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Title: Umoja Presentation to OAH


1
Umoja Presentation to OAH
  • Grants Management Functionality
  • 17 December 2012

2
Content
  • 1. Introduction to Umoja
  • - What is Umoja?
  • - Deployment Approach
  • - Governance
  • - What is in Foundation
  • 2. Grants Management Umoja Solution
  • - Grantee Management Module
  • - GM Master Data
  • - Grant Budgeting
  • - GM Grant Budget Validity Periods - Time Slices
  • - Grant Availability Check Ledger
  • - Indirect Cost Calculation
  • - Grants Management reporting
  • 3. Next steps
  • 4. Recap, QA

3
What is Umoja?
  • is an
    administrative reform initiative designed to help
    the United Nations operate more effectively by
    integrating and streamlining business processes
    that manage financial, human and physical
    resources within a single global solution for the
    entire Secretariat.

4
Umoja Overview
5
Deployment Approach
  • To accelerate progress, Umoja functionality will
    deployed as follows
  • Umoja Foundation Deployment 2013
  • Essential to support IPSAS requirements
  • Functionality to be delivered finance (funds
    management and financial accounting), supply
    chain (real estate, plant maintenance, logistics
    execution, and procurement), project management,
    and sales distribution (third-party procurement
    services and billing)
  • Umoja Extension 1 Deployment 2014
  • Functionality to be delivered organizational and
    position management, personnel administration,
    entitlements, benefits, time management, payroll,
    travel initiation, travel expenses, and on-line
    booking
  • Umoja Extension 2 Deployment 2016 (TBC)
  • The rest of the processes to complete full scope
    budget formulation, force planning, programme
    management, supply chain planning, warehouse
    management, conference and event management, full
    grants management, and commercial activities
  • This approach enables the Organization to
    mitigate delay, absorb change at a tolerable
    rate, and address some of the risks associated
    with deploying a comprehensive solution in a
    global organization.

6
Umoja Implementation Schedule
7
Umoja Deployment Schedule Clusters
8
Umoja Governance Structure
9
Umoja Governance Structure
10
Key elements of the governance structure
  • The United Nations Management Committee is
    responsible for considering internal reform and
    management-related issues requiring strategic
    direction from the Secretary-General. It receives
    quarterly updates from Umoja, with a particular
    focus on monitoring the interdependencies of the
    Umoja and IPSAS implementation strategies.
  • The Umoja Steering Committee provides leadership
    and strategic guidance to the Umoja initiative,
    and is chaired by the USG of the Department of
    Management Yukio Takasu. The Committee meets
    monthly.
  • The Change Advisory Board assists in addressing
    and monitoring any proposed changes impacting the
    Umoja projects scope, schedule, deliverables and
    costs. It provides advice and recommendation of
    actions to be taken to the Umoja Steering
    Committee for approval.
  • The five Process Owners are the principal change
    agents for their end-to-end, cross-functional
    processes, regardless of which functional area
    performs each transaction. They are the ultimate
    authority across the different UN Secretariat
    entities for the processes they lead.
  • The Umoja team is responsible for the day-to-day
    planning and execution of the project.

11
Umoja Sponsors
  • Secretary-General, Ban Ki-moon
  • Project Owner
  • Yukio Takasu, Under-Secretary-General (USG),
    Department of Management
  • Steering Committee
  • Yukio Takasu (Chair), USG, Dept of Management
  • Susanna Malcorra, Chef de Cabinet
  • Ameerah Haq, USG, Dept of Field Support
  • Kim Won Soo, ASG, Change Implementation Team
  • Catherine Pollard, ASG, Office of Human Resources
    Management
  • Gina Casar, ASG, Office of Programme Planning
    Budgets and Accounts
  • Warren Sach, ASG, Office of Central Support
    Services
  • Franz Baumann, ASG, Dept  of General Assembly and
    Conference Mgmt
  • Dennis Thatchachaiwalit, Director of Management,
    UN Office at Vienna
  • Craig Boyd, Logistics Support Division,
    Department of Field Support
  • ASG, Chief Information Technology Officer (TBD)

12
Umoja Process Owners
  • Gina Casar, ASG, Office of Programme Planning
    Budgets and Accounts
  • Warren Sach, ASG, Office of Central Support
    Services
  • Craig Boyd, Director, Department of Field Support
    (DFS)
  • Catherine Pollard, ASG, Office of Human Resources
    Management
  • Franz Baumann, ASG, Dept  of General Assembly and
    Conference Management

