obligations will be gathered from legacy systems for validation (IMIS). All purchase orders that can be closed, should be prior to conversion. In Cluster 1, large numbers of obligations and purchase orders did not match, and needed to be manually reconciled between Sun and Mercury. The process for validation prior to deployment was lengthy, detail oriented, and constantly changing as new obligations were created and closed. 9
Vendors (Master Data) One global vendor database for the all UN Secretariat entities following alignment of Vendor Registration Process Global approach to cleanse and maintain vendor data: Central vendor data cleansing & data maintenance team located at UNGSC in Brindisi UNGM Vendor evaluation in New York, Entebbe and Geneva Vendors gathered from contract collection effort and from purchase order collection effort will be migrated into Umoja 10
Vendor Master Record Revised System Landscape SRM Supplier Relationship Management ECC Enterprise Core Component UNGM Non-commercial supplier requests Accepted commercial supplier requests SAP ECC SAP SRM Vendor Business Partners & Vendors 11
Vendor Migration and Management Going forward, all entities of UN Secretariat will use UNGM as primary means of vendor registration for Commercial Vendors (excluding Low Value vendors, Utilities and Individual Landlords, which will be converted to Umoja directly as Non-UNGM Commercial Vendors ) Recent update of UNGM and amendment of Vendor Registration Process supports transition to Umoja with one global vendor database Enforce policies requiring that all vendors are registered in UNGM, specifically those participating in Solicitations and those awarded Contracts and Purchase orders 12
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Business Partner Groups - Overview Third Parties Member States Non-member States Government and Local Authority Commercial Intergovernmental Organization and NGO UN Agencies, Funds and Programs Treasury UNGM Commercial Vendors Non-UNGM Commercial Vendors Commercial Customers* Treasury Business Partner Individuals Staff member, Ex-Staff Member, Survivors Non-Staff Military and Police Individual External, Non-Staff Note: A customer can be Non-UNGM or UNGM depending on where it s registered. 14
Business Partner Groups Commercial UNGM (United Nations Global Marketplace) Commercial Vendors Vendors registered in UNGM are commercial entities which participate in solicitations for the submission of tenders (RFx). Vendors that do regular business with the UN, or one-time vendors who are providing goods/services valued at over US $4000 must register in UNGM in order to participate in solicitations and be considered for purchase orders and/or contract award. The UNGM and Umoja integration allows for information from UNGM to be populated in both SRM and ECC as a Business Partner. Commercial companies cannot be created in the Umoja system directly as BP with UN Vendor role. Non-UNGM Commercial Vendors In exceptional situations, particularly when there is no competition involved, a vendor may be entered into ECC as a Non-UNGM Commercial Vendor. This is often the case for utility providers and individual landlords. Further, vendors used for Low Value Acquisitions (purchases below US $4000) do not have to register in UNGM even though UNGM registration is encouraged, especially when the purchases are repetitive. They can be created directly in the Umoja system as BP with UN Lowvalue Vendor role. Commercial Customers Companies that made payments to the UN has to be created as BP with UN Customer role in Umoja. Commercial customers may be UNGM registered vendors, in which case two BP numbers have to be created and linked due to UNGM integration requirement. This does not applied to noncommercial entities (i.e. one BP number with both UN Vendor and UN Customer 15 roles).
