Access for UN staff only

 

 

Please be advised that most Umoja applications (ECC, SRM/Portal and Employee and Manager Self-Service) will be unavailable on Saturday 30 April 2016 from 06:00 CET (12 am NY time) to 14:00 CET (8 am NY time ), for a period of 8 hours. The downtime is required to conduct necessary routine maintenance. 

Please refer to the Umoja Status page for updated information regarding Umoja availability and we will continue to update you on any other availability announcements. Stay tuned to our website umoja.un.org for the latest Umoja information. 

Umoja Release Notes

Dear colleagues,

We are pleased to announce that Umoja Release Notes are now available on the Umoja website under the System Status & Release Notes page.

The Release Notes aim to increase awareness among end users of significant Production changes to the Umoja solution, including defects resolved and enhancements completed.

Each Release Note will cover the following information:
- Release Note year and issuance number, for example, 2016-002.
- Period of time covered by the Release Note. 
- Production changes itemized by Process Area, for example,"CS: TV - Travel Management".
- Umoja INTTRK #, for Umoja internal tracking purposes.
- iNeed SR or WO, or the Umoja Change Request number (CCBREQ#).
- Description of the problem and the resolution.

The Umoja Team is planning to post these notes on a regular basis on the Umoja website. Currently, the Release Notes will be posted as PDFs, however, we are working on upgrading to a more interactive delivery mechanism.

If you have any questions or feedback, please contact umoja-production-support@un.org.

Best regards,
The Umoja Team

Dear Umoja users,

Please note that starting this April 2016, on the 25th of every month, Umoja will issue staff members’ Monthly Time Statement for their review and certification.  Each Monthly Time Statement will reflect the following:
  • All Absence/Attendance requests that have been approved for the previous month;
  • Leave balances as of the last day of the previous month;
  • All leave requests that are pending approval for the Monthly Time Statement period.

Additionally, on 29 April of each year, Umoja will issue staff members’ Annual Time Statement for their review and certification. The Annual Time Statement reflects all Absences that have been approved for the leave cycle 1 April to 31 March as well as leave balances as of 31 March.

In order for the time statements to accurately reflect leave taken during the previous month/cycle, it is critical for staff members to submit their leave requests on a timely basis and for the Time Managers to approve those requests before the 25 of every month for the monthly Time Statement, and to ensure updates are reflected in the Annual Time Statement.

We would like to remind:

- Staff members to ensure that all their leave requests for the previous month have been submitted using ESS;

- Managers that all Absences/Attendances routed for action for their staff be duly approved/rejected as necessary in ESS before the 25 of every month.

It is key to have your Time Statement up to date. In the case that your Monthly Time Statement does not appear to accurately reflect your leave for the period, you may amend your leave request in ESS or contact your Time Senior Administrator and the changes will be reflected in the Annual Time Statement. Please note that the Monthly Time Statement will not be re-generated to reflect the changes.

Please also note that on 3 April 2016, you have received an email notification to certify your Annual Time Statement. In line with the above and as the Monthly Time Statement for March 2016 will not be available before 25 April 2016, we are kindly requesting you to disregard the email received on 3 April. The existing Annual Time Statement will be removed instantly and you will receive a new email notification on 29 April 2016 to certify your Annual Time Statement for the Cycle 1 April 2015 to 31 March 2016. We apologise to those staff members who have already taken action and certified their Annual Time Statement. We kindly request all staff members to certify their Annual Time Statements upon receipt of the email notification on 29 April 2016.

Please refer to the Certify Time Monthly Quick Reference Guide for the specific procedure to certify your Monthly Time Statement. Also, please refer to the ESS/MSS tutorials for additional guidance.   

Thanks in advance for your collaboration in making the Monthly and Annual Time Statement certification exercise as accurate and smooth as possible!

Best regards,

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

Once you visit the new iSeek home page- Umoja is just one click away:

You can also find more information under the Spotlight section: 

...and under the Toolkit section:

            

 

 

 

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.

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 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. 

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.

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.

Please note that all Umoja production systems (ECC, SRM/Portal, Employee and Manager Self-Service) will be unavailable on Saturday, 23 January 2016 from 3 AM - 4 AM (NY time) due to essential system maintenance.

There may be disruptions in service availability on Sunday, 24 January 2016 from 3 AM - 4 AM (NY time) as well.  

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

Please refer to http://status.umoja.un.org for updated information regarding Umoja systems availability.

We will continue to update you on the blackout schedule and any other system availability announcements.

Stay tuned to our website http://umoja.un.org for the latest updates.

Umoja: Who is my HR Partner?

With the deployment of Umoja, many human resources administrative functions have been consolidated under the new "HR Partner" role. 

What is the role of an HR Partner?

Colleagues with the role of an HR Partner in Umoja are responsible for the processing of all transactions related to personnel administration and entitlements as well as some aspects of time and travel administration. 

For example, a colleague with the role of an HR Partner can assist you with:

  • Personnel administration such as processing personnel actions for on-boarding, movements, separations, and contract renewals
  • Entitlement processing such as dependency allowances, education grant, rental subsidy
  • Confirming eligibility for HR and entitlement-related travel such as travel on recruitment, home leave and family visit travel
  • Correcting incorrect time balances, such as annual leave and home leave points


Where are colleagues performing the role of HR Partner located?

In Human Resources, the HR Partner role consolidates administrative functions previously undertaken by colleagues of the Executive Offices and HR Services, OHRM. Consequently, staff from these offices have been collocated in the various hubs worldwide to support the deployment and stabilisation of the new system. 


How do I contact my HR Partner?

HR Partners have been assigned to provide support to each department or office. Staff may seek assistance via the following: 

  • Reach out to your LPE(s), ESS / MSS Focal Points, and the local support arrangements at your entity for general queries and troubleshooting, such as how to log on and submit requests via Employee Self-Service (ESS).
  • By email or telephone, consult the following link to look up those performing the HR Partner role by office or department: Who is my HR Partner?
  • By appointment, please contact your designated HR Partner for assistance.


What about other HR issues?

Other functions relating to human resources management continue to be handled by your respective office or department, such as the following:

  • Decisions on renewal of appointment, permanent and temporary movements, and determination of release date
  • Mobility, performance management and career development issues, such as upgrading of skills or training
  • Requests for special leave and issues relating to work schedules, flexible work schedules, overtime and CTO
  • Organizational management, including post or position management


If you require assistance with any of the above issues, your first point of contact remains your Executive Office. In the event the issue relates to personal administration, entitlements, or Umoja-related transactions, please contact a colleague performing the role of HR Partner for your office or department. 

UN Secretary-General Ban Ki-moon and Deputy Secretary-General Jan Eliasson stopped by the Umoja office at UN Headquarters in New York on Wednesday 6 January 2016, to greet the team members in-person and to express gratitude for the hard work of the global Umoja team and to acknowledge the significant progress made by the project over the past few years.

2016 marks the last year of the Secretary-General's term. He took the opportunity to thank the team for ensuring that the cornerstone of his plan for UN reform - the implementation of ERP - was accomplished successfully throughout the global Secretariat.

On behalf of UN senior management, we thank all those who contributed to Umoja's success, for your tremendous and tireless commitment and invaluable contribution to a successful implementation of Umoja.

We wish you all a productive and creative 2016!

You can download all the photos below in high-resolution HERE in zip format

All Umoja production systems (ECC, SRM/Portal, Employee and Manager Self-Service) will be unavailable from Thursday 31 December 2015 at 10 PM (NY time) until Saturday, 2nd January 2016 at 10 PM (NY time), due to essential system maintenance.

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

Please refer to http://status.umoja.un.org for updated information regarding Umoja systems availability.

We will continue to update you on the blackout schedule and any other system availability announcements.

Stay tuned to our website http://umoja.un.org for the latest updates.

Once UNHQ and the rest of Umoja Cluster 4 went live on 9 November, we soon entered into Ramp Up – the period of activities immediately following Go-Live to help staff transition to the new system and business processes. Ramp up activities for Cluster 4 are currently being conducted in 6 hubs globally: New York, Geneva, Vienna, Santiago, Addis Ababa, and Beirut.

The global Unite Service Desk, along with the four regional technology centres (Bangkok, Geneva, Nairobi and New York), provides around-the-clock support for key UN applications, including Umoja. While the Cluster 4 go live has been considered a smooth transition, the dedicated Ramp Up team continues to conduct several weekly meetings designed to identify any critical issues and provide integrated solutions. Since go-live, the UN Headquarters Deployment group has furthermore started running an Umoja Support Centre on the 15th floor of the Secretariat building, providing daily support to new Umoja users in New York and giving them access to in-house functional experts to get them further acquainted to the self-service and transactional user features and capabilities of Umoja.

Other global hubs are also well into their ramp up period and Umoja is being well received by staff. At the United Nations Economic and Social Commission for Western Asia (UN-ESCWA) in Beirut, ESS/MSS and Travel Clinics were established and provided training for ESCWA’s 14 different divisions including more than 400 staff. Newly appointed Director of Administrative Services Division, Mr. Pontus Molin is pleased with how the ramp up is going: “So far, ESCWA has successfully completed over 90% of its ramp up activities. The team has completed activities including education grants, travel claims, shopping carts, advance payments and more. I am very pleased to have arrived to find such a dedicated and committed group of people working so diligently to ensure that Umoja’s implementation in ESCWA is a success. Our dedicated Ramp Up Team is working hard with staff members in different areas to ensure that ESCWA’s operations will be up and running smoothly in Umoja as quickly as possible.”

During Ramp Up, staff are requested and encouraged to activate their Unite Identity, go through the Umoja User Guide Checklist, peruse the Umoja Step by Step Guide for login instructions to the various portals, review all relevant Umoja training material and simulations on the Umoja website, and explore “The Hub” Resource Center on Unite Connections to look up more information on Umoja by topic or keyword. The Office of Human Resources Management (OHRM) has also issued Ramp Up guidance on using Employee and Manager Self-Service after go live.

All participants had to keep in consideration that:
1. It takes time for people to learn to operate with new processes and systems.
2. It will have to emphasize post-go-live tasks in the ramp-up plan prior to creating transactions.
3. It is better to start slow and succeed than to go at full speed and potentially lose control and then have to redo transaction chains from the beginning.
4. Transactions started in the old system, IMIS, and completed in Umoja can be complex.

Since the Umoja Go Live, around 80% of the Transactional Users - also known as “heavy users”- have logged in the Umoja Production System at least once. This shows the expected adherence to new systems. Daily, around 10% of the total heavy users access SAP ECC, working in Finance, Budget, Procurement, Logistics and Supply Chain, Human Resources, Travel and Payroll.

Managers and senior managers at Cluster 4 entities are committed to working with their entity’s Local Process Experts to support staff post-go-live, remove roadblocks, and equip themselves with the training and knowledge to properly address any challenges ahead. To help answer any questions and transition their staff to the new system, each entity has successfully set up local support arrangements and provided further instructions on iSeek at: https://iseek.un.org/departmental_page/local-info-umoja-users. Local Process Experts at each entity are guiding users in entering / processing transactions, ensuring all end users participate, addressing any functional questions, and creating iNeed tickets to escalate technical inquiries from end users regarding the new system. Employee Self Service and Manager Self Service Focal Points have furthermore been identified from the pool of staff at each entity to provide specific support on the self-service portals.

Once Ramp Up is complete, Umoja Process Experts who have guided the entities’ Local Process Experts and facilitated status reports to the Umoja team in New York will then return to UNHQ to support production support tasks and prepare for Umoja Cluster 5.

To echo Chef de Cabinet Susana Malcorra and USG Department of Management Yukio Takasu’s sentiments during the global go-live event, Cluster 4 deployment was a significant project milestone for the Umoja team and the UN as a whole. Now we should focus on seizing this opportunity to adapt and improve how we work and conduct business.

When you log in to iSeek, the UN Intranet, on 15 December, you will use your Unite Identity login and password, instead of the Lotus Notes webmail credentials in use now. When would that apply? Typically, you would need to log into iSeek if you want to post an ad, if you are using the mobile version, or consulting from outside UN premises. But if you are using iSeek at your desk in an office that is within the UN network, then you still won't need to log in to consult iSeek, read the stories or use the directory, for example. 

iSeek is at the forefront of an initiative by the Office of Information and Communications Technology (OICT)  to unify access to systems known as Unite Identity. Formerly known as the Enterprise Identity Management Service (EIDMS), Unite Identity is an application that allows UN personnel to log in to various systems using a single user ID and password. It complies with ICT security policies, and allows the ability to reset your own password, and to create a global contact directory. Thanks to a close collaboration with OICT/Enterprise Application Center-New York, the UN Intranet will be the first Drupal web application to use Unite Identity in the UN.

Unite Identity is already being used for Umoja, Employee Self Service, Manager Self Service, Unite Self Service (for ICT support), and several applications in the field. This means that all Secretariat staff should already have a Unite Identity. But if you haven’t activated it yet, you are encouraged to do so. Visit the Unite Identity iSeek page for support.   

What are the benefits for iSeek users?

Users who could not log in to iSeek previously because they have Microsoft Exchange rather than Lotus Notes email accounts will be able to log in now. This is the case for a number of staff in Peacekeeping missions.  Staff from UNODC, UNEP, UNHABITAT and UNCTAD, who are part of the Secretariat, will be able to log in with their Unite Identity as well. 

Who won’t benefit right now, but could benefit later?

Staff in Agencies, Funds and Programmes will not be affected on 15 December. These users will continue to have access to iSeek through their own intranets, but won’t be able to log in externally unless they have Unite Identity accounts, or a manual account granted by the iSeek team.

Granting Agencies, Funds, and Programmes login access to iseek.un.org is a longer-term project, but moving to Unite Identity is an important step towards this goal.

What do I need to do?

Unless you have not activated your Unite Identity, users do not need to take any action. All existing iSeek Webmail-based (Global Notes LDAP) accounts will be migrated to Unite Identity automatically, including any associated content, such as ads or editorial access.  If, on 15 December, you have successfully logged in to your Unite Identity account, but are not able to log in to iSeek, please contact iSeek Support (iseek@un.org).

The United Nations Economic and Social Commission for Western Asia (UN-ESCWA) is well into its ramp up period and Umoja is being well received by staff. ESS/MSS and Travel Clinics were established and provided training for ESCWA’s 14 different divisions, including more than 400 staff members.

The newly appointed Director of Administrative Services Division Mr. Pontus Molin is pleased with how the ramp up is going. “So far, ESCWA has successfully completed nearly 91% of its ramp up activities,” states Molin. “The team has completed activities including education grants, travel claims, shopping carts, advance payments, and more. I am very pleased to have arrived to find such a dedicated and committed group of people working so diligently to ensure that Umoja’s implementation in ESCWA is a success.”

Their dedicated Ramp Up Team is working hard with staff members in different areas to ensure that ESCWA’s operations will be up and running smoothly in Umoja as quickly as possible.

Below are pictures from both training sessions and an ESCWA Ramp Up team group picture.

Many colleagues noticed that the pie chart of the mandatory training on Inspira appeared red, indicating incompletion status. Please note that the pie chart only reflects training completion status since 2012 when LMS was officially launched. Any specific training completed before 2012 is not reflected in this pie chart. To rectify this situation, OHRM and OICT have been working closely to do the following:

1. For now, you will see a floating disclaimer at the top of the page, which reads "This pie chart represents mandatory training completion status since 2012 when Inspira LMS was launched. OHRM and OICT are in the process of consolidating and integrating individual training history from before 2012. Thank you for your understanding."

2. Starting January 2016, the training data from before 2012 will be transferred and integrated into Inspira LMS and the pie chart will reflect the training status including historic training activity as well. 
 

As we are coming to the end of IMIS and other legacy systems life cycles, we wish to recognise the professionalism and altruistic support provided by our IMIS experts in FIOS and the ICT community across eight duty stations around the world, as well as the support of many other colleagues who have been working on legacy systems that are on their way to be discontinued.

IMIS was launched in 1993 and has served the Organization well during these years; in parallel, other systems have also been in use in many duty stations thanks to the creativity and ingenuity of many colleagues that have found ways of improving their operations.

At this juncture, we all agree that time was ripe to bring to the Organization a new integrated solution that would allow the Organization to adopt 21st Century technology and business best practices.

We salute our IMIS and other legacy systems colleagues for their contribution to the United Nations along these many years, and in particular for the extraordinary effort made in securing the success of Umoja. These colleagues have shown extreme professionalism and team work; they have at various critical stages been instrumental to overcome obstacles and in doing so have ensured the smooth transition to the new solution.

Together, let’s continue to build the United Nations of the future.

Umoja has gone live at Cluster 4! All UN Staff at Offices headquartered or supported by New York, Geneva and Vienna, ESCWA, ECA, ECLAC, International Tribunals, and nearly 40 DFS-supported Peacekeeping and Special Political Missions across the globe, are now users of the integrated Umoja solution.

This latest deployment brings the number of UN sites using Umoja to 400 locations globally, with more than 31,000 colleagues now using the solution to process and manage transactions, including Employee and Manager Self-Service.

This remarkable milestone means that for the first time, the entire global Secretariat has transitioned to Umoja as its new central administrative solution, enabling a more modern, efficient and transparent way of managing the Organization’s resources.

Umoja is a comprehensive ERP solution which will be used to manage UN administration and operations, ranging from procurement, logistics and supply chain, financial accounting, grants management, real estate, inventory and asset management, and includes a full array of Employee and Manager Self-Service functionalities, all of which provide the basis for the efficient management of resources in large organizations today.

Here is the information Staff needs to use Umoja!

Visit our website http://umoja.un.org for user-friendly guides and resources to help you get up and running on Umoja!

Umoja will "go-live" at Cluster 4 offices tomorrow, Monday, 9 November 2015. Please read this information carefully as new users will need it to proceed with logging in to the system for the first time.
 
PLEASE NOTE: within the next 24 hours new users will receive an email from "Do_Not_Reply_Umoja_Login@un.org", providing their Umoja/SAP User ID and a temporary password.  Note: users will not be able to login to Umoja production systems before go live.
  
Logging on for the first time
  • Umoja requires a two-layer login process, please see the Umoja Step by Step Guide on how to log on
  • The User ID for both login layers is always one's Unite Identity User ID.
  • The first layer login will require one's Unite Identity password.
  • The second layer login will require one's new Umoja/SAP password which users will receive shortly by email.

Important

During the initial period after Umoja go-live, many functionalities in Employee Self-Service will be limited to "Review" only. Users will be able to check their personal and banking information, but not make changes so as not to disrupt the next payroll cycle. Attached please find specific guidance from OHRM on how to manage Employee Self-Service during the stabilization period.
 
All instructions issued by your entity will be posted on iSeek at: https://iseek.un.org/departmental_page/local-info-umoja-users
Remember!
 
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.

2. Follow the Umoja User Guide Checklist  to make sure you are ready!
 
3. Login to Umoja for the first time using the Umoja Step by Step Guide
  
3. All Umoja Training Material and simulations are available for review on our website
  
4. Help and Support can always be found on the Umoja website
Good luck and welcome to all our new users! 

Dear colleagues,

Thank you to all who participated in our Cluster 4 pre-go-live survey to assess future users’ readiness, expectations and perceptions of Umoja. Your feedback was greatly appreciated.

Getting Ready for Umoja

Umoja is almost here! In just 5 days, we will all transition to a more modern and efficient way of working. Here are some critical steps you should take to make sure you are ready

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.

2. Practice self-service transactions on our website: 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: All Umoja Training Material is available for review on the Umoja website,  including User Guides, Job Aids and In-Course Materials. 

Final Instructions for New Umoja Users

Here is the information you will need to start using Umoja after it goes live on 9 November:


Thank you and all the best,

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

To mark the occasion of Umoja going live at Cluster 4, there will be a special global event held on Monday 9 November from 10-11 am in the ECOSOC Chamber at UNHQ, with participation from Chef de Cabinet Ms. Susana Malcorra, USG Takasu of DM, USG Khare of DFS and representatives of Cluster 4 entities via VTC.

Through remarks, videos and music, we will hear about the journey Umoja has taken over the past several years to reach this biggest milestone in the project. After 9 November, the entire global Secretariat will be using Umoja as the central UN administrative system, ensuring that we are all operating using the same data, policy and procedures.  

All Staff are welcome to attend, in person at NY Headquarters or via live webcast at: http://webtv.un.org/live-now/watch/umoja-9-november/4586224167001

For several months now, in preparation for the deployment of Umoja Extension 1, the staff at the Kuwait Joint Support Office (KJSO) have been working vigorously on deployment, training and communication activities to support its client missions of Afghanistan (UNAMA) and Iraq (UNAMI). At the forefront of it all is KJSO’s Umoja Deployment Team which is charged with ensuring that all staff in Kuwait, as well as at KJSO’s client missions, is ready for the deployment. Together with the full support of KJSO’s senior management and with the guidance and assistance of the Department of Field Support Umoja Project Management Office at Headquarters, the KJSO has been able to keep its staff and clients regularly updated on Umoja news and events as well as what to expect from Umoja Extension 1. 

“Change is inevitable. Resistance to change is only natural and expected. Our ability to cope with change to a large extent determines the effectiveness and success of our transition to the new state. Through various communications, training, and ramp-up activities including conducting weekly Deployment Team meetings, validating Umoja roles, hosting town halls, conducting Umoja Open Days; we believe our staff and clients now have a better understanding of the positive changes that Umoja will bring. We expect that they will not fear the change, but rather embrace it and be excited by it,” said Chief of KJSO Clifford Dias.

UN Staff listening during the Travel Management solution course

Dias, who is also the Umoja Deployment Team Lead for KJSO, pointed out that one of the big changes for Umoja will bring for all UN staff is Employee Self Service/Manager Self Service (ESS/MSS) which will include simplified approval procedures and self-certification. As ESS/MSS is the portal that enables staff members to carry out various personal tasks inside Umoja, the KJSO deployment team has made sure that all international staff in KJSO and its client missions have activated their Unite Identity accounts and are well aware of how ESS/MSS will affect them as staff members once it is deployed.

“I urge you all to continue to work with one another and further develop and hone your skills by leveraging the resources we have at our disposal including our in-house expertise as well as other materials available on the Umoja Department of Field Support Community of Practice or CoP. The more you talk to one another about Umoja and share your knowledge, the more you will grow as a professional and more effectively serve our clients,” Dias concluded.

For more information and news on UE1 and Umoja related matters, please visit the Umoja homepage and the Umoja Community of Practice website.

