Access for UN staff only

 

SG’s transformative initiatives - Umoja and Mobility

 

SG’s management reform initiatives are well under way but change is never easy!

Umoja and Mobility are indispensable for building a truly global and efficient Secretariat, along with other major transformative initiatives currently underway, such as IPSAS, the new ICT strategy, Global Service Delivery Model (GSDM).

The new mobility system will nurture a UN workforce, who is truly global, dynamic and adaptable to the future needs of our organization, through periodic movement of staff to different roles, functions, departments and duty stations. It will help staff gain wider experience, better insight and many more skills, allowing them to not only advance their careers, but to better meet the complex and difficult demands placed on the Organization.

With the approval of the General Assembly and after several years’ preparation, the colleagues from POLNET have already opted in to participate in the first managed mobility exercise. Vacancy compendium will be open for application in April.

Umoja is now a living operational system for 32,000 staff at 400 UN locations across the globe in almost 100 entities, with diverse cultures and mandates.  In stabilization stage, many of us are experiencing how challenging it can be to adapt to new ways.

Umoja, built on the same software successfully adopted by tens of thousands of leading global organizations, is the most ambitious transformative initiative undertaken by the Secretariat to date. It unifies hundreds of disparate operating models, databases and local practices into one common, harmonized solution that also enables a self-service element for staff and managers. It ensures that UN policies and standards are applied uniformly across all UN duty stations, 24 hours a day, 7 days a week anywhere in the world. It will allow us to run operations during emergencies by transacting from remote locations, if necessary. 

Umoja has already achieved tangible results:

  • We were able to establishthe first-ever UN emergency health mission (UNMEER) and have it up and running in a record time of 10 days;
  • 32,000 payslips are issued on schedule monthly;
  • 80,000 travel requests have been successfully processed on time;
  • 20,000 work orders have been processed, with 82% completed in less than 1.5 days;
  • 67,000 shopping carts worth $10.6 billion have correctly been processed;
  • 120,000 purchase orders worth $12.5 billion have been entered ;
  • 5,200 grants amounting to $4 billion have been created and managed

At the same time, Umoja represents an unprecedented and complex challenge for many of us to internalize and master the new operation system.  There are the teething issues which are to be expected from such a sophisticated solution. It will take time to master and to adapt to the stricter operational and fiscal discipline that the system demands. 

Thanks to the feedback received during the post implementation, every effort is being made by the Management team to resolve backlogs promptly, update policies, simplify processes, streamline service delivery and enhance systems solution.  I urge you to keep on being demanding and critical because, combined with a constructive attitude, it forms the basis for improvement. I would also urge you to always use the formal reporting channels if you find issues getting in your way to properly conduct business. This is, of course, the most professional and expeditious way to get your real problems solved.

The effort is producing result, but its success depends on all of us. Once we jointly manage to stabilize and master the new way of working, we will be able to proudly say that we were the generation that brought the most important business transformation to the UN in its 70 years of history.

System Error related to installment payments to Implementing Partners

Umoja is currently experiencing an "overall budget exceeding" system error when processing a second or subsequent down payment against Implementing Partner Purchase Orders.
  
This issue was escalated with a high priority to SAP. Umoja has received an "SAP note" to resolve the system error. However, a few days are needed to complete the necessary tests prior to moving the fix to the production environment.  
 
 INTERIM SOLUTION

Scenario A | Interim financial statement received from the Implementing Partner with a request to process a second or subsequent down payment 

Solution | Do not enter service entry sheets from Implementing Partner until the system fix has been moved to the production environment
 
(i)      A scanned copy of the expenditure report received from the Implementing Partner should be attached by the substantive offices when requesting a second or subsequent down payment for the Implementing Partners, as appropriate.
(ii)    The respective Accounts Office will process the second or subsequent down payments in line with the agreed schedule of payments without processing the service entry sheet in Umoja.   
(iii)  Once the solution from SAP is implemented, OAHs/Departments will be informed to enter and process the respective service entry sheets.
(iv)  No final payment should be made to the Implementing Partner before all service entry sheets have been entered and processed in Umoja.

