GDP Frequently Asked Questions
What is GDP and when is it going to be implemented?
GDP stands for the Galileo Decommissioning Project, UE2 – Phase 1.
GDP’s purpose is to replace the existing Galileo logistics system with Umoja’s enhanced Foundation Supply Chain Solution. This project will specifically focus on the migration of Logistic Execution and Services Delivery modules still in use by peacekeeping missions and special political missions, as well as a limited number of other end users. The transition from Galileo to Umoja will be on 5 September 2017.
Why is GDP necessary? What value does it bring to the UN?
GDP is one of the final steps to complete adoption of the Umoja Foundation solution. Upon successful implementation of GDP, Umoja will increase visibility and traceability of global mission assets, stock, equipment, etc., and encourage one standardized, common method of action. Additionally, it will enable the UN to exert tighter financial planning and controls, ensure compliance with public sector standards, and enable clearer IPSAS reporting.
What is the difference between Umoja and GDP?
Nothing. GDP is part of the Umoja Extension-Phase 2 solution. The Umoja and GDP teams work together to deliver an end-to-end, global, supply-chain solution, especially to enable missions to use Umoja for Logistics Execution and Service Delivery, and to ultimately decommission Galileo.
What Umoja modules are included in GDP?
The most relevant Umoja-SAP modules affected from the Galileo transition are: logistics execution, material management (inventory management and warehouse management), quality management, plant maintenance, and production planning.
What processes and activities will be impacted?
The transition from Galileo to Umoja will affect the following processes:
- Source to Acquire: Creation of Shopping Carts including fixed assets' purchases.
- Receive to Distribute: Inbound Process, Virtual Receiving, Goods Receipt, Technical Quality Inspection, Put Away, Create/Approve Reservation, Issue from Stock/Inventory, Pick Material, Pack Material, Manage Batches, Move Stock/Inventory, Conduct Stock Taking, Ship Material, Plan Transportation, Execute Transportation, and Monitor Transportation.
- Employ to Dispose: Maintain Technical Master Data (i.e. equipment record), Assign Equipment, Transfer Equipment, Physical Verification of Equipment, Collaborate to Dispose, Write-Off, Manage Work Orders, Repair Equipment, Maintain Equipment (ad-hoc and preventative).
How will GDP changes be communicated to employees?
GDP implementation changes will be communicated in multiple ways. Each mission has a communications focal point (who is part of the deployment team) responsible for local messages and events, including announcements on the mission’s website, email broadcasts, and town halls. The GDP coordination team at UNHQ supports your local deployment team. All Umoja transactional users can find support at www.umoja.un.org/dfs.
Where can I find more information about GDP?
If you do not find what you need at www.umoja.un.org/dfs please contact your mission’s GDP deployment lead (a list of names can be found on the landing page of the GDP site).
What will happen with Galileo once GDP is completed?
After 31 August 2017, Galileo will no longer be available for any transactions. Historical Galileo data will be available for viewing only. More details about accessing Galileo during the cutover period will be provided closer to 5 September 2017.
How is the data conversion process being managed?
The data-conversion team in Brindisi is centrally converting all non-expendable, batch-managed, and high-value items. All other items are being converted by mission-based teams. Missions use a web tool that provides daily updated information on Galileo holdings. They map Galileo Stock Cards to Umoja PIDs in the tool, and the data conversion focal point for each mission approves the mapping. The approved items are reviewed by the Data Conversion Team and eventually sent back to the missions to check for incorrect mapping. A control protocol is in place, sent to missions through weekly reports regarding the status of the mapping and through scorecards presented during the Deployment team's VTCs.
How will pending write-off cases be managed?
Pending write-off cases should be completed in Galileo as soon as possible. As part of the Inventory Optimization Project, pending write-off cases should be closed before 1 September, so the item(s) do not need to be transferred into Umoja. Items pending write-off approval during cut-over will be converted to Umoja and the write-off process will have to be re-initiated.
How will approved write off cases be managed?
Items approved for write-off will not be converted and disposal activities will be finalised in Galileo.
Why has my shopping cart been rejected?
Shopping carts created without proper product/service ID’s will be rejected. If a shopping cart without an ID has been previously approved before 5 September, it will also be rejected by the Procurement Unit and must be recreated in Umoja with a new product/service ID. Corrections to inventory and fixed assets can no longer be adjusted downstream; rather, transactions must be reversed back to the original shopping cart.
TRAINING AND SUPPORT
What kind of training will I receive?
Following the standard DFS training methodology for Umoja, GDP training will be administered using the pyramid scheme to which Local Process Expert Trainers (LPE-Ts) train End Users. Missions in scope for this deployment were allotted 2-4 candidate slots for the GDP LPE-T workshops with the intent of building a standing local capacity. Upon graduating from the GDP LPE-T program, the LPE-Ts will - in collaboration with the DFS Training Team and remote support - deliver practical classroom end user training in missions. End Users will be identified for training based on mapping roles.
How will my roles in Umoja differ from my Galileo roles?
An Enterprise Role in Umoja determines the system access and also controls the type of transactions staff perform in Umoja.
User Access Mapping and User Access Provisioning aligns job functions with appropriate Umoja Enterprise Role(s). Not every function requires a Umoja Enterprise Role; however, existing Galileo roles will be designated and aligned to the most similar Umoja role.
How will the roles be mapped?
A questionnaire was distributed to missions in early March 2017, which helped missions draft a preliminary mapping for User Access Provisioning. The GDP Team will analyze responses and develop an initial User Access Mapping draft in conjunction with Missions.
Closer to 5 Sep 2017, the GDP team will communicate the implementation method for final User Access Provisioning.
How will the support model work?
Umoja's current support model will be maintained for GDP. The model consists of four layers: Tier1 - Local Service Desk and Local LPE's; Tier 2A - Umoja Support Centre; Tier2B - Umoja Process Experts; and Tier3 - Business Analysts. Requests will be channeled through the appropriate support layers so issues are solved according to urgency, impact, etc.
Where can I get help, if needed?
Post Go Live (i.e. 5 September 2017) there will be a 3-4 week ramp-up period where the Umoja team, LPE's, and local service desks provide hyper-care and end-to-end support for all users. After ramp-up, please refer to Training Guides, FAQ's, or Job Aids for assistance. If you are not able to find answers within the help materials, please consult your Local Process Expert. If you still need further assistance, contact your Local Service Desk to raise an iNeed ticket for the Umoja Support Team.