Job
Aid
Umoja - Create HR Mini Master Record
Advanced BI – Funds Management
Table of Contents
Overview ......................................................................................................................................... 2
Process Overview ............................................................................................................................ 2
Process T-Codes .......................................................................................................................... 4
Request Index Number ............................................................................................................... 5
Create HR Mini Master Record ................................................................................................. 14
Update HR Mini Master Offline Form ....................................................................................... 27
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Overview
This Job Aid details the process of creating HR Mini Master record to address the requirements
of offices dealing with non-staff such as meeting participants, candidates, diplomats,
consultants and uniformed personnel.
HR Mini Master is a generic term used to refer to a unique record created for an individual
containing his/her personal information (name, nationality, gender, place and date of birth,
address, banking details, etc). This record has a minimum set of Master Data (hence the term
“Mini Master”) in the Umoja ECC system, so as to enable administrative staff to initiate actions
on behalf of non-staff persons, such as travel requests and travel expense reports, as well as to
issue payments.
To ensure consistency in data capture, an offline form will be standard across locations. The
form will be designed/maintained centrally by the Integrated Master Data Management Service
and made available to the HR Mini Master Processor on iseek: HR Mini Master Offline Form.
This offline form will have areas to enter both the personal information for the Mini Master and
the banking information.
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
Process Overview
Roles and Responsibilities
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HR Mini Master Processor
Receives requests from substantive offices that require the HR Mini Master Record to be
created
Provides offline HR Mini Master offline form to non-staff persons for completion
Executes in ECC the Personnel Action (PA) “Enter Non Staff” to create the Mini Master Record
associated with the created/confirmed Index Number by entering the information provided in
the HR Mini Master form.
Updates the HR Mini Master offline forms by adding the created/confirmed Index Number
Sends the HR Mini Master offline form to the local cashier for entry of banking infomation.
Executes PA “Maintain All Non-Staff” to update the non–staff record if required (change of
mailing address, change of email address, etc.)
Global Index Number Requestor
Uses Global Index Search to determine if an index number already exists for a specified nonstaff, and if so, “Confirm” the Index Number.
If no record exists in the data base, ”Request” a new Index Number.
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Global Index Number Administrator
Receives request from Global Index Requestor for new index number or confirmation of an
existing index number.
Creates new Index Number(s)
Or confirms an existing Index Number in the Umoja Global Index Database
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Local Cashier
Receives HR Mini Master offline form(s) from HR Mini Master Processor
Creates and submits on-behalf requests in the Umoja Portal to create the bank details of the
Mini Master record as provided in the offline forms
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Travel Administrator NS
Creates and submits on-behalf travel request in the Umoja Portal to initiate non-staff travel
Creates and submits on-behalf expense report in the Umoja Portal for non-staff
Standard Global Process
1. Upon receipt of a request to create a Mini Master record for a Non-Staff person (such as
meeting participant, candidate, diplomats, consultant or uniformed personnel) the HR Mini
Master Processor sends, by email, the HR Mini Master offline form to the individual non-staff.
2. In case the Non-staff is available at the duty station the form could be provided in person.
3. The individual Non-Staff fills the HR Mini Master offline form including accurate general and
banking information and returns it to the HR Mini Master Processor by email along with a copy
of a personal identification document (Passport or National Id).
4. The HR Mini Master Processor (who is also assigned the Global Index Number Requestor role)
logs in to the Portal and performs an Index Number search using the information contained in
the HR Mini Master offline form and attaches the Non-Staff identification document.
5. If the record already exists, and the Source indicated is “Umoja” proceed to step 10.
6. If the record already exists, and the Source indicated is not “Umoja”, the HR Mini Master
Processor sends a request to “Confirm” the existing Index Number.
7. If the record does not exist, the HR Mini Master Processor sends a request to “Create” a new
Index Number.
8. The Global Index Number Administrator receives a system message when a request to Confirm
/Create an Index Number is submitted. The Global Index Number Administrator reviews the
request and confirms an existing Index Number, creates a new Index Number, or rejects the
request if incomplete or incorrect.