 

Scenario B | Service entry sheet received and entered/approved with a request to process a second or subsequent down payment

Solution | Escalate all urgent cases to the Grants Management team through your respective Accounts offices for assistance in processing the payment requests 
(i)      The substantive offices will submit the urgent requests for second and subsequent down payments for the Implementing Partners.
(ii)    The Accounts Offices will designate a Downpayment Creator and Downpayment Approver to work with the Umoja team to process these down payments.
(iii)  Through the designated focal points, the respective Accounts Offices will consolidate and submit the urgent cases to their GM focal point in Umoja.
(iv)  The consolidated submission must include the iNeed ticket raised for the specific case.
  
The Umoja Team will provide updates once this issue has been resolved.

31 March, UNHQ: "A Conversation with ASG Stephen Cutts: How and Why a Flexible Workplace"

31 March 2016 
3-4 pm
Conference Room 8, UNHQ

The United Nations Department of Management presents: 
"A Conversation with ASG Stephen Cutts: How and Why a Flexible Workplace"

Please RSVP HERE

Flexible Workplace will bring UN Headquarters into a new era, by providing UN Staff the flexibility to choose where and how they work. 

Today, staff is assigned to an individual workstation or office. In Flexible Workplace, most staff members will be assigned to a floor where they can choose from a variety of available workspaces, each optimally designed for different work needs. Staff members will be able to move around between workspaces as their needs change during the work day. There will be workplaces designed for team collaboration, others for individual work, and working lounges for informal or impromptu meetings and social breaks. There will also be more enclosed spaces for private conversations, whether by phone or in person. The Flexible Workplace team is engaging with each impacted department to understand their specific work needs, so that the design of individual floors is tailor-made for the occupants. 

You can learn more about Flexible Workplace at https://flexibleworkplace.un.org

All Staff  in New York are invited to attend the conversation event to engage in an open and informal dialogue with ASG Steve Cutts, ask questions and learn more about this important topic. Please RSVP HERE

You will be invited to submit questions for Mr. Cutts during the RSVP process (anonymous submission is possible).

This is the first of a new series of informal events by the Department of Management at UNHQ which are intended to provide an open forum for discussion between Staff and Management. DM is working towards an evolving and modern UN ,where Staff and Managers can engage openly on important issues. 

DR Test Postponed: Umoja will be available on 5 March

Please note that the Umoja Disaster Recovery System test scheduled for 5 March in line with OICT guidelines, has been postponed to 12 March 2016.

Therefore, Umoja Production Systems will be available as normal this Saturday 5 March.

The test of the Umoja Disaster Recovery System will now take place on Saturday 12 2016 March. During the scheduled downtime, all Umoja Production Systems (ECC, SRM/Portal, Employee and Manager Self-Service) will be unavailable, from Saturday 12 March 8 am NY time (2pm CET) to 4pm NY time (10pm CET).

The Umoja Disaster Recovery System is tested on an annual basis, to ensure that in the case of a true emergency the United Nations can continue to operate and use Umoja Production Systems seamlessly.

As always, the Umoja team is making every effort to minimize the amount of system downtime and appreciates your patience.

Please refer to the Umoja System Status page for updated information regarding Umoja systems availability. We will continue to update you on any other system availability announcements. Stay tuned to our website http://umoja.un.org for the latest Umoja information.

Umoja will be unavailable from 5-6 February 2016

Please note that all Umoja Production Systems (ECC, SRM/Portal, Employee and Manager Self-Service) will be unavailable this weekend from 6 pm (NY time) on Friday 5 February to 2 am (NY time) on Saturday 6 February 2016 (approximately 8 hours downtime), due to a scheduled test of the Umoja Disaster Recovery System.

The Umoja Disaster Recovery System is tested on an annual basis, to ensure that in the case of a true emergency the United Nations can continue to operate and use Umoja Production Systems seamlessly.

As always, the Umoja team is making every effort to minimize the amount of system downtime and appreciates your patience.

Please refer to the Umoja System Status page for updated information regarding Umoja systems availability. We will continue to update you on any other system availability announcements. Stay tuned to our website http://umoja.un.org for the latest updates.