13
Umoja Process Owners
  • Gina Casar, ASG, Office of Programme Planning
    Budgets and Accounts
  • Warren Sach, ASG, Office of Central Support
    Services
  • Craig Boyd, Director, Department of Field Support
    (DFS)
  • Catherine Pollard, ASG, Office of Human Resources
    Management
  • Franz Baumann, ASG, Dept  of General Assembly and
    Conference Management

14
Umoja SAP Solution Overview Umoja Foundation
Central Support Services
Supply Chain
Finance Programme Management
Financials (FI)
Sales Distribution (SD)
Controlling (CO)
Funds Management (FM)
Materials Management (MM)
Real Estate (RE-FX)
Controlling
SAP ERP
Modules
Supplier Relationship Management (SRM)
Project Systems (PS)
Grants Management (GM)
Plant Maintenance (PM)
Supports the procurement and inventory functions
of day-to-day business operations (e.g.,
purchasing, inventory management) Master data is
maintained Manages supplier contracts for
procurement
Creates more transparency across UN property
portfolio and in investment decisions Saves money
on expense leases and increases revenue from
income leases Manages inspection, preventative
maintenance, and repair of equipment
Facilitates management and external reporting of
legally required financial information and
documents Immediately after data is entered, the
system displays information on updated accounts,
account totals, and balances
Allows Umoja to measure its flow of costs and
revenue and is used for internal management and
control of costs Tracks spending against budgeted
programs and project structure
Helps record customer sales and ship products to
customers also known as order fulfillment Helps
optimize all the tasks and activities in sales,
delivery and billing includes pricing and
addresses for customers
Provides ability to budget, monitor, and control
Commitment, Obligations, and Expenditures reduce
available budget as Purchase Requisitions and/or
Purchase Orders are created and prevent budget
overruns by causing hard stops when funds are
depleted
SAP Descriptions
15
Process Overview SAP Umoja Foundation
Cost Management Accounting
  • Accounting for Specific Events and Activities -
    Internal Orders
  • Overhead Accounting - Cost Centre Accounting

Financial Management
FM
FI-AR
  • Budget Implementation
  • Grants Management

GM
FI-AP
FI CO
FI-GL
Services to the Public Staff
Cash Management Treasury
  • Sales (third-party procurement services and
    billing customers)
  • Bank Management
  • Cash and Liquidity Management
  • Investment Accounting
  • Treasury and Risk Management Investments

SD
FI-TR
Source to Acquire
PS
  • Requisition to Purchase Order
  • Low Value Acquisition
  • Contract Management

SRM
Facilities Management
Employ to Dispose
  • Real Estate Administration
  • Real Estate Planning

Receive to Distribute
  • Set Assembly and Execution
  • Equipment Assignment and Management
  • Equipment Maintenance and Operations
  • Decommission and Disposal
  • Inbound Processing
  • Outbound Processing
  • Warehouse and Storage

MM
RE-FX
PM
Human Resources will be deployed in Umoja
Extension
16
  • Grants Management Umoja Solution

17
Overview Grants Management Umoja Solution
  • 2. Grants Management Umoja Solution
  • Summary of Umoja Scope Grants Management
  • Umoja Grantee Management Module
  • Grants Management Master Data
  • Fund
  • Sponsor
  • Grant
  • Grant
  • Grant Type in Umoja Solution
  • Grant Frameworks
  • Grant Life Cycle
  • Sponsored Program
  • Sponsored Class
  • - Grant Budgeting
  • - Grant Budget Validity Period Time Slices
  • - Grant AVC Rules
  • - Reporting

17
18
Summary of Umoja Scope Grants Management
  • Umoja Foundation
  • Grantee Management solution
  • Functionality
  • Grant Status Management Tracking throughout the
    life of the Grant from application to the closing
  • Grant Budget (Unreleased and Released)
  • Financial postings resulting from integration
    with other modules
  • Financial reports to Donors
  • Tracking and reporting of the Expenditure Reports
    submitted by Implementing Partners
  • Possibility to attached scanned agreement to the
    Grant
  • Umoja Extension
  • SAP Fund Raising Module
  • Functionality
  • Resource Mobilization
  • Donor proposal/agreement management
  • Donor Profile
  • SAP Grantor Management Module
  • Functionality
  • Application process and agreements with Grantees
  • Reporting from Grantees
  • Grantee Profile

