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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

Full coverage and photos of Umoja Pilot "go live", 1 July 2013


The Pilot Deployment of Umoja (Foundation) took place on schedule at UNIFIL, UNSCOL and UNHQ yesterday, 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 in a special video message made for the occasion, in which he approved the first symbolic transaction made in Umoja, raised by Under-Secretary-General Ameerah Haq of the Department of Field Support:

 

  • A special "go live" ceremony featuring UN senior management was held jointly at UN Headquarters and UNIFIL in Lebanon and was webcast live by UNTV. The entire event webcast is available here.

  • The UN Department of Public Information in New York released an official press release announcing the deployment, stating "Today, Umoja went live with a pilot deployment at the United Nations Interim Force in Lebanon (UNIFIL) and the Office of the United Nations Special Coordinator for Lebanon (UNSCOL).  More than 400 staff in Lebanon and at United Nations Headquarters in New York are now working within the Umoja solution. Read the press release here.

  • The UN Intranet site, iSeek, featured a front page article about the launch of Umoja Pilot and described how "Umoja Mentors" will be visiting UNHQ end-users' in their offices to assist with their first use of the solution. Read the iSeek story here.
  • Umoja thanks the hundreds of UN staff members and in particular our colleagues at UNIFIL, DFS/ICTD, UNGSC (Brindisi and Valencia) and OICT for their superb efforts, strong team spirit and effective support, allowing us to achieve this milestone after years of intense work and complex challenges.

 Here are a selection of photos of the events in New York and Lebanon: CREDIT:UN Photo/Rick Bajornas and John Richards




PRESS RELEASE: Umoja goes LIVE with Pilot Deployment at UNIFIL and UNSCOL

Press Release
ORG/1569
Department of Public Information • News and Media Division • New York

IN REFORM INITIATIVE TO HARMONIZE MANAGEMENT OF ORGANIZATION’S OFFICES WORLDWIDE,

UMOJA GOES ‘LIVE’ AT UNITED NATIONS IN LEBANON

After a long and intense journey, the Umoja design and build phases are coming to fruition.  Umoja (Foundation) was completed within the schedule, budget and functionality approved by General Assembly resolution 67/246.

Today, Umoja went live with a pilot deployment at the United Nations Interim Force in Lebanon (UNIFIL) and the Office of the United Nations Special Coordinator for Lebanon (UNSCOL).  More than 400 staff in Lebanon and at United Nations Headquarters in New York are now working within the Umoja solution.

Umoja “will help build the United Nations of the future — a more effective instrument of service for humankind,” Secretary-General Ban Ki-moon said in a special video message made for the occasion.

A state-of-the-art enterprise resource-planning solution using SAP software, Umoja will integrate and harmonize all transactions and use of data throughout the United Nations Secretariat.  It is being implemented because the Organization needs a new way to manage its resources in order to operate efficiently, meet Member State mandates and credibly report results.  Umoja represents an organizational transformation that will enable high-quality and cost-effective service delivery to the Organization’s many beneficiaries around the world.

Today, a special launch event was held jointly at United Nations Headquarters in New York and at the UNIFIL base in Naqoura, Lebanon.  On hand for the occasion were Yukio Takasu, Under-Secretary-General for Management, and members of the Umoja Steering Committee and senior United Nations officials such as Ameerah Haq, Under-Secretary-General for Field Support; Derek Plumbly, Under-Secretary-General and Special Coordinator for Lebanon; Major General Paola Serra, UNIFIL Force Commander; and Ernesto Baca, Assistant Secretary-General and Umoja Project Director.

Secretary-General Ban explained that “Umoja will harmonize the way we work in every UN office around the world by giving us a single databank and real-time information.  […] It is an integral part of management reform for the Organization.”

The pilot milestone is the beginning of a phased deployment, as all other United Nations peacekeeping missions supported by the Department of Field Support will also roll out Umoja (Foundation) by the end of the year, increasing the total number of Umoja end-users to more than 3,000 United Nations staff members.  All non-peacekeeping United Nations Secretariat entities will start adopting the Umoja solution (Foundation and Extension 1, which adds payroll, travel and entitlements) in 2014 and 2015.

By 2016, the Secretariat as a whole will have transitioned to Umoja as its central administrative tool, leaving behind multiple and fragmented operating models and enabling the organizational transformation that is possible with harmonized data, business processes and leading-edge technology.

Umoja thanks the hundreds of staff members, in particular those at UNIFIL, the Department of Field Support’s Information and Communications Technology Division, the United Nations Global Service Centre (Brindisi and Valencia) and the Office of Information and Communication Technology for their superb efforts, strong team spirit and effective support, allowing which facilitated this milestone after years of intense work and complex challenges.

For media inquiries, please contact Daragh Russell, Umoja Communications, at +1 212 967 5108 or russell1@un.org

For more information, please see http://umoja.un.org;www.facebook.com/unumojatwitter.com/UNumoja.

Umoja GO LIVE ceremony; Monday 1 July at 9 am New York time

On Monday 1 July 2013 at 9.00 am New York time, there will be a brief ceremony at UN Headquarters and Lebanon to mark the "go-live" of Umoja (Foundation) Pilot deployment at United Nations Interim Force in Lebanon (UNIFIL) and the Office of the United Nations Special Coordinator for Lebanon (UNSCOL).

The ceremony will be held jointly in New York and UNIFIL Headquarters in Naquora by video teleconference, with participation from UN senior management.

The ceremony will be webcast live at http://webtv.un.org.

The UN Community is invited to join us on Monday, 1 July 2013 at 9.00 am, in the North Lawn Building Conference Room 4 or by webcast. No RSVP required.

http://umoja.un.org
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June 2013 Newsletter

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

June 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) 

SG


SG Ban Ki-moon and UN Senior Management express thanks and support for Umoja

With just two weeks to go before Umoja Pilot, Secretary-General Ban Ki-moon thanked the global Umoja team, its five Process Owners at the level of Senior Management, the IPSAS implementation team, colleagues from the Departments of Field Support and Peacekeeping Operations, as well as the entire staff at UNIFIL, UNSCOL and all the Missions around the world for their hard work and dedication towards making Umoja a reality for the Organization... Read More


Final cycle of Umoja testing complete: solution is approved to go-live on 1 July

Four years of the Umoja plan, design and build phases are finally coming to fruition! After multiple cycles of Umoja testing, UN Senior Management have given approval for Umoja (Foundation) to "go-live" at a Pilot Deployment at UNIFIL and the UNSCOL, with support from staff at UN Headquarters, on 1 July 2013.... Read More


Umoja training underway at UN Headquarters and Lebanon

This week, Umoja training began in earnest for at Headquarters, UNIFIL and UNSCOL for end-users of Umoja, including computer-based courses and "early-bird" instructor-led training at HQ... Read More


Learn more at
umoja.un.org

- Browse the Umoja Glossary
  - Read the FAQs
  - Umoja Foundation
  - Preview Umoja (Demos)



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Umoja: a simplified and real-time approach to the UN’s management of finances, resources and assets. Learn more at our website: umoja.un.org

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