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Three weeks since Umoja went live in Pilot Deployment

The Umoja Pilot went live almost three weeks ago at the United Nations Interim Force in Lebanon (UNIFIL) and the Office of the United Nations Special Coordinator for Lebanon (UNSCOL). 
 

Symbolizing the transition from the planning phase, to live implementation in the field, the project tagline has been officially changed from “Umoja: Making it Happen” to “Umoja: It’s Happening”, and the Umoja logo and brand have been revised accordingly.

The first deployment of Umoja includes Procurement, Finance, Budget, and Asset Management, a set of functionalities known as Umoja Foundation. It is replacing legacy software including IMIS, Mercury, Procure-Plus and working in parallel with Galileo for the time being.

Next year, Umoja will begin to roll out functionalities related to HR, travel and personnel entitlements, under Umoja Extension, at all UN offices across the globe.

Since the “go-live” of the Pilot in Lebanon, approximately 348 users have successfully logged in to ECC and an additional 174 have logged in to SRM to perform transactions in the areas of Procurement, Finance, Budget and Asset Management.

As of 17 July, 166 of 311 raised service requests have been resolved and a total of 145 service requests, 8 of which are of a "High" status, remain open in iNeed. Local helpdesks at each location are working together with DFS, OICT and ICC to resolve technical issues experienced by users.

The UNIFIL site coordination team credits the success of the Pilot Deployment to the leadership of Mr. Girish Sinha, the DMS of UNIFIL, who enabled his Mission to prepare for Umoja through strong leadership and guidance.

UNIFIL has kindly made their Umoja related materials available to all UN staff to review on their SharePoint site 

Intense preparations are now underway by the Umoja teams in New York and across the globe for the deployment of Umoja to an additional 13 Peacekeeping Missions and 3 Special Political Missions on 1 October. An additional 2,500 UN staff members are expected to be trained and using Umoja by the end of the year.

In the interest of helping the Missions prepare for Umoja Deployment and to allow all UN Staff Members peruse the Umoja Curriculum and Training Courses in advance, we have made all Umoja course materials available effective immediately on the Umoja website at umoja.un.org/display/public/Umoja+Training.

Umoja thanks all colleagues at UNIFIL, UNSCOL, DFS/ICTD, ICC, OPPBA, OCSS, OHRM and OICT for their hard work and close collaboration on Umoja deployment.

Umoja Newsletter -- July 2013

Umoja means “unity” in Swahili. It will streamline all administrative processes throughout the UN Secretariat, facilitated by the implementation of Enterprise Resource Planning (ERP).

July 2013
Header
Umoja means “unity” in Swahili. Umoja will streamline all administrative processes throughout the UN Secretariat, facilitated by the implementation of Enterprise Resource Planning (ERP).

Learn more at
umoja.un.org

Unifil

Umoja Pilot went live at UNIFIL, UNSCOL and UNHQ on 1 July

The Pilot Deployment of Umoja (Foundation) took place on schedule at UNIFIL, UNSCOL and UNHQ on 1 July 2013, with special launch events and other outreach activities taking place in New York and Lebanon. "Umoja will help build the United Nations of the future — a more effective instrument of service for humankind", Secretary-General Ban Ki-moon said... Read More

Update on Status of Umoja Three Weeks into Pilot

Since the “go-live” of the Pilot in Lebanon, approximately 348 users have successfully logged in to ECC and an additional 174 have logged in to SRM to perform transactions in the areas of Procurement, Finance, Budget and Asset Management. Local helpdesks at each location are working together with DFS, OICT and ICC to resolve technical issues experienced by users.... Read More

Umoja Business Re-engineering Group established

A Business Re-engineering Group (BRG) has been established to  drive the adoption of Umoja throughout the global UN Secretariat with Mr. Alexander Barabanov, former Director of Administration for UNON, appointed as Director of the new BRG. Reporting directly to the Project Director of Umoja, Assistant Secretary-General Ernesto Baca and working in close collaboration with the Umoja Project and Process Owners, the BRG will work to prepare all non-peacekeeping UN entities for Umoja deployment... Read More