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9. The Global Index Number Requestor receives a system message when an Index Number has
been confirmed or a new Index Number created.
10. If the existing Index Number is confirmed the HR Mini Master Processor checks in ECC if the
non-staff already has a Mini Master record.
11. If the record already exists, the HR Mini Master Processor compares the ECC Mini Master data
(non-banking) with the offline form and if differences are found, the HR Mini Master Processor
executes the “Maintain All Non-Staff” PA and updates the record (non-banking) to match the
details in the offline form.
12. If the Non-staff had no record in ECC, prior to creation or confirmation of the index number, the
HR Mini Master Processor executes an “Enter Non-Staff” PA to create the Mini Master Record
using the new/confirmed index number and the information from the HR Mini Master offline
form.
13. The HR Mini Master Processor updates the HR Mini Master form with the new/confirmed Index
number and sends, by inter-office mail, or delivers in person, the form to the Local Cashier.
NOTE: Should a local cashier not be available at the location, the form can be sent via email to
one of the treasury hubs that services your location: (e.g. UNOG treasury@unog.ch).
14. The Local Cashier receives the HR Mini Master offline form, logs in the Umoja Portal, and enters
the information provided in the offline form, creating an on-behalf request for banking record
associated to the new Mini Master record.
15. A two-step approval process is triggered in Umoja for the banking details. Local banking
instructions are approved locally, cross border payment instructions are approved by Treasury
Service Centers based on currency.
Process T-Codes
Use the appropriate T-code below to:
Enter Non-Staff
Maintain All Non-Staff
Display Non-staff Record
PA40
PA40
PA20
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Request Index Number
Prerequisites:
The HR Mini Master Requestor received the duly filled HR Mini Master offline form from
the Non-staff person along with an identification document that will be used to validate
the information.
Before requesting a new index number, a search must be conducted to determine if the
Non-staff person already exists in Umoja. Only after confirming that the non-staff person
does not already have an index number, should a request for a new Index Number be
created.
Process Steps:
1. Global Index (GID) Requesters receives a request from an HR Partner (if not HR Partner
themselves) to submit an Index Number request via GID.
2. GID Requester verifies the person type (meeting participant, applicant, staff member, nonstaff member) and the effective date the index number should be effective in HCM. Only if
all required information is available the GID Request will proceed with the request in Umoja.
3. GID Requester logs in to the Umoja Portal https://login.umoja.un.org) to completes the GID
index number request form.
4. Click tab
5. Click
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link under the Employee Self Service are
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6. Click
to start the process.
7. The process of requesting an index number involves searching if the index number already
exists. Start the search populating the following fields:
First names*
Last names*
*Fields indicated by a red asterisk are mandatory (i.e. if not completed the system will
generate an error)
8. Click “Search” button to verify if any record matching the entered data exists.
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NOTE: it is suggested to run your search using only a few characters of the First name and Last
Name, this will make the search more extensive and will help you to identify any
duplicate records, possibly due to alternative spelling or misspelling of names. It is also
recommended to search the name in reverse order to ensure no other entries have been
made for the person.
9. The search result shows all permutations of the name based on the characters entered in
the First name and Last name fields. The result view is made of 29 result columns.
10. Scroll to review all available columns.
NOTE: Column titles are self-explanatory; the layout can be modified by highlighting a column
and dragging/dropping in a different position.
11. If the Non-Staff Individual has already a record with an index number, determine if one if the
following conditions applies and take the required action:
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Conditions A
 The source column indicates an index number source that is not Umoja
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The index number source is not an IMIS instance (thus the person type is non-staff)
Action: Select the index number line and click on the Confirm Index Number button to make the
index number available in Umoja.
Conditions B
 The source column indicates an index number source that is not Umoja
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The index number source is an IMIS instance

The Person Type indicates that the individual is a non-staff member
Action: select the index number line and click on the Confirm Index Number button to make
the index number is made available in Umoja
Conditions C
 Source column indicates an index number source that is not Umoja
 The index number source is an IMIS instance
 The Person Type indicates that the individual is a former-staff member
Action: Stop the process. An individual data conversion is required. For these cases the
Individual Conversion Form available on the Once in Umoja Unite Connections site should be
downloaded and duly completed. Detailed information is available on the Once in Umoja Unite
Connections site.
