Umoja Brief – UNEPAugust 2013

IPSAS and Umoja

“I keep on hearing about IPSAS and Umoja but I am not sure what they are”

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IPSAS• IPSAS is an acronym for ‘International Public

Sector Accounting Standards• It is not a system• It is a change in our financial reporting to align

with international best practice• UN Habitat, UNON and UNEP are mandated by

the General Assembly to be fully IPSAS compliant by January 2014

• Umoja will provide a systemised approach to IPSAS compliance by providing an integrated ERP solution as of mid 2014• However for the first 6 months we will rely on

legacy systems for IPSAS compliance• For further information please see this link:

http://ipsas.un.org

Umoja• Umoja is not an acronym• Umoja (meaning unity in Swahili) is the name

given to the new solution that will streamline administrative processes through the implementation of an Enterprise Resource Planning (ERP) system that will revolutionise the way we do business

• Umoja will replace legacy systems such as IMIS (and other stand-alone systems)

• Umoja will provide an integrated and simplified solution

• By 2016, Umoja will be fully operational across the whole Secretariat

• UN Habitat, UNEP and UNON will go live by 1st July 2014

• Umoja will support compliance with IPSAS• For further information please see this link:

https://www.unumoja.net

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22 October 2012

Deployment (Foundation & Extension 1)

1 Oct 13PK Missions + GSC and HQ support entities

[Foundation]

1 Jan 14PK Missions (RB funded) + SPMs

[Foundation]

Entity

Realization

Phase

Stabilization

Phase

Cluster Cut-Over

- 6 mo. + 3 mo.

UNHQ, UNON (Including UN Habitat and UNEP) & ECA

[Foundation + Extension 1]

PK Missions & SPMs (int’l staff)

[Extension 1]

1 Jul 14

remaining OAHs & Regional Commissions

[Foundation + Extension 1]

1 Jul 15

PK Missions & SPMs (Local Staff)

[Extension 1]

1 Jan 16

Pilot (Haiti)

[Extension 1]

1 Feb 14

Pilot [Extension 1]

Pilot [Foundation]

1 Jul 13

UNIFIL/UNSCOL (Lebanon)

[Foundation]

1Cluster

2Cluster

3Cluster

4Cluster

5Cluster

4

x16

x20

We are currently in the preparation stage for Umoja

The key areas of site preparation activity include the following:

Programme Management and Mobilisation

Process Validation

As-is Data Validation

Local Configuration

Role Mapping and Communications

Data Management

Testing

Technology and Infrastructure

Training

Cutover Preparation

Introduction to Site Realization Activities

We are here

Expected activity over the next 3 months (UNEP)

August• Creation of Umoja

coordination team• Identification of focal points

and agreed matrix• Data collection exercise

• Existing resources• Global Real Estate

September• Identification of process

experts in the organisation to support the coordination team

• Identification of part-time/full-time resources

• Potential involvement in User Verification Testing (UVT)

October• Expanded team briefed and

ready

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Data verification exercise - summary

Umoja team NY have prepared an Excel Workbook with a staff list from IMIS

We need to clarify which staff have transactional roles

Once those with transactional role have been identified, then it needs to be determined how much of their time is spent on various activities

This will only take approximately 5-10 minutes per staff member

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Resourcing Update – UNEP & UN-Habitat

Business Process Re-engineering / Change Management

Umoja Nairobi Startup Team

Coordinator

UNEP UNHABITAT

Finance HR

Functional Experts and other Regional or Geographically Located Staff

Supply Chain

Grants Programme Geographic Etc

P3/P4 existing staff (100%)

Experts part/full-tim

eUmoja Nairobi Future Expanded Team

Karan Samani

PaulVrontamitis

Resourcing Update - UNON

STEPHEN STANNAH

PAULVRONTAMITIS

KARAN SAMANI

SIMON BEAMISH

ADMINRESOURCE

2. CORE STARTUP TEAM

3. FOCAL POINTS, PROCESS EXPERTS& TECHNICAL LEADS Divisions

Executive OfficeRegional

Offices

Office for Operations

4. EXPANDED TEAM OF PROCESS EXPERTS

DEWA Sandor FrigyikDEPI Didier SalzmannDTIE Frank LankeitDRC Onesmus ThiongoDELC Sheena ChanaDCPI Cecilia KibareGEFCO Sandeep Bhambra

Onesmus Thiongo (Other names to be inserted)

Darragh Farrell

CHIEFS OFFICE Cecilia MoralesICT Sami DimassiFINANCE/IPSAS Moses TefulaHR Gert PieltjesPROCUREMENT Emmanuelle

CorinoLEGAL Sara Rahman

BranchesBranches

BranchesBranches

Branches

ManagementManagement

ManagementManagement

Management

Regional OfficesRegional

OfficesRegional OfficesRegional

OfficesRegional Offices

1. Umoja Nairobi Steering CommitteeUNON, UN-HABITAT, UNEP (Alexander Barabanov, Chris Kirkaldy, Christophe Bouvier, Sami

Dimassi, Siamak Moghaddam, Jane Nyakairu,.)

1. Communication

2. Passing on communication as required to Section/Unit level through team/staff meetings

3. Data Verification

4. Meetings & Video Conferences

5. User Verification Testing (UVT) & Product Integration Testing (PID)

What Focal Points and Process Experts can Expect

1. Data Collection Exercise - Urgent

2. Real Estate Staging database (valuation / re-measurement)

a. UNEP/UN-Habitat: Offices outside of Nairobi, all real estate valuation, measurement, MoUs, leases etc.

3. Project Management - voluntary trust funds and grants

4. Property Management Group (PMG) – Offices outside NBI

5. Supply Chain Reporting Business Intelligence

Process Expert Focus Areas