Umoja Release Note: 8 January 2017

Umoja Release Note # 2017-032
For the period 12 December – 8 January 2017

Umoja System Changes

CS: RE - Real Estate

INTTRK-11854 (6 January)
WO/CCBREQ# WO-IM-1-4443193607
The newly configured Maintenance District “15 Not in UN Control” will be used to capture ownership information, to indicate the item is located at a location that is not in UN premises and/or locations where the UN has equipment installed, but to which the UN has no access rights.

CS: TV - Travel Management

INTTRK-11737 (19 December)
WO/CCBREQ# WO-RFS-1-3861749124
UNDP Lebanon (BP 1400000821) has been configured as a service provider.

INTTRK-11643 (23 December)
WO/CCBREQ# IM-1-4413134625
New Travel service provider for UNODC - Tehran, Sati Travel Agency, has been configured.

FI: AP - Accounts Payable

INTTRK-11523 (16 December)
WO/CCBREQ# WO-IM-1-4318289661
Business Partner 1400001046 (UNDP REGIONAL CENTRE PANAMA) has been removed from the UNDP SCA processes. BP 1400000203 (UNDP-PANAMA) should be used instead.

INTTRK-11841 (6 January)
WO/CCBREQ# WO-RFS-1-4451871643
Cash journal 5785 with currency ETB, Fund 10UNA, grant GMNR and BA S200 has been created for UNCTAD in Addis Ababa.

INTTRK-11840 (6 January)
WO/CCBREQ# WO-RFS-1-4459442973
Tax code N9 for Namibia, 15% reimbursable, has been created.

FI: FA - Fixed Assets (Asset Accounting)

INTTRK-11728 (23 December)
Cost Centre is a required field in all Asset Master Records, and it has to be identical to Fund Centre. Validation is now active in all Asset Master Creation transactions, including ABUMN (Asset Transfer) and Mass Asset Transfers (ZAA_MASS_TFR) - this validation will report an error if the Cost Centre is missing, or if the Cost Centre and Funds Centre are not identical.

INTTRK-11314 (23 December)
WO/CCBREQ# INTTRK-8242 Testing
Cost Centre is a required field in all Asset Master Records. It must be entered by the user and it must have the same value as the Funds Centre so that the Account Assignment is correct.

INTTRK-10989 (23 December)
WO/CCBREQ# IM-1-3939831546
The Mass Asset Transfer function has been updated to facilitate Grants Management requirements related to Cost Recovery, and appropriate authorizations for FA Senior Asset Accounting Users have been assigned in order to correctly perform Mass Asset Transfers and related Equipment updates. Please use the new Mass Asset Transfer Template v6.4 and refer to Fixed Assets Job Aids 2-1, 2-2, and 5-1 for details.

INTTRK-8242 (23 December)
Asset Master Record and related transactions, including Mass Asset Transfer transactions, have been updated to facilitate Grants Management requirements and cost recovery policy. Please refer to Fixed Assets Job Aids 2-1, 2-2 and 5-1 for details and make sure to use the updated Mass Asset Transfer Template v6.4.

FI: FM - Budget Implementation (Funds Mgmt)

INTTRK-11322 (30 December)
Updated the Funds Commitment functionality to ensure that Funds Management and Grants Management posting dates remain aligned.

FI: GL - General Ledger

INTTRK-11460 (16 December)
WO/CCBREQ# WO ID:WO-RFS-1-4310551364
Clients have been unable to view the cost centres in FAGLL03 reports because the Cost Centre field was not being filled during SCA upload. Though the Funds Centre field was being included in the uploads, Funds Centre is not an available field in the Layout settings of the FAGLL03 report. The Funds Centre field has now been configured to display as an output field for report FAGLL03 and ZFAGLL03.

INTTRK-11644 (23 December)
WO/CCBREQ# WO-RFS-1-4100755947 and WO-RFS-1-4100873017
FI revaluation batch configuration, for new GL Accounts for Borrowings from the Swiss Government, has been completed.

FI: GM - Grants Management

INTTRK-9571 (23 December)
WO/CCBREQ# WO-IM-1-3240443360; WO-IM-1-2922072208; WO-IM-1-3722048740; WO-IM-1-3752938871; CCBREQ-4405
There are two layouts in this report and both are based solely on Umoja transactions, including transactions recorded in Umoja and transactions converted to Umoja from a legacy system. For Grants which began prior to the implementation of Umoja, income and expenditures incurred prior to the conversion date are not converted therefore they are not shown in the reports while the converted cash balances, outstanding receivables, obligations, advances, and conditional liability from the legacy system to Umoja, as well as transactions conducted in Umoja, are presented in the reports. 