As part of the “Umoja Your Wednesday” communication series, the UN Economic and Social Commission for Western Asia (UN-ESCWA) held a Town Hall meeting on 30 September 2015 to keep staff members informed, especially with the nearing of the 9 November Go Live date.

ESCWA Executive Secretary, Rima Khalaf, addressed the staff at the meeting, and was joined on the podium by chiefs of sections of the Administrative Services Division involved in the implementation of Umoja, who also addressed the concerns of staff members and answered their questions.

“I have been checking the scorecards we receive regularly from Headquarters and I am very pleased that at ESCWA we have been doing very well. We have been among the very good performers, so thank you for all your efforts,” Khalaf said in her opening remarks. The Executive Secretary added that “the reason we convened the meeting is to talk about the remaining four weeks which are going to be very difficult. The blackout period is a ‘big thing’ and now we will start experiencing this big thing; all our legacy systems will be turned off and after that, Umoja will go live.” 

The meeting was followed by the opening of the Umoja mini fair where Local Process Experts (LPEs) from the HR and ICT sections as well as the Travel Unit were present to answer any queries staff members raised. Large monitors and information kiosks were set up to give a real feel of the environment staff members will be using and to address any questions related to processes of Benefits and Entitlements, Travel, Training, Unite Identity issues, and more.

Umoja-branded USBs, coffee cups, and placemats also brightened the day and helped keep staff members stay engaged in the change.

 

On 14 October 2015, Secretary-General Ban Ki-moon led an Umoja Global Townhall Meeting for UN Staff.  USG Yukio Takasu of the Department of Management, USG Atul Khare of the Department of Field Support, ASG Ernesto Baca of Umoja and ASG Carole Wainaina of the Office of Human Resource Management,  joined the SG at the podium.

The meeting was held in preparation for the deployment of Umoja on 9 November 2015 at all UN Offices headquartered in New York, Geneva and Vienna -including the offices they support- ESCWA, ECA, ECLAC, International Tribunals, and nearly 40 DFS-supported Missions across the globe. This means that an additional 12,000 staff will soon begin using the solution.

In his opening remarks, the Secretary-General said “Umoja is not an option. It is a necessity. We need to hit the ground running in 2016. In this time of peril and turmoil around the world, we absolutely need Umoja to enable us to continue delivering on our mandates... Umoja will allow us to learn what we can accomplish when we are unencumbered by an outdated administrative system”.

The speakers emphasized the amount of thought and effort put into the design and build of the Umoja solution, taking into account the varying needs of all users and duty stations. The solution will harmonize and standardize our processes and enable other critical reform initiatives, such as the Mobility Framework and the future Global Service Delivery Model.

The panel also stressed that as with any complex business transformation initiative, there will be challenges in the months following roll-out and that management commitment and strong teamwork will be essential to overcome any potential issue impacting the operation.

Among other issues, the speakers also assured staff that a successful and on-time disbursement of payroll using the new solution is the highest priority for senior management and that a thorough contingency plan is in place to ensure that staff receive their salaries. Following remarks from the panel, the floor was opened for questions from UN Offices , Regional Commissions and Field Missions.. Questions were asked and answered on issues ranging from the impact of Umoja on staff, particularly on staff retention and on temporary contract holders and retirees, the effect of Umoja on projects and posts which depend on voluntary contributions, challenges in Umoja user training, and the ways in which Umoja will work with other Secretariat-wide initiatives.

In their responses, the panel took the opportunity to reassure staff that  while the transition to Umoja and a new way of doing business will be challenging at times, every effort is being made to support the transition to “the new normal”  -  Umoja.

The officials emphasized that Umoja is ultimately “a means to an end”. Umoja will help enable the UN to address operational needs with greater agility, and better adapt to modern challenges.

The archived webcast of the Umoja Townhall Meeting is available at: http://webtv.un.org/watch/umoja-high-level-townhall/4557998430001

For more information, user updates, and Umoja Self-Service tutorials, please visit the Umoja website at http://umoja.un.org.  

Step by Step: Umoja Log On

Attached please find a brief guide (now also available on iSeek) which provides instructions on how UN Staff will log on to Umoja after go live on 9 November.

Please note, you will only be able to log on to Umoja on 9 November after you have been issued a separate Umoja/SAP password.

Umoja Login Step by Step.pdf

Thursday, 22 October 2015

11:30 am – 1:30 pm
Secretariat Lobby

All Staff in New York are invited to stop by the Umoja Kiosk and Monitor area in the Secretariat Lobby on Thursday, 22 October 2015 from 11:30 am to 1:30 pm to view demonstrations of Umoja Employee Self-Service transactions and to ask questions about Umoja and its self-service portal.

Umoja experts will be on hand to demonstrate how Staff will use Umoja Self-Service to request Annual Leave, Benefits and Entitlements and other commonly used transactions.
Visit http://umoja.un.org to learn more about Umoja and how it will change the way we work across the global Secretariat.

 

Unite Service Desk: around-the-clock support for key applications
 

  • Having trouble logging into Unite Identity?
  • Can’t submit your travel claim in Umoja?
  • Need to add external collaborators in Connections?
  • Lost a file in Docs?
  • Trouble with your performance document in Inspira?

Technology has revolutionized the world, making it possible to have video calls with friends and family anywhere in the world, manage your finances electronically, or view stunning images of planets at the far reaches of our universe.

But glitches, breakdowns, coding errors and other issues mean that, sometimes, technology fails us. We have all experienced the frustration of a site not loading, a computer or phone crashing, a forgotten password, or lost data.

In the UN, we have compounded our information communications technology (ICT) issues with fragmented and unregulated development of systems that are not always well documented or supported. Many innovative and effective tools have been built to meet the needs of the Organization, but lack of central coordination has led to unintended duplication.

The lack of adequate resources, or not having resources in the right place, has sometimes made it difficult to meet critical security and architectural standards. Dedicated staff have worked hard to provide quality ICT systems and services, but the fragmented environment makes it difficult, if not impossible, resulting in increased use of external resources.

With the ICT strategy (A/69/517), the Office of Information and Communications Technology (OICT) kicked off an ambitious and comprehensive roadmap to transform and modernize ICT in the UN. In collaboration with colleagues across Departments, OAHs, Commissions, and Tribunals, progress has been made globally in strengthening information security, streamlining applications, upgrading ICT infrastructure, rolling out key enterprise systems, and consolidating services.

One key achievement is Unite Service Desk, a global support desk for strategic UN systems that is available to staff around-the-clock (24 hours a day, 7 days a week). Officially launched earlier this year, our team works across five duty stations, providing coordinated support for key UN systems, including Umoja, which will include support for every staff member in the Organization.

Applications supported by Unite Service Desk

Unite Service Desk is on every UNHQ desktop

Our team is expanding and improving, but there will be growing pains. We appreciate your understanding and support as we expand this important service. Your feedback is critical to help us improve service and processes.

Please note, your local service desks or IT focal points will continue to provide day-to-day support for desktops, phones, and local systems. Check our website regularly (unite.un.org/ictsupport) for ongoing changes, news, announcements and service outages.

 

Map of ICT regional technology centres and contacts

Need help? Have feedback?

Contact us today.

Can’t get online? Or have feedback?

Urgent request after hours?

 

Please note there will be a scheduled Umoja blackout period between 30 October and 9 November 2015 to support the preparations for Cluster 4 Go-Live on 9 November. 

Umoja System Blackout for Cluster 4 Go-Live (30 Oct. - 9 Nov. 2015)

The Cluster 4 Go-Live Blackout Period is scheduled from 12.00 pm NY time on Friday 30 October to approximately 12:00 am NY time Monday 9 November 2015 to support the data conversions for Cluster 4 entities. 

During these transactional data conversions, Umoja Production Systems including ECC and SRM/Portal, as well as Employee and Manager Self-Service will be unavailable, to facilitate the migration of Cluster 4 data from IMIS into the Umoja Production system.

Blackout Forms are available on iSeek at https://iseek.un.org/departmental_page/blackout-forms-extension-1 to assist with tracking transactions that occur during this period so that they can be entered into Umoja once the system is made available. 

Please refer to the official memorandum issued from the Controller's office on the details on the blackout (note the start date has changed from 27 Oct. to 30 Oct.) and also to the Umoja Deployment Guide (wiki) on Unite Connections (Section 4.10)  for more information on Blackout procedures.

Further announcements regarding the blackout procedures, confirmed dates and times of the blackout schedule will be made closer to the dates as they become available. Kindly contact umoja-deployment@un.org if you have any questions or concerns.

Please refer to http://status.umoja.un.org for updated information regarding Umoja systems availability.

Staff are reminded that on 23 October 2015, a new, more dynamic version of inspira will go live after a short planned service outage from 17 to 22 October. Read our previous article about the update here.

During the service outage from 17 to 22 October, users will not be able to access inspira at all.

Staff will not be able to search for jobs, apply for jobs, create or manage job openings, access staffing information or performance documents, or enrol for learning courses:

Staffing activities:

  • Deadlines for job openings occurring within the period will be automatically extended.
  • Executive offices and administration have been notified on the impact of staffing activities.

Learning activities:

For all staff:

  • If you need to do a Computer Based Training (CBT) course in inspira/LMS before 22 October, you need to enrol and complete it (including assessments) before the 16th October
  • Please check if you have completed all mandatory courses for travel (i.e. Basic Security) as they will not be accessible through inspira during this period.

For Umoja transactional end-users - Computer Based Trainings (CBTs) which are prerequisites for Instructor Led Training (ILT):

  • Please note that CBT completion will not be possible during the inspira outage.
  • Please enrol and complete any prerequisite CBTs for face-to-face training that you are enrolled in during 17-22 October. You must complete the CBTs prior to 16 October. You may not be able to take any Instructor Led Training (ILT) during this period, if your prerequisite CBTs have not been completed successfully.
  • If you are unable to do the CBT this week – and need to complete it to participate in an ILT in the week 17-22 October – you can review the course materials here: https://www.unumoja.net/display/public/Transactional+User+Training.
    Please note that this does not constitute the completion of the CBT. After the 22 October, you are required to self-enrol in the specific CBT course in inspira/LMS and complete the assessment in order to obtain your final certification. This work-around is only accepted in the period 17-22 October.
  • The administration of ILTs during the period 17-22 October will be managed by your Regional Training Coordinators. All coordinators have been informed about these arrangements and can guide you accordingly.

Background:

inspira, the Secretariat’s platform for talent management, is being upgraded as part of the roadmap to modernize technology in the UN. Advanced technology provides critical support to meeting the strategic objectives of the Organization. In line with the ICT strategy (A/69/517), the Office of Information and Communications Technology has been working closely with the Office of Human Resources Management, to strengthen the technology behind talent management.

New York, 12 October 2015

The 70th anniversary of the United Nations is a powerful reminder of the vital need to defend and promote the principles of our Charter.

The opening of the 70th session of the General Assembly was an equally powerful reminder of our relevance in today’s changing and churning world.

Over the last weeks, we welcomed Presidents, Prime Ministers, Foreign Ministers and His Holiness the Pope.  Our work attracted leaders from civil society, the private sector, academia and the public at large.  They all came together to forge coalitions for transformative change and sustainable development under the umbrella of the United Nations.

That is the founding spirit of the United Nations.  In the face of grave and global challenges, I believe that we can continue to work together to fulfil our common vision of an effective, efficient, and truly global UN Secretariat that responds to the needs of “we the peoples”, and make this world better for all.

You entrust us with resources to translate commitments on paper into change on the ground. 

Today, it is my honour to introduce my proposed programme budget for the biennium 2016-2017 which supports implementation of the priorities established by the General Assembly in its resolution 69/264.

This proposal encompasses our vision and commitment to budget discipline and strict financial management.

As you know, recent years have been marked by progress in significant initiatives – IPSAS, Umoja, Mobility, and the ICT Strategy.  We have presented separate proposals on the Global Service Delivery Model and the study on long-term accommodation needs here in New York that are all aimed at improving efficiency and effectiveness in the delivery of our mandates.

The Secretariat is making major strides with respect to Umoja. In June, ESCAP, UNON, UNEP, UN Habitat and OCHA embraced this new way of working.

The next phase - cluster 4 – will be an even greater challenge, with 71 more entities, including New York, completing the global footprint of Umoja in November.

This is not an easy task, but I am inspired and equally humbled by the dedication and commitment of our staff in making Umoja a reality.

I know we all look forward to realizing the benefits of Umoja, through improved administration of our resources.

My proposals for the 2016-2017 programme budget are built on our progress.

They are fully in line with the three pillars of peace and security, development and human rights and based on  the priorities established by the General Assembly.

In formulating the proposal before you, I continued to challenge my senior managers to find new and better ways of delivering mandates more effectively and efficiently.  I urged them to rethink our business practices and embrace innovative synergies. 

  As you know, we presented a budget outline level of $5.74 billion to the General Assembly. The Assembly then invited me to prepare the 2016-2017 proposed programme budget on the basis of a preliminary estimate of $5.56 billion.

For the biennium 2016-2017, I am now proposing a budget level of $5.57 billion, before recosting.

This is 1.6 per cent -- or $90.8 million -- below the appropriation for the current biennium, and is $10.2 million, -- or 0.2 per cent -- above the budget outline figure set by the General Assembly.

The increase of 0.2 per cent over the Budget Outline figure is mainly due to the adjustments in light of recent General Assembly decisions on Umoja.

The proposals for 2016-2017 include resources for new and extended mandates – specifically contribution to the Resident Coordinator System; the strengthening of UNEP; public information activities for the principle of parity of official languages; the strengthening of the human rights treaty body system; the renovation of the Africa Hall and ESCAP; and support for Habitat III.

Overall, the 2016-2017 proposal reflects a net decrease of 56 posts compared to the current budget, primarily related to the freezing of posts.

This budget includes a preliminary recosting of $125 million, which combined with my proposal of $5.57 billion, would bring the regular budget requirements to $5.69 billion.

The proposal includes a provision of $1.12 billion for special political missions related to peace and security that are expected to be extended during the biennium. This reflects a reduction of $120 million compared to what I proposed in the Budget Outline. I am confident that we can manage the existing SPM portfolio and related mandates within the level set by the General Assembly.

We have reached a critical moment in shaping the future we want for our children and succeeding generations. 

Member States adopted the Addis Ababa Action Agenda and the landmark 2030 Agenda for Sustainable Development.

In December, Member States have committed to achieve a meaningful, universal climate agreement in Paris.

Taken together, these actions can help forge a new global development compact that pursues economic growth, human dignity and environmental sustainability.

My budget proposals do not yet reflect any possible financial implications required for the Organization to support Member States in achieving these goals.  We are working towards the most appropriate implementation framework for the UN system and the Secretariat.  As we assess financial implications arising from this framework, I will present any cost estimates to the Assembly. 

I look forward to continuing our joint efforts to realize the aims of the Organization and meet people’s high expectations. This is the start of a broader dialogue that will continue in the weeks to come.  My representatives are always available to answer your questions, and I stand ready to provide whatever help I can.

As you know this is my ninth year as Secretary-General and this proposed Programme budget is for 206-2017 biennium, this means half the executions will have to be carried by my successor. I have taken into consideration a different programme of budget for me, because I have to think about the future after my departure.

I have felt a sense of responsibility to make sure that my successor, whoever it may be, will be able to carry out his or her duties smoothly and with sufficient resources. That is my commitment, and that spirt is reflected in this programme budget. I really count on your strong support on this matter.

Let us work together to ensure that the United Nations makes the best possible use of our resources in the service of humanity.

Thank you.

UN Secretary-General Ban Ki-Moon

Read original statement: http://www.un.org/sg/statements/index.asp?nid=9126

7 October 2015 was an exciting day for UNHQ Staff as colleagues across the Secretariat came together at the Umoja Open Day and OICT Showcase to learn how Umoja and other enterprise applications will transform the way we work. The Umoja Open Day offered Staff the opportunity to learn more about Umoja in an interactive, friendly and informal manner.

The Open Day kicked off with welcoming remarks by the Secretary-General encouraging all Staff members to get ready for Umoja go-live in November. He then visited the different exhibit areas while staff participated in the event.


UN Secretary-General Ban Ki-Moon said in his opening remarks at Umoja Open Day: "There is always some anxiety... or some kind of reticence about changes. Nobody wants to change. But this is a time for change. Otherwise, we’ll be left behind", the Secretary-General said, encouraging staff to approach Umoja as an opportunity to be transformative and be adaptive to the changing world. “This is a very exciting day for me. It is an Umoja fair, an Umoja day. We’ve been working very hard for the past 3 years and we will go live on November."

During the Open Day, Staff had an opportunity to ask questions and interact with Local Process Experts (LPEs) who used large screen monitors to help showcase how they can use Umoja to update their personal information such as Benefits and Entitlements, submit Annual Leave and Travel requests, leverage data to improve the performance of their business from Umoja Business Intelligence, and manage other functions. The event also featured kiosks and informational materials all aimed at raising awareness and generating interest in the upcoming deployment.  In addition, Umoja partners such as OICT, iSeek, and OHRM participated and offered information on their latest programmes. 

A Global Umoja Townhall Meeting led by Secretary-General Ban Ki-moon and Senior Management will be held on Wednesday 14 October 2015 from 9:30 am - 10:30 am in the ECOSOC Chamber at UN Headquarters.

The Townhall meeting is intended to inform and engage UN Staff who will become Umoja users in November as part of the Cluster 4 deployment. The townhall will provide critical and practical information for all users to prepare for go-live and questions will be taken from Staff in the room and by VTC from the deployment hubs. The meeting will be webcast live via   http://webtv.un.org/watch/umoja-high-level/4506964246001.



Did you know?  

But do you know where to get help if you have any problems?

  • This week's update covers all the channels availed for Umoja support after go-live.

Who gives what support at ECA?

The Umoja support model relies heavily on local resources (personnel) for resolution of any problems.

As such, your

  1. Local Focal Points (LFPs) – are colleagues within our Divisions or Subregional Offices who have received training and are capable of assisting you with any problems using Employee Self-Service (ESS) or Manager Self-Service (MSS)

  2. Local Process Experts (LPEs) – are colleagues in each Functional Area (e.g. Finance, Human Resources, Supply Chain) who have been trained and certified to provide support to other colleagues having transactional roles in Umoja

  3. Information Technology (IT) Service Desk - is available to provide general support with respect to hardware, software, authentication, connectivity, etc.

How about Unite Service Desk (USD)?

Within the Umoja support matrix, issues that cannot be resolved locally by either our LFPs, LPEs or our IT Service Desk should be escalated to the Unite Service Desk (USD).

USD comprises four Enterprise Applications Support Centers responsible for specific geographical areas: Nairobi for Africa, Geneva for Europe, Bangkok for Asia, and New York for the Americas.

The three options for contacting the USD will be:

  1. Call 3-3333 – this reaches the Unite Service Desk in Nairobi during the daytime, and will be automatically routed to other Unite Service Desk  Centers (New York, Geneva or Bangkok) outside normal working hours

  2. Enterprise Service Center email - esc@un.org

  3. Enterprise iNeed Self Service - https://ineedservice.un.org (to be finalized in October)

Umoja term of the week:

Unite Identity (formerly known as the Enterprise Identity Management System or EIDMS) is an application that allows you to log in to organization's information systems, communication devices, and web applications, using the same User ID and password combination.

Your Unite Identity credentials provide the entry point to the Umoja Dashboard, from which you will access all Umoja Productions Systems you will be mapped to use. 

The Unite Identity, “one login for your apps”, is designed to enforce stronger password standards, help you manage better your security questions, and facilitate your access to enterprise applications.

These are the steps to follow to activate your account:

1. Go to:  https://unite.un.org/identity
2. Use the following User ID and temporary password to log in
3. Once you have successfully logged in, reset your password and set your security questions
4. Logout when completed.

Recognition of the week: 

Congratulation to the entire team that worked on the Umoja Day – it was a great event!

If you have any questions, please do not hesitate to visit us at the office of the Umoja Deployment Team, or email us at ECA-Umoja-Team@uneca.org







7 Oct. 2015

10:30 am - 3 pm

Vienna Cafe area at UNHQ and CR 8

Umoja kiosks, demonstrations by Umoja experts, promotional material and activities, and more. Join us to learn more about how Umoja will change the way the UN works, to ask questions and view demonstrations of the Umoja solution.

In addition, a technology showcase including demonstrations of key information and communications technology (ICT) applications and services will be available in Conference Room 8.

Staff are invited to come learn more about Umoja, Employee and Manager Self-Service, Unite Identity, Unite Service Desk, Unite Docs, Unite Connections, the new version of Inspira, and many more. 

 

 

 


Dear Colleagues,

This is a period of extraordinary change for the UN Secretariat as we move ahead with the planned introduction of Umoja at the beginning of November.

Umoja has many benefits compared to current systems. It has the power to transform our office as we make the welcome move away from paper and towards practices appropriate to the 21st century. I fully support the Umoja implementation process; but we also have to acknowledge that the transition is not without its challenges.

I have made it my goal to work with staff at every level to address potential issues before they become problems. This is why I have asked the Division for Management to lead the institutional efforts to implement Umoja and, in doing so, reduce the challenges to operations and staff. There are daily interdivisional meetings at the Director and working levels on Umoja. I am also representing Vienna’s interests on this matter at the highest levels in New York and I have been assured that we will receive New York’s utmost support to minimize problems.

We are currently on course. This is entirely due to the hard work and dedication of staff working on Umoja. I would like to offer my special thanks to those staff working directly with the Umoja deployment teams in converting UNOV/UNODC data, as well as our Umoja trainers. The individuals in these teams, and many others, have gone far beyond what could fairly be expected of them to ensure this project’s success. But success cannot be assured without everyone’s participation. I call on staff to fully prepare, and to undergo the appropriate online tutorials and training seminars before the system goes live in November. All staff should activate their Unite ID as soon as possible.

To mitigate potential problems, we are carrying out a series of important actions. Existing data is being cleansed ahead of the “blackout period” to ensure that our systems will operate, including payroll information. Data is being transferred to New York and some 50 staff are involved in the complicated process of validating data for the Umoja conversion. A series of dress rehearsals is underway to test this process and a heavy schedule of training is also ongoing, including with field staff.

In the months after Umoja’s introduction, the first line of support will be the Local Process Experts (LPEs) operating a number of support systems, including help desks, to assist users. To prevent these systems from being overwhelmed, however, everyone must try to find their own solutions before engaging with the LPEs.

