Umoja moving forward

Umoja, tasked with transforming the way the UN manages financial, human and material resources through a single organization-wide system, has revised its implementation approach.

Umoja's initial plan was to deploy a comprehensive system at one time, but based on lessons learned from the last two years, it will now use a phased approach instead. Full deployment is now projected for the end of 2015, instead of 2013 as initially planned.

This new strategy will help mitigate some of the risks associated with implementing Umoja. The first phase of Umoja will give staff members (those with administrative responsibilities) a gradual introduction to Umoja's new business processes and software. Staff will not be carrying out all transactions in a new system from one day to the next.

A phased approach also enables better managerial control during deployment and reduces risk in the event of system problems - since a smaller population of staff would be affected.

The first phase, 'Umoja Foundation', includes processes in finance, procurement, assets, inventory and property management, and some programme & project management. As shown in the timeline below, Umoja Foundation will be deployed at a pilot site in early 2013 and will be continually rolled-out through 2014. During this phase, approximately 8,500 staff in multiple duty stations will be introduced to Umoja.

Umoja Foundation will lay the system's core building blocks and support the UN's adoption of International Public Sector Accounting Standards (IPSAS).

Umoja's second phase, referred to as 'Umoja Extension', will complete implementation of the project's full scope, including: human resources, travel, budget, force planning, demand planning, logistics execution, conference & event management, full grants management, and commercial activities. Upon completion of this phase, approximately 14,000 staff will be using Umoja.

The most critical aspects of Umoja Extension – human resources, travel, and budget formulation functions – will be deployed in 2014, and the rest of Extension's functionality will be deployed in 2015.

Umoja Extension will realize the full power of the system's technology and bring about comprehensive improvements to UN resource management.

The Umoja team thanks all staff members who have collaborated with them in the last year to finalize aspects of the system’s design. Lots of hard work, creativity and dedication have led to the project’s new implementation approach.

Beginning early in 2012 the Umoja team will collaborate ever more closely with the rest of the Organization to prepare staff, departments and offices for the coming deployment. On 13 December, the Umoja team briefed the Department of Management's monthly Managers' Forum on the project's status and next steps. They discussed some of the key activities that will be undertaken jointly, such as completion of acceptance of new processes, data cleansing and conversion, testing, and training.

Staff members can expect to hear much more about Umoja in the coming months. The team is counting on your continued support to make Umoja a success – and bring about a new level of efficiency to the UN Secretariat.

The Umoja team is also growing, so be on the look out for Umoja vacancies, especially temporary Subject Matter Experts positions advertised on iSeek and this website in the next few months.

To learn more about Umoja and the revised approach visit:

• Umoja's public website: http:///umoja.un.org
• Umoja NET, an online portal providing UN staff with access to Umoja materials
  and information: https://www.unumoja.net (log in required - request access)

Originally published on iSeek in English and French on 22 December 2011

Absorbing lessons learned from the World Food Programme

The Umoja team, dedicated to implementing UN administrative reform and developing a technical solution to support it, has been meeting with World Food Programme (WFP) staff in recent weeks to learn about how WFP achieved its own administrative reform goals.

Seven WFP staff are in New York for three weeks to share the methodology used to streamline WFP business processes and to present their technical solution. Main accomplishments include reduced reliance on manual processes and compliance with international accounting standards. The World Food Programme aims to reach more than 90 million people with food assistance this year in more than 70 countries.

“The WFP team has countless lessons learned for us” said Ian Divers, Umoja’s Service Delivery Manager. “Their system has core functionalities that we can possibly build upon” said Divers. Umoja may adopt certain elements of WFP’s solution and adapt them to meet the Secretariat’s needs. For example, WFP has developed a customized module for managing UN entitlements which will facilitate the realization of similar functions in Umoja.

For their part, WFP colleagues are enjoying the experience of showcasing the centralized, sophisticated tool that makes their organization tick. “It has been educational and enjoyable for us” said Massimo Nasta of WFP. “We’re learning about where the Secretariat is headed. Ultimately, Umoja will help the UN become more efficient, and in turn help more people who need it – and that’s encouraging” said Nasta.

To learn more about Umoja visit www.unumoja.org

Facebook: http://www.facebook.com/unumoja
Twitter: http://twitter.com/#!/UNumoja

Originally published on iSeek in English and French on 25 May 2011

Meeting of the minds - Umoja hosts Event Management workshop

Conference and event management staff from Nairobi, Geneva, Vienna and Addis Ababa, as well as several UNHQ Departments (DGACM, DM, DPI) gathered in New York recently for a three-day workshop (4-6 May) to learn about Umoja's progress in re-engineering processes that support UN conference and event planning.

The Umoja team has been examining our current administrative processes, technology and policies across the United Nations and identifying opportunities for improvement. They have documented 318 processes and are finalizing their endorsement and acceptance with Umoja’s Steering Committee.

Umoja’s Event Management Track has worked with a wide range of staff to understand all user requirements. Together they are assessing whether Umoja should integrate with existing systems. The overarching goal is to give event managers the best possible tools for planning !and managing their meetings and events.

At this workshop, nearly 50 participants learned about Umoja’s proposed technical structure and functionality. They saw Umoja “storyboards” – series of screen shots that illustrate how a staff member would accomplish specific actions – like scheduling of resources.