Key updates in this new version: 

Layout1: Cash Inflows report 

This is a forecast of the cash received as it provides a calculated or estimated amount of cash received (Calculated Cash Receipts) based on the total Revenue, Conditional Liabilities, and Outstanding Receivables. The Cash Inflows report provides the view primarily from the revenue side of a donor agreement. It shows the amount of contribution revenue (or conditional liabilities) recorded from a donor agreement. It also shows cash receipts recorded to date. The “Cash Receipts” column reflects the cash received from the donor, as well as cash inflows/outflows resulting from transfers, allocations, realized gain/loss on foreign exchange, refunds, and write-offs. Additional cash amounts expected to be received from the donor are shown under the “Outstanding Receivables” column. Miscellaneous income and loan transactions (new columns) are also presented in the layout. As these transactions are generally not directly related the donor agreement, despite having impact on cash, they are excluded from the calculation of the “Cash Receipts” column. 

Layout 2: Available Cash Balance report 

1) Parked accounting documents (Value Type 60) and Budget Relevant Advances (Value Type 61 with statistical indicator R) are included as a part of budget consumption. As a result, the ZGMBUDGET_REL, ZGMBUDACT and FMAVCR02 are in sync to a large extent, though the users may still find differences. The following are examples of the causes. a. a down-payment request document which isn’t a financial accounting document in SAP is not reflected in ZGMBUDGET_REL report as the document is not updated in the GM table but in FMAVCR02; b. The system allows creating a Fund Commitment with reference to an unapproved pre-commitment document (in workflow); if the value is less than USD 4000 which would cause a discrepancy between GM and FM until the pre-commitment document is approved. c. Fiscal year difference between GM and FM will continue to be seen until the enhancement allowing users to close Fund Commitments with back dated posting date is removed from FM module as planned, and a common data source is shared for FM and GM (future SAP direction, requires an upgrade); d. Many Business Trip Commitments are updated differently between GM and FM. While the Umoja team is making efforts to improve the Travel Solution, we also noticed that the discrepancy caused by a Trip is often fixed when an Expense Report is finalized. 

2) The Adjustment column has been enhanced to take into consideration more scenarios where transactions are defined as non-budgetary relevant however there are cash inflows or outflows resulting as well as some misc. adjustments. Examples of such scenarios are: Outstanding POs to Implementing Partners (IPs) were converted and the outstanding advances to Implementing Partner were converted as “S” statistical indicator without linking to the converted POs; Education Grant Advance and Security Deposits are treated as Non Budgetary Relevant when advances are processed; Advances to UNDP etc. Other misc. adjustments include miscellaneous Income, Loans, Unrealized Foreign Exchange Gain, Accounts Receivable not collected, Petty Cash, Receivables/Payables at conversion. 

3) The Liability column is to adjust for expenditures (invoices) recorded but cash is not yet paid. Both long term and short term liabilities are taken into consideration. Outstanding loan payables, despite having impact on cash, are excluded from the Liability column.

FI: TR - Treasury and Cash Management

INTTRK-10882 (6 January)
WO/CCBREQ# RFS-1-4149514848
This update fixes a condition where one payment batch could be accidentally linked to two files, hence leading to incorrect reporting. The update has been performed upon advice from SAP.

HR: CT - Central Master Tables

INTTRK-11658 (12 December)
WO/CCBREQ# WO-RFS-1-4403852610, WO-RFS-1-4415012554
Implement revised salary scales for: 
UG00 Kampala, Uganda NO GS Effective 1 Sep 2016 
NG02 Abuja/Lagos, Nigeria NO GS Effective 1 June 2016 
MV00 Male, Maldives NO GS Effective 1 July 2016 
TT00 Port of Spain NO GS Effective 1 Oct 2016

INTTRK-11595 (12 December)
WO/CCBREQ# WO-RFS-1-4375023030, WO-RFS-1-4377872345, WO-RFS-1-4374350790
Revised salary scales for below countries were implemented in Dec 2016: 

Washington D.C, USA eff 1 Sep 2016 
Kathmandu, Nepal eff 1 Aug 2016 
Lusaka, Zambia eff 1 Aug 2016 
Praia, Cape Verde NO eff 1 Nov 2007, GS 1 April 2016 
Monaco only GS eff 1 Sep 2016 and DEPA eff 1 Sep 2014 

MSA Rate 
Dakar, Senegal eff 1 Oct 2016

INTTRK-11734 (15 December)
WO/CCBREQ# WO-RFS-1-4440634049
Implemented revised MSA rate for Syrian Arab Republic effective 1 Oct 2016, included in Dec 2016 payroll.