Condition D:
 Source column indicates an index number source that is not Umoja
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The index number source is an IMIS instance
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The Person Type indicates that the individual is a current staff member
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The current staff member is travelling to or attending a meeting at an Umoja
administered site

Action: Stop the process. This is the record of an active Staff Member whose entity is not yet in
Umoja. The record of this S/M CANNOT be brought yet in Umoja until his/her location is
converted as part of a future clusters.
Conditions E
 Source column indicates an index number source that is Umoja
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Action: Stop the process. The Non-Staff individual has already an index no. that can be used to
process the following transaction
12. If no matching index number is found for the Non-staff individual, click the Request New
Index Number button.
13. Complete the following fields using the information provided in the HR Mini Master
offline form and validate the with the individual’s identification document (Passport, ID,
etc.). NOTE: every field with an asterisk ( * ) is a required field.
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Title – required
Middle Name (if applicable)
Maiden name (if applicable)
Date of Birth - required
Birthplace
Gender - required
Nationality – required
Country of Birth
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14. Enter Personnel Area. The Personnel Area consists of a four-digit alphanumeric code (e.g.
Switzerland= CH00) and corresponds to a country where the office is located, to which staff
or non-staff is travelling to, assigned to, reporting to, etc.
15. Enter Personnel Subarea (Duty Station). A Personnel Subarea is equivalent to a duty station
and is a subdivision of the personnel area. The individual Personnel Subarea is identified by
a four-digit alpha-numeric identification code (e.g. Switzerland – Geneva = CH00).
16. In the Person Type field, select the type of person for whom the index number is being
requested (i.e. Applicant, Consultant, Meeting participant, etc.).
17. Enter the Effective date. The effective date should set to the day before the first Personnel
Action for the Non-Staff Individual will be executed.
18. If applicable, include any necessary information regarding request in the Requester’s
Comment text box.
19. All new index number requests should be accompanied by supporting documents that
substantiate the information provided for the individual.
20. To add an attachment, click.
21. Click
to Expand Attachment section.
22. Click Add Attachment
23. Click
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Expand Area Tray icon
button
.
to search for the file to attach.
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24. Navigate to the target file, and then click on the file you wish to upload.
25. Click
26. Click
to upload the selected file.
to upload the file.
27. Click
previous steps.
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if you wish to upload additional documents and repeat the
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28. Once you have completed the form and attached the required, click
continue the request process.
to
29. At this point you can also choose to “Save Draft “, and continue the form at a later
stage.
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30. Review the information entered. Click
approval.
button to submit the request for
NOTE: If any corrections are required, click “Previous” button to return to the previous
step and make the necessary adjustments.
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Create HR Mini Master Record
Prerequisite:
The Global Index Administrator reviews and approves the New Index Number request. The
approval triggers a system message addressed to the Global Index Requestor who will be
informed that the new Index Number has been created. The Global Index Requestor role is
frequently assigned to the HR Mini Master Processor who can now use the new Index
Number (termed Personnel Number in Umoja), to execute the Enter Non-Staff PA, which
creates the Master Record for the non-staff.
Process Steps:
1. To start the transaction, log in to ECC and Type PA40 in the Command Field
2. Click
to start the PA
3. Enter the Non-staff person's Personnel No (index number).
4. Enter the Start date. The Start date should be set to at least one day after the Start date of
the Index Number.
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5. Scroll down the list to locate the Enter Non Staff No PY/External personnel action under
the NON STAFF section
6. Click
to select the Personnel Action
7. Click
to execute the PA. The Actions (0000) infotype appears.
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8. Click
9. Click
to display the list of options for Reason for Action
to select External Person
10. Click button
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to validate your selection.
