- What is Umoja?
- What is ERP?
- How long will the overall project take?
- Why do we need Umoja? Why do we need to learn a new system?
- How is Umoja different from the systems we already use?
- What are we doing to make sure Umoja and the new processes support the United Nations' unique business needs?
- Will my job change with the implementation of Umoja?
- If the ERP implementation results in changes to my role when will I find out?
- Who's involved in the project?
1. What is Umoja?
Umoja is the cornerstone of UN administrative reform, and presents 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.
Umoja means "unity" in Swahili, and the name reflects its goals: to improve our business processes; to align them with commonly accepted best practice; and thus enable us to work together more effectively on behalf of our constituents and beneficiaries.
Umoja will consolidate the management of all financial, human and physical resources (including for peacekeeping and field missions) under a single global integrated information management system. The ultimate outcome will be the organization's ability to fulfill its mandate more responsively and effectively.
2. What is 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 corporate core functions. Most importantly, the main value of an ERP system is the opportunity to streamline and improve the operations of an entire 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. It is expected that the duration of the project will span at least five years. The timetable will be determined later in 2009, following the submission of a proposed implementation plan to the General Assembly. In the interim, the first wave of functionality to be provided by Umoja can be expected in 2012.
4. Why do we need Umoja? Why do we need to learn a new system?
In recognition of the increasingly global arena of work and the many new challenges that the United Nations is facing, Member States have approved several reform initiatives. In accordance with these reform initiatives, the Secretary-General is committed to fundamentally modernizing the way the UN carries out its day-to-day work, by streamlining and simplifying processes.
Umoja is the cornerstone of UN administrative reform, and presents 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.
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 ERP implementation. Towards this end, senior management has been committed to specific improvements early in the project to ensure that the ERP system is successful in assisting the implementation of change.
Work has commenced to critically review the current policies, procedures and associated arrangements with the goal of identifying key areas where changes are required. Key approaches for implementing international best practices are being identified so that work on high-level business process re-engineering can proceed expeditiously. The examination should result in agreement on a framework to guide the detailed ERP process design and configuration work to commence after the ERP software selection. 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 high-level business processes. Umoja team members have worked with administration managers to ensure that the list of business processes across the four functional areas – finance & budget, human resources, supply chain/logistics/procurement and central support services – is complete; to document systems, processes and databases that have not already been captured; and to seek feedback as to whether processes already recorded elsewhere in the Secretariat match their own. Colleagues in missions and OAHs were also asked to identify challenges, risks and 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 in the organization. As the new roles and processes become clear during the design phase, we will provide you with detailed information through this website and other means, including iSeek and the Umoja newsletter. 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 Phases and will be finalized and communicated far in advance of Umoja's implementation date. This will allow each person to be trained and become oriented in terms of their responsibilities. Communications will be coordinated along with training to ensure everyone has a clear understanding of 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 against plans, resolve conflicts without delay, decide on work priorities, help to manage changes and communicate progress to all stakeholders. The main policy decision-making body is the ERP Steering Committee, who reports to the Management Committee.
The detailed planning and execution of the project will be done by the Umoja team, reporting to the Under-Secretary-General for Management and Chief Information Technology Officer, coordinated and led by a programme management office headed by a Project Director, who 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 serve as a mechanism for two-way communications and help to embed Umoja as an organization-wide endeavour that will require engagement by managers and staff at large, but will ultimately yield benefits for the United Nations Secretariat worldwide. Every one of us has a role to play in realizing the possibilities and living up to Umoja's goal of working in unity.