  Umoja has moved to live implementation in the field! The project tagline has been officially changed from “Umoja: Making it Happen” to “Umoja: It’s Happening”



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Umoja Business Re-engineering Group (BRG) established; appointment of Director announced

Labels: wire, announcement

The Umoja team is working on multiple tracks to move the organizational transformation forward to enable high-quality and cost-effective service delivery to the Organization’s beneficiaries around the world.

The Umoja pilot may have just successfully deployed, but Umoja colleagues have their eyes also on the horizon and are planning for future milestones. One of the most complex tasks is to ensure that UNHQ, the Offices away from headquarters and the regional commissions  are fully prepared for the deployment of Umoja next year.

A dedicated team known as the Business Re-engineering Group (BRG) has been established to help make this happen. The BRG will drive the adoption of Umoja in order to migrate from different operating models around the world to one single, common approach.

The UN Department of Management is pleased to announce the appointment of Mr. Alexander Barabanov as Director of the Umoja Business Re-engineering Group. Mr. Barabanov commenced his new duties on 15 July 2013 and reports directly to the Project Director of Umoja, Assistant Secretary-General Ernesto Baca. His functions will necessitate his working in close collaboration with the Umoja Project and Process Owners.

As Director of the Umoja BRG, Mr. Barabanov will be responsible for the alignment of all the business re-engineering efforts with the guidance issued by the Process Owners. He will also provide advice to the Process Owners, the Umoja Project Director and managers involved in improving and refining the new operating model. He will be supported by a small team of highly qualified professionals assigned by the Umoja Process Owners, Offices Away from Headquarters, Regional Commissions and the existing Umoja team. 

Mr. Barbaranov is a 24-year veteran of the United Nations Organization. He joined the United Nations in 1990. After serving in the Office for Human Resources Management from 1990 to 1994 and in the UN Peacekeeping Mission in Guatemala from 1995 to 1996, he oversaw the establishment of the then-new UN Office at Nairobi in 1996. He has served as the Director of Administration at UNON for the past 17 years.

While Mr. Barabanov will remain based in Nairobi as the new Director of the Umoja BRG, he stepped down as Director of Administration for UNON effective 15 July.  An officer-in-charge of Administration at UNON will be designated in the next few days. 

Umoja announces new tagline, revised logo

Labels: announcement, wire

The Umoja Pilot went live on 1 July at the United Nations Interim Force in Lebanon (UNIFIL) and the Office of the United Nations Special Coordinator for Lebanon (UNSCOL).

Reflecting the transition from the planning phase, to live implementation in the field, the project tagline has been officially changed from “Umoja: Making it Happen” to “Umoja: It’s Happening”, and the Umoja logo and brand have been revised accordingly.

The Journey of Goods at a Peacekeeping Mission using Umoja

 

 

The “Journey of Goods at a UN Mission with Umoja” roadmap provides an overview of the process by which a Peacekeeping Mission will procure and receive goods using Umoja. The below points provide additional information about each step of this process and how Umoja will bring key improvements to the way the UN does its work.



Talking Points / Description of the Journey of Goods Roadmap (download as PDF here)

Step

Description

Additional Information

1

Requisitioner from the Medical Section searches in a contract catalog for medical supplies to add to Shopping Cart.

In most Peacekeeping Missions today, Requisitioners request goods and services in Mercury. Tomorrow they will use Umoja’s Supplier Relationship Management (SRM) module. Note: This “Journey of Goods at a UN Mission with Umoja” graphic provides an overview of the process for requisitioning goods over $4000. Low Value Acquisition (LVA) Purchase Orders are not included in this scenario.