As we move closer towards Umoja’s implementation I will continue to inform you of our progress and to ask for your support as we make this change together.

Thank you.

Yury Fedotov,
Director-General/Executive Director

United Nations Office at Vienna/
United Nations Office on Drugs and Crime


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


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!"

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?"

 

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

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.

Mr. Aldo Lale- Demoz, Director of the Division for Operations and Deputy Executive Director of UNODC with  Mr. Dennis Thatchaichawalit,  Deputy Director-General of UNOV, and Director, Division for Management, signing the Umoja – Be the Change banner after the town hall meeting on Umoja in Vienna.
 

The United Nations Office at Vienna (UNOV) and the United Nations Office on Drugs and Crime (UNODC) took another purposeful step towards Umoja go-live on November 1 with a series of coordinated events in Vienna over the summer months. On 8 September, the Vienna Deployment Team organized a well-attended town hall meeting, which was webcasted to colleagues in UNODC Field Offices worldwide. 

The meeting was chaired by Deputy Director-General of UNOV Mr. Dennis Thatchaichawalit who highlighted the extraordinary cooperation of all divisions and offices towards a successful Umoja deployment. Umoja Senior Programme Coordinator Mr. Stephen Cooper outlined the ongoing efforts and the training plan, including mandatory training for all users. Staff members enjoyed the informal atmosphere which enabled them to ask questions and share their concerns.

Daily Umoja Deployment Coordination Committee Meetings with the Directors and Umoja Process Owners as well as informal change discussions with Senior Management continue to take place. Managers view Umoja as their highest priority and are engaging in change discussions with colleagues on a regular basis. Due to this reason, every staff member is involved in the process and appreciates the positive impact of one of the biggest reform change initiatives ever undertaken across the UN Secretariat.

Mr. Stephen Cooper, Umoja Senior Programme Coordinator, holding the Change Discussions with the Office of the Director General/Executive Director UNOV/UNODC and the UNODC Division for Operations.

At the end of July, we welcomed Assistant Secretary-General, Enterprise Resource Planning Project (Umoja) Mr. Ernesto Baca in Vienna. During a special town hall meeting Mr. Baca briefed the audience on lessons learned from the Umoja Deployment in Nairobi in June 2015.

Mr. Polinikis Sophocleous, Mr. Ernesto Baca, Mr. Dennis Thatchaichawalit, Mr. Stephen Cooper and Christopher Quijano-Evans during the special town hall meeting on 28 July 2015 in Vienna.

All staff members at UNOV/UNODC in Vienna and in the Field Offices are doing everything necessary to ensure that the Umoja deployment will be an outstanding success!



Dear colleagues,
 
Welcome to the Umoja User Updates, aimed at all UN Staff Members at UNHQ, UNOG, UNOV, ECLAC, ECA, ESCWA, Tribunals, Peacekeeping and Special Political Missions, and all other UN offices globally "going live" with Umoja on 1 November 2015 (i.e. "Cluster 4").
  
These bi-weekly updates will provide helpful tips, instructions and resources to help you and your team prepare for Umoja go-live in just 64 days!

What is Umoja?
Umoja is a new Enterprise Resource Planning solution. It will replace numerous legacy IT systems currently used in the UN (including IMIS). Umoja will offer Employee Self-Service (ESS) and Manager Self-Service (MSS), as well as streamlined paper-smart management of Finance, Budget, Procurement, Logistics and Supply Chain, Human Resources, Travel, Payroll and Insurance and more.
 
Read the "Umoja: an Introduction for Staff" guide, ESS and MSS overviews and Umoja Posters (attached) which are also available on our website.

Who Will Use Umoja?
In November, colleagues working in Finance, Budget, Procurement, Logistics and Supply Chain, Human Resources, Travel, Payroll and Insurance will use Umoja to manage their work in a more efficient and automated manner. These are known as Umoja Transactional Users, or "heavy users" who will use Umoja daily to carry out their work in these areas.

In addition, all current UN Staff will become users of Employee Self-Service (ESS) in Umoja and all supervisors will begin to use Manager Self-Service (MSS).
  
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.
  1. Read the "Umoja: an Introduction for Staff" guide (attached) which is also available on our website.
  2. View demos and simulations of Employee Self-Service and Manager Self-Service on our website 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 see attached for a summary of the Training Requirements for Umoja. Please contact your local training coordinator for specific questions about Training for Transactional Users.
  4. 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.
  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 Connectionshttps://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

C4Posters.jpg

Umoja_IntroforStaff.pdf

Umoja User Types and Training Requirements C4-_24Aug.pdf

ESS_Overview (2).pdf

MSS_Overview.pdf

Just 50 days to Umoja go live! Staff at UNHQ kicked off September by attending an Employee Self Service (ESS) demonstration and kiosk event yesterday.

All UN Staff Members have been identified as/will be Employee Self-Service Users of Umoja.

Staff at deploying entities will be able to use Umoja to conduct the following transactions without paper forms or visiting the HR office: All Time Management (including applying for Annual and Sick leave), Update Personal Information (address and emergency contact), apply for Rental Subsidy, manage Dependency Allowances, Benefits (Insurance enrolment), Separation Checklist, Work and Life Events, Travel Initiation and Travel Expenses.

ESS tutorials / simulations are available for review on the Umoja website at Umoja Employee Self-Service Tutorials. Please speak with your supervisor and the HR professionals at your entity to learn more about using Employee Self-Service.

 

 

A hearty congratulations to our most recent graduating batch of Umoja Business Intelligence Power Users!

Fun fact: Did you know that all staff members identified as Transactional Users by Umoja can become a Business Intelligence Common User?

One of the most transformative benefits which Umoja will provide to the UN is the ability to conduct complex and real-time analyses of critical data, a practice known as Business Intelligence. The Umoja Business Intelligence module is a ...robust reporting and data visualization platform which allows UN Staff and Managers to search, view and analyze a variety of metrics, reports, and key performance indicators, enabling them to improve the efficiency and results of their work, as well as to support strategic planning and decision-making. By aggregating key operational data for automated reporting across functional areas within the organization, Umoja frees up time for these higher value-added activities that would have been otherwise spent on paper-based clerical tasks.

For more information, visit the Umoja Business Intelligence subcommunity on Unite Connections: https://unite.un.org/connections/communities/service/html/communityoverview?communityUuid=1667b1ca-f4f0-4bc9-ad53-2388d228d1e9











SHARE WITH YOUR TEAMS: Prepare yourselves further with Umoja Training and Resources materials at umoja.un.org!

Umoja Training (https://www.unumoja.net/display/public/Training) holds lists of hands-on simulations and Level 1-3 computer-based training and inspira courses on general SAP navigation and detailed business/work processes broken down by user type. Whether you are an ESS, MSS, and/or Transactional User, viewing this content is highly recommended to have a preliminary grasp of the new system's features and develop your understanding of Umoja.

Three cheers to the UN Economic Commission for Latin America and the Caribbean (ECLAC) deployment group for holding another spectacular Umoja Open House!

Umoja Open Houses are a fantastic way to continue to raise visibility of the upcoming deployment Umoja at your entity.

--

With just over two months until Umoja goes live at the UN Economic Commission for Latin America and the Caribbean (ECLAC) as part of Cluster 4, the organization is busy with preparations and trainings. Ahead of the 1 November go-live, ECLAC held an Umoja Open House event on 26 August in several of the Commission’s duty stations, including Santiago and Mexico City, to raise awareness of the new solution in a fun, engaging, and very colourful manner.

ECLAC Mexico divided their Resource Center into knowledge areas – (1) Umoja resources, (2) changes due to Umoja, and (3) IT support – and offered a tour to learn about Umoja in a fun way. Colleagues from the Administration Section provided detailed information and hands-on practice on topics ranging from the Umoja website over Unite Identity to changes in various roles and work processes. The event attracted a large audience of interested participants.

At ECLAC headquarters in Santiago, staff were treated to an array of Umoja activities, including an interactive kiosk featuring simulations and tutorials. Representatives from the Umoja Team were available to answer questions about the new system and to share information about its benefits. A variety of Umoja goodies were offered, and those who attended the event left with notebooks, postcards, bookmarks, and user guides.

The highlight of the Umoja Open House was an Umoja quiz, which challenged staff members to answer questions concerning the implementation, benefits, and use of the new system. Lucía Concha from ECLAC’s Conference Service enjoyed the quiz and remarked that “the Open Day was fun and helped make Umoja seem less scary.” Nearly 150 staff members entered the quiz, but only those who answered all of the questions correctly were eligible to participate in a raffle. The lucky winners walked away with prizes including mugs, bags, and UN hats sponsored by the ECLAC Staff Union.

The Umoja Team was impressed by the turnout as well as with the results of the quiz, which showed that ECLAC staff are ready for the new solution. Mónica González Ibáñez, a member of the Local Deployment Team, stated that “ECLAC is fully engaged in preparing for a successful ‘go-live’. We are dedicated to completing all of the necessary tasks on time, and we have taken significant steps to prepare our colleagues to be ready for this big and exciting change.”

For more information about Umoja, access to tutorials, FAQs, and instructional videos – ECLAC staff have reported that these are very helpful – visit the official Umoja website at umoja.un.org. Stop by the Umoja Facebook page as well for more photos of the event and to share your own Umoja stories.

 

As we head towards a most memorable 70th anniversary of the UN this September, the Under-Secretary-General of the Department of Management Mr. Yukio Takasu met with the Umoja project teams in NY and outlined Secretary-General Ban Ki-Moon's top priorities for this year's United Nations General Assembly- the Sustainable Development Goals, financial development, and climate change - with the additional note that the completion of the deployment of Umoja remains among the foremost of initiatives. As Takasu inspiringly depicted, we must "keep moving towards the light at the end of the tunnel". With the implementation of this new system, we are changing the culture of the UN for the better. And this is nothing short of a feat of "historical proportion".
 

The Message from the Under-Secretary-General for Management::

Dear colleagues,

As we get closer to the deployment of Umoja Cluster 4 on 1 November, I would like to update you on the progress made, thanks to all involved in this enormously challenging task.  

I am pleased to inform you that, as a result of the extraordinary efforts by all parties concerned – Umoja team, together with Executive Offices, deployment groups, process owners’ representatives, members of the Department of Field Support and many others – tremendous progress has been made in all Cluster 4 entities - New York, Geneva, Vienna, ECA, ESCWA, ECLAC as well as field missions. Through the hard work of those who have been working around the clock, over and beyond the normal hours and responsibilities with great dedication and diligence, we have come to a stage where all Cluster 4 entities are ready for the Dress Rehearsal phase of the preparation, which starts on 24 August 2015.                                             

While we still have a lot to do, I am confident that with the continuing level of effort and clear determination to achieve the successful deployment of Cluster 4, we will be able to meet the remaining challenges and go live on 1 November. 

On behalf of the Secretary-General, I wish to commend all staff who have gone the extra mile and put in many long hours to reach this stage. Your efforts and hard work are much appreciated as they are the key to the success of this historical transformation in what is our commemorative 70th anniversary year.

Yukio Takasu, 21 August 2015

 

Despite the present security situation posing a highly challenging work environment and restriction of movement of personnel throughout the country, the Umoja Extension One (UE-1) message has been rolled out and brought to the attention of all staff members in the United Nations Assistance Mission in Afghanistan (UNAMA), including its offices at the regional and provincial levels.

Under the leadership of the Umoja Deployment Coordinator, and through teamwork and cooperation among various stakeholders of the Deployment Group and well beyond, UNAMA developed creative ways to promote UE-1, conducting several activities across the country since July 2015 to introduce UE-1.

Events involved townhall meetings, fairs, set-up of information desks with monitors displaying the UE-1 theme, promotion of Umoja on UNAMA’s intranet site with useful quick links, and the issuance of broadcasts, in an effort to keeping the momentum. Staff were also able to familiarize themselves with the new concepts of “Employee Self-Service” (ESS) and “Manager Self-Service” (MSS). The ESS and MSS portals will become accessible to internationally recruited personnel on 1 November 2015 and later to other staff categories such as National Staff, uniformed personnel, and UN Volunteers in April 2016.

Staff members across the Mission remain engaged in all activities, highlighting the importance of UE-1 and the changes it will bring to their daily operations. To date, this has resulted in international staff members completing 452 Umoja online courses, national staff completing 322, and UN Volunteers completing 202.

While the UE-1 campaign has been well-received by staff members and provided a baseline introduction of the upcoming operational changes, in order for the project to be completed successfully, many more staff members will be expected to complete the online Umoja courses in the coming months. These will also be supported by instructor-led training sessions that will be held in Kabul and made available initially to UNAMA international staff members from 13 September through 2 October 2015.

UNAMA is proud to share some images from its Umoja campaign activities it has conducted across the country since July 2015, including pictures from colleagues in the regional and provincial offices who have very well contributed to paving the way for a successful deployment of UE-1 in the Mission.

 

 

The countdown has started for the deployment of Umoja Extension 1 (UE1), and more specifically Cluster 4 for international staff, in MINUSCA, the newest peacekeeping mission in Central African Republic (CAR).

According to the deployment plan, international staff in CAR will be able to work on the new system on 1 November 2015. Cluster 5 (national staff, uniform personnel, United Nations Volunteers and consultants) will be implemented on 1 April 2016. This, then, is the right moment for the Mission to ensure that all its staff understands the new Umoja system.

A meeting was held on 4 August 2015 at the Headquarters of the Mission on the new Umoja system, to explain to staff members the importance of this change, to introduce them to the benefits it will bring, and to encourage them all to familiarize themselves with it.

Bandjougou Magassa, Chief of the Human Resources Section, said that all components of HR are featured in Umoja, included travel management, time and attendance, finance and more. The meeting was the opportunity to show how to use Umoja to get to the payment and benefits sections, but also to insist on the risk that they may be, in the words of Magassa, “left on the side if we don’t embark on this new way of working”.

International staff are encouraged to register on the new interface, Unite Identity (EIDMS), and to verify that their information and profile are correct, and to change any details if required. Training is also needed, via focal points, in order for all staff to be informed on how the system works.

Concerns were raised during the meeting on the ability for Umoja to work given the slow bandwidth in CAR. This concern has already been identified by the IT section of MINUSCA, according to Elijah Karambizi, Deputy Chief, Division of Mission Support.

MINUSCA is going to work on the implementation of Umoja, like the other missions, to make it a new symbol of One UN.

UN Controller Bettina Tucci Bartsiotas and team working around the clock to support the New York Deployment Team meet its targets!

On 8 July 2015, the deployment of the Umoja Enterprise Resource Planning solution Extension 1 (UE1) was officially announced at the United Nations Interim Force in Lebanon (UNIFIL).

During a town hall meeting attended by over 150 staff members, the UNIFIL Head of Mission and Force Commander, Major General Luciano Portolano, highlighted the fact that “Extension 1 will be Umoja’s most complex and challenging deployment by far,” and reminding all International staff they must be ready for the Umoja Go-Live date on 1 November 2015. He told staff that while a significant and sustained effort would be required by all to deploy Extension 1 successfully, he reassured everyone in UNIFIL that they would be on the journey together.

UNIFIL’s Director of Mission Support, Wolfgang Weiszegger, explained that the Umoja UE1 Deployment Team had been active since early June with initial preparations and was responsible for reporting to the Deployment Coordination Committee on the progress of UE1’s implementation.

“In Umoja UE1, UNIFIL International staff will have to master and manage most aspects of their entitlements, travel, and time and attendance through the new Employee and Manager Self Service Portals," Weiszegger said.

While UNIFIL was fortunate to have a full deployment team from Headquarters on site for the implementation of the Umoja Foundation Pilot in 2013, UNIFIL will have to utilise in-house resources for the UE1 deployment through Local Process Experts (LPEs), who have been identified and are currently undergoing intensive training in Valencia.

UNIFIL’s Site Coordinator, Ms. Christine Botejue-Kyle, said, “UNIFIL Staff needed to be actively engaged to understand their new roles when UE1 goes live and to be aware of the changes Umoja will bring to everyone.”

In response to the Mission’s recognition of the need for staff members to be familiar with UE1 transactions, UNIFIL’s Training Section developed a comprehensive learning outreach strategy.

Ma. Yvette Lopez, Chief of the UNIFIL Training Unit, explained “Unlike UNIFIL’s experience in Umoja Foundation when UNIFIL was the pilot Mission, we do not have the luxury of having the Umoja team from UNHQ on the ground, so we have to utilize all the available resources and learn on our own”.

The tutorials available on the Umoja website were used to organize two mandatory training sessions on Employee Self Service (ESS). These initiatives were aimed at maximizing available resources, to nurture collective positive action, and to be fully prepared to embrace Umoja UE1 on 1st November 2015.       

UMOJA BEHIND THE SCENES: Our honorable Chef de Cabinet, Ms. Susana Malcorra, stopped by the Umoja project team office cubicles in New York last month. Malcorra shared her and UN Secretary General Ban Ki-Moon’s deepest appreciation for all the hard work and investments Umoja team members have committed to the project. Thank you for the visit, Ms. Malcorra! And thank you as well to the Umoja team members who persist in going strong for Cluster 4!

The United Nations Economic and Social Commission for Western Asia (UN-ESCWA) opened their Employee Self-Service / Manager Self-Service (ESS/MSS) kiosk for business once again last month.

ESCWA's staff members had the opportunity to actively go through Umoja tutorials and simulations. They even had representatives from HR, Travel, and ICTS at the kiosk to answer any questions on the new transactional processes and share information on how the Umoja solution will change the perspective of their contribution to the work of the organization.

Staff members who attended the event also left with hands full of Umoja goodies: the "Introduction for Staff" guide, User Quick Guides, other materials on where to find more information on Umoja, notebooks, block notes, and sticky notes.

Kudos to our team in Beirut!

 

 

United Nations OCHA Colleagues submitting their first low value acquisition transaction in Umoja at UN Geneva.

Just 80 Days to go! On 1 Nov. 2015, over 30,000 UN Staff around the globe will become Umoja users. Learn how to apply for leave and complete other personal transactions in Umoja using the easy ESS / MSS Tutorials on our website http://umoja.un.org.

On 1 November 2015, all UN staff members will gain access to Umoja Employee Self-Service (ESS) and will begin to be able to conduct personnel transactions via the internet, from home, or from the office, such as: Managing Personal Information, Time and Attendance, Benefits, Work and Life Events, Dependency Allowances, and Travel Expenses. In addition, all Staff who supervise others will gain access to Umoja Manager Self-Service (MSS) where they will begin to review and approve Leave/Time Requests, Contract Extensions, Maintain, Loan, Create Positions, and Create/Maintain Organizational Units in Umoja, via the internet, from home, or from the office.

Try the user-friendly ESS tutorials and simulations on our website at today to see what the platform feels like.

A key OICT service which enables remote internet access to Umoja is Unite Identity, which is a new unique identifier for all individuals affiliated with the UN, whether they are staff, interns, volunteers, consultants, vendors, etc.

Ultimately, Unite Identity will allow UN staff to log in to different UN solutions and services using the same User ID and password (“single login functionality”) and will allow consolidation and streamlining of multiple UN systems for a more efficient and user-friendly experience.

In preparation for Umoja deployment in November, all UN staff members will receive a Unite Identity activation email (if they do not yet have a Unite Identity account activated). Unite Identity (formerly called EIDMS) was implemented by OICT to support Secretariat-wide enterprise systems such as Umoja and iNeed.

By the end of August 2015, staff without activated Unite Identity accounts will receive an email from the address UniteIdentity-no-reply@un.org providing a Unite Identity (formerly called EIDMS) 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.

We encourage all staff to read the email from Unite Identity and act on the instructions promptly to allow you to access Umoja Training, Production Systems and Umoja Self-Service. It is safe to open the email from UniteIdentity-no-reply@un.org. It is not spam, and the information therein is a prerequisite to using Umoja.

For more info on Unite Identity, click here.

Since March 2015, the Headquarters Deployment Group (HDG) has been working in earnest to prepare the Organization for the next wave of Umoja deployment in 1 November 2015. Umoja will transform the way the UN works and the purpose of the HDG is to lead all Umoja readiness activities and support collaboration among the many stakeholders involved in this unparalleled effort. 
 
The HDG is led by the Umoja New York Deployment Coordinator, Mr. Franz Baumann, who in turn leads a core management team and staff assigned from various UN Headquarters in New York Departments, in particular transactional experts from the Executive Offices. The HDG group, located in the temporary General Assembly Hall in the North Lawn Building, currently consists of over 80 staff who are steadily preparing the foundation for the upcoming business transformation. 
 
Managing the task of deployment readiness requires an unprecedented level of alignment from all Departments at UN Headquarters in New York, as well as undertaking complex processes that challenge the current way the UN does business. In order to assess progress deployment preparation, the Umoja Team has issued “Quality Gates” to ensure that all entities are achieving milestones on time. The HDG is currently in high gear working to meet all necessary milestones and ensure a smooth deployment at the end of this year. 
 
Umoja Local Process Experts (LPEs) are currently being developed as part of the HDG. LPEs, in turn, will support Staff at the Secretariat to understand and use Umoja. You can see the LPEs in action in the upcoming Umoja kiosks, which will be held in different locations throughout the Secretariat to help staff learn about Umoja and answer any questions. Stay tuned to iSeek for more information on when the next Umoja kiosks will be held. 

The Umoja Academy is an intensive training programme aimed at creating a cadre of Umoja specialists (known as Local Process Experts, or LPEs) at each UN location deploying Umoja.

Through Academy sessions, Umoja LPEs will become fully familiar with all aspects of the Umoja solution, and gain a fundamental understanding of “end-to-end” scenarios in Umoja well ahead of each go-live date, in order to support managers, Umoja end-users and help desk personnel through the transition at each location.

In preparation for the November 2015 deployment of Umoja at Cluster 4, which includes UN Headquarters in New York, United Nations Office at Geneva (UNOG), United Nations Office at Vienna (UNOV) and all other UN Secretariat offices across the globe, Umoja Local Process Expert (LPE) and LPE Train-the-Trainer programmes started in Vienna on 15 June 2015 for several Cluster 4 entities.

70 colleagues from UNOV, UNODC (Vienna and field-based), ESCWA and UNICRI, attended training in Umoja Logistics Execution and Plant Maintenance, Fund Management, and Source to Acquire (Requisitioning and Buying).

During the transition to Umoja in November 2015, the LPEs and LPETs will play a central role in supporting data validation and cleansing, the delivery of direct end-user training, and local production support after go-live in their respective processes at the Cluster 4 entities they represent.  LPEs are integral to the success of the deployment of Umoja, especially in supporting the global network of Field Offices for UNODC.

