What are business processes?

Business processes are sets of tasks performed to achieve outcomes in an organization. They describe how staff and resources are used to execute tasks and deliver results.

The Umoja team and its staff Subject Matter Experts have identified hundreds of business processes to re-engineer and implement through the Umoja ERP.

Extensive background materials are developed about each process, including a graphical representation, or process map, that shows the progression of tasks in a process and which organizational units are responsible for them.

The example below shows a process map called “Permanent movement of staff to new posts.” It shows the steps that UN staff members carry out when they administratively transfer or promote staff after they have been selected for new posts. This map represents the current way that this process is conducted.

Current process map for Permanent movement of staff to new posts

Some problematic issues include the following:

• Systems are not linked across duty stations, creating the need for transfer scripts between duty stations
• Average time to compete script transfer = 76 days
• Delay in cycle time causes payroll advances and recoveries
• Health insurance enrollment is dependent upon completion of IMIS transfer, so monthly manual work is required to keep staff member insured on interim basis
• Labor-intensive process for releasing and receiving organizations
• Lack of integration requires certification of time and attendance

In the new, re-engineered version of this process, once a staff member accepts an offer, the information is brought into Umoja. Human resources will be able to modify the start date and reason for the action before approval.

The future Umoja process map below shows streamlined steps to complete transfers and promotions.

Future Umoja process map for assigning staff to new posts

Quantitative benefits of this new process:

• 97% reduction in the time delay; it will take 2 days to transfer or promote a staff member instead of an average 72 days
• No payroll advances and recoveries
• No interim insurance enrollment processes

Qualitative benefits:

• The releasing organization's role is reduced
• Improved transfer of time and attendance records
• Increased satisfaction of staff

To learn more about this business process and others, UN staff can register for access to Umoja NET, Umoja's online portal.