Key Changes:

  • In Umoja, Requisitioners will search for goods and services via the “UN Contract Catalog.” This catalog will be maintained by Procurement and will include all goods and services currently available on systems or local contracts.
  • Once they find the good or service needed, the Requisitioner will add it to a “Shopping Cart.”

2

Requisitioner enters information such as funding source, delivery info, Incoterm, etc.

Since Umoja will use Requisition information to populate the Purchase Order, Requisitioners will be required to enter more information than they do today. Examples include:

  • The funding source (i.e., account assignment or cost centre used to pay for the good)
  • Delivery information
  • Preference for Incoterm (when UN takes ownership, etc.)

Today most of this information is added by the Buyers within Procurement who pull the information from multiple sources including IMIS, email/fax, physical forms, etc. With Umoja, Buyers will still be responsible for validating this information before submitting thePO.

3

Shopping Carts are automatically routed to the Cost/Fund Centre Manager (in this case, the Chief of the Medical Section) for approval, which occurs in Umoja.

 

  • With Umoja, once a Requisitioner submits a Shopping Cart, it will be routed to the Cost Centre Approver for approval.
  • The Approver will be sent an email alerting them that they have a Shopping Cart awaiting their approval.
  • The Approver will then log into Umoja and approve or reject each line item of the Shopping Cart. All corresponding documents will be attached to the Shopping Cart and can easily be referenced.
    • Note: Umoja will send email alerts to those involved in this process (e.g., Requisitioner, Buyer, Approver, Receiver) when an update has been made or action is required (e.g., shopping carts are approved/ rejected, approval is needed, goods receipt occurs.)

4

Upon approval, Purchase Order (PO) is automatically generated using information input by the Requisitioner, and routed to the Buyer in Procurement.

  • Umoja will significantly decrease the amount of time the Buyer within Procurement spends creating and processing a Purchase Order by pulling information from the Requisition and automatically generating the PO (for goods and services from contracts).

5

The Buyer validates that PO has been created according to terms of contract. If approved,PO is sent to commodity vendor.

  • The Buyer from Procurement will closely review the Purchase Order to ensure it was created according to the terms of the contract.
  • Buyers will validate POs before they are sent to the vendor.
  • POis then sent to vendor outside of Umoja.

6

Commodity vendor ships goods.

 

7

Goods arrive at the transit port. A virtual goods receipt is performed by MONUSCO allowing the UN to take ownership of the goods, in accordance with IPSAS (the International Public Sector Accounting Standards which are enabled by Umoja)

 

  • Staff members in Peacekeeping will have to operate in both Umoja and Galileo for the time being.
  • A Receipt of Good is conducted in Umoja when the UN takes ownership (i.e., when the good is delivered to theMissionor when it is transferred to theMission’s freight forwarder.)
  • If a good is delivered directly to theMission, it will first be received in Umoja followed by Galileo. If transferred to an authorized third party, it will require a “virtual receipt” byMissionstaff.
  • A virtual receipt will be made when there is a delivery confirmation from the vendor or the freight forwarder notifies theMissionthat it has received the good. Goods that are virtually received in Umoja will be received in Galileo once they physically arrive at theMission.

8

MONUSCO’s freight forwarder collects the goods and delivers them to the Receipt and Inspection section at MONUSCO.

  • This process will continue as it does today.

9

Goods arrive at MONUSCO. Receipt and Inspection section users complete the goods receipt process in Galileo.

  • Receipt no longer performed at all in Mercury
  • When the receipt of a good is performed in Umoja, the data from thePOis automatically populated into Galileo. A receipt in Galileo will still be required.

10

Payment is disbursed to commodity vendor.

  • Payments to a vendor can only occur after a 3-way match to ensure that the amounts on the invoice,PO, and goods receipt all match.
  • Umoja’s automated 3-way match function will save staff members a significant amount of time that would otherwise be spent manually matching thePO, goods receipt, and invoice.

Learn more about the Benefits of Umoja