Access for UN staff only

 

Umoja User Updates - 30 September 2015


Dear colleagues,

Welcome to the third edition of the Umoja User Updates, for UN Staff Members at UNHQ, UNOG, UNOV, ECLAC, ECA, ESCWA, Tribunals, Peacekeeping and Special Political Missions, and other UN offices globally "going live" with Umoja in November 2015 (i.e. "Cluster 4").
 
These updates will provide helpful tips, instructions and resources to help you and your team prepare for Umoja go-live in November! Previous editions of the Umoja User Update are on our website.

Tell us how you feel about Umoja

We are requesting the kind participation of future Umoja users at Cluster 4 in a brief survey to assess readiness, expectations and perceptions of Umoja.

The survey will take about 5 minutes to complete. Please click here or copy and paste the following URL into your browser: http://efm.unlb.org/Perseus/se.ashx?s=6ACDF2C24B692B41

Please complete the survey at your earliest convenience and no later than COB Monday, 5 October 2015.

Getting Ready for Umoja

1. Activate your Unite Identity! You will need a Unite Identity account activated (if you have not done so) to access Umoja after go-live! Visit our website to learn more about Unite Identity.

Your Unite Identity credentials are your Umoja login and password. Unite Identity is required for Umoja Training and to access the solution in November. To activate, check your UN email account for a message from OICT from the address "UniteIdentity-no-reply@un.org" providing your Unite Identity User ID and a temporary password, with instructions on how to log in to Unite Identity, change your temporary password and set security questions on your Unite Identity account. See Umoja Unite Identity Quick Guide attached.

2. Practice self-service transactions on our website: All Umoja users will begin using Umoja Employee Self-Service to apply for Annual Leave shortly after "go live". Similarly, if you are a Supervisor of Staff, you will begin to use Umoja Manager Self-Service shortly after "go live" to approve leave and other administrative requests. It is very easy to familiarize oneself with the Annual Leave request and approval processes in Umoja -  learn using the tutorials, simulations on our website HERE and work instructions prepared by Umoja and OHRM Training which will walk you through the process of applying and approving leave in Umoja - see attached and on our website today.

Read more about Employee and Manager Self-Service HERE and visit our website to view demos and simulations today!

3. Official Training for Transactional Users: If you are mapped as a Transactional User, you will be registered for official training through inspira at your entity. Please contact your local training coordinator for specific questions about Training for Transactional Users. Our website features a helpful manual which lists all the Umoja Training courses associated with each role in Umoja.

Please note: Official Umoja Training will continue to take place for new users after the November go-live date, and on a continuous basis as Umoja deploys throughout the Secretariat. Speak with your  local Umoja Training team to find out about training opportunities.

All Umoja Training Material is available for review on the Umoja website,  including User Guides, Job Aids and In-Course Materials. 

4.Local information for new users: We have created a new page on iSeek which will feature all the local information which new users will need to prepare for the transition to Umoja, including local support clinics which will be offered at the deploying entities to assist the users in getting up and running on Umoja. Also, Local Process Experts (local Umoja "superusers") will be on hand to advise on issues using Umoja. Stay tuned to our iSeek page for updated information.
 
5. Visit "The Hub" - the online Resource Center / Wiki and User Manual for Umoja users on Unite Connections.

The Umoja Resource Center is an interactive hub of Umoja knowledge and support, including a User Manual in Wiki format, as well as forums to ask and answer questions. Try searching for key words or phrases in the wiki to find the info that you need.


We will continue to update you as we progress towards deployment on all matters relating to Umoja Users, including Training, Change Discussions with Managers, Help and Support for Umoja, etc. We thank you in advance for your commitment to making Umoja a success, for the benefit of our Organization and its beneficiaries around the globe. 
 
Please feel free to reach out to us at umoja@un.org with the subject "New User".

Thank you and all the best,

The Umoja Team
Tel: +1-212-963-4014
Email: umoja@un.org
http://umoja.un.org
Umoja: Be the Change

UNHQ Umoja Townhall: Ready for “Go Live”!


On 15 Sept. 2015 there was a Townhall Meeting for all Staff at UNHQ on the upcoming deployment of Umoja. The meeting was hosted by the Under-Secretary-General forManagement, Mr. Takasu, with participation from the Assistant Secretary-General/Umoja, Mr. Ernesto Baca, the Assistant Secretary-General/Chief Information Technology Officer, Ms. Atefeh Riazi, the HQ Deployment Group Lead, Mr. Christian Saunders, and Umoja Process Owners.