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11. Click Employee Group matchcode
12. Select “E External”
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13. Click button
to validate your selection.
14. Click the Employee subgroup matchcode.
15. Select the appropriate entry (e.g. E2 Meeting Participant)
16. Click button
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17. Click
to save the record.
18. A Record Validity warning displays at the bottom of the screen. It indicates that the Enter
Non-Staff PA is delimiting the previous PA Create Index Number.
NOTE: If the warning message is “This entry deletes a record” this means that the index
number and the Enter Non-Staff PA have been executed on the same day. The record
being “deleted” is the one created during the index number process. To ensure that
the Enter Non-Staff PA does not override the Create Index Number PA, set the Start
date of the Enter Non-Staff PA to a (or more) day after the Crate Index Number PA.
19. Click
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again to confirm the record’s validity.
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20. In the infotype “Copy Personal Data” (IT0002) screen appears, check pre- populated data
derived from the Index Number record and update if necessary
21. Click
to save the record.
22. Review the system message on record validity.
23. Click
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again to confirm the record validity.
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24. In the infotype “Copy Organizational Assignment” (IT0001) screen appears. Review the
following information:
 Subarea: it should be defaulted to the Personnel Subarea entered in the Index Number
form. If different it can be changed
 Payr. Area: ALWAYS defaulted to 99 = No Payroll Relevant
 Position: ALWAYS defaulted to 99999999
25. Click
to save the record.
26. Review the system message on record validity.
27. Click
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again to confirm the record validity.
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28. The window Subtype for Infotype Address pops up.
29. Select
.
NOTE: Selecting the Mailing Address Subtype for Infotype 0006 triggers the creation of the
Business Partner (BP) record, which is essential to enable payment through Umoja. It is,
therefore, critical to create a Mailing address for every Non-Staff record.
30. Click
to validate the selection.
31. The Infotype “Create Addresses” (0006) appears. Populate fields as appropriate
32. Click
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to save the record.
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33. Review the system message on record validity.
34. Click
again to confirm the record validity.
35. The system prompts you to create an additional Subtype for Infotype "Addresses". Repeat
the previous steps if you wish to create other address types or click
to move to the
next Infotype.
36. Subtypes for infotype "Personal IDs window pops up. If applicable select an ID type (e.g
Passport)
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37. Click
to confirm the entry
NOTE: The Personal IDs Infotype allows for entry of Personal ID information if required (e.g. for
a Meeting Participant you may be required to enter Passport /Visa information)
38. Populate the required fields.
39. Click
to save the record
40. The system prompts you to create an additional Subtype for Infotype
41. "Address". Repeat the previous or click
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to move to the next Infotype
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42. The Infotype “Create Security Medical Clearance” (0487) appears
43. If the Clearance is not applicable click
to display the next Infotype
44. If a Clearance record is required click the Clearance Type match box
45. Select the relevant type of clearance
46. Click
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47. When the Subtype for Infotype Communication window pops up, select a communication
type
48. Click
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49. The Infotype “Create Communication” (0105) screen appears
50. Enter the Non-staff’s personal email address.
51. Click
to save the entry.
52. The system prompts you to select another Subtype for Infotype "Communication". Repeat
the previous steps to enter additional forms of communication, or click
window and complete the Personnel Action.
to close this
Update HR Mini Master Offline Form
Prerequisite:
The “ Enter Non-Staff” PA has been executed, thereby creating the Master Record for the
non-staff. The HR Mini Master Processor updates the HR Mini Master offline form and sends
or delivers it to the Local Cashier.
Process Steps:
1. Write the Index Number in the HR Mini Master offline form (General Data section) as
indicated in the image below
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2. Scan the form and send or deliver it to the Local Cashier
3. Where a Local Cashier is not available, the updated form will be sent by email to one of the
treasury hubs that services your location: NYHQ, UNON, UNOG, ESCAP
4. The Local Cashier will Log in to the Umoja ESS Portal and create a bank record on behalf of
the Non-Staff
5. The newly created Bank record will be routed for approval to the Local or Hub Treasury
Service Centre.
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