Umoja training materials are available for review on the Umoja website and iSeek page.

Stay tuned to our website for all the updates!

 

The Umoja Production systems maintenance this weekend has been postponed to a later date. Umoja production systems will be operational this weekend 25 and 26 July.
 
We will update you all with the new downtime information shortly. Apologies for any inconvenience.
 
 
Thanks and Regards
The Umoja Team

The brand new Umoja Geneva Deployment Centre was inaugurated on Monday 1 June 2015, in time for the go-live of Cluster 3 entities (OCHA, UNON, UNEP, UN Habitat, ESCAP, UNKART). Hosted in the beautiful Villa Le Bocage, a historic villa with high ceilings, parquet floors and stucco walls, the Centre accommodates 20 rooms with a capacity of 55 work spaces.

OCHA and UNOG staff will be collocated at the Centre in order to provide hands-on assistance for OCHA transactions performed in Umoja. To strengthen a sense of collaboration, care has been taken to use open space set-ups and equip the Centre with state-of-the-art furniture. At the opening meeting, staff remarked on both the beauty of the new Deployment Centre, as well as the swiftness with which it was set-up. Even the peacocks, the beloved cohabitants of the UN premises in Geneva, graced the new Centre with a visit.

Mr. Hans Baritt, Umoja Geneva Deployment Coordinator, explains: “By collocating key OCHA and UNOG administrative and support staff, we intend to ensure efficient and prompt client service during this period of change. Our goal is to provide the best possible service to our clients and enable them to deliver efficiently on their substantive mandates.” 

The Deployment Centre is further piloting a set-up, whereby IT support is collocated with the business side to ensure the most timely technical support of clients, while tending to their business needs at the same time.

“For me, the Deployment Centre is a true example of the UN getting together and working as one to achieve a common goal – to go live with a new ERP system that modernizes the way we work”, highlights Mr. Clemens M. Adams, the UNOG Director of Administration. 

As Geneva prepares for a much larger go-live as part of Cluster 4, which will entail 9 entities with about 4500 staff members, on 1 November 2015, it will implement lessons learned from the Cluster 3 Deployment Centre. This will ensure that a similarly effective support structure is put in place for the next phase. With the Cluster 4 go-live date fast approaching, everybody in Geneva is gearing up operations to ensure they are ready for the Umoja deployment. 

Umoja Goes Live in Nairobi

On 2 June 2015, the Umoja Enterprise Resource Planning (ERP) solution went live for the 6500 staff members of UNEP, UNON, UN-HABITAT, OCHA, ESCAP and UNAKRT (Cluster 3), bringing the total number of Umoja users to 14.500, in 300 locations worldwide.

The participants of the “Go Live Event” in Nairobi welcomed the news with a standing ovation, recognizing the efforts of the implementing team.

Speaking at the event, UN Secretary-General, Ban Ki-moon said that the introduction of Umoja constitutes an unprecedented administrative reform of the UN Secretariat, adding that the new system will make the United Nations fit for purpose in the 21st century.


UNON Director General praised the Nairobi Deployment Group (NDG) for their relentless work to successfully complete a task of unprecedented magnitude in UNEP’s history. She emphasized that the true purpose of Umoja – which means unity in Kiswahili – is contained in its name. In this crucial year for international cooperation, it is a symbol of the UN delivering as one on its promise – being at the frontline of the world’s collective efforts to reinvent its future.


UN Assistant Secretary-General and Director of Umoja ERP Project, Ernesto Baca seconded that thought, saying that Umoja is not an end to itself and its real effect will be measured by the positive difference it makes for the UN in delivering on its mission.

Umoja is a state-of-art Enterprise Resource Planning solution using SAP software, which will integrate and harmonize all transactions and use of data throughout the UN Secretariat. It replaces IMIS and countless other legacy systems in place across the Secretariat and offers Employee and Manager Self-Service for streamlined and paper-smart UN management, administration and logistics. Umoja represents an organizational transformation that will enable high-quality and cost-effective service delivery to the Organization’s many beneficiaries around the world.

By the end of the year, the number of UN Staff Members using Umoja will reach 50,000, when the system deploys at UNHQ, UNOV, UNOG and all other OAHs (Cluster 4).

 

New York, 2 June 2015

 

Dear Colleagues,

Thank you all for being here for an important moment in the life of our United Nations. A special welcome to those joining by video conference.

We are here to mark a tremendous achievement and to acknowledge the hard work of staff around the world who have made this happen.

Umoja is a signature step in strengthening the United Nations to meet the high expectations of the world’s people. Umoja will help us to manage our financial and human resources and support services globally.

However, Umoja is not just a management or IT tool. It is part of our push to transform the United Nations into a more modern, flexible and global organization that can better respond to the mandates of our Member States and the needs of the world’s people.

I commend all those colleagues who are dedicating so much of their time and energy towards realizing our vision for Umoja. I especially applaud Under-Secretary-General Takasu as Project Owner, and Assistant Secretary-General Baca, for their leadership and commitment.

Today we go live with Cluster 3, which includes ESCAP, UNON, UN-Habitat, UNEP and OCHA globally, including New York and Geneva.  The leaders of these offices have proven what can be done when we work together as one.

The Department of Field Support continues to do its part for Umoja.  Some weeks ago, MINUSTAH completed its pilot exercise.

Umoja is a hugely  complex undertaking. The main challenge is organizational readiness, for management and staff alike. There is no precedent for management reform in the UN Secretariat on such an immense scale.

I am proud of the way the extended Umoja team and its partners continue to meet the challenges.  As we move towards the next phase of deployment, it will take even more effort. I expect senior managers of the Secretariat to lead this process collectively, as reflected in their compacts with me.

I am committed to ensuring that a robust plan for Cluster 4 is in place and is implemented.  

But today, congratulations are in order for the on-time deployment of Cluster 3.  Since staff put in many long hours to get to this point, I would also like to thank their families for their support from behind the scenes.

Ladies and Gentlemen,

Umoja is the tool that will help make the United Nations fit for purpose in the 21st century. Let us continue to move forward towards a new way of working.

Congratulations and thank you.

 

At 10 pm New York time on 1 June 2015, Umoja "went live” for 6,500 UN Staff Members at UNON, UNEP, UN-HABITAT, OCHA, ESCAP and UNAKRT and supporting offices around the globe (Cluster 3), who became new users of the Umoja Enterprise Resource Planning (ERP) solution.

The number of current Umoja users around the globe is around 14,500 UN Staff Members and that number will reach 50,000 users by the end of the year when Umoja deploys at UNHQ, UNOV, UNOG and all other OAHs (Cluster 4).

Umoja replaces IMIS and countless other legacy systems in place across the Secretariat and offers Employee and Manager Self-Service for streamlined and paper-smart UN management, administration and logistics.

For UN Staff, Umoja has launched “The Hub” Umoja Resource Center on Unite Connections, which is a one-stop-shop for Umoja training materials, help and support information, job aids, simulations, user guides, and other helpful resources.

More information for new Umoja users :

Update for New Umoja Users at Cluster 3

Umoja Employee and Manager Self-Service Tutorials

Help & Support

Training

 

Dear colleagues at OCHA, UNEP, UNON, UNHABITAT, ESCAP, UNAKRT and supporting offices around the globe,
Preparations for Umoja deployment at Cluster 3 are proceeding well, with a slight adjustment required to the go-live schedule. 
The Umoja Production Systems blackout period has been extended for up to an additional 24 hours. Umoja Production Systems should become available no later than 10:00 pm (NY time) on Monday, 1 June 2015. 
All new users at Cluster 3 should keep an eye out for the final Umoja / SAP activation email sent from the address "Do_Not_Reply_Umoja_Login@un.org", providing the Umoja / SAP User ID and temporary password. 

We will continue to update you all on the status of the deployment and blackout.

In the interim, all Umoja users should continue to comply with blackout procedures found at https://iseek.un.org/departmental_page/blackout-forms-extension-1.
Please note: 
  • Users will not be able to login to Umoja Production Systems before the official go live notice
  • Important! All new Umoja users are requested to ensure they are using the new solution in accordance with the "ramp-up schedule" communicated locally by each entity. See https://iseek.un.org/departmental_page/ramp-schedule-cluster-3 for details.
  • See below for Umoja Login User Quick Guide and other helpful info 
We thank you in advance for your patience and support.

------------------------------------------------------------------------------------------------------
Dear colleagues at OCHA, UNEP, UNON, UNHABITAT, ESCAP, UNAKRT and supporting offices around the globe,
As you know, Umoja is scheduled to go-live at your office / entity this Monday, 1 June 2015. Approximately 6,500 UN Staff Members at OCHA, UNEP, UNON, UNHABITAT, ESCAP, UNAKRT and supporting offices will become new Umoja end-users on 1 June, bringing the total number of Umoja users around the globe to approximately 14,000 individuals. 
 
Eager to get started? Here's how to prepare for Umoja and what to do in the first days after go-live.

1. Review the Umoja Login User Quick Guide one page guide on login requirements and procedure to access Umoja for the first time
2. If you have not yet done so, activate your Unite Identity User ID account and change your temporary password. You will need Unite Identity to login to Umoja. See the Umoja Login User Quick Guide for more details. 
3. Visit "The Hub" - Umoja Resource Center and Community of Practice on Unite Connections to view and search the Umoja User Manual Wiki, review all Umoja Training Materials, practice Umoja simulations and ask questions in the Forums

Login to Unite Connections using your UN email address and webmail password. 

Also, visit the Umoja website at http://umoja.un.org for general information, to practice Umoja Employee Self Service transactions and for Help and Support information.

4. Finally, you will receive an email at your UN email account from "Do_Not_Reply_Umoja_Login@un.org" within the next 24-48 hours, providing your Umoja / SAP User ID and temporary password. You must change your temporary password before you use Umoja. Note: You will not be able to login to Umoja production systems before go live. 

Important! All new Umoja users are requested to ensure they are using the new solution in accordance with the "ramp-up schedule" communicated locally by each entity. See https://iseek.un.org/departmental_page/ramp-schedule-cluster-3 for details.
5. Remember: Umoja technical support is provided by OICT's Unite Service Desk. Technical help can be reached at anytime, 24/7 from any area in the world. Use iNeed Self-Service, email esc@un.org or call ext. 3-3333 (in Asia ext.  3333).  

We welcome you as new users of the Umoja solution! We will be sending you a user satisfaction survey in the coming weeks to assess your experiences becoming a new user of Umoja. Your support and feedback will help us to improve as we continue its deployment across the global Secretariat. 

We encourage you to work closely with your local Umoja Deployment teams, Ramp Up teams, Trainers, Local Process Experts and IT professionals in the coming days to allow all new users to get up and running in the new solution. We thank you in advance for your support.

To mark the occasion of Umoja Go-Live at Cluster 3, there will be a brief event held jointly at UN Headquarters in New York in Conference Room 2 and UN Offices at Nairobi on Tuesday, 2 June at 9:00 a.m. (New York time) and webcast live on UN Web TV.

The event will be co-hosted by Under-Secretary-General Yukio Takasu, Head of the Department of Management and Umoja Project Owner from UN Headquarters in New York, and by Assistant-Secretary-General Ernesto Baca, Umoja Project Director, via video teleconference from Nairobi.

Secretary-General Ban Ki-moon will open the meeting and other senior management will be present to acknowledge the hard work of countless colleagues across the globe who are making Umoja a reality.

All UN staff globally are welcome to attend in person or tune in via webcast at http://webtv.un.org/live-now/watch/umoja-go-live-meeting/4179365490001

Stay tuned to the Umoja website for more information about Umoja and how it will change the way the UN works.

Umoja will offer Employee Self-Service and Manager Self-Service as well as streamlined paper-smart management of UN procurement, logistics, finances, grants, real estate processes and more.

With just two weeks to go until Umoja deploys at OCHA, UNEP, UNON, UNHABITAT, ESCAP and UNAKRT offices around the globe (Cluster 3), preparations are now at full speed ahead to prepare 5000 UN Staff Members who will become new Umoja users to get up and running on the new ERP solution.

Umoja and OHRM have collaborated on several products to support Umoja users and offices going live on 1 June 2015:

  • Change Discussion Guides are also available on the Umoja website to facilitate conversations between Supervisors and their teams about the changes that Umoja will bring to our work. All staff and managers are encouraged to engage in change conversations using these materials.
  • There are three colorful new posters available on the Umoja website promoting awareness of the upcoming deployment on 1 June featuring the new functions Umoja provides to staff.

  • Umoja has issued a User Login Quick Guide for Cluster 3 which provides a checklist of steps to help new users login to Umoja for the first time.
  • Finally, Umoja is pleased to introduce "The Hub": a new online Resource Center for Umoja users, trainers and IT professionals

    on Unite Connections. The name The Hub was selected through a poll of all UN Staff to reflect the Umoja Resource Center as an interactive hub of Umoja knowledge and support, including a User Manual in wiki format and forums to ask and answer questions.

Visit the Umoja website http://umoja.un.org to view all the latest materials and tutorials for Staff.

 

Thursday 14 May 2015
11 am - 2 pm
Secretariat Lobby by the Cafeteria

All Staff in New York are invited to stop by the Umoja Kiosk and Monitor area in the Secretariat Lobby (by the Cafeteria) on Thursday 14 May 2015 from 11 am - 2 pm to view a demonstration of Umoja Employee Self-Service transactions and to ask questions about Umoja and its self-service portal.

Umoja experts will be on hand to demonstrate how Staff will use Umoja Self-Service to request Annual Leave, Benefits and Entitlements and other commonly used transactions.

Visit http://umoja.un.org to learn more about Umoja and how it will change the way we work across the global Secretariat.

Click HERE to RSVP

By Umoja Nairobi Deployment Group

Wednesday, 29 April was a big day for the Umoja Nairobi Deployment Group. Over 300 staff members came together at an Open Day event to learn more about Umoja and how it will impact their work.

The United Nations Office at Nairobi (UNON), the United Nations Environment Programme (UNEP) and the United Nations Human Settlements Programme (UN-Habitat) headquartered in Nairobi are among the offices that will “go live” on 1 June.

During the Open Day, staff received informational materials and had a chance to interact and raise issues of concern with Local Process Experts (LPEs) from eight functional areas, including Travel, Finance, Training and Human Resources Management. LPEs are trained staff in specific Umoja functional areas and are equipped to assist staff at large to navigate the new system. Staff members received guidance from LPEs on how they can update their personal data, manage their entitlements and leave, among others.

Throughout the half-day event, simulations on Employee Self Service (ESS), were shown in large screens monitors. “This has been a very interactive and interesting event,” a UNEP staff said.

“Umoja Open Day was a great idea that was well received by staff members as it helped demystify Umoja by providing practical, easy - to- follow guides while responding to their individual questions,” said Jennifer Wambui, Human Resources Officer at UNON and an LPE.

 “My head is now clear on what this whole Umoja thing is about,” a UN-Habitat staff member added, which was the feeling among many who participated in the event.  For more information visit the Umoja website at umoja.un.org.

 

 

 

Umoja is launching a new Resource Center on Unite Connections and we need your help choosing its name!

The new community is a "one stop shop" for Umoja-related training materials and simulations, work instructions and job aids, all intended to help new and existing Umoja users (as well as Trainers, Local Process Experts and IT Professionals) to get up and running on the new solution.

We are seeking a name that conveys the purpose and scope of the new community as a user-friendly resource for all Umoja users to learn and have a dialogue with other users about all things related to Umoja.

If you cannot see or use the form below, please click HERE to vote.

 

The main feature of the community is the newly launched Umoja User Manual (Wiki) as well as links to useful Umoja materials on the Umoja website, iSeek pages, Unite Connections communities, etc.

Umoja goes live at all OCHA, UNEP, UNHabitat, UNON and ESCAP offices (Cluster 3) around the globe on 1 June 2015.

All UN Staff are encouraged to attend the Umoja Townhall Meeting marking one month to Go Live at Cluster 3, hosted by USG Takasu of the Department of Management, ASG Wainaina of OHRM, ASG Baca of Umoja and ASG Riazi, CITO, on Monday 4 May at 9 am (NY time) at UNHQ in Conference Room #12, at UNOG, UNON and ESCAP by VTC, or via live webcast at http://webtv.un.org.

The announcement about the townhall is on iSeek at: https://iseek.un.org/content/4-may-9-am-ny-time-umoja-townhall-meeting-one-month-go-live-cluster-3 and on the Umoja website at: https://www.unumoja.net/x/wIimAw

The townhall will take place on Monday, 4 May 2015 at 9:00 a.m. (New York time) at UNHQ, CR-12 (Conference building) and will be webcast live on UNTV.

The purpose of the townhall is to raise awareness of the changes that will take effect on 1 June, highlight preparatory action to be undertaken by each individual staff member, and explain what Umoja will mean for them in practice. Staff will be able to ask questions.

In addition to the meeting at UNHQ in New York, staff may also attend in person in Bangkok and Nairobi and other duty stations. Information on townhall meeting locations at offices away from UNHQ will be shared locally.

Stay tuned to http://umoja.un.org for all updates, Umoja training materials and information for staff.

Announcement on iSeek: https://iseek.un.org/content/4-may-9-am-ny-time-umoja-townhall-meeting-one-month-go-live-cluster-3

Umoja Employee Self-Service Demo and Q&A at UNHQ


Thursday 23 April 2015
11 am - 2 pm
Secretariat Lobby by the Cafeteria

All Staff in New York are invited to stop by the Umoja Kiosk and Monitor area in the Secretariat Lobby (by the Cafeteria) on Thursday 23 April 2015 from 11 am - 2 pm to view a demonstration of Umoja Employee Self-Service transactions and to ask questions about Umoja and its self-service portal.

Umoja experts will be on hand to demonstrate how Staff will use Umoja Self-Service to request Annual Leave, Benefits and Entitlements and other commonly used transactions.

Visit http://umoja.un.org to learn more about Umoja and how it will change the way we work across the global Secretariat.

Click HERE to RSVP

There are two planned Umoja blackout periods that will occur in May 2015 to support the Production Cutover for Cluster 3 Entities.

During these two below blackout periods, the Umoja System will be unavailable to all End Users. 

Manual Blackout Forms are available on iSeek  (https://iseek.un.org/departmental_page/blackout-forms-extension-1)  to assist with tracking transactions that occur during this period so that they can be entered into Umoja once the system is made available.

Please refer to the official Umoja Deployment Guide (wiki) on Unite Connections (Section 4.10 "Cutover") for more information on Blackout procedures.

1. Umoja System Blackout for Promote to Production (1 -3 May 2015)

The Promote to Production Blackout period is scheduled from 5.00 pm EST Friday, 1st May, to 10.00 pm EST Sunday, 3 May.

Promote to Production marks the delivery of new functionality to support MINUSTAH and Cluster 3 entities. This blackout window enables the Umoja Team to perform system readiness activities prior to the beginning of Master Data loads.

2. Umoja System Blackout for Cluster 3 Go-Live (25 -31 May 2015)

The Cluster 3 Go-Live Blackout Period is scheduled from 12.00 pm EST Monday, 25 May to 10.00 pm EST Sunday, 31 May to support the transactional conversion of the Cluster 3 entities. During these transactional data conversions, the Umoja system must be “down” to facilitate the migration of Cluster 3 data from IMIS into the Umoja Production system.

Please ensure the scheduling of payroll and financial disbursements take into consideration the blackout period.

Further announcements regarding the blackout procedures, confirmed dates and times of the blackout schedule will be made closer to the dates as they become available. Kindly contact umoja-deployment@un.org if you have any questions or concerns.

Umoja Business Intelligence is a key part of the new UN ERP system. It gives management and staff quick and easy self-service access to reporting tools and data from Umoja and other enterprise systems. Over time, these tools will help them to change how planning and decisions happen at the UN. Many of the benefits promised by Umoja are related to replacing hundreds of siloed applications with a centralized system for conducting critical business processes. In the past, reporting on these processes was a difficult, time consuming, and often manual technical process.  Most business transactions will now take place in one system, and Umoja BI is already providing rapid, simple, self-service access to enterprise-wide information for stakeholders.

In the past few months, Umoja moved the BI platform onto a state-of-the-art, cutting-edge database platform called SAP HANA. This in-memory database increases performance, permits integration of multiple sources of data (not just Umoja), and best of all allows faster delivery of new reports for end users.

Locations using Umoja now are already experiencing the transformative benefits of the system. Managers and staff use Umoja BI for quick visibility into financial and procurement data to support planning, analysis, and decision-making. Specific tools in use now include dashboards with high-level information on budgetary and procurement activity, standardized reports for communicating with senior management and governing bodies, and ad-hoc reporting for process monitoring, exception reporting, and investigation of questions that were previously difficult or impossible to answer.

One current example is the Umoja Management Dashboard, which shows an up-to-date view of the overall financial and procurement health of Peacekeeping and Special Political Missions. This view is used by Headquarters and mission management for high-level analysis and to drill down to details to determine if action must be taken in specific areas.

With the full deployment of Umoja, more interesting analysis will become possible – for example, detailed analysis of trends of expenditure in travel across the organization, allowing for negotiation of better discounts and adjustments to travel policies. This global view of data will also be applied to make better use of systems contracts by finding opportunities for cost savings in procurement.

The Umoja BI module, using Business Objects tools familiar to many users at the UN, is a robust reporting and data visualization platform which provides UN staff and managers with easy self-service tools to search, view and analyze a variety of metrics, reports, and key performance indicators.

For a quick tour of the Umoja BI tools and functionality, take a look at this introductory video.

While many of the initial benefits to Umoja BI come from this streamlined access to integrated data, over time the Umoja HANA platform will enable more sophisticated tools for planning and simulating the impact of policy and strategic decisions. For example, by combining data from Inspira and Umoja, it will be possible to identify changes to recruitment processes to benefit job-seekers. Combining data from different systems will also allow staff and managers to better demonstrate their results and achievements in tangible terms.

USG Takasu recently emphasized the importance and opportunities available through Umoja BI, noting that “new roles for staff will emerge as new data and information becomes available, which in turn will enable the Organization to manage information in a more strategic manner and to act upon data through ‘business intelligence’.” Umoja is currently developing a comprehensive BI training program as part of the Umoja Academy for managers and staff to enable and accelerate this key aspect of the benefits of Umoja.

