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

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  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 Processes Working practices, which often vary by location, can be slow and inefficient Staff Satisfaction Significant frustration and time spent dealing with administrative red tape IT Infrastructure Multiple systems that are costly to maintain and cannot easily interact Data Management Manually 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 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

Advanced Training Materials Blackout Forms Site Team Tools Deployment Guide for Clusters 3 and 4 Checklists for managers Job Aids Support information

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:

Facebook Page

Videos and Demos

Thank You! 25