SC343 – Umoja Managing Services
of Consultants and Individual
Contractors
Umoja Managing Services of Consultants and Individual Contractors – Version 12
Last Modified:
17-August-13
Copyright
© United
Nations
1
Agenda
Course Introduction
Module 1: Create HR Contract
Module 2: Approve HR Contract
Module 3: Accept or Edit HR Contract
Module 4: Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
2
Introduction
Please share with us:
• Your Name
• Your Section/Unit
• # Years with UN
• Interesting Fact About Yourself
Copyright © United Nations
3
Ground Rules
Please consider the following guidelines during the training session:
• Turn your cell phone to silent mode. Please step out of the class to take any
important phone call
• Please do not access your e-mail or the Internet outside of breaks
• Participate fully in the training session and respect each other’s contribution
• Breaks are included at the discretion of the trainer
X
No Phones
X
Do Not Access
E-mail
Participate
Copyright © United Nations
Ask Questions
Breaks
4
Course Overview
The purpose of the Umoja Managing Requests of Services of Consultants and Individual
Contractors course is to explain how to use Umoja to manage services of Consultants and
Individual Contractors (IC’s).
Prerequisite Review
You should have completed the following prerequisite courses:
• Umoja Overview
• Umoja Master Data & Coding Block Overview
• Umoja Requesting and Managing Services of Consultants
and Individual Contractors Overview
Course Duration: 4 hours
Copyright © United Nations
5
Course Objectives
After completing this course, you will be able to:
• List the key Umoja roles and responsibilities involved in the Managing Services of
Consultants and Individual Contractors process
• Explain the steps involved in the process
• Describe the process for creating, approving and editing a Human Resource (HR)
contract
Copyright © United Nations
6
Agenda
Course Introduction
Module 1: Create HR Contract
Module 2: Approve HR Contract
Module 3: Accept or Edit HR Contract
Module 4: Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
7
Module 1 Objectives
After completing this module, you will be able to:
• Describe the steps to create an HR contract
Copyright © United Nations
8
Key Terminology
Key Term
Business Partner (BP)
Master Data
Description
A person or an organization that has a business interest with
UN. A BP can be a commercial vendor, a UN agency, a staff
member and so on. Regarding the Consultant and IC process, a
BP is an individual who acts as a vendor (such as the
Consultant/IC) and provides services to UN
Centralized data used to support business processes across the
organization. It drives all business transactions, applications,
reports and decisions and creates a single source of recording
and reporting for an organization. It is shared or linked across
modules avoiding the need to enter data in various application
areas
Transactional Data
Data derived from or entered into a single transaction in Umoja
SRM (Supplier
Relationship
Management)
A Web-based Umoja application used specifically for
procurement activities. It is also utilized for requesting services
of Consultants and IC’s
Copyright © United Nations
9
Key Terminology
Key Term
Description
ERP Central Component
(ECC)
The main Umoja component comprised of various modules in
Finance, Funds Management, Real Estate and others
Workflow
Automatic routing of Shopping Carts or other
financial/procurement documents to the appropriate person(s)
for review and approval
Shopping Cart
Used in Umoja SRM for requisitioning purposes. It is also
utilized to initiate the request for services of a Consultant or IC.
Approved