The Umoja BI tools are straightforward to access and use – very little technical training is needed to run and use reports in the system. There are several courses available now in Inspira, and the upcoming BI training program will provide materials for staff to use for self-guided training even if they are unable to join training sessions in person.

In the coming weeks, Umoja will launch a collaborative online community for managers, staff, and technical reporting teams to share tips, exchange experiences, and answer questions about current and future reporting abilities in Umoja BI on Unite Connections – the team will be updating this community over time, so come back for updates.

For more information on Umoja, visit our website http://umoja.un.org

February 2015 Newsletter

Umoja is the innovative Enterprise Resource Planning (ERP) solution being deployed across the UN. While you may have already heard of Umoja, a couple important questions remain for many: what does Umoja mean for the UN, and how will it change my day-to-day?

 

 
Newsletter

February 2015

Key Changes
Umoja is the innovative Enterprise Resource Planning (ERP) solution being deployed across the UN. While you may have already heard of Umoja, a couple important questions remain for many: what does Umoja mean for the UN, and how will it change my day-to-day?

Umoja PodcastUmoja Thursdays on iSeek!

Every Thursday, iSeek - the UN Intranet will feature an update, article or message related to Umoja.
The first installment is a"Staff Talk" podcast interview with ASG Ernesto Baca.  Watch for Umoja updates every Thursday on the UN intranet - iSeek!




 
Join the Umoja Community On Unite

Umoja is using OICT's collaborative platform
Unite Connections to work with the global
Cluster 3 & 4 Deployment Teams more effectively and to make Umoja materials and updates available to all UN Staff at large.
Unite Connections is available to all UN Staff using your UN email address and webmail password.

Umoja Deployment Guide Released as a Wiki

The official Umoja Deployment Guide for Clusters 3 and 4 has been revised and released as a new Wiki on the Umoja community on Unite Connections.


   umoja.un.org                                                                     

Puzzle - Umoja Integration






You are receiving this email as a UN staff member or affiliate, or because you subscribed via our website. To subscribe or unsubscribe from our list please visit https://list.un.org/mailman/listinfo/umoja

We are pleased to announce that the official Umoja Deployment Guide for Clusters 3 and 4 has been revised, updated and converted into a new Wiki on the Umoja community on Unite Connections.

The Deployment Guide is available here: https://unite.un.org/connections/communities/community/umoja/deployment_guide

Unite Connections is available to all UN Staff. Please login using your UN email address and webmail password.

The Umoja Deployment Guide Wiki is accessible to all UN staff who login to Unite Connections. Please feel free to share the link above with any and all colleagues.

The Wiki platform is a convenient tool for collaborative editing, revising and versioning. The Umoja Deployment Guide wiki will allow Umoja team leads, Business Readiness Managers and Process Owners to perform continuous enrichment and updating of their respective sections with new materials and developments, as well as updated links to the Umoja website or other online sources. It is also helpful as we can address any issues, errors or updates quickly.

Please note: a few sections are still in progress. In these cases, if the 2014 version has not been updated yet, or if any links/attachments need updating, you will see these highlighted in yellow. The 2014 version of the Umoja Deployment Guide which was published on iSeek will be removed shortly.

If you have not yet logged into Unite Connections, this is a good opportunity to login and see the benefits which this collaborative platform provides. If you would like to learn more about Unite Connections and how to use its different functions, OICT offers training on a regular basis.

A big thanks to all the colleagues who contributed to the efforts to update and convert the guide into the new format. Please let us know if you have any questions or concerns. 

Key Changes Enabled by Umoja

As you already know, Umoja is the innovative Enterprise Resource Planning (ERP) solution being deployed across the global Secretariat this year. But, did you know that Umoja represents a leap forward for the Organization in the area of Transparency; Efficiency; and Benefits to Staff?

By consolidating countless administrative processes and transactions in one centralized software solution, including but not only: financial accounting, procurement, supply chain, warehousing, grants, programme management, HR and entitlements, payroll, time and attendance, etc. Umoja will help propel the UN Organization into the 21st century and bring our business practices in line with those used by other leading organizations around the world.

Umoja will affect staff at the UN in varying degrees ways, depending on their role within the Organization. For example, those who work in Procurement, Accounting or HR Administration will likely use Umoja more actively throughout the day than those working in Statistics, Public Information or Political Affairs, as they will conduct most transactions in the new solution.

However, all UN Staff will be asked to use Umoja extensively to manage their personnel information through Self-Service, including personal information, time and attendance, travel, entitlements, etc and all Managing Supervisors will use Umoja Self-Service to approve requests and manage their staff and units.

It is important to remember that Umoja is bringing high-level changes and improvements to the Organization which are unprecedented in the history of the United Nations:


 

 

 

Transparency: Currently, the UN conducts its business using numerous disparate (outdated) software systems which do not “talk to each other”, making it difficult to achieve transparency about how the UN operates. Umoja will streamline all our critical information into a centralized software solution that will provide visibility into the details of UN operations—empowering Staff, Managers and Member States to make more informed, real time and data-driven decisions to best carry out our mandates.

 

Efficiency: Moving to a centralized, computerized, state of the art ERP solution will unify all business processes, transactions, audit trails, reporting and data, leading significant cost savings, gains in productivity, and efficiencies in resource management.

 

Staff: Umoja will automate a wide range of administrative tasks that previously required inordinate amount of time and staff resources, enabling us to shift staff’s focus onto higher value analytical, planning and strategic work.

 

To learn more about Umoja and how it is changing the way the UN works, please visit our website http://umoja.un.org

As early as this June, Umoja will begin deploying throughout the global Secretariat and by the end of 2015, all UN staff members will manage their personal information using Umoja Self-Service  Umoja Podcast will feature monthly interviews with UN senior officials, key stakeholders and staff at large who will share their insight about Umoja and how it will affect the Organization.

LISTEN  :  Episode 1 -  Ernesto Baca 

On this first rendition of the Umoja Podcast, Umoja ASG, Ernesto Baca, sits down for an interview with Helga Leifsdottir, Chief of iSeek (the UN intranet), at the UN Radio studios at UN Headquarters. Mr. Baca shares his thoughts about the initiative, which “will touch the lives of 100,000 UN colleagues".

Watch for updates every Thursday on the deployment of Umoja on the UN intranet, iSeek. 

You can find the downloadable file in Unite Connections.

You can also subscribe to the Umoja Podcast on iTunes. 

December 2014 Newsletter

As 2014 draws to a close, Umoja is wrapping up its busiest and most productive year yet. Over the past year, Umoja (Foundation) was deployed at all Special Political Missions (Cluster 2), adding 17 additional entities to 15 Peacekeeping Missions (Pilot + Cluster 1), which deployed the state-of-the-art ERP solution in 2013...

Newsletter
December 2014

2014 - Year in Review - Looking Ahead to 2015

As 2014 draws to a close, Umoja is wrapping up its busiest and most productive year yet. Over the past year, Umoja (Foundation) was deployed at all Special Political Missions (Cluster 2), adding 17 additional entities to 15 Peacekeeping Missions (Pilot + Cluster 1), which deployed the state-of-the-art ERP solution in 2013, thus bringing the number of Umoja end-users around the globe to over 6000 UN Staff Members. In addition, Real Estate Management has been deployed across the global Secretariat, allowing the Organization to track all its real estate and leased assets in a centralized solution.



Umoja invites you to "Be the Change"


Umoja has updated its logo with a new tagline, “Be the Change”, effective 1 December 2014. The new logo and tagline represent the current status and message of the project as we continue our journey to the largest and most complex deployment of Umoja to date.





Umoja and Unite: transforming the UN together

Umoja is working closely OICT to enable productive collaboration amongst UN staff members across the globe. Umoja has adopted Unite Connections as its key collaborative platform for discussion, file sharing, and interactive dialogue with colleagues working on Umoja around the world.

What does Umoja mean for UN Staff?

Umoja is an Enterprise Resource Planning (ERP) solution designed to facilitate and streamline the way we do business at the United Nations Secretariat. For more information, please visit the Resources page on our website to read our "Introduction to Staff” and download helpful guides and roadmaps.


   umoja.un.org                                                                     



Communications Strategy

Do you want to know what's in the pipeline? Take a look at the Umoja Communications strategy for 2015.


Interactive Deployment Timeline

When is Umoja coming to you? Look at our interactive timeline to find out.



You are receiving this email as a UN staff member or affiliate, or because you subscribed via our website. To subscribe or unsubscribe from our list please visit https://list.un.org/mailman/listinfo/umoja
Please note that due to essential server maintenance, Umoja Production systems will be unavailable as follows: 
  • On Saturday, 13 December 2014: All Umoja Business Warehouse and Business Intelligence Production systems (including http://bi.umoja.un.org) will be unavailable due to server maintenance from 8 am CET until 11:59 pm CET (2 am – 6 pm NY Time), for an estimated downtime of 16 hours in total. 
  • On Thursday, 25 December 2014: All Umoja ECC and Portal/SRM Production systems (including http://portal.umoja.un.org and https://selfservice.umoja.un.org) will be  unavailable due to server maintenance from 8 am CET on Thursday, 25 December to 8 am CET on Friday 26 December (2 am on Thursday - 2 am Friday NY Time) for an estimated downtime of 24 hours in total.
As always, the Umoja team is making every effort to minimize the amount of system downtime and appreciates your patience. 
Please refer to http://status.umoja.un.org for updated information regarding Umoja systems availability.
We will continue to update you on the blackout schedule and any other system availability announcements. Stay tuned to our website http://umoja.un.org for the latest.

Umoja (which means “unity” in Swahili) is the ambitious transformative project which will streamline business processes, data management and technological infrastructure to bring all UN Secretariat entities, duty stations, departments and functional areas into alignment across the global Secretariat.

Umoja, a project of the Department of Management, is working closely with the Office of Information and Communications Technology (OICT) to enable productive collaboration amongst UN staff members across the globe. Towards that end Umoja has adopted Unite Connections as its key collaborative platform for discussion, file sharing, and interactive dialogue with colleagues working on Umoja around the world.

The Umoja parent community on Unite Connections features resources like the Umoja calendar of events, FAQs, a Communications wiki, Umoja Academy materials, presentations and reports, as well as external links to relevant Umoja resources such as our website, iSeek and Facebook pages, and numerous Umoja sub-communities.

For instance, the Umoja Deployment sub-community is a critical tool which enables the Umoja core team and global deployment teams to work together in real-time by sharing and updating project scorecards, accessing and updating a Master Database of Deployment team members and an informative wiki introduces deployment teams to Umoja Tools, forms, guides and more.

Umoja is also utilising Unite Docs, a more secure file sharing platform, to support the complex process of data collection and validation from each of the entities deploying Umoja. This is a key step in migrating critical data from legacy software systems into the centralized, state-of-the-art Umoja solution.

Umoja’s collaboration with OICT and Unite continues to grow and evolve as new ideas and opportunities are explored. For the latest, please stay tuned to the Umoja Communities on Unite Connections and to our website at http://umoja.un.org.

 


As 2014 draws to a close, Umoja is wrapping up its busiest and most productive year to date.

 Over the past year, Umoja (Foundation) was deployed at all Special Political Missions (Cluster 2), adding 17 additional entities to 15 Peacekeeping Missions (Pilot + Cluster 1), which deployed the state-of-the-art ERP solution in 2013, thus bringing the number of Umoja end-users around the globe to over 6000 UN Staff Members.

In addition, in July 2014, MINUSTAH in Haiti deployed a Pilot of Umoja Integration (Foundation + Extension 1) which includes Personnel, HR, Entitlements, Travel and Insurance functionalities. Staff at MINUSTAH now have access to Employee and Manager Self-Service through the Umoja Portal and are experiencing a more automated, efficient and paper-smart process of managing their travel and entitlements. Moving forward, Umoja will facilitate a more seamless personnel management experience for Staff by interfacing with Inspira, OHRM’s recruitment and career portal.

In 2014, Umoja also made history by fully deploying its Real Estate Management module to all UN offices around the globe, allowing the Organization to track, monitor and manage all its real estate assets, leases and expenditures using a central computerized solution.

2014 was also year of lessons learned and further adjustments to ensure a smooth road ahead. The deployment timeline were revised in order to address the need for increased
training for managers and Staff, to further improve and streamline help desk and support procedures for Umoja and other Organization-wide Enterprise solutions, and to enable a more holistic alignment of Umoja re-engineered business processes with existing UN policies and procedures.

In mid-2014, the Umoja Steering Committee decided to adjust the deployment timeline to ensure the successful and timely adoption of Umoja Integration across the global Secretariat by end 2015.

Looking ahead, next year Umoja will face its most ambitious deployments yet:  Umoja Integration (including Employee Self Service and Manager Self-Service) will be implemented at Cluster 3 (UNON, UNEP, UN-HABITAT, OCHA globally and ESCAP) in June 2015, and Cluster 4 (UNHQ, UNOG, UNOV, ECA, ESCWA, ECLAC, ECE, International Tribunals) in November 2015, as well as the deployment of Extension 1 to international staff in the Peacekeeping and Special Political Missions.

Still curious about what Umoja is and how it will affect your work and routine? Visit our website to view short videos, download presentations and read introductory materials such as the “Umoja: an Introduction for Staff”.

See when your entity will deploy Umoja by visiting our interactive deployment timeline, and stay tuned to our Umoja iSeek pages and Unite Connections community for the latest updates.

 

Umoja is pleased to announce that it has updated its logo with a new tagline, “Be the Change”, effective 1 Dec. 2014.

The new logo and tagline represent the current status and message of the project as we continue our journey to the biggest deployment of Umoja to date - at Cluster 3 (UNEP, UN-HABITAT, UNON, OCHA globally and ESCAP) in June 2015.

“Umoja: Be the Change” reflects our call to action and an invitation to all staff to be part of the largest and most complex of the ERP implementation project at the UN to date. Multiple preparatory activities are underway across the globe, as Umoja Trainers develop a cadre of Local Process Experts, and staff are introduced to the fundamentals of Umoja through Kick-off Workshops. As staff learn about the benefits of the solution, more and more are stepping up to ensure Umoja implementation goes smoothly. 

Visit the Umoja website to take a look at Umoja training, staff resources as well as the interactive Deployment timeline and more.

Updating Umoja Materials with the New Logo

The new version of the logo, as well as updated Word and PPT templates are available here on Unite Connections and also on iSeek 

Please make sure to use the new logo on all Umoja materials moving forward - including PowerPoint Presentations, Word documents, email signatures, handouts, posters, etc.
The PPT template uses the "Slide Master" function which enables one to update and apply the new template easily.
In order to update your current PPT presentations, please follow the SOPs below and attached here for your convenience:
To update your PowerPoint Presentations to the new template using the “Umoja: Be the Change” logo, follow these steps: 
1. Open the new Umoja PPT template 
2. Click “View” -> “Slide Master”
3. On the left you will see two Slide Masters: Title Slide (and variations) and Content Slide (and variations)
4. Open any existing PowerPoint presentation which needs to be updated
5. Click “View” -> “Slide Master”
6. From the new template dated 1 Dec 2014, copy both "Title Slide" and "Content Slide" and insert into your existing presentation. 
Important: make sure you are in Slide Master View in both presentations.
7. (Optional: delete old Slide Masters using old logo)
8. Click “Close Master View” to return to normal view
9. On any slide (ensure you are in Normal View”, you can now right-click and select “Layout”, then select the new Slide Masters you have inserted
Please let us know whether you have any questions or comments about the logo change.

The intense preparations for Cluster 3 deployment of Umoja Integration continued this week, with a comprehensive workshop by the Umoja team at United Nations Office in Nairobi (UNON) for a Umoja Academy Regional Hub Support session on Grants and Projects for Local Process Experts and Trainers at UNON, UN-HABITAT and UNEP. 


Did you know that the UN Secretariat occupies approximately 1,252,261 Mwith an estimated value of more than $5 billion? Yet the Secretariat’s multiple legacy systems has made managing these resources a highly fragmented operation. With the recent launch of Umoja Real Estate Management module, however, this is about to change.   

1 July 2013 marked the launch of Umoja Real Estate in Peacekeeping missions, the Organization's first consolidated real estate solution, followed by Special Political missions on 1 March 2013, and United Nations entities in New York, Nairobi and Addis Ababa on 1 July 2014.  This 1 November 2014, realised the final roll out of this phased Real Estate Management module in all remaining United Nations Secretariat entities.  Real estate and infrastructure assets will now be recorded as part of the financial statements with the introduction of IPSAS accounting standards. Following the adoption of the Umoja Real Estate Management module, all data related to real estate will be recorded and maintained in one common solution, increasing transparency and integration across multiple functions.

Umoja ASG Ernesto Baca explains, “This deployment has happened relatively silently, it is a considerable accomplishment made possible by the hard work and fruitful collaboration of the Umoja team, the Process Owner for Corporate Services, OPPBA and the teams in all offices and departments.”

Meanwhile, in addition to the Real Estate launch, preparations are underway for the next wave of Umoja Cluster 3 sites: UNON, UNEP, UN-HABITAT, OCHA and ESCAP.

Visit the Umoja website and iSeek page for access to all training materials and stay tuned to our website for additional updates.

Labels: wire, announcement

This week, Umoja is conducting an Academy Realization Kick-off Workshop at ESCAP in Bangkok from 20-24 Oct. to introduce colleagues from ESCAP, UNAKRT, UNEP, OCHA, OHCRH and OICT to the fundamentals of Umoja implementation. Over 200 participants have attended presentations and break-out sessions led by the Umoja Team covering Deployment, Financial Accounting, Financial Management, Cost Recovery, Source to Acquire, Logistics Execution, Real Estate Management, Human Resources Administration, Travel Management as well as Umoja key technical elements for ICT colleagues.

For UN staff: all the materials used at the workshop are available on the Umoja Community on Unite Connections at https://unite.un.org/connections/communities/community/umoja

 

Labels: wire, announcement

Due to essential server maintenance, Umoja ECC and BI production systems will be unavailable on Monday 6 Oct (an official UN holiday at all locations) as follows:

  • Umoja ECC Production system (P1E) will by unavailable between 7 - 11 am CEST on Monday 6 October (1 pm - 5 pm NY Time)
  • Umoja BI (Business Intelligence) Production system (P1B) will be unavailable between 11 - 3 pm CEST on Monday 6th October (5 pm - 9 pm NY Time). 

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

Please refer to http://status.umoja.un.org for updated information regarding Umoja systems availability.

We will continue to update you on the blackout schedule and any other system availability announcements.

Stay tuned to our website http://umoja.un.org for the latest.

Umoja is changing the Organization’s way of working and comprehensive knowledge of the system is required.

The Umoja Academy was therefore established to develop a greater degree of Umoja expertise across the Organization. Participants receive intensive customized training programmes composed of different learning modules.

One of the Umoja Academy tracks is geared towards creating a cadre of specialists known as Local Process Experts (LPEs), who can support the deployment of Umoja, and train and support end users at each UN location. Through the Academy, LPEs become fully familiar with all aspects of the Umoja solution and gain a fundamental understanding of “end to end” scenarios.

After completing all relevant learning modules, candidates are officially certified as Local Process Experts. Learning modules comprise the support of Umoja deployment activities such as testing and data conversion, development of training content and/or Job Aids, attendance of deep dive training and, finally, a successful completion of a rigorous assessment test.

The first generation of Local Process Experts has recently been certified after completing all learning modules and assessments of their functional areas. Training of these Local Process Experts was conducted as a joint effort by the Department of Field Support (DFS) and the Umoja team, with the support of the United Nations Global Service Centre (UNGSC) in Brindisi, Italy and the Regional Service Centre in Entebbe, Uganda. We are thus happy and proud to announce the following certifications:

  • Anna Elyseeva (Financial Accounting)
  • Barbara Massa (Funds and Cost Management)
  • Gianluca Melpignano (Procurement and Commercial Activities)
  • Kadri Abazi (Treasury and Cash Management)
  • Paolo Peruzzi (Procurement and Commercial Activities)
  • Sam Cassista (Procurement and Commercial Activities)
  • Sasa Murganic (Procurement and Commercial Activities)
  • Vincenzo de Leo (Treasury and Cash Management)
  • Vito Musa (Procurement and Commercial Activities)

Congratulations!

This team based in the UNGSC, provided support to all field missions during and after the Umoja implementation in the field. Their contribution to the successful adoption of the system in the field cannot be over-stated. More Local Process Experts are expected to be certified shortly and we are very thankful for their commitment and efforts. Local Process Experts are key success factors for the proper adoption of Umoja throughout the Organization.

In order to find out more about becoming a LPE through the Umoja Academy, please consult with your local Umoja deployment team and visit the Umoja Academy page on iSeek. To see when your entity will deploy Umoja please visit the interactive Umoja deployment timeline.

Posted on iSeek (the UN Intranet), 26 Sept. 2014
Labels: wire, announcement

United Nations Secretary-General Ban Ki-moon announced today the appointment of Franz Baumann of Germany as Umoja Senior Deployment Coordinator, New York.

Having served since 2009 as Assistant Secretary-General for General Assembly Affairs and Conference Management (DGACM), Mr. Baumann brings to this position extensive results based management experience within the United Nations. He has been a strong advocate for reform and business transformation using new and improved management and technological tools.

Mr. Baumann previously served as Acting Deputy Executive Director of United Nations Office on Drugs and Crime (UNODC), Deputy Director-General of the United Nations Office at Vienna (UNOV) as well as Director for Management of UNOV/UNODC with additional responsibilities in 2008 of heading the United Nations Office for Outer Space Affairs. He held several senior positions in the Organization, including as Senior Officer in the Executive Office of the Secretary-General involved with management reforms as well as Executive Officer of DGACM and of the Department of Peacekeeping Operations.

Mr. Baumann started his professional career in the European Parliament in Luxembourg and held various progressively responsible positions in the European Commission in Brussels and in Siemens, Munich before beginning his United Nations career in 1980 as a UNDP/UNIDO Junior Professional Officer in Nigeria.

Mr. Baumann holds degrees in public administration from the University of Konstanz and a Ph.D. in political science from Carleton University, Ottawa, Canada.

Born in Schramberg, Germany, in 1953, he is married and has a daughter.

Labels: wire, announcement

New templates for Umoja coffee sleeves have now been made available for all UN offices. The sleeves are intended to spread awareness of Umoja in advance of Cluster 3 deployment of Umoja Integration to UNON, UNEP, UN-HABITAT, OCHA New York, OCHA Geneva and ESCAP. In the meantime, all offices are welcome to have their own sleeves made based on the template (with all necessary approval of course). The colourful sleeves are functional and stylish, and help promote the Umoja project, the major business transformation initiative now sweeping the global Secretariat. For further information, the text of the sleeves direct staff to the Umoja website, umoja.un.org.