TR Individuals Commercial Third Parties Business Partner Group ID and Number Range Each BP group has a different group ID, as well as number range. Business Partner Grouping Group ID BP Number Range Source Member States (Permanent Mission) Z011 1111XXXXXX OPPBA Non-Member State (Holy See etc.) Z012 12XXXXXXXX OPPBA Government and Local Authority Z013 13XXXXXXXX OPPBA UN Agency, Fund, Programme Z014 14XXXXXXXX OPPBA Inter Governmental and NGO Z015 15XXXXXXXX OPPBA Commercial Vendor (UNGM) Z010 111XXXXXXX UNGM (PD) Commercial Customer Z018 18XXXXXXXX OPPBA & UNGM Vendor (Non-UNGM) Z019 19XXXXXXXX OPPBA Individuals externals, Independent Contractors, Consultants, etc.) Staff Member, Ex-Staff Member, Retirees, Survivors Z016 20XXXXXXXX FPD & OHRM (Index#) Z020 20XXXXXXXX OHRM (Index#) Non-Staff Military and Police Z021 20XXXXXXXX FPD (Index#) Treasury Partner Z017 17XXXXXXXX OPPBA (Treasury) 16
InfoPath form / ineed iseek All Data Governance Forms, Processes, and training material are maintained on the iseek website at the path: UNHQ iseek> Umoja> Master Data Maintenance. 17
InfoPath form / ineed iseek Find the corresponding form and download it. Alternatively, the direct URL is http://fss.dfs.un.org/of/publicformslistview.aspx *Note: Requestor shall always use the latest version of the forms by directly accessing and downloading them from this site, and not reused the saved copies of their request forms. 18
InfoPath form / ineed 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. It may be reviewed and signed off by an authorized person. Then it will pass on to the Data Maintainer, as directed in the Data Governance process. *Note: Suggest not to copy anybody when sending the form. Don t send multiple forms within one email. 19
Finance BP MDM 20
What is the [current] governance structure for MDM? Finance MDM Governance Committee Finance-CMDT Core Finance Master Data BP Third Party BP Banking Data BP Treasury Partner Centrally Located Maintainers & Approvers Central and Regionally Located Maintainers Local maintainers (i.e. cashiers or equiv. at each duty station) Centrally Located *** Decision points: Volume of requests, time sensitivity, technical expertise required, etc... Local Approvers for Local Payments Central & Regionally Located Approvers for Non-Local Payments 21
BP Third Party Group Z011-Member States (e.g. Permanent Mission of Japan to the UN) Z012-Non-Member States (e.g. Palestine, Vatican) Z013-Government and Local Authority Ministries (e.g. Ministry of France, Spain) Government Agencies (e.g. CIDA) Paymasters (for FPU, military contingent, Police, etc) Municipalities (e.g. City of New York) Z014-UN Agencies, Funds & Program Z015-Inter-government organizations and NGOs Club, schools, associations FSU (field/local staff union) 22
What are the MDM roles? Workflow & System Roles Requestor Determines a need for create, update, or delete of a data element and submits a request providing all needed data inputs Reviewer CFOs or equivalent Examines the request for its accuracy and completeness Approver Provisioned system role (for BP Bank Data) Evaluates the reviewed request as per its approval criteria Maintainer (BP Third Party Maintainer / BP Bank Data Maintainer) Provisioned system role Actions an approved request for entry into the system 23
Human Resources Individual Business Partners Master Data Maintenance 24
What is the [current] governance structure for HR MDM? MDM Governance Committee Overall governance for MDM across all functional areas Human Resources CMDT (OHRM) Overall governance for Human Resources MDM HR MDM procedures, HR data integrity, volume management Individual BP Data Maintainers Maintain/ Approve IBP Centrally managed (NY) Centrally located (Valencia) 25
IBP scope for Foundation Cluster 1 and Cluster 2 All staff and non-staff must be created in Umoja through the MDM process as all payments are disbursed through Umoja Cluster 3 Only individuals that are required to support Real state functionalities must be created in Umoja through the MDM process (e.g. Facilities Planner etc) Other staff and non-staff payments will still be disbursed through IMIS and therefore there is no need to create them in Umoja through the MDM process UE1 Once UE1 goes live, the onboarding process in HR will automatically created the BP records. 26
Individual Business Partners Business Partner Grouping Z016 - Individual External, non staff not payroll Business Partner Types Z100 Individual Contractor Z101 Consultant Z003 UNVs Z020 - Staff Member, Ex-Staff Member, Survivors and Dependents, Retirees Z001 International Staff Z002 Local Staff Z020 Retirees Z021 - Non Staff: Military and Police Z004 Military Staff Officer Z005 Military Observer Z006 UN Police Z007 Correctional Officer 27
What are the MDM roles? Requestor Determines a need for create, update, or delete of a data element and submits a request providing all needed data inputs Local HR role IBP Maintainer Authorized Umoja IBP MDM users Examines the request for its accuracy and completeness Seeks additional information from requestor, if needed Maintains all HR related data for IBP in Umoja 28
IBP Requests Key elements Personal data Index number BP group and BP type First and Last Name DOB Gender Nationality Address Payment information (to be used by Finance MDM) Banking data Requestor information 29