1. What is Umoja?
2. What is ERP?
3. How long will the overall project take?
4. Why do we need Umoja? Why do we need to learn a new system?
5. How is Umoja different from the systems we already use?
6. What are we doing to make sure Umoja and the new processes support the United Nations' unique business needs?
7. Will my job change with the implementation of Umoja?
8. If the ERP implementation results in changes to my role when will I find out?
9. Who's involved in the project?

1. What is Umoja?
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 (including for peacekeeping and field missions) within a single global solution for the entire Secretariat. It is a once-in-a-generation opportunity to move the UN away from administrative practices on which it was built in the 1940s, and equip it with 21st century techniques, tools, training and technology.

A fundamental tenet of the initiative is that lasting reform is built, firstly, on changes of attitudes and skills of staff members; secondly, on modification of processes and organizational structure; and, thirdly, on deployment of a global information management platform. Umoja is fundamentally a people- and process-driven initiative enabled by modern technology. The outcome will be an improved ability to fulfill Organizational mandates more effectively.

Umoja means "unity" in Swahili, and the name reflects its goals: to improve our business processes, to align them with commonly accepted best practices and thus enable us to work together more effectively on behalf of our constituents and beneficiaries.

2. What is an ERP?
ERP stands for Enterprise Resource Planning. An ERP system provides an integrated suite of information technology applications that support activities such as finance and budget management, human resources management, supply chain management, central support services, and other core functions. ERPs allow for streamling of operations in an organization through process re-engineering, sharing of common data, and implementation of best practices and standards.

3. How long will the overall project take?
Implementing a project of this scope and complexity demands careful planning and preparation and requires significant time and resources. The timetable as submitted in the third progress report of the Secretary-General, reflect the revised approach approved by the Steering Committee in May 2011. The first wave, Umoja Foundation, will be piloted in January 2013 and be fully deployed by the end of 2014. The deployment of the second wave, Umoja Extension, is planned for completion by the end of 2015.

4. Why do we need Umoja? Why do we need to learn a new system?

In this fast-changing world, the United Nations needs a new way of managing its resources in order to operate efficiently, meet Member State mandates and credibly report results. Umoja is an organizational transformation that will enable high-quality and cost-effective service delivery anywhere in the world. It will modernize the United Nations and allow it to meet increasing demands under growing financial pressure. It is a cornerstone for organizational change that will integrate with all other UN reform efforts – from accounting and human resources to developing climate-neutral business strategies.

Umoja will enhance accountability, transparency and internal controls for all types of resources. It wil help improve decision making and planning capabilities by providing up-to-date and accurate reports and data. Umoja will enable managers to exert tighter financial planning and controls and ensure compliance with public sector standards such as IPSAS.

You will not just be learning a new system, but more effective and efficient ways to work. Staff members will be freed from repetitive and redundant tasks, enabling them to devote their energies to providing value-added services. In addition, staff will be able to update personal information, complete benefits enrollment, view leave balances, submit travel requests and expenses, and check payments – all online.

5. How is Umoja different from the systems we already use?
An ERP system (Enterprise Resource Management) system provides an efficient means for transferring and sharing information across many different functions across a business, rather than having to maintain parallel versions of that information in multiple unique systems. This allows the organization to reduce redundant effort and eliminate conflicting information concerning vendors, clients, resources, employees, and other critical data used to make decisions and complete transactions.

In order for such a system to be truely effective, our organization will first have to fundamentally change and modernize how day-to-day work is carried out, by streamlining and simplifying processes.

6. What are we doing to make sure Umoja and the new processes support the United Nations' unique business needs?

The Secretariat has been streamlining and harmonizing its organizational, managerial and administrative arrangements as a prerequisite for the Umoja implementation to ensure that the ERP system is successful in assisting the implementation of change.

Working with Subject Matter Experts, the team completed a critical review of the current policies, procedures and associated arrangements, identifying key areas where changes are required. Key approaches for implementing international best practices have been identified so that work on high-level business process re-engineering could proceed expeditiously. The examination resulted in agreement on a framework to guide the detailed ERP process design and configuration work to commence in 2012. An associated activity is to establish key baseline indicators in all business areas.

Efforts during the preparatory phase focused on the strategic, programme and organizational context, which facilitates the re-engineering of business processes. Umoja team members have worked with administration managers to ensure that the list of business processes across the five functional areas – programme and project management, finance & budget, human resources, supply chain/logistics/procurement and central support services – is complete. They have documented systems, processes and databases and sought feedback from colleagues - including from missions and Offices Away from Headquarters - on opportunities for improvement.

7. Will my job change with the implementation of Umoja?
As processes are simplified and streamlined throughout this initiative, roles within the organization will change. The manner in which you are affected will vary based on your role and position. As the new roles and processes become clear during the design phase, we will provide you with detailed information through this website and iSeek articles. The most important thing to keep in mind is that Umoja will reduce the amount of time you spend on paperwork and manual administration. Umoja will enable us to work together more effectively on behalf of our constituents and beneficiaries.

8. If the ERP implementation results in changes to my role when will I find out?
Changes to roles, organizational reporting relationships, and other formal responsibilities will be determined during the Design and Build Phase which will be finalized far in advance of Umoja's implementation date. This will allow each person to be well-prepared and trained for any changes to their roles and responsibilities.

9. Who's involved in the project?
On a project of this magnitude, strong governance is essential: to steer the project, monitor progress, resolve conflicts without delay, decide on priorities, help to manage change and communicate progress to all stakeholders. The main policy decision-making body is the Umoja Steering Committee, which reports to the Management Committee.

The detailed planning and execution of the project is being done by the Umoja team which is led by a Project Director who reports to the Under-Secretary-General for Management and Chief Information Technology Officer. The Project Director is ultimately accountable for the execution of the project in collaboration with the Assistant Secretaries-General responsible for the four main functional areas: human resources, finance and budget, supply chain, and central support services. The project team includes experts on change management, process management, administration management, and technology management, as well as four sub-teams, one for each of the functional areas.

To ensure an institutional link with user departments in the course of planning and implementation, advisory groups are being established. They will help engage managers and staff at large. Every one of us has a role to play in realizing the possibilities and living up to Umoja's goal of making it happen.