UmojaCoffeeSleeveTemplate.pdf 
Labels: wire, announcement

In 2013-14 Umoja achieved significant progress in its overall goal with successful deployments of Umoja Foundation to all Peacekeeping operations and Special Political Missions supported by DFS.

The solution is proving to be fully viable, operational, and is already providing significant improvements to the Organization.

After completing these extensive roll-outs of Umoja Foundation and the recent pilot deployment of Umoja Integration (Foundation and Extension 1) at MINUSTAH, the Umoja Team and its principal stakeholders performed a series of exercises to develop lessons learned and gauge both the successes and challenges of 2013-2014.

The result of these efforts, is a recognition that Umoja is a major business transformation initiative and not just the introduction of new technology to the UN. This presents a significant demand on the Organization not only to achieve the necessary readiness for Umoja deployment, but also to ensure the solution's operation after implementation. Although we were able to anticipate many of the challenges, it has become evident that the gap between a disparate and siloed "as is" way of working and the harmonized "to be" model is wider than anyone expected.

Therefore, the Umoja Steering Committee in its 2 September 2014 session concluded that several critical elements must be addressed by the Organization before further deploying Umoja. Accordingly, the timeline and cluster composition for Umoja implementation throughout the UN Secretariat will be as follows:

1 Nov 2014: Real Estate, rolled-out in all Offices and Departments

1 Jun 2015: Cluster 3 (Umoja Integration) rolled-out in UNON, UNEP, UN-HABITAT, OCHA (including NY HQ and UNOG as its service providers) and ESCAP

1 Nov 2015: Cluster 4 (Umoja Integration) UNHQ, UNOG, UNOV, ECA, ESCWA, ECLAC, ECE, International Tribunals, Extension 1 in PKs/SPMs for international Staff

1 Apr 2016: Cluster 5 (Extension 1) in PKs/ SPMs for National Staff and Uniformed Personnel

ESCAP has been moved from Cluster 4 to Cluster 3, given its significant administrative support of UNEP, OCHA and UN Habitat. The inclusion of ESCAP in the June 2015 deployment will enable a smoother implementation of Umoja at these entities.

Readiness activities for Cluster 3 have already begun, and in consideration of the number, size and scope of offices and departments which will be implementing Umoja concurrently in 2015, the readiness plan for Clusters 4 and 5 will start early and overlap with the Cluster 3 plan. Rigorous project monitoring will ensure the timely and proper completion of each item in the project plan.

The Umoja Team and its stakeholders are taking the necessary steps to address current challenges and ensure that the new deployment timeline is adhered to and completed on time. Some key subsidiary projects were launched towards these goals:

  • A series of improvements and change requests will be included in the next version of the Umoja solution which will be rolled-out in June 2015.
  • The Umoja Academy was launched in the Spring 2014 with the goal of expanding the cadre of Umoja experts at all UN Secretariat entities, as well as enhancing Managers’ awareness and understanding of how Umoja will change the way we conduct business.
  • Deployment Teams were created in New York, Geneva and Nairobi, to lead and assist offices and departments to achieve readiness for the roll-out. Also, a comprehensive Umoja implementation Guide was published to provide step-by-step instructions on how to achieve readiness.

As always, the Umoja Team thanks the thousands of colleagues involved for the hard work and adaptability during this time of organization wide change. Our accomplishments, wins and determination will lead us forward during this journey, assuring for an accurate and successful completion of the 2014/2015 program.

Labels: wire, announcement

There will be a brief scheduled Umoja downtime on 12 Sept:

All Umoja Production systems will be unavailable starting at 6 pm New York Time on Friday, 12 September 2014 for approximately 6 hours due to server maintenance.
Umoja Production systems should be available again at 1 am NY time on Saturday 13 Sept.

These brief downtime periods are required for critical server maintenance. The Umoja team is making every effort to minimize the amount of system downtime and appreciates your patience.

Please refer to http://status.umoja.un.org for updated information regarding Umoja systems availability.

We will continue to update you on the blackout schedule and any other system availability announcements. Stay tuned to our website http://umoja.un.org for the latest.

Today, 1 July 2014 was a big day for Umoja, the project implementing Enterprise Resource Planning across the global Secretariat.

Today was "go-live" date for the Pilot deployment of Umoja Integration (Foundation + Extension 1) at MINUSTAH in Haiti, as well as the debut of Umoja Real Estate Management at various UN offices around the globe.

Today also marked the one year anniversary of the very first Pilot deployment of Umoja (Foundation) at UNIFIL and UNSCOL in Lebanon on 1 July 2013! 

In the past year, the Umoja (Foundation) solution has been deployed across all Peacekeeping Missions and Special Political Missions supported by DFS. 

For UN staff in Haiti, functionality of Umoja will expand significantly today. See related iSeek article here. All UN Staff at MINUSTAH will benefit from Employee and Manager Self-Service through the Umoja Portal at http://selfservice.umoja.un.org (Haiti staff only).

To support the Pilot at MINUSTAH , Umoja is quickly mobilizing to build an interactive Community of Practice for all Umoja end-users around the globe using OICT's Unite Connections platform. All UN Staff and in particular end-users of Umoja are invited to join the Umoja Community at https://unite.un.org/connections/communities/community/umoja

Today also marks the first launch of Umoja Real Estate Management module at numerous UN offices around the world. By the end of 2014, all real estate related data (including contract and lease management) across the Secretariat will be recorded and maintained in the Umoja solution, bringing the Organization into alignement with the requirements of modern accounting standards which were adopted by the General Assembly (IPSAS).

All future deployment of Umoja throughout the Secretariat - at Headquarters, UN Offices in New York and Addis Ababa, All Offices away from Headquarters, as well as all remaining entities of the UN Secretariat - will deploy the joint Umoja Integration solution (Foundation and Extension 1). Umoja Extension 2, which covers strategic planning, events and programme management functionality, will be built and deployed over the next few years.

See when your entity will deploy Umoja by visiting our interactive Umoja deployment timeline, and stay tuned to our Umoja website and iSeek pages for the latest updates.


Labels: wire, announcement

There will be an Umoja blackout period this weekend, from 6:00 PM Friday 27 June until 12:00 AM Saturday 28 June (approximately 6 hours of system downtime).


This brief black out period is required for the upload and data conversion of financial accounting data objects, accounts payable, accounts receivable and general ledger in preparation for the Umoja Integration Pilot at MINUSTAH.


All Umoja Production Systems will be unavailable from 6:00 PM Friday 27 June until 12:00 AM Saturday 28 June.


Please refer to http://status.umoja.un.org for updated information regarding Umoja systems availability.


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


We will continue to update you on the blackout schedule and any other system availability announcements. Stay tuned to our website http://umoja.un.org for the latest.

The Umoja Team
Tel: +1-212-963-4014
Email: umoja@un.org
http://umoja.un.org
Umoja: It's Happening

Labels: wire, announcement

With just one week to go before the Pilot of Umoja Integration (Foundation + Extension 1) at MINUSTAH, preparations in Haiti and at Headquarters are at a fever pitch.

Intensive testing has wrapped up to ensure the Umoja solution will work well starting on 1 July, personnel data has been validated and cleansed, and new users are being trained at the Mission. Beginning on 1 July, UN Staff at MINUSTAH working in Human Resources, Travel, Payroll and Insurance will join their colleagues in Finance, Budget, Procurement, Logistics and Supply Chain who have already been using the Umoja (Foundation) solution at that Mission since November of last year.

The Pilot of Umoja Integration will expand the functionality of the Umoja Enterprise Resource Planning solution significantly. Umoja will interface with Inspira, OHRM’s recruitment and career management solution for a more seamless HR management process.

In addition, Pilot at MINUSTAH will include the launch of Umoja Employee Self Service and Manager Self Service functionality for UN Staff using the Umoja portal (not including Uniformed Personnel) for the first time since Umoja began its deployment journey last year.

Watch a brief video demo of Umoja Employee Self Service and Manager Self Service here

To support the Pilot deployment of Extension 1 at MINUSTAH, a set of new HR Factsheets, FAQs and Change Discussion Tools created by OHRM have been published on the Umoja website in English and French.

These documents provide succinct information on substantive aspects of Human Resources processes for staff and are intended to complement official training on using Umoja for HR Management. 

Please visit http://umoja.un.org/display/public/HR+Factsheets to review the material.

The Umoja solution interface is in English only. However, Umoja, DFS and OHRM will offer multilingual support for training and informational purposes as much as possible. For MINUSTAH, the Pilot of Extension 1 is benefitting from intensive face-to-face, on-the-job training to prepare Staff for the transition to Umoja.  French-speaking trainers are on hand to support the face-to-face training and post “go-live” support needs. In addition, the Umoja website at http://umoja.un.org is available in French.

Stay tuned to our website and iSeek pages for updated information and to see when the Umoja solution will deploy at your location.

Umoja has just published brand new Factsheets and Change Discussion Tools on its website.

The materials were created by OHRM to support the pilot deployment of Umoja Integration (Foundation + Extension 1) at MINUSTAH. Welcome to a new way of managing Human Resources using Umoja!

 The HR Factsheets and Change Discussion Tools below are created by the UN Office of Human Resources Management to provide succinct information on substantive aspects of Human Resources processes (Who, What, Why, Where, When, How), and are meant to complement technical information on using Umoja for HR Management.  

 PLEASE NOTE: for now the materials are intended for use solely at MINUSTAH in connection with the 1 July Pilot deployment of Umoja Integration (Foundation + Extension 1).

 As additional Umoja processes are rolled out, Factsheets and FAQs will be added.

 The Frequently Asked Questions provide answers to detailed questions which may have not been addressed in the Factsheets. 

If you have a question relating to HR, please email OHRM at unstaff-servingasone@un.org. They may not respond individually to every email but will develop submitted questions into future FAQs. 


Labels: announcement, wire

There will be an Umoja Black-Out period this weekend in connection with preparations for the Umoja Integration Pilot at MINUSTAH.

ALL Umoja SAP Production systems - including ECC (P1E), Portal (P1J), and SRM (P1R) - will be unavailable between 11:59 pm (CET) on Friday 13 June until 8 am (CET) on Sunday 15 June 2014.

A number of critical technical activities require that no users be active on the Umoja Production systems during this period, to ensure that the updated configuration and functionality for MINUSTAH is moved safely and optimally to the live production systems.

Please refer to https://status.umoja.un.org for updated information regarding Umoja systems availability.

Also, a friendly reminder that there will be an additional Umoja Black-out Period scheduled for 28-29 June (Saturday and Sunday), to enable final data conversion for the financial accounting data objects accounts payable, accounts receivable and general ledger.

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

We will continue to update you on the blackout schedule and any other system availability announcements.

Stay tuned to our website http://umoja.un/org for the latest.

The Umoja Team
Tel: +1-212-963-4014
Email: umoja@un.org
http://umoja.un.org
Umoja: It's Happening

Labels: announcement, wire

Umoja, the new Enterprise Resource Planning (ERP) solution for streamlined administration of the UN Secretariat is now in its second year of deployment. Following the implementation of Umoja Foundation at all Peacekeeping and Special Political Missions in 2013, the Umoja Steering Committee is implementing several key lessons-learned to ease the adoption of the new operating model throughout the UN Secretariat in 2014-15.

One of the new initiatives is the newly established Umoja Academy, an intensive training programme aimed at creating a cadre of Umoja specialists (known as Local Process Experts, or LPEs) at each UN location deploying Umoja. Through the Academy, Umoja LPEs will become fully familiar with all aspects of the Umoja solution, and gain a fundamental understanding of “end to end” scenarios in Umoja well ahead of each go-live date, in order to support managers, Umoja end-users and service desk personnel through the transition at each location.

This week, Umoja team members are in Brindisi, Italy for a pilot session of the new Umoja Academy programme, addressed at 76 Umoja specialists from DFS and some Cluster 3 sites who are taking a “deep dive” into Umoja functions to better understand how the solution integrates UN administration, minimizes inefficiencies and delays, and creates a new model for management.

All Umoja Academy materials are uploaded and shared on the Umoja iSeek page for the benefit of all UN staff who would like to learn more about the Umoja solution and how it will enable our Organization to work better.

Meanwhile, the Umoja team in New York and globally continues preparing for the next deployments: on 1 July 2014, a Pilot deployment of Umoja Extension 1 (Human Resources, Travel and Entitlements) at MINUSTAH in Haiti (including Employee and Manager Self-Service functions in the Umoja portal) as well as the deployment of the Real Estate Management module at various UN locations ; On 1 November 2014, a joint deployment of Umoja Foundation and Extension 1 in Nairobi at UNON, UNEP and UN-Habitat, and OCHA global operations, including  New York and Geneva  (Cluster 3).

Next year, in June 2015, a final joint deployment of Umoja Foundation and Umoja Extension 1 will take place at all UN Offices in New York and Addis Ababa, Offices away from Headquarters, the remaining entities of the UN Secretariat (Cluster 4), and the expansion of Extension 1 to cover international staff at Peacekeeping operations and Special Political Missions already using Foundation.

Visit the interactive Umoja deployment timeline at to see when your entity will deploy Umoja.

All Umoja Foundation training materials are available for review on the Umoja website and iSeek page.

Stay tuned to our website for all the updates.

Labels: wire, announcement
There are two upcoming black-out periods which will occur in June 2014 in connection with the cutover to Umoja Extension 1 Pilot at MINUSTAH.
 
1.  Umoja Production System - Black-out Period currently scheduled for 28-29 June (Saturday and Sunday)

The black-out period is required to support the data conversion for the financial accounting data objects accounts payable, accounts receivable and general ledger.  These are transactional data conversions and therefore the Umoja Production system needs to be “down” during the period of conversion. Therefore, the black-out window would be very small and is currently scheduled on 28-29 June (Saturday and Sunday).  The Umoja team expects a maximum of 2 day downtime for the Umoja Production system.
 
2. IMIS Production System - Black-out Period for MINUSTAH only from 13 June to 30 June 2014
 
The last day to enter IMIS PA transactions for International Professional staff members will be 13 June 2014.  This blackout period is for MINUSTAH only and is targeted from 13 June to 30 June 2014. In summary, the black-out period for Umoja Extension Pilot cutover will be different from the Cluster 1 and Cluster 2 Foundation cutovers to the Umoja solution where the Umoja Production System needed to be down for a 7-10 day window.
 
We will continue to update you on the blackout schedule and any other system availability announcements. Stay tuned to our website http://umoja.un/org for the latest.
Labels: wire, announcement

The Pilot of Umoja Extension 1 is scheduled to deploy at MINUSTAH on 1 July.

MINUSTAH already deployed Umoja Foundation as part of the Cluster 1 deployment on 1 November 2013. MINUSTAH colleagues working in Finance, Budget, Procurement, Logistics and Supply Chain are already using the Umoja solution to manage administrative processes in a more efficient and automated manner.

On 1 July, Umoja Extension 1 will expand Umoja functionality to Human Resources, Travel, Payroll and Insurance. Human Resource practitioners at MINUSTAH will use Umoja to process many additional transactions, replacing other legacy systems, and interfacing with Inspira for a more seamless Human Resource management experience.

In addition, all UN staff at MINUSTAH will receive access to the new Employee Self-Service (ESS) and Manager Self-Service (MSS) portals which are an integral part of Umoja. For a demo of ESS/MSS functions please see http://youtu.be/CpvkiwNpz8I

Using Employee Self-Service, UN Staff will be able to conduct the following transactions on their personal workstations: Update Personal Information (address and emergency contact), apply for Rental Subsidy, manage Dependency Allowances, Time Management (attendance and leave), Benefits (Insurance enrollment), Separation Checklist, Work and Life Events, Travel Initiation and Travel Expenses .

Using Manager Self-Service, Managers will be able to manage Leave / Time Approval, Contract Extensions, Maintain, Loan, Create Positions, and Create/maintain Organizational Units.          

All Umoja end-users will receive training approximately 4-6 weeks before the Deployment, as well as further information about how to use the Umoja solution, including system log-on information, post deployment support, etc.

Stay tuned to our website and facebook page for all the latest updates.

Labels: wire, announcement

Umoja, the new Enterprise Resource Planning (ERP) solution for streamlined management of Procurement, Finance, Supply Chain, Logistics and Human Resources, is a transformative initiative which will ensure the UN remains aligned with other leading international and inter-governmental organizations’ business practices.

The overall project timeline for Umoja continues on schedule;  the entire Secretariat is scheduled to have deployed Umoja Foundation and Extension 1 at all locations on time in June 2015.

The USG for Management, Mr. Yukio Takasu, recently reported to the Member States that “(in 2013) Umoja became a reality... it is now the day-to-day operating model for all Peacekeeping and Special Political Missions. 4,000 users have performed over 50,000 transactions and over $1 billion have been disbursed.”

Following the deployment of Umoja Foundation at Peacekeeping and Special Political Missions, management is now taking stock of the lessons learned in implementing the solution and in supporting the operations, identifying opportunities for improvement and refining the change management actions that will ease the adoption of the new operating model.  Furthermore, since the time the original plan was developed, new business imperatives were identified.  These emerging needs have to be factored in when planning the future roll-out approach.

These issues are currently being studied by the Umoja Post-Implementation Review Task Force, chaired by the UN Controller and comprised of relevant Umoja stakeholders. The need for increased training, improved help desk and support responses, and expedited alignment of Umoja processes with existing UN policies and procedures are being vigorously addressed.

Based on these considerations, the Umoja Steering Committee has accordingly decided to adjust future deployment milestones to ensure the successful adoption of the new solution of Umoja Foundation and Extension 1 on schedule by 2015.

The revised plan will enable an earlier deployment of Umoja to OCHA in NY and Geneva concurrently as well as an earlier roll-out of the Real Estate Management module of Umoja throughout the Secretariat by year-end 2014, in a way to support a sustainable adoption of IPSAS-compliant standards.

The decision to go-live to the full OCHA operations in 2014 was taken following an intensive feasibility study undertaken at UNHQ in January 2014, taking into account OCHA’s urgent need to quickly adopt an ERP solution to manage its complex operations.

The revised Umoja timeline: In July 2014, a Pilot deployment of Umoja Extension 1 (integrating Human Resources, Travel and Entitlements) which will take place at MINUSTAH in Haiti. This will allow a through test of Umoja’s integration with Inspira and the new HR Portal, as well as a first deployment of Employee and Manager Self-Service portals in Umoja for both Staff and non-Staff UN personnel.

In November 2014, a joint deployment of Umoja Foundation (for Procurement, Finance, Supply chain, Logistics) and Extension 1 (for Human Resources, Travel and Entitlements) at Cluster 3 entities - all UN Offices in Nairobi (UNON, UNEP, UN-HABITAT) and OCHA operations in New York and Geneva.

In June 2015, the final joint deployment of Umoja Foundation and Umoja Extension 1 to all Cluster 4 entities, which will now include all UN Offices in New York and Addis Ababa (previously part of Cluster 3), all Offices away from Headquarters, remaining entities of the UN Secretariat, and expansion of Extension 1 to cover international staff at Peacekeeping operations and Special Political Missions already using Foundation.

The interactive Umoja deployment timeline at https://www.unumoja.net/x/SYCIAw reflects the revised plan – visit today to see when your entity will deploy Umoja.

All Umoja Foundation training materials for end-users and staff at large is available on the Umoja website and iSeek page. Additional learning opportunities, including training on the upcoming Employee and Manager Self Service portals will be made available shortly.

Umoja is expanding its outreach activities to enhance awareness of the changes it will bring to the way we do business. Stay tuned to our website http://umoja.un.org  for all the updates.

Labels: wire, announcement
Originally published by iSeek (The UN Intranet) on Thursday, 20 March 2014

iSeek is available on UN LAN network only

"After weeks of deliberation by the judging panel, we are pleased to announce the winner of the iSeek Logo competition. The judges have selected the design submitted by Danielle Fisher, a graphic designer with Umoja in New York.

iSeek Logo - Design by Danielle Fisher - Winning Design 2014

Danni’s design was selected from a total of 57 designs submitted by 26 entrants from many duty stations. The competition ran from from 1 – 31 January but the judging phase took longer than expected. The three judges, Pouran Ghaffarpour (Nairobi), Christopher Bayne (Vienna) and Ziad Al-Kadri (New York) finally made a decision last week, with the approval of Maher Nasser, Director, Outreach Division as Chair of Editorial Board of iSeek.

“In conceptualising my idea for a new iSeek logo, I focused on three key themes: iSeek as a platform for communication, a global audience and the sense of discovery. It was important to me that the end result be simple, instantly recognisable and timeless.

iSeek Logo - Design by Danielle Fisher - Winning Design 2014 Sketch

"As I was thinking of alternative ways to represent the idea of 'global' without showing a globe, it occurred to me that a location marker is an internationally recognizable icon we have come to know and would fit my concept very well,” explains Danni.

The array of ideas and visual potential submitted for the logo was dazzling, and I thank everyone who submitted an entry. My sincere congratulations go to the well-deserved winner, for an elegantly designed logo, smooth and highly versatile, whilst capturing the essence of the iSeek concept with immaculate simplicity. Congratulations!

Christopher Bayne, Multimedia Specialist
Conference Management Service
United Nations Office at Vienna

The design of the logo manifests the creation and the popular sky blue within the UN system expresses the humanity. The design embraces the concept behind iSeek and hope that the new logo lives long. Congratulation to the winner!

Ms Pouran Ghaffarpour
Deputy Chief/Publishing Section Services
DTP Unit
United Nations Nairobi

Having participated as one of the judges on the panel was a very rewarding experience. I truly felt being part of a UN worldwide collaborative project. I thank all the talented designers who submitted a design proposal, and "chapeau bas" to the well deserved winning entry.

Ziad Al-Kadri,
Chief, Graphic Design Unit, OD
Department of Public Information
UNHQ, New York


What is next?

The logo will be used in redesign of iSeek and will be incorporated into the site design. This means it won’t be integrated just yet into the new home page of iSeek. Stay tuned for more changes to come on iSeek, the UN Secretariat Intranet.