The Townhall Meeting focused on the specific changes and improvements which Umoja will bring to UNHQ Staff when it goes live, in particular in the area of self-service, and provided information about training, help and support and how to manage the transition to Umoja.

Questions were taken and answered by respective speakers on some key issues and concerns:

  • The move to Unite Identity (in future, single sign on for all UN applications): Ms. Riazi reminded all Staff of the need to activate their Unite Identity account as it will be necessary to login to Umoja in November. If you did not receive an activation email, please contact OICT Unite Service Desk right away (unite.un.org/ictsupport)!
  • Concerns about Payroll: Staff expressed concern that Payroll may be affected by the Umoja deployment. Mr. Baca assured the participants that accurate and timely execution of Payroll for Staff is of the highest priority for Management, with several contingency plans in place to ensure that all Staff are paid accurately and on time.
  • Help & Support for Umoja Users: focal points at all UNHQ Departments and Offices will be the first line of support for new users, and UNHQ will also provide walk-in support on on the 15th floor of the UN Secretariat in the first 90 days post-go-live according to Mr. Saunders.
  • “Umoja User Updates” are being sent to over 20,000 Staff Members who will become Umoja users in Nov by email and via the Umoja website. The updates provide helpful tips for Staff such as completing ESS/MSS TutorialsUmoja Introduction for Staff, attending ESS/MSS kiosks held at UNHQ, checking out the Hub/Resource Center on Unite Connections, and having change discussions with managers.
  • To enable easy access to Umoja resources, the Office of Information and Communications Technology has made an Umoja icon available on all desktops at UNHQ that gives you 1-click access to the Umoja website. Staff will also see important messages about Umoja pop-up in their web browser when restarting their computers.

For more information, user updates, and tutorials on Umoja, please visit the Umoja website athttp://umoja.un.org

Also visit our Facebook page to see photos of colleagues and Umoja events on the global journey towards "Go Live!"

Umoja Celebrates International Day of Peace with UNHQ

UN Umoja colleagues in NYC participated in last week's aerial photograph for the upcoming International Day of Peace (21 Sep)! Many thanks to one of our great Umoja project leads for passing these along.

Take a quick break to stand for a worthwhile cause. "Que Faites-Vous Pour La Paix? What R U Doing 4 Peace?"

 

Just 47 days until Umoja "go live"! -- Umoja User Updates -- 14 Sept. 2015

Dear colleagues,


This is the second edition of the Umoja User Updates, aimed at all UN Staff Members at UNHQ, UNOG, UNOV, ECLAC, ECA, ESCWA, Tribunals, Peacekeeping and Special Political Missions, and other UN offices globally "going live" with Umoja on 1 November 2015 (i.e. "Cluster 4"). 
 
These updates will provide helpful tips, instructions and resources to help you and your team prepare for Umoja go-live in just 47 days! If you missed theprevious edition of the Umoja User Update, you can find it on our website.

Where are We now?

After a long journey towards deployment across the global Secretariat, Umoja will "go live" at almost 40 different global locations of the UN Secretariat on 1 November 2015, in just 47 days from now. The deployment at Cluster 4 is the largest and most complex phase of Umoja to date. Approximately 30,000 UN Staff Members at UN offices globally will join the 12,000 Staff Members already using Umoja at Peacekeeping and Special Political Missions, OCHA, ESCAP, UNON, UN-Habitat and UNEP. 

Visit our Facebook page to see photos of colleagues and Umoja events on the global journey towards "Go Live!"

Why Umoja is Important for You

If you are a UN Staff Member, you will begin to use Umoja Employee Self-Service shortly after "go live". 
Using Employee Self-Service (ESS), UN Staff will conduct the following transactions: Update Personal Information (address and emergency contact), apply for Rental Subsidy, manage Dependency Allowances, Time Management (attendance and leave), Benefits (Insurance enrolment), Separation Checklist, Work and Life Events, Travel Initiation and Travel Expenses.
For instance, regardless of what method Staff at your location uses to apply for Annual Leave today (i.e. Lotus E-Leave, Flextime, Paper Forms, or other) all new Umoja users will begin using Umoja Employee Self-Service to apply for Annual Leave shortly after go live on 1 November. 

Similarly, if you are a Supervisor of Staff, you will begin to use Umoja Manager Self-Service shortly after "go live" to approve leave and other administrative requests.
Official Umoja Training

Umoja is a complex Enterprise Resource Planning solution which will replace numerous legacy IT systems currently used in UN management and administrative processes today (including IMIS). If you work in the areas of Finance, Budget, Procurement, Logistics and Supply Chain, Human Resources, Travel, Payroll and Insurance and more you may be mapped to become an Umoja Transactional User (a "heavy user" of Umoja for work). If you are mapped as a Transactional User, you will be registered for official training through inspira at your entity. Please contact your local training coordinator for specific questions about Training for Transactional Users. 