“It was a highly effective meeting of the minds” said Anne Matthews, Team Lead for Umoja’s Central Support Services Team. “We received crucial feedback from the people that we need to hear from in Offices Away from Headquarters and in DPI, DM and DGACM. There were excellent questions and concerns posed from participants. We’re already incorporating their comments into our work” added Matthews.

The workshop was also a success from the participants’ perspectives; on a post-workshop !questionnaire, 89 per cent of respondents said they were “very” or “extremely” satisfied with it. Syed Shamsie from Geneva welcomed the opportunity to meet face-to face with the Umoja team and reported that he learned a lot: “the workshop helped in developing a very good understanding of common processes and data between Umoja and DGACM's global IT applications.”

The Umoja team thanks all workshop participants for their input and collaboration. To see more photos from the event, check out Umoja’s Facebook page: http://www.facebook.com/unumoja.

All conference and event management staff (and all UN staff) are invited to see Umoja’s progress by logging in to Umoja NET at www.unumoja.net, a password-protected site. Request an account here (www.unumoja.org). Once your registration is confirmed, visit the Umoja Solution page, look for event management processes and send in your feedback.

If you have questions, contact Umoja at (212) 963-4140 or e-mail umoja@un.org.

Originally published on iSeek in English and French on 16 May 2011

Faces of Umoja -interview with Joanna Porreca, Subject Matter Expert

How do you describe Umoja to colleagues?

I explain that Umoja is the Secretary General’s administrative reform initiative. The Umoja team is dedicated to re-engineering the UN’s business processes and developing a technical solution to support them.

What is your role on the Umoja team?

I was selected as the Subject Matter Expert (SME) for Procurement on the Change Management Team. My overall role is to help strategize and advise on the re-engineering of procurement business processes and policies. It’s a great opportunity to put my administrative expertise to work in a new way.

What specific projects are you working on now?

I’m working very closely with the Supply Chain Team on the “Procure to Pay” process. It encompasses all steps involved in securing goods and services – everything from planning what you need to acquiring the product.

I’m also working with the Procurement Division in the implementation of a new category coding system. Every product category – like vehicles or furniture – is assigned a code which facilitates the whole process – from requisition to procurement to inventory management. The objective is to implement a coding system that is widely used in the marketplace. It will enable the UN to more clearly communicate the Organization’s requirements to suppliers. This is an important step toward improving the overall UN procurement process.

Where did you serve prior to joining Umoja?

Just prior to joining, I was the Chief of the Policy and Best Practices Section in the Procurement Division/OCSS where I participated in procurement reform initiatives. All together I’ve worked in UN procurement for 17 years, including 6 as Chief of Procurement at the UN Office at Geneva. Before the UN I worked in private sector procurement for about 13 years.

How do you think Umoja will benefit the Organization?

From a procurement perspective, Umoja will improve how we plan and manage the purchase of goods and services. In general, Umoja will enable administrative staff to work more quickly and efficiently, especially in peacekeeping missions where time is of the essence.

Originally published on iSeek in English and French on 9 May 2011

Working outside the cubicle, Umoja embraces open office space

The Umoja team has a unique workspace design and layout that facilitates frequent staff interaction and expression of ideas. This open-plan layout has been cost-efficient and supports the team’s work: the re-engineering of UN business processes with the goal of creating a more flexible and efficient organization.

The Umoja office on the 24th floor of the Mobil building (150 E 42nd Street) has no cubicles and only a few offices, most of which are shared. With few physical boundaries between staff, they can meet easily with other colleagues and consultants. The environment is dynamic, interactive and fast-paced.

Staff occupy adjoining desks positioned in long rows and they are not arranged hierarchically. Directors, Professional staff, General Service staff and interns work alongside each other. This encourages staff to express themselves and creates a friendly, collegial atmosphere.

“When you look at our office space, it’s impossible to tell which staff are Professional or General Service” says Travis Weyer an Umoja Central Services Support Team Member. “It creates a positive environment that’s good for team morale. It’s also easier for newcomers to feel welcome and learn quickly about Umoja” says Weyer.

Newcomers find many surprises on joining Umoja. While staff enjoy their open, light-filled space, it’s sparse and purely functional in many ways. Staff members have been sharing phone lines while more lines are installed.

Phone booths from the old Secretariat building were moved to Umoja’s space to provide space for phone calls. It’s a rare example of old technology being used successfully to support modern communications. It also supports the UN’s goal of recycling its assets whenever possible.

Another unique aspect of the space is the high number of meeting rooms: there are 16 in total for the team of 155 staff and consultants. These rooms are heavily used each day for meetings, workshops and ad hoc group discussions. Since all Umoja staff use laptops instead of desktops, it’s a common sight to see people carrying their laptops to conference rooms for individual or group projects.

The environment has made staff more flexible and adaptable. Newcomers go through a period of adjustment, but most grow to prefer the open, mobile way of working to their former cubicles or offices.

The Umoja office space may be an example of what’s to come for many Secretariat staff based in New York. According to the website of the Capital Master Plan, the renovated Secretariat building will have “more open, common space and less closed hierarchically defined individual space.” The Umoja team will certainly be prepared for these changes – and they will have a list of lessons-learned to share!

To learn more about Umoja visit www.unumoja.org.

Originally published on iSeek in English and French on 29 April 2011