Previously on iSeek

iSeek Logo Design Competition – Call for entries

iSeek logo competition closes tomorrow"

Umoja SAP Portal systems P1J (http://portal.umoja.un.org) and P1R (SRM Production System) will be offline for maintenance on Saturday 22 March 2014, between the hours of 12:55am CET and 7:00am CET. 
All other Umoja Production systems (including Production ECC Production System P1E), will operate as normal during this time. 
Please refer to our website http://umoja.un.org and http://status.umoja.un.org for further updates.

Useful Umoja information including Training, Resources for Staff and Frequently Asked Questions have been published for the benefit of French speaking staff and the general public, and new content will be added on an ongoing basis.

Umoja is pleased to extend its outreach to the Francophone community. As an official UN project we are mandated to make all key materials readily available in all official UN languages and are working to accomplish this goal in the near future.

Visit the French website today to see the new content available!

Labels: wire, announcement

On 1 March 2014, the Umoja Foundation solution (for Finances, Procurement, Logistics and Supply Chain functionality) went live at 17 UN Special Political Missions (SPMs) and 1 Peacekeeping Mission, MINUSMA.

Umoja is one common, integrated technological solution replacing numerous legacy software systems including SUN, Mercury and IMIS.

The latest deployment brings the number of UN sites using the new Umoja solution to more than 300 locations globally, with over 4,000 colleagues now using the software to process and manage transactions.

Thanks to tireless efforts from the global Umoja team, made up of colleagues from the Department of Management, OPPBA, Department of Field Support, OCSS, Peacekeeping Operations, OHRM and many many more, who all made an extraordinary effort despite difficult challenges due to their complex political and geographic situation of the Special Political Missions, and technical difficulties experienced last week, the solution is now up and running successfully at the 18 additional Missions.

The Missions have entered a transitional "ramp up" phase during which users are all logging in to the solution, placing orders and transactions and learning how to integrate Umoja into the Missions' daily operations.

The launch of Cluster 2 go live was celebrated in a joint event by UNAMI, UNAMA and KJSO in Kuwait, see photos below.

For more photos of the celebrations, visit our Facebook page at https://www.facebook.com/unumoja.

New! Umoja has launched a new interactive deployment timeline tool on our website at http://bit.ly/umoja_timeline — type in any UN office name, acronym or location to see when Umoja will deploy at your site!

Labels: wire, announcement

Umoja Production Systems availability was affected by unexpected connectivity issues on Monday 24 Feb.

Regardless of the downtime, we are moving forward on schedule and are still on track for go-live at all Cluster 2 Missions as planned.

Going forward, there are several key priority tasks that must be completed on time to prepare for deployment. 

In order to make it happen:

  • All Umoja teams are working around the clock in order to meet tight deadlines and keep the go-live on schedule.
  • Umoja is currently in the scheduled blackout period to allow for Cluster 2 data-load and all Production Systems are unavailable, as planned.
  • Cluster 2 Mission management and Umoja site teams are asked to actively ensure that all post-load validations of data and any other milestones are completed at the earliest possible moment, in order to cut-over on time.

The Umoja team in New York is standing by to assist with any queries or issues. Please contact us at umoja@un.org for general questions, or at umoja-deployment@un.org for deployment issues. We will continue to update you on the progress of go-live.

As always, visit http://umoja.un.org for the latest status and updates of Umoja.

Labels: wire, announcement
Umoja fact sheet screen shotSince 1 November 2013, Umoja has been in operation at all peacekeeping operations around the world, enabling over 3,000 UN staff members to work more efficiently.  Unoja presents one common, integrated solution in place of numerous legacy systems including SUN, Mercury and IMIS.

On 1 March 2014, 18 UN special political missions (SPMs) will deploy Umoja Foundation. This will bring the number of UN sites using Umoja to more than 200 offices globally, allowing more than 4,000 colleagues to work in the new solution. 

While the global Umoja team is hard at work ensuring that the new solution is ready to deploy, the Umoja Training team has been preparing an additional 1,000 end‑users at the SPMs and UNHQ for the transition to a new way of working.

At recent Umoja Train-the-Trainer programmes held in Entebbe and Kuwait, colleagues from the SPMs learned to use Umoja, as well as how to train their peers to use it. They have since returned to their missions to conduct end-user training locally at each site.

The training materials for Umoja Foundation are available to all UN staff members via our Umoja Training Page on iSeek.

The SPMs colleagues are working with the Umoja Team and the support team of DFS in preparation for the cut-over.   A full dress rehearsal will be held including all steps necessary to switch off old systems, transfer and validate all legacy data into Umoja.  The Missions have organized Umoja Open Days and other workshops to introduce their staff to the new way of working.

The Umoja Team salutes the colleagues in the field for their extraordinary effort to implement Umoja, despite difficult challenges due to their complex political and geographic situations.

In preparation for Umoja go-live there are many new and updated Umoja Resources available on our website, including a revised Umoja User Quick Guide, an updated list of UN entities deploying Umoja and an Umoja Fact Sheet. Check them out at http://umoja.un.org.

Umoja open day at UNAMIUmoja open day at UNAMI

For photos of the celebrations, visit our website at http://umoja.un.org and Facebook page at https://www.facebook.com/unumoja.


New! Umoja has launched a new interactive deployment timeline tool on our website at http://bit.ly/umoja_timeline — type in any UN office name, acronym or location to see when Umoja will deploy at your site!
Urgent Announcement for All Umoja Users (Peacekeeping and UNHQ)

All Umoja Production Systems will be unavailable to PK Missions and UNHQ Staff from 24 February - 1 March 2014. 

Payroll and related payment activities for the month of February need to be planned accordingly. Please see below for full instructions for all Payroll and Cashiers Teams.

Please be advised that as part of the conversion from IMIS to Umoja for all Umoja Cluster 2 missions it is necessary to enter a blackout period in which no transactions are processed in IMIS. Please see below for full information on the IMIS Blackout period.

Umoja Downtime to allow for upload of Cluster 2 Data from 24 February at 12:00 PM (noon) NY time  to 1 March 2014 at 1:00 AM, NY time 

During this time data for Cluster 2 missions will be uploaded into SAP. Users will not be able to access Umoja and will not be able to process or query any transactions in the system. This also applies to all users in missions and UNHQ. The system will become available again on Saturday, 1 March 2014 at 01:00 AM NY time. 

IMIS Blackout

Please be advised that as part of the conversion from IMIS to Umoja for all Umoja Cluster 2 missions it is necessary to enter a blackout period in which no transactions are processed in IMIS. This blackout period will allow the extraction of the data from IMIS for conversion into Umoja. This blackout period in IMIS is enacted by staff members including managers not processing transactions in IMIS, unless directly related to production cut-over activities. The IMIS system will be physically available throughout the period. The period of the IMIS blackout will be from 8:00 pm (NY) on Friday 21 February 2014 until 01 March 2014. 

Please continue to monitor our website at http://umoja.un.org regularly for information on future Umoja availability. 

Provisions required from Mission Payroll and Cashier Teams

All Payroll interface activities and related payment processing must be finished in advance, and must be 100% completed by Sunday, 23 February 2014 11:30 PM NY Time, at the latest. 

Please keep this in mind, and plan to complete the February Payroll processing in time to allow the Treasury in UN HQ New York, and Cashiers in your Mission to complete all Payment related tasks before 23 February. Make sure to coordinate Payroll and Cashiers activities, especially considering the time required for bank transfers or any other special arrangements that must take place, like physical transport of cash. Unless you have already done that, kindly inform the Payroll Section in UNHQ New York of your February Payroll Schedule for all payroll groups, at the soonest, including the International Staff MPO scheduled processing date.

Kindly be mindful of the workload for the Treasury and Cashiers, related to the international bank transfers, making sure that sufficient time is allocated for numerous related Payment Runs, and times required for these activities and bank processing as well. 

It is essential to complete Payment Documents and submit Payroll Release Requests as per the deadline advised by the Treasury, in order to ensure all payments to personnel are completed before this Downtime starts.
Keeping in mind the dependence of Payroll Interfaces and Payment Runs on accuracy and completeness of Business Partners records, and their associated Banking Data, you should have already ensured that any changes, corrections and new arrivals for Business Partners are initiated, completed and validated well in advance of the actual Payroll processing.

All reports generated from Umoja must be completed by 23 February 2014, and any information that you may need during the Downtime period has to be extracted and confirmed before the period starts.

Kindly note attached documents providing guidance on the activities, responsibilities and documentation during the Downtime.

Labels: wire, announcement, home

Umoja will go live at 18 Special Political Missions around the world on 1 March 2014. Umoja will streamline all administrative processes throughout the UN Secretariat, facilitated by the implementation of Enterprise Resource Planning (ERP).

 

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December 2013



From Planning to Deployment; 2013 a year in review

umoja

In 2013, Umoja became a reality for the UN Secretariat with its Pilot launch at UNIFIL and UNSCOL in Lebanon in July 2013 and successful deployment to all Peacekeeping Missions in November 2013. Over 2800 colleagues around the world are now using this new management tool and seeing the many ways in which it is enabling us to operate more efficiently. Umoja’s success in the last year is attributed to the hard work and dedication of the global Umoja team whose efforts across planning, testing, delivery, planning and deployment, training and communications "Made Umoja Happen"... Read More

Umoja Workshop held at UNHQ for Deployment Coordinators of Cluster 3 and 4
As we approach 2014, the focus on peacekeeping and special political missions will shift towards the next set of entities that include UNHQ, Offices away from HQ (OAHs) and the 5 Regional Commissions known as Cluster 3 and 4. Representatives from these large Clusters which represent the bulk of UN Secreatariat offices were invited to participate in an Umoja workshop at UN Headquarters in December 2013... Read More

Umoja Training Strategy for Special Political Missions go-live on 1 March 2014
The deployment of Umoja (Foundation) to Cluster 2 – Special Political Missions and MINUSMA - is scheduled for 1 March 2014. The training strategy for the 1 March deployment draws on lessons learned and uses the training capacity developed for Cluster 1 missions.  Each mission nominated a Site Training Coordinator responsible for developing the training agenda, administering the courses, tracking  individual progress through the inspira Electronic Learning Management System (ELM), and completion of end-user training programmes... Read More

Announcement

New interactive deployment timeline tool available on our website: type in any UN office name, acronym or location to see when Umoja will deploy at that location!


Umoja on iSeek

iseek

Visit the new and improved Umoja page on iSeek - for UN Staff
(must be on the UN network to access)


Umoja means “unity” in Swahili. It is an Enterprise Resource Planning (ERP) solution that includes software designed to facilitate and streamline information between all business functions within the United Nations Secretariat.


umoja.un.org


This year, Umoja became a reality for the UN Secretariat with its Pilot launch at UNIFIL and UNSCOL in Lebanon in July 2013 and successful deployment to all Peacekeeping Missions in November 2013. Over 3,000 colleagues around the world are now using this new management tool and seeing the many ways in which it is enabling us to operate more efficiently.

Umoja’s success in the last year was made possible through the hard work and dedication of the global Umoja team whose efforts across planning, testing, delivery, deployment, training and communications "made Umoja happen"!

Umoja’s deployment at Pilot and Cluster 1 was enabled by numerous intensive SAP workshops and testing cycles, including Functional Acceptance Testing (FATs), Product Integration Testing (PITs), and a comprehensive cycle of User Verification Testing (UVT).

These activities were hosted throughout the year at UNHQ, Valencia, Brindisi, Entebbe, and UNIFIL, and involved the collaboration of the Umoja team, site coordinators, local process experts, and UN Staff.

2013 began for Umoja with steps to determine the first users who would pilot the solution in UNIFIL. In a Role Mapping Workshop hosted in UNIFIL at the end of January, the Umoja Change Management team and specialists from OHRM and OPPBA discussed the approach for assigning ERP roles to end users and strategies for change management.

Shortly after, Umoja was first introduced to end users when the system underwent extensive testing in a three-week realization Workshop held in Valencia in February. This workshop was attended by 50 site coordinators and local process experts from the Peacekeeping Missions who were exposed to the solution and conducted deep dive SAP scenarios. The workshop in Valencia coincided with the 2nd cycle of testing of the Umoja solution in progress at UNHQ. In June, Umoja completed the final cycle of pilot testing and was approved to Go Live.

On 1 July 2013, Umoja went live and 400 end users began to use the centralized tool for procurement, logistics and financial transactions. The launch was marked with celebrations at both Headquarters and UNIFIL/UNSCOL, highlighting the accomplishment years in the making. After the 1 July Go Live, the Umoja team quickly turned its attention to Cluster 1 and kicked-off a new testing cycle. At the end of August, it was announced that Cluster 1 and Cluster 2 Go Live would be postponed by one month, to ensure Umoja would be successful when its usage expanded to cover nearly 60% of the Secretariat.

In early September, 45 Staff members from the Service Desks at the Peacekeeping Missions met in Valencia to attend a ten day workshop in which participants were trained in all aspects of Umoja to prepare to support an additional 2500 end users in Cluster 1.

On 1 November 2013, Umoja celebrated its second Go Live, this time launching in 14 Peacekeeping Missions spread across 200 sites in four continents and five time zones. This marked an unprecedented accomplishment for the UN Secretariat that was widely celebrated at many Peacekeeping Missions around the world.

Umoja’s training team was responsible to prepare Umoja end users to enable them to use Umoja and a new way of working. In preparation for Pilot and Cluster 1, the training team designed and built over 50 training courses, 35 job aids and 150 simulations that were ultimately delivered to over 3000 end users through a combination of computer based and instructor led training.

In the weeks leading up to Pilot Go Live, the Umoja trainers trained over 400 end users in UNIFIL and UNSCOL and at UNHQ in the areas of finance, procurement and logistics. In preparation for Cluster 1, Umoja conducted extensive Train the Trainer sessions in Entebbe and Brindisi for 114 UN Peacekeeping staff that learned to use Umoja and became trainers for staff at their Missions. In the coming months the Umoja trainers will conduct additional Train the Trainer programs for the Cluster 2 trainer nominees, as well as continue to update and develop training content for Cluster 3 and beyond.

In 2013 Umoja’s Communications team made significant strides towards making Umoja known to UN staff across the Secretariat. Over the past year, the Umoja website underwent a major facelift, and Umoja social media presence increased significantly with active Facebook and Twitter pages. The team also established a mailing list of over 60,000 UN Staff Members, published monthly newsletters, provided user guides, and hosted numerous publicity events to raise awareness about Umoja.

On 25 March, Umoja marked 100 days until Pilot Go Live, unveiling two countdown clocks at UNHQ in a ceremony held by Secretary-General Ban Ki-Moon, Under-Secretary-General Yukio Takasu, Ambassador Miguel Berger and attended by a great many UN Staff and Delegates.

A few weeks later, on 3 April, UNIFIL and UNSCOL hosted “Umoja Open Day”, introducing Umoja and educating staff on the different components of the solution such as Requisitioning, Procurement, Real Estate and Finance. On 28 May, Umoja held a Global Townhall lead by USG Yukio Takasu, USG Ameerah Haq, ASG Ernesto Baca and ASG Catherine Pollard. The four presented and then answered questions on Umoja, raised by UN Offices and Entities, Regional Commissions and select Peacekeeping Missions. 28 May also marked a surprise visit for the UN Umoja team, when Secretary-General Ban Ki Moon attended an Umoja All Hands meeting to thank the team for their hard work and provided encouragement for the final weeks ahead.

As the year comes to a close, the Umoja team is once again looking to the future, preparing for Cluster 2, Umoja Extension 1 and beyond. Testing cycles for Cluster 2 are coming to a close and the training team is preparing to launch their second Train the Trainer in early January, The Communications team continues to educate the UN on Umoja currently focusing on staff in the 18 entities scheduled to Go-Live on 1 March.

 

Labels: wire, home, announcement

As we approach 2014, the focus on peacekeeping and special political missions will shift towards the next set of entities that include UNHQ, Offices away from HQ (OAHs) and the 5 Regional Commissions known as Cluster 3 and 4.

Representatives from these large Clusters which represent a large number of UN Secreatariat offices were invited to participate in an Umoja workshop at UN Headquarters, from 9-11 December along with Umoja Process Owners representing DFS, OCSS, OHRM, OPPBA and OICT.

The aim of the workshop was to introduce and sensitize the participants to the various concepts, milestones and numerous deployment activities required to ensure a successful deployment of Umoja at Cluster 3 in July 2014 and at Cluster 4 in July 2015.

The workshop also served to establish an integrated Umoja deployment approach to guarantee that the transition and organizational alignment will be streamlined across all departments of the Secretariat. The participants were also able to benefit from a series of insights and lessons learned from previous Clusters, which among many emphasized adequate preparation time and dedicated resources since implementing the solution requires a tremendous effort.

The next steps include preparations for an high-level meeting scheduled in February 2014, with participation from Secretary-General Ban Ki-Moon, Chef de Cabinet Susanna Malcorra, all Heads of Departments and Under-Secretary-Generals which will formally kick-off deployment activities for Cluster 3.

The UNAMI Umoja Site Team had a successful Umoja Open Day at UNAMI HQ in Baghdad on Wednesday,18 Dec 2013.

UNAMI staff in Baghdad as well as other Business Partners took a 20-30 minute journey through various Umoja Booths where they were briefed on the scope of the Umoja Project as well as the major changes which will result from the implementation of Umoja.

The Special Representative of the Secretary-General (SRSG) in Iraq, Mr. Nickolay Mladenov, opened the event wearing an Umoja Polo Shirt and accompanied by the Chief of Mission Support, Ms. Haseena Yasin, the Chief of Staff, Mr. Mark Rutgers, and Chief of Pubic Information, Ms. Eliana Nabaa.

The briefing included a General Overview of Umoja, the Scope of Umoja Foundation, the Deployment Journey and some of the Key Changes of the processes in Supply Chain, Corporate Services, Real Estate, and Human Resources. The SRSG and staff were also briefed on the preparation activities being undertaken by the UMOJA Team and the Training requirements for end users.

The SRSG commented that it is very important that business processes are streamlined across the United Nations along with the deployment of a global database which will enable both Field Missions and HQ to function coherently and efficiently as One in delivery of mandates.

A total of 422 participants attended the event during the course of the day and each were presented with an Umoja Polo Shirt and mug as souvenirs of the day!

Thanks to the Umoja team at UNAMI for contributing this story.

The deployment of Umoja (Foundation) to Cluster 2 – Special Political Missions and MINUSMA - is scheduled for 1 March 2014.

The training strategy for the 1 March deployment draws on lessons learned and uses the training capacity developed for Cluster 1 missions.  Each mission nominated a Site Training Coordinator responsible for developing the training agenda, administering the courses, tracking  individual progress through the inspira Electronic Learning Management System (ELM), and completion of end-user training programmes.  They will collaborate closely with the Umoja training team to manage training content, data available on the training environment, overall training coordination, and reporting.

Several of the Cluster 2  missions nominated trainers from their own missions.  The Umoja Training Team will transfer knowledge to the designated mission trainers through a Train-the-Trainer (TTT) programme.  This programme will run from 13-31 January 2014 and will be held in two locations.  The TTT for Supply Chain, Real Estate and Independent Contractors and Consultants will be held in Entebbe, and the TTT for Financial Administration and Financial Management will be in Kuwait. 

Many of the Special Political Missions (SPMs) in Cluster 2 are supported by a mission from Cluster 1.  In such instances resources will be drawn from the supporting mission to provide trainers for the end-user training.  A few of the very small SPMs will receive direct end-user training by attending training in a regional hub or through virtual instructor-led classes.   The design of the training agenda will be based on the final user access mapping for the mission, with end-user training set to begin on 3 February.  Umoja Training materials and Job Aids are available for review purposes via the Umoja Training page as well as the iSeek Umoja page (limited to UN Network).

With Umoja's deployment in special political missions fast approaching, the Kuwait Joint Support Office (KJSO) and the United Nations Assistance Mission in Afghanistan (UNAMA) staff in Kuwait have been preparing by familiarizing themselves with the new Enterprise Resource Planning (ERP) solution.

They completed the four Umoja computer based training courses found on the UN e-learning platform Inspira — namely Umoja Overview, Umoja Master Data & Coding Block Overview, Umoja ECC Navigation and Umoja SRM Navigation.

UNAMA and KJSO staff members in Kuwait have thus obtained an idea of what Umoja is all about and how it benefits the Organization and them as staff members.

As UNAMA is a special political mission, the deployment of Umoja foundation in UNAMA Kuwait and KJSO will occur on 1 March 2014. So, before its deployment, the UNAMA Kuwait training unit has taken an initiative to ensure that all UNAMA Kuwait and KJSO staff members complete their Umoja courses in Inspira and obtain their certificates.

88% of all KJSO and UNAMA staff in Kuwait obtain their Umoja CBT certificates via Inspira

As of 5 December 2013, 100 out of 114 KJSO and UNAMA Kuwait staff members have obtained at least one or all of their certificates, making an overall success rate of 88 per cent.

This means that their feelings of anxiety and fear about the ERP solution have lessened to a great extent and now have been replaced with feelings of excitement and anticipation.

Let's recall that, as Umoja actually means “Unity” in Swahili, KJSO and UNAMA staff members in Kuwait are so excited with Umoja that a joke is going around wherein instead of saying the “United” Nations, staff members are now saying the “Umoja” Nations!

KJSO and UNAMA Kuwait staff members are now eager to start using Umoja in their daily work lives and are also truly committed to making Umoja another UN success story.

For more information on how to obtain your Inspira CBT Umoja Overview certificate, please log on to https://inspira.un.org or www.unumoja.net/display/public/Training or contact your mission's training focal point for Umoja.

 

Umoja has gone live at 14 Peacekeeping Missions around the world as of 1 November 2013. Umoja will streamline all administrative processes throughout the UN Secretariat, facilitated by the implementation of Enterprise Resource Planning (ERP).

November 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).

Website


Umoja deployed at Peacekeeping Missions on 1 Nov. 2013 
As of 1 Nov. 2013, approximately 2500 UN Staff Members are now using the Umoja solution to manage finance, procurement, logistics and supply chain transactions for all UN Peacekeeping Missions – utilizing just one Enterprise Resource Planning solution in place of several legacy software systems ... Read More


A special message from the Secretary-General on Umoja deployment
"Together, we are transforming the United Nations into an even more effective instrument of service for humankind", said Secretary-General Ban Ki-Moon in a special message marking the Go Live of Umoja to Peacekeeping/Cluster 1 ... Read More

New and improved Umoja page on iSeek
For UN Staff, Umoja has also launched a new page on iSeek (UN intranet, available to UN Staff on the UN Network only) which provides a comprehensive information, technical support, forms, advanced training materials and how-to-guides, to support Staff using the new solution... Read More

 
New and improved Umoja page on iSeek - for UN Staff (must be on the UN network to access)
 

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Visit our website for more information at umoja.un.org

As of 1 Nov. 2013, approximately 2500 UN Staff Members are now using the Umoja solution to manage finance, procurement, logistics and supply chain transactions for all UN Peacekeeping Missions – utilizing just one Enterprise Resource Planning solution in place of several legacy software systems. 