19
Umoja Grantee Management Solution Functionality
  • Provide separate views for the financial
    transactions of the UN and the Sponsor (Donor)
  • Relate sponsor requirements to the financial
    structures of the UN
  • Budget internal and external funding sources
  • Accommodate funds availability checking for
    budget items
  • Control postings
  • Accommodate funding period differences between
    the UN and sponsors
  • Provide integrated billing solutions
  • Calculate indirect costs ( overhead costs )
  • Assign responsibilities (limited in Foundation)
  • Provide authorizations

20
  • New Concepts Umoja Grants Management Master Data
    Objects

21
New Concepts - Grants Management Objects
  • Fund
  • Sponsor
  • Grant
  • Sponsored Program
  • Sponsored Class

22
Fund
  • Fund - is
  • a separate and distinct accounting object
  • containing a self-balancing set of accounts
  • used to identify source and use of funding from
    voluntary contributions.
  • It is established for the purpose of financing
    wholly or in part the cost of programme and
    project activities consistent with the
    Organizations aims and policies.

22
Umoja Presentation to OAH - Grants Management
Functionality
23
Sponsor
  • A Sponsor
  • a Donor in UN terminology,
  • is a government, institution or individual that
    provides funding to a grantee organization, in
    this case, the UN.

24
  • Grant Details and Examples

25
Grant
  • Grant A Grant is an object that is used to
    maintain the terms and conditions of the
    Grantors contribution.
  • In cases where the UN is a Grantee, that is the
    UN receives contributions from Donors, the Grant
    represents the Donors Agreement.
  • In cases where the UN is a Grantor, that is the
    UN gives money to an Implementing Partner, the
    Grant represents the Funding Agreement.
  • Grant is a central piece of the Grants
    Management which ties together all the Grants
    Management Master Data Objects, e.g. Fund,
    Sponsor, Sponsored Program, Sponsored Classes,
    Grant Budget Rules. Different level of
    information is recorded on the Grant at a
    different stage of the Life Cycle of the Grant

26
Grant General Tab
26
Umoja Presentation to OAH - Grants Management
Functionality
27
Grant Dimensions Tab
27
Umoja Presentation to OAH - Grants Management
Functionality
28
Grants Terms and Conditions for Donor Agreement
28
Umoja Presentation to OAH - Grants Management
Functionality
29
Grant Types
  • The Grant Type is a key master data element that
    allows management of Grants to meet both the
    Donors requirements and the financial recording
    and reporting requirements of the UN. Grant Type
    is a customizable feature, therefore the UN can
    create as many Grant Types as needed to classify
    and describe UN Grants according to business
    requirements.
  • Grant type is used to define Grants controls and
    behavior. Once the Grant is saved the Grant Type
    can not be changed.
  • In Umoja Solutions there are four types of Grant
  • Simple Grant
  • Resource Mobilization Grant
  • Main Implementation Grant, and
  • Passthrough Grant

30
Grant Object in Umoja Grants Frameworks
Why four Grant Types? Dictated by different
Donor requirements to reporting
Grants Framework I Donor requires to report on Contribution
Grants Framework II Donor requires reporting on Pooled Expenditures

31
Grant Object in Umoja Framework I Donor
requires reporting on the Contribution
32
Grant Object in Umoja Framework IIDonor
requires the reporting on pooled expenditures
  • Expenditures and Payments Posted
  • Refunds by Implementing Partners

33
Framework I - Determination criteria
  • Donor requires reporting on the contribution.
  • Donor is providing voluntary contribution for a
    specific project, an activity on the project,
    group of projects, non-project related activity,
    material, service, program/subprogram objective,
    etc. The purpose of the contributions is
    reflected in Donor Agreement.
  • Maximum Donor control and restrictions and
    Minimum discretionary authority for the UN.
  • Programme Support Cost is unique to the donor
    agreement.
  • The Approving Budget officer based on the reports
    ensures that the grant budget is released based
    on cash availability.
  • Return of Interest and unspent balance could be
    required by the donor in the Donor Agreement.