INTTRK-11631 (16 December)
WO/CCBREQ# WO-RFS-1-4396417219
New duty station in Umoja for Perdenales, Ecuador - EC06.

INTTRK-11735 (6 January)
WO/CCBREQ# WO-RFS-1-4441250827
Revised salary scales for below countries have been implemented in production and will be included in Jan 2017 payroll. 

Salary Scales for: 
 DZ00 Algeria 1 July 2016 
 CO00 Colombia 1 May 2016 
 CR00 Costa Rica 1 Sep 2016 
 HT00 Haiti 1 Oct 2016 

Salary scales are available at: 

HR: PA - Personnel Administration including Workforce Management

INTTRK-11746 (23 December)
WO/CCBREQ# WO-RFS-1-4448550572
When non-removal is not checked in IT0960, the non-removal reduction date should not be shown in PA details as it is not relevant, but it is currently showing (5 years from the movement date). Additionally, mobility expiration date is also showing in the PA details for the s/members to whom mobility was not granted and the expiration date was not relevant. The defect was reported by OHRM and while the fix is in the process, as temporary measure, the non-removal reduction date and mobility expiration date will be removed from PA details (for all) until the above defect is fully resolved.

HR: PY - Payroll

INTTRK-10958 (23 December)
Initialization activities for Autolock Programme tables

HR: TM - Time Management

INTTRK-11873 (5 January)
Floating holiday quota generated for the following holiday calendar IDs:
Italy - Brindisi - [I3]; 
Cyprus - Nicosia - [CY] ; 
Switzerland - Geneva - [CH] ; 
Kenya - Nairobi - [KE]; 
USA - New York - [US]; 
Spain - Valencia - [ES]; 
Thailand - Bangkok - [TH]

INTTRK-11804 (6 January)
WO/CCBREQ# WO-RFS-1-4459695762
Holiday Calendars for 2017 created for countries that have Floating Holiday: Switzerland, Kenya, Spain, Italy, Thailand, Cyprus

INTTRK-11361 (6 January)
WO/CCBREQ# WO-IM-1-4346584035
In order to activate two level approvals in the Time Managers mass approval tab in AWC, a new class ZCL_TM_MASS_APPROVAL_TWO_LVL has been created to identify the approval step (1st level or 2nd level) for the selected 2 level leave requests.

IN: SY - Security

INTTRK-11707 (3 January)
WO/CCBREQ# WO-RFS-1-4397079515
The Enterprise Role Services Delivery Releaser (SD.04) is now configured to release and update Service Orders only within the authorised Planner Groups. This is an additional security restriction that has to be considering during the User Access Provisioning for those who are not granted Planner Group credentials. 

The SLO workbook contains instruction for SD.04 provisioning that advises the SLO to indicate Planner Group in the Umoja UAP application.

PP: PJ - Project Management

INTTRK-11729 (6 January)
WO/CCBREQ# WO-IM-1-4208865922
Ensures that a WBS element ID cannot be changed once the project has been saved.

SC: PM - Plant Maintenance

INTTRK-11577 (12 December)
WO/CCBREQ# WO-RFS-1-4260952513
New code category under the "Write Off" codes in the PM Notification has been created. This will ensure proper categorization of Write-off requests / Notifications. 

The new code created is: "UN18: Deactivation of records created in error"

SC: SA - Source to Acquire

INTTRK-11561 (16 December)
WO/CCBREQ# WO-RFS-1-4374246096
Configuration of new valuation classes to enable master data to post to following GL accounts: 
73101060 CCS Military Cont Risk Premium Reimbursement 
73101070 CCS Military Cont Enabling Capacities PremiumReimb 
73111060 CCS Formed Police Unit Risk Premium Reimbursement 
73111070 CCS Formed Police Unit EnablingCapacitiesPremReimb    

INTTRK-11560 (19 December)
WO/CCBREQ# CCBREQ-5099 and WO-IM-1-4334837813
Updated the calculation for Standard Support Cost, which is determined when a purchase order is successfully ordered. The prior calculation did not include the price per unit as part of the calculation which resulted in higher than expected support costs. 

This change will impact newly created purchase orders.