How to Prepare for Umoja!
      1. Attend the Umoja townhalls and ESS/MSS kiosks taking place at your location. At UNHQ, there will be a global Umoja townhall for all Staff on 15 September at 11 am in the Trusteeship Council Chamber.
        2. 
Read more about Employee and Manager Self-Service HERE and visit our website to view demos and simulations today!
      3. Official Training: if you are a Transactional User (a "heavy user" of Umoja for work), you will be registered for official training at your entity.  Please contact your local training coordinator for specific questions about Training for Transactional Users. 
        4. Get your Umoja login and password! Please activate your Unite Identity account (if you have not yet done so). Unite Identity is required for Umoja Training and to access the solution in November. To activate, check your UN email account for a message from OICT from the address "
UniteIdentity-no-reply@un.org" providing your Unite Identity User ID and a temporary password, with instructions on how to log in to Unite Identity, change your temporary password and set security questions on your Unite Identity account. See Umoja Unite Identity Quick Guide attached.
        5. Check out "
The Hub": a new online Resource Center for Umoja users on Unite Connections. The Umoja Resource Center is an interactive hub of Umoja knowledge and support, including a User Manual in Wiki format, as well as forums to ask and answer questions. 
        6. Visit The Umoja website 
http://umoja.un.org, the Umoja pages on iSeek (the UN intranet) http://iseek.un.org/Umoja and the Umoja Community on Unite Connections https://unite.un.org/connections/communities/community/umoja for lots of helpful resources, handouts and news to help you along on the journey towards Umoja.We will continue to update you as we progress towards deployment on all matters relating to Umoja Users, including Training, Change Discussions with Managers, Help and Support for Umoja, etc. We thank you in advance for your commitment to making Umoja a success, for the benefit of our Organization and its beneficiaries around the globe. 
 
Please feel free to reach out to us at umoja@un.org with the subject "New User".

Thank you and all the best,

The Umoja Team
Tel: +1-212-963-4014
Email: umoja@un.org
http://umoja.un.org
Umoja: Be the Change

get ready rev.jpg

AnnualLeave.pdf

Submit a leave absence request work instructions.pdf

Approve requests for leave absence by Time Manager .pdf

Umoja - Unite Identity Login Quick Guide.pdf

A new year, a new start with Umoja in Addis Ababa

On 10 September 2015, two days before the arrival of the Ethiopian New Year, the Economic Commission for Africa in Addis Ababa (UN-ECA) held a successful Umoja Day with over 500 staff members attending the awareness raising and information sharing activities.

Staff members filled the Rotunda of the African Hall to hear more about the workings of Umoja; its processes, advantages and ways to start operating it. Opening the activities, Ms. Giovanie Biha, ECA’s Deputy Executive Secretary for Knowledge Delivery praised the Umoja Deployment Team for its “hard and wonderful work and for generating great interest in the staff  to learn about Umoja”. She encouraged the entire organization to “embrace this change” that comes with Umoja.

As with all new ventures, in-depth clarifications are required to smooth over concerns from staff that have to acquaint themselves with a new way of doing business. Umoja Deployment Team member, Ms. Mahlet Yihedgo, gestured, drawing a circle in the air with her hand, and explained to a security guard that he had to visit all five booths in the hall, starting with the Training and User Support and certainly not miss the opportunity to talk to the Travel & Medical Clearance Local Process Experts.

Asking for division names from each questioner before answering, Mr. Rury Molina, an expert on procurement tailored his responses for each position’s needs and explained the advantages of “no longer relying on paper work”.

The Umoja team was pleased with the attendance and the outcome of the discussions. Ms. Shewanesh Tadesse, a Facilities Manager and member of the deployment team said, “everyone is taking responsibility and this has been a great day for Umoja awareness and understanding”.

The quality of information presented was found to be excellent and useful.  “Each subject matter was covered well taking us to another level. With Umoja, the staff member is truly in power,” said staff member Ms. Immacule Uwanyiligira.

Mr. Bewketu Bogale, an Umoja Training Team member, confirmed that the Umoja Day will be followed by demos and more intense and targeted training. Between now and 1 November, when Umoja goes live at ECA, Mr. Bogale will be “busy providing the right skills to the right people”.

The subregional offices viewed the activities live through video conferencing and got their chance to pose questions to the various experts in Addis.