umoja -- a better way of working january 2015. goals of the townhall meeting what is umoja? why is...
TRANSCRIPT
Umoja -- A Better Way of Working
January 2015
Goals of the Townhall Meeting
What is Umoja?
Why is it important for the
Organization?
Why is it important to YOU?
Where are we now?
2
What is Umoja?
3
https://www.youtube.com/watch?v=X5GVTEv1y74
What is Umoja?
4
Umoja means “unity” in
Swahili
Enterprise resource
planning (ERP) solution
Multiple systems unified Streamlined processes Productivity Self-Service Efficiency Reporting and planning
What is Umoja?
5
Why Umoja?
6
What will do?
7
Changes to roles and responsibilities resulting from new processes and
technology
A more efficient and effective organization
Higher quality of service to end users
Streamlined and standardized
business processes
Single technology platform that replaces many existing systems
8
will take the United Nations
From… …To
Business ProcessesWorking practices, which often vary
by location, can be slow and inefficient
Staff SatisfactionSignificant frustration and time
spent dealing with administrative red tape
IT InfrastructureMultiple systems that are costly to maintain and cannot easily interact
Data ManagementManually intensive, with many
paper forms and significant re-keying of data
One global solution that uses industry-leading technology and improves decision-making
Best practices are standardized, minimizing delays, waste, and frustration
Electronic with single input from system users and automation of many tasks
Easier ability to get things done with workload focused on value-added activities
9
Key Changes in Finance
Compliance with the International Public Sector Accounting Standards (IPSAS), a modern standard of accounting
Automation of financial processes with better controls: System automatically checks for fund availability in the budget
account, prior to processing of a requisition. Payment to vendors only after the goods are received and upon
completion of automated “3-way matching” of Goods Receipt, Invoice and Purchase Order.
Bank accounts, funds, assets, and other key data centrally stored and shared across the entire Organization
Managers will have immediate access, as needed, to real-time, up-to-date financial information and other programme/project data and reports
10
Key Changes in Supply Chain/Procurement/Logistics
The UN will have one set of data for vendors, materials, and services centrally stored and shared across the Organization
Better integration with Finance (see previous slide) Automated requisitioning and procurement procedures:
Most requisitions will be done from a centrally shared catalogue that lists all goods and services available to them from current contracts
Approved requisitions will automatically generate Purchase Orders reducing the need for duplicate data entry
Umoja will provide visibility to the entire Procurement process
One Procurement system enables advanced reporting from a single source Low Value Acquisition (LVA) process will no longer be paper-based
11
Key Changes in Central Support Services
Facilities Management: Real estate, fixed assets, and other Master Data will be
centrally stored and shared across the entire Organization The maintenance of leases will now occur in the system Robust, organization-wide automated reporting will enable
forecasting and space planning
Services to the Public and Staff: Vendors and customers will receive detailed and consolidated billing
statements (as opposed to multiple) Third-party procurement will be done within Umoja Grants and Trust Fund management directly integrated with billing process
so invoices related to the grant are automatically generated
12
Key Changes in Human Resources*
Employee Self-Service portal will allow staff to: View and update to their HR profile Initiate and track requests for benefits &
entitlements Make travel requests directly and submit claims
electronically
UN staff data will be stored centrally and shared across the organization
Transfer of staff across duty stations will be seamless Managers will have access to up-to-date staffing
information and organizational structures
13
Farewell to Legacy Systems (Foundation)
To be decommissioned: SUN, Mercury and ProcurePlus Local stand-alone databases and spreadsheets All eight instances of IMIS (phased out)
Galileo will be interfaced with Umoja in the field temporarily
14
Staff receive a basic understanding of Umoja and how it will benefit the Organization
Staff receive high-level project plans, anticipated changes and benefits, and key roles and responsibilities for deployment
Identify staff members who will use the new system (“end users”)
End users and their managers will:• receive an in-depth
understanding of Umoja and the change impacts
• begin planning for changes in roles and processes
• Receive details of training efforts
End users receive training (4-6 weeks before each Deployment)
End users receive detailed deployment information, including:
• system log-on information
• post deployment support vehicles
6-12 months before deployment
2-5 months before deployment
1 month before deployment
Sites complete system stabilization phase
Final assessment of impact on organizational structures and staff roles and responsibilities
Begin to realize the benefits of changes implemented
6-24 months post deployment
Deployment
Key Activities to Expect As We Approach Deployment
15
How will Umoja affect YOU!
16
What is Employee Self-Service (ESS)?
provides a central resource for many HR-related tasks;
enables UN staff to update their data and information;
submit requests and applications for entitlements, time management and travel and access information and guidance on HR policy and procedures.
How will Umoja affect YOU!
17
What is Manager Self-Service (ESS)?
enable managers to access and review information and approve requests for UN staff.
allow managers to efficiently and conveniently perform many HR-related tasks related to personnel administration, time management and travel.
Where are we now?
Umoja Website
http://umoja.un.org
• Level 1 and 2 Training Materials
• Newsletter
• FAQs
• Staff Resources
• Mailing List
• Links to:
• iSeek
• Umoja Talk
• IPSAS
• and more
Umoja iSeek resources for Staff
Umoja iSeek resources for Staff
http://iseek.un.org/umoja
• Advanced Training Materials
• Blackout Forms
• Site Team Tools
• Deployment Guide for Clusters 3 and 4
• Checklists for managers
• Job Aids
• Support information
https://www.unumoja.net/countdown/broadcast.html
Umoja Communication Material
Umoja Communication Material
Posters Umoja “Journey of Goods”
User Quick Guides – Guides providing information and step by step information around user access and helpdesk procedures
Umoja Roadmaps – Visual representations of how Umoja will change and improve UN processes (e.g. “Journey of Goods”)
Available at: http://umoja.un.org
Videos and Demos
https://www.youtube.com/watch?v=StjFCmbFD0k
https://www.youtube.com/UnitedNationsUmoja
https://www.youtube.com/watch?v=aWg2w5oglWM
Thank You!
25