 This achievement is a huge leap forward for the United Nations Secretariat. ERP is transforming the way we manage all our resources which are critical for effective operations around the globe.

For UN Staff, Umoja has also launched a new page on iSeek to provide comprehensive information, technical support, forms, advanced training materials and how-to-guides, to support Staff using the new solution.

 The journey to Umoja has been a global effort, taking place across 4 continents and 5 different time zones. An intensive training program was carried out at all Peacekeeping Missions and at HQ, combining Train the Trainer activities, computer-based training through the inspira e-learning platform and classroom instruction in order to prepare staff members to start working in the new solution.

The Umoja team wishes to acknowledge the tremendous effort put in by all the departments and colleagues collaborating on the project, in particular the Site Coordination Teams around the world who worked diligently to accomplish this undertaking. 

 Here are a selection of photos and videos of the various Umoja go live celebrations which took place around the globe. If you have photos or stories of the Umoja launch at your location, feel free to forward them to us at umoja[at]un.org or share them with us through our Facebook page at https://www.facebook.com/unumoja.

Labels: wire, announcement

Dear Colleagues,

Umoja became a reality in July with its successful launch at UNIFIL and UNSCOL in Lebanon.  Colleagues using this new management tool are seeing the many ways in which it is enabling us to operate more efficiently.

Friday 1 November marked the next Umoja milestone: the transition from a pilot phase to deployment in all peacekeeping operations. Umoja now reaches more than 200 sites around the world from which peacekeeping staff operate.

Many challenges lie ahead, and the transition to a new way of working will not be easy. But today I wish to recognize the dedication and hard work of the Umoja team and the many colleagues involved in this endeavour, who collaborated so effectively to make this big step possible.

Together, we are transforming the United Nations into an even more effective instrument of service for humankind.  Thank you for a job well done.

Sincerely,

BAN Ki-moon

 

IMPORTANT: all Umoja Support Information can be found at the new Umoja page on iSeek (UN Network only) 
 
Logging In to Umoja

Kindly consult the Umoja User Quick Guide as well as the Umoja FAQs for full instructions on access, passwords, help desk procedures and more.

Training

*Please note: as an end-user you should have attended official Umoja training through inspira and in the classroom, passed all assessments and received your certificates.*

Umoja Level 1 and 2 Training materials are available for review purposes only on the Training page of the Umoja website
More advanced Umoja Level 3 Training are also available for review purposes only on the Umoja iSeek page.

Many of the Job Aids and How-To Guides used in Umoja training are also available on the Umoja iSeek page.

Help Desk and Technical Support
Please see the Help Desk Contact List which provides contact information for your local help desk.
We also encourage you to visit and register for Umoja Talk, which is the official community-of-practice space for all Umoja users, to ask questions and discuss Umoja with your peers at https://cop.dfs.un.org/umoja 
  
We thank you in advance for your kind collaboration and look forward to making Umoja a success with your help.

For UN Staff, Umoja has also launched a new page on iSeek (UN intranet, available to UN Staff on the UN Network only) which provides a comprehensive information, technical support, forms, advanced training materials and how-to-guides, to support Staff using the new solution.

Umoja will reform the way finance, resources and assets are managed across the Organization. It represents a once in a generation opportunity to streamline the way we work, by replacing fragmented and outdated legacy software systems and introducing a unified approach to conducting UN business.

In Nairobi, the implementation of Umoja has been supported by a unique collaboration between the Peacekeeping Mission UN Support Office for AMISOM (UNSOA) and the UN Office in Nairobi (UNON). 

Due to its complexity and scope, Umoja is rolling out across the Secretariat in phases of functionality and location. The first group of entities which will implement the new solution are 14 Peacekeeping Missions who will deploy Umoja (Foundation) focusing on procurement, supply chain and logistics, on 1 November 2013.

Since UNSOA is housed at the same complex as other UN offices in the UN Gigiri complex in Nairobi, including UNON, which is scheduled to deploy Umoja on 1 July 2014, a unique partnership has developed between the UN Offices in Nairobi to enable all offices there to participate in the preparatory process and gain an early exposure to the Umoja solution benefits.

This is a welcome development compared to past implementations as the Umoja deployment was seen by all parties in Nairobi as an opportunity for collaboration and improved results.

When Umoja goes live in UNSOA on 1 November, staff at both UNSOA and UNON will have benefitted from training in Umoja in the newly established Information Technology Learning Lab at the complex in Gigiri, including training in SAP functionality and transactions.

The Umoja training curriculum includes e-learning modules on the inspira platform, classroom instruction, videos and helpful simulations and the Umoja practice training environment.

Additional equipment will be added to the Learning Lab at UNON in the coming months with the aim of providing computer and web based virtual training for staff in other areas as well.

While UNSOA will see the results sooner, on 1 November, UNON is already benefitting from the valuable lessons and insights of the Mission in preparation for 1 July 2014.  The collaboration between UNON and UNSOA highlights the One UN approach and the unity of purpose that is captured in the name and spirit of Umoja.

Labels: wire, announcement

As an integral part of Umoja's transition from a project in development to going live in the field, the public information activities supporting Umoja are becoming more central and transparent for the benefit of all its stakeholders. 


The official Umoja website at http://umoja.un.org has been redesigned. It has a brand new look integrating social media and public information about the project, with a broad United Nations and external audiences in mind.


Its main goal is to enable easy and simplified access to all important Umoja information without the need to login to the password protected areas of the project intranet, known as Umoja NET.


For instance, you no longer need to login in order to read more about: Umoja Training, Umoja Timeline for Deployment, Umoja Resources for Download and more.
If you have not had a chance to visit the Umoja website lately we encourage you to stop by and take a look today!



Labels: wire, announcement

Umoja will deploy to 14 Peacekeeping Missions on 1 November 2014. Umoja will streamline all administrative processes throughout the UN Secretariat, facilitated by the implementation of Enterprise Resource Planning (ERP).

September 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).

Website


Getting ready for Umoja: Support Staff Training in Valencia 
Several UN offices and departments are working closely together in order to prepare the information technology resources, staff and infrastructure across the Secretariat to support the new ERP solution. From 2 - 13 September 2013, representatives from the Service Desks at the Peacekeeping Missions met at the United Nations Support Base (UNSB) in Valencia to attend a “Umoja Support Workshop for Service Desk Staff”... Read More


Umoja and EIDMS: a partnership in support of 21st century technology
In just one month, Umoja (Foundation) Pilot will deploy at 14 Peacekeeping Missions around the globe. The Umoja solution and its databases will operate from servers located at the UN Global Support Centre in Valencia. One central OICT service which is key to enabling secure remote access to Umoja is the new “UN Global Account”, or Enterprise Identity Management Service (EIDMS) established by OICT... Read More

“Onboarding New Staff & Movement of Current Staff using Umoja"
Umoja has made available a new roadmap entitled “Onboarding New Staff & Movement of Current Staff using Umoja” which illustrates how Umoja will streamline and automate many HR related tasks which today are managed manually often using multiple systems... Read More
 
The Umoja website has a brand new look and lots of new staff resources for download.
No need to login!
 

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In just one month, Umoja (Foundation) Pilot will deploy at 14 Peacekeeping Missions around the globe. The Umoja solution and its databases will operate from servers located at the UN Global Support Centre in Valencia. Eventually, the new solutions will be accessed remotely from workstations across all UN duty stations, utilizing advanced methods of data security to ensure all UN data is thoroughly protected.

The complex process of Umoja implementation was made possible through close collaboration between the global Umoja team, the Office of Information Communication and Technology (OICT) and the Information Communication and Technology Division (ICTD) of DFS.

One central OICT service which is key to enabling secure remote access to Umoja is the new “UN Global Account”, or Enterprise Identity Management Service (EIDMS) established by OICT to streamline and enhance identity data management for all individuals affiliated with the UN, whether they are staff, interns, volunteers, consultants, vendors, etc.

EIDMS manages identity data by pulling in and consolidating records from various databases used across the Organization, including IMIS, FSS, network Active Directories, Global Lotus Notes Address Book , etc. and provides a unique identifier or EIDMS ID for each individual.

EIDMS will allow individuals to log in to different UN solutions and services using the same User ID and password (“single login functionality”) and will allow consolidation and streamlining of multiple UN systems for a more efficient and user-friendly experience.

EIDMS will ensure that the UN is aligned with the highest industry security standards available today. It will allow additional Enterprise solutions (iNeed, the global service management system is already using EIDMS for authentication) to be implemented across the Organization to improve and modernize our technology and business operations.

For remote access to Umoja, OICT has implemented a platform (Citrix) which will use the same EIDMS user credentials for Umoja users to login in to the new Umoja solution from their workstation, regardless of their location.

Umoja would like to thank OICT and ICTD/DFS for their invaluable support, close collaboration and hard work over the past few years to make the transition to the new Umoja solution possible.

Labels: wire, announcement

Umoja, the new Enterprise Resource Planning solution, will be deployed across the global Secretariat in phases between 2013-16, in order to allow the Organization to absorb change at a tolerable rate, and address some of the risks associated with deploying a comprehensive solution in a global organization.

You can see the timeline for deployment across the global UN Secretariat at the Umoja website.

Umoja (Foundation), which manages accounting, procurement and logistics, replacing numerous legacy systems such as IMIS, Mercury and SUN in the field, will go live on 1 November at 14 Peacekeeping Missions.

Several UN offices and departments are working closely together in order to prepare the information technology resources, staff and infrastructure across the Secretariat to support the new ERP solution.

From 2 - 13 September 2013, representatives from the Service Desks at the Peacekeeping Missions met at the United Nations Support Base (UNSB) in Valencia to attend a “Umoja Support Workshop for Service Desk Staff”.

A group of 45 participants from Peacekeeping, Special Political Missions and the Offices Away from Headquarters, UN Offices at Vienna and UN Offices at Nairobi took part in the session.

The overall purpose of the workshop was to prepare service desk staff in all different aspects of Umoja. OICT, DFS, Umoja, ICC and UNOPS combined their efforts to deliver modules on iNeed, Citrix Architecture, an overview of Umoja Business Processes and SAP environment.

After Umoja deployment, the Peacekeeping Mission and DFS Service Desks will provide centralised Tier 1 support for the Umoja production environment using the Enterprise based iNeed system as the first point of contact for Umoja end-users to access Umoja support and will be responsible for logging and for initial assessment of all Umoja related incidents and or requests.

 

Labels: wire, announcement

Umoja has made available a new roadmap entitled “Onboarding New Staff & Movement of Current Staff using Umoja” which illustrates how Umoja will streamline and automate many HR related tasks which today are managed manually often using multiple systems.

Next year will see the first deployment of Umoja Extension, the Human Resources module of the new Enterprise solution. The first instance will be a Pilot deployment of Umoja Extension at MINUSTAH in March 2014.

Umoja Extension will allow integration with inspira to better manage recruitment of new staff, streamline and automate movement of current staff to other duty stations, expedite disbursement of staff entitlements and allow staff to manage transactions and update personal information using the Umoja Employee Self Service portal.

We invite all staff to review the roadmap to learn about some of the improvements which Umoja will bring to the way the UN manages personnel and Human Resources.

Labels: wire, announcement

Dear Colleagues,

I am writing to inform you that a decision has been taken to postpone the next two phases of Umoja (Foundation) deployment by 30 days.

The Umoja Steering Committee met for an extra-ordinary session on 28 August 2013 and decided unanimously to revise the schedule for Clusters 1 and 2 deployment.

Cluster 1, consisting all Peacekeeping Missions, will now deploy Umoja Foundation on 1 November 2013 and Cluster 2, consisting all Special Political Missions, will deploy the new solution on 1 February 2014.

All successive roll-out milestones remain unchanged; Cluster 3 on 1 July 2014, Cluster 4 on 1 July 2015, and Cluster 5 on 1 January 2016.

The main reason to adjust the deployment schedule was a need to reconcile Umoja readiness dependencies against an obligation to support the core mandates of the missions in these challenging times.

As it became evident during the pilot implementation in UNIFIL and UNSCOL, the readiness to migrate to the new, common solution was impacted by the disparity among missions in the processes and configuration of systems currently in use and the large volume of data to be gathered and cleansed.

I am confident that the measures taken as a result of the lessons learned in the pilot implementation, and continued commitment of the senior management and all staff involved to the timely completion of Umoja deployment work, will enable us to remain on the revised schedule to implement this ambitious and transformational initiative.

Sincerely yours,

Ernesto Baca
Project Director
Enterprise Resource Planning
United Nations HQ

Labels: wire, announcement

Umoja "Train the Trainer" programmes are in progress at Brindisi and Entebbe. 114 UN Peacekeeping staff are learning to use Umoja, as well, as become trainers for staff at their Missions. The next 5 weeks will be intense preparation for Umoja go-live on 1 Oct 2013!


Umoja will deploy to 14 Peacekeeping Missions on 1 October 2014. Umoja will streamline all administrative processes throughout the UN Secretariat, facilitated by the implementation of Enterprise Resource Planning (ERP).

August 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

TTT


Umoja "Train the Trainers" Programmes in Brindisi and Entebbe
Umoja "Train the Trainer" programmes are in progress at Brindisi and Entebbe. Under the instruction of the Umoja core trainers, 114 UN Peacekeeping staff are learning to use Umoja, as well as to become trainers for fellow staff members at their Missions. The next 5 weeks will be intense preparation for Umoja go-live on 1 Oct 2013.... Read More


Visit the "Umoja Talk" Communities of Practice (COP)

"Umoja Talk" is the official online COP for the Umoja global team to discuss Umoja, ask questions, advise and consult with other users and experts, and access a variety of reference material and information at https://cop.dfs.un.org/umoja.... Read More

"Umoja is Happening": a follow-up interview with Mr. Girish Sinha
Umoja sat down with Mr. Sinha, DMS of UNIFIL, for a follow-up interview. This time we focused on his experiences shepherding a large UN Mission through the first implementation of Umoja, and talked about the expansion of the Umoja solution to 14 additional Peacekeeping Missions on 1 October 2013... Read More

Umoja "Daily Dose" Dashboard and Countdown Clock launched
A newly redesigned version of the Umoja countdown clock has been launched on monitors at UN Headquarters as the Umoja "Daily Dose": a dynamic dashboard which will feature all the latest news regarding Umoja and interesting data as the solution deploys across the UN Secretariat... 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 Training material is now available on the Umoja Website

























"Umoja Talk", a Communities of Practice (COP) SharePoint site is the official online forum for the Umoja global team.
We invite all Umoja end-users, site coordinators, trainers and training coordinators, Local Process Experts, Umoja staff members and consultants, Business Readiness Managers, Process Owners, etc. to login to Umoja Talk to discuss Umoja, ask questions, advise and consult with other users and experts, and access a variety of reference material and information at https://cop.dfs.un.org/umoja
  • You will need to log in to Umoja Talk using your UN Webmail credentials
  • Please note you will be asked to register using your UN email address if you have not previously used Communities of Practice. 
  • For colleagues without an email ending in "@un.org", please see additional instructions HERE on how to register for the COP site. 
Labels: wire, announcement

“Umoja is happening. We have successfully implemented it at UNIFIL through hard work, teamwork and collaboration. The United Nations organization and its Peacekeeping operations are well on their way to adopting a new way of managing crucial resources with enhanced efficiency, transparency and accountability,” says Mr. Girish Sinha, Director of Mission Support for the UN Interim Force in Lebanon (UNIFIL).

Just over one month ago, Umoja Pilot went live at the United Nations Interim Force in Lebanon (UNIFIL) and the Office of the United Nations Special Coordinator for Lebanon (UNSCOL).

As the Pilot site, UNIFIL served as the first testing ground for the new Umoja solution which centralizes access to important data and harmonizes administrative procedures for the entire UN Secretariat. The new Enterprise Resource Planning (ERP) solution replaced multiple legacy financial and procurement systems, including Sun, Mercury, ProcurePlus, interfacing with Galileo and others.

Umoja sat down with Mr. Sinha for a follow-up to his interview from April 2013. This time we focused on his experiences shepherding a large UN Mission through the first implementation of Umoja, and talked about the expansion of the Umoja solution to 14 additional Peacekeeping Missions on 1 October 2013.

Mr. Sinha, how did the Umoja Pilot go?

It was a great experience, truly. Despite the challenges and difficulties we faced, I saw true team work, determination and collaboration from all the staff and managers involved, whether at myMissioninLebanon, the New York Umoja team, from all the technical people, all the colleagues at DFS and DPKO, OICT, ICC and others. I learned again what is possible to achieve in our Organization, when we are willing to get together and work hard to accomplish something of importance. I saw a real team working together, a global team, to face great challenges and create something new and necessary. It was tremendously satisfying to see the results.

What was the hardest part of the Pilot for UNIFIL staff?

We know change is never easy. Umoja changes the way we do many things in our operations. Most of the legacy systems at myMissionwent away, basically overnight. We had to relearn how to do basic things we have been doing a certain way for a long time, and learn how to do them in Umoja from scratch. Every transaction takes a lot of concentration, where before staff could do them automatically, “in their sleep”. But we know change is a necessary thing. There is no gain without some pain.

How long will it take the staff to become comfortable using Umoja?

It will take a little bit of time before we reach a real comfort level using the new solution. That’s normal. Staff used IMIS and other systems for so long, they did not need to think at all when raising requisitions or approving transactions. It was automatic and without any real thought. Now, they need to concentrate hard, every transaction they conduct in Umoja takes conscious thought and following their training practically step-by-step. It will take some getting used to, but it is important to remember that we will get there. Before we know it, staff will be so accustomed to using Umoja that they will not need to think at all about it. It will be automatic again. That is when we will begin to see the real results, when Umoja becomes second nature and we will see how much faster and streamlined it is. We should keep this in mind for the next deployment phases. We have to encourage Staff to be patient and give themselves time to learn the system an become 100% comfortable using it before we will see the benefits of deploying Umoja.

All of DFS Missions in the field will have Umoja Foundation by January 2014 and next year, Umoja Extension 1 (which includes Human Resources integration, Travel and Entitlements) will begin rolling out, beginning with a Pilot at MINUSTAH in February, followed by all UN Secretariat entities in a matter of one year. What do you see as the biggest challenges ahead?

We know that SAP - the software Umoja is based on - is an entirely new platform for the UN Organization. We have never used SAP before. So the Pilot was one thing, as we were only dealing with 300-400 users. The number of Umoja users will grow to 3000 users by the end of 2013, and by the end of 2014, with the roll-out of Umoja Extension 1, we will be talking about tens of thousands of staff members using SAP and Umoja, especially when we include the Employee Self-Service module, which is a basic part of Extension. ESS will affect up to 50,000 UN Staff, Retirees, Vendors, Consultants, Volunteers, etc. The integration of SAP within the way we work will necessitate a fundamental change in all of our technical and administrative resource management. Helpdesk procedures, which went very well for Pilot, will need to be perfected on a much larger scale. All IT departments and professionals throughout the Organization will need to learn to use Umoja and SAP quickly, and be completely comfortable supporting the user community from A to Z using SAP. This is a work in progress. Senior management is very aware of this new challenge. The Umoja team is thinking very hard about how to “mainstream” SAP quickly and efficiently so as to make all UN departments and staff familiar with the software so as to have a smooth transition. We are finding innovative ways to enable IT departments throughout the Secretariat to learn SAP immediately, and develop the infrastructure to support it from a technical perspective. It is actually a very exciting and promising time to be involved with administration, management and IT departments in the Secretariat as these will be evolving, growing and improving at a great pace over the next few years.

How do you think UN Staff will adapt to the concept of Employee-Self-Service?

I am really looking forward to the roll-out of Employee-Self-Service (ESS) next year, which will allow UN Staff to maintain and update their own personnel records, personal information, bank account details, life and work events, and apply for staff entitlements and travel using Umoja. This will be a much more streamlined and paper smart way to work. Of course, it will present a major change from the manual methods we use now. Actually, I am not concerned about this at all because I think that UN Staff will adapt quickly and easily to this change. Even UN Staff who is close to retiring like myself, are already accustomed to carrying out transactions online, whether using the UNFCU banking website to manage our financial accounts or pay our bills, apply for posts and conduct staff recruitment using inspira, etc, or using the internet to make purchases, fill out personal information, and conduct transactions etc. We have become very accustomed to doing many activities online and using the internet in this way. Umoja ESS will simply be a continuation of this trend and will make many things much simpler for Staff.

Some UN Staff are still a bit unsure about ERP implementation and what it will mean for them. Any words of advice for UN Staff at large?

As I said in my last interview and it bears repeating: the UN has reached a point of no return in terms of staying relevant in today’s world. The Organization has to move forward to remain functional, given the huge and complex scope of our operations around the world. Really, there are so many people in every region of the globe that are dependent on the UN, on the Organization remaining viable and functional and providing its services in peace and security and development for those who need it most, that we must always strive to function at the best level possible. The only way to accomplish this is by implementing ERP, and to start to convert the investment we have put into Umoja into real benefits. I hope all UN staff, from the general service level and field support, to the professionals, directors and senior management, will take this idea to heart. They can all help by supporting Umoja and adapting to this new model as best as possible, so we can continue to improve as an Organization.  If we all pitch in and do our best, working together as a global team, I believe we will have a very successful transition to Umoja.

Umoja would like to thank Mr. Sinha and all the colleagues working towards Umoja deployment throughout the Secretariat for their hard work, feedback and invaluable help. We look forward to the next deployment phase, in which Umoja (Foundation) will deploy to 14 Peacekeeping Missions on 1 October 2013.

A newly redesigned version of the Umoja countdown clock has been launched on monitors at UN Headquarters as the Umoja "Daily Dose": a dynamic dashboard which will feature all the latest news regarding Umoja and interesting data as the solution deploys across the UN Secretariat.

All UN Offices around the globe will soon be invited to display their own Umoja monitor and dashboard.


Labels: wire, announcement, home

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 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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All Umoja Training material is now available on the Umoja Website

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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. 

Labels: wire, announcement

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.

Labels: announcement, wire

 

 

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


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
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.