34
Framework II - Determination criteria
  • Donor requires reporting on pooled expenditures.
    Donor does not require reporting on his
    individual contribution separately.
  • Donor is providing voluntary contribution for a
    specific project, group of projects (thematic
    grouping of projects), on-going activity,
    programme/sub-program objective, etc. reflected
    either in Donor Agreement or Note Verbal or
    Pledge Letter.
  • Minimum control from Donors Maximum
    discretionary authority for UN.
  • Program Support Costs rate should be consistent
    for all participating donors.
  • Resource Mobilization Grants do not have budget.
    Main Implementation Grant has a budget. The
    Approving Budget officer based on the reports
    ensures that the budget is released based on cash
    availability.
  • Interests earned and / or unspent balances can be
    carried forward to a new organization and budget
    period (in case of the on-going activity).
  • Interests and unspent balance will have the
    consistent treatment for all participating donors.

35
Grant Execution UN Execution
Business Scenario Description Umoja Solution
UN Execution Direct Expenses to the project Any expense from procurement, travel, payroll etc. charged to Simple or Main Implementation Grant
36
Grant Execution UN Execution Grants-Out
(Outright Grants)
Business Scenario Description Umoja Solution
Grants-out (outright grants) to end beneficiary. Outright grant with payment to the end beneficiary and reporting by nature of expenditure is not required the full amount shall be recorded as an expense at the point of signature/confirmation of the arrangement. End Beneficiary is an entity/person that does not charged any administrative costs (overheads). PO and payment against the PO at the time of signing the funding agreement to the end beneficiary, charged to Simple or Main Implementation Grant
36
Umoja Presentation to OAH - Grants Management
Functionality
37
Grant Execution UN Execution with Implementing
Partner
Business Scenario Description Umoja Solution
UN execution with Implementing Partners (e.g. UN agencies and NGOs) UN transfers the portion of the contribution to the Implementing Partner(s) through issuing the advances. The timing of expense recognition should be based on delivery as evidenced in the reports from the implementing partners. PO and down payment (advance) to IPs from Passthrough Grant. Upon receipt of expenditure reports, expenditures will be recorded against the PO and offset the advance. Note Both UNFIP and CERF will follow this approach under IPSAS.
38
Grant Life Cycle for Simple and Resource Grant
39
Grant Life Cycle for Main Implementation Grant
40
Grant Life Cycle - Passthrough Grant Status
Management
41
Grant Life Cycle - Change status to Application/
Approved By Donor
41
Umoja Presentation to OAH - Grants Management
Functionality
42
  • Sponsored Program Details and Examples

43
Grants Management Master Data Sponsored Program
  • A Sponsored Program identifies a program of the
    Sponsor. It identifies the purpose of the
    Sponsors contribution.
  • Sponsored Program is a GM Master Data Object that
    is derived and cannot be manually entered.
  • Sponsored Program can be created for a specific
    project, an activity on the project, a group of
    projects, non-project related activity, material,
    service, program/subprogram objective, associated
    experts and so on, according to the specific
    Donor requirements.
  • Interpretation of the Donor Agreement will
    determine the Sponsored Program(s).

44
Sponsored Program in Umoja Basic Data Tab
44
Umoja Presentation to OAH - Grants Management
Functionality
45
Sponsored Program in Umoja Budget Transfer Tab
45
Umoja Presentation to OAH - Grants Management
Functionality
46
  • Sponsored Class Details and Examples

47
Grants Management Master Data Sponsored Class
  • Sponsored Class
  • a Master Data Object which is used to provide
    budgetary control and
  • to support reporting to Donors based on their
    specific requirements
  • records sponsor by revenue and expense
    classifications.

48
Sponsored Classes Umoja Solution Example
Sponsored Class Description Income AS1-VC-CASH
Contribution in Cash AS1-VC-GOODS VC Goods in
Kind AS1-VC-SERVICES VC in Services AS1-INTEREST-
INCOME Interest Income AS1-MISC-INCOME Misc
income Expenditures AS1-STAFF-PERSONNEL Staff
and other personnel cost AS1-SUPPL-COM-MATER Suppl
y, Commodity, Material AS1-EQUIP-VEH-FURNIT Equip
, Vehicles and Furniture AS1-CONTRACT-SERVICE Cont
ractual Services AS1-TRAVEL Travel AS1-OPER-OTHE
R-COSTS Operating Other Direct
Cost AS1-GRANTS-OUT Grant Out Expenditure w/o
PT AS1-TRANSFER-IP Transfers to IPs w/
PT PSC-EXP-UN PSC UN
49
Sponsored Class Umoja solution Basic Data Tab
49
Umoja Presentation to OAH - Grants Management
Functionality
50
  • Grant Budgeting

51
Grant Budgeting
  • Unreleased Grant Budget amount of the agreement
    signed by the Donor but not yet available for
    consumption
  • Released Grant Budget based on cash received
    the budget is released for consumption
    (equivalent to spending authority document in
    IMIS)
  • Grant Budget by combination of Fund Grant,
    Sponsored Program, Sponsored Class, Time Slice
    (unreleased Grant Budget)
  • Grant Budget by combination of Fund Grant,
    Sponsored Program, Sponsored Class, Time Slice
    Funds Management Dimensions such as Funded
    Program, Fund Centre, Functional Area, Commitment
    Item, Budget Period (released Grant Budget)

52
Grant Budgeting - Unreleased Budget document with
PSC calculation posted successfully
52
Umoja Presentation to OAH - Grants Management
Functionality
53
Grant Budgeting - Released Budget Document is
posted successfully
53
Umoja Presentation to OAH - Grants Management
Functionality
54
  • Time Slice - Definition

55
Grants Management Master Data Time Slice
  • Time Slices for Grant Budget Validity Periods
  • are time slices to split the budget according to
    the sponsors rules
  • exist for each release status unreleased and
    released budget
  • Purpose
  • consumption control and correct reporting to
    donor, e.g. Donor gives 200K for the first six
    months of the year and 300K for the second six
    months of the year and expect the reporting
    accordingly.
  • identify consumable (i.e. released) budget
    amounts
  • Splitting Rule Life of the Grant

56
Grant Budget Tab Budget Validity Periods
56
Umoja Presentation to OAH - Grants Management
Functionality
57
Grant Availability Check (AVC)
  • Examples of the rules for availability check to
    choose per Grant.
  • Grant amount is always AVC

Fund Sponsored Program Sponsored Class Time Slice
Rule 1 YES YES YES YES
Rule 2 YES NO YES YES
Rule 3 YES YES NO YES
Rule 4 YES YES YES NO
58
Indirect cost (IDC) i.e. Program Support Cost
posting
  • The Rules for IDC calculation are defined on the
    Grant record.
  • UN has one rule IDC is calculated on
    commitments plus expenditures.
  • The Percentage for IDC calculation is defined for
    each Grant on the combination of Sponsored
    Program and Sponsored Class. It is also time
    bound.
  • The Sponsored Classes are marked as IDC-relevant
    on the Grant

59
  • Reporting in the Grants Management Umoja Solution

60
Grants Management Umoja Solution Reporting
Approach
  • Umoja report strategy is being designed
  • It is envisaged that the Umoja Grants Foundation
    solution will include
  • several standard reports provide by SAP
    out-of-the-box with the functionality to drill
    down to source documents
  • approximately 10 additional managerial and
    financial reports to be developed using the SAP
    Business Intelligence (BI) tools
  • It will be possible for experienced end-users /
    reporting analysts to design and develop
    additional reports tailored to specific needs of
    a particular entity

61
Reporting in Grants Management Budget Compared
to Commitment/Actuals Selection - establishing
criteria for report
61
Umoja Presentation to OAH - Grants Management
Functionality
62
Reporting in Grants Management Budget Compared
to Commitment/Actuals Selection results of the
report
62
Umoja Presentation to OAH - Grants Management
Functionality
63
Reporting in Grants Management Budget Compared
to Commitment/Act. Selection results of the
report continue
63
Umoja Presentation to OAH - Grants Management
Functionality
64
  • How to Learn More about Umoja

65
Join Umoja Online
  • Umoja NET is a password-protected online portal
    for Umoja stakeholders found at www.unumoja.net
  • All UN Staff members are welcome to join
  • Most staff members have accounts, click here to
    activate yours
  • Select Forgot my password
  • Enter your UN email address
  • Youll receive a temporary password and can log
    in right away!
  • Umoja NET gives you access to
  • Dashboard information on the status and progress
    of the project, up-to-date information on the
    solution, and access to process materials
  • My Umoja personalized view of Umoja information,
    including
  • Previous participation in Umoja Events
  • Customized content

66
Learn More About Umoja
  • For general information about Umoja visit the
    Umoja Website at http//umoja.un.org.
  • For general questions about upcoming events, your
    participation, or help with Umoja NET and your
    user account, please contact Umoja directly at
    umoja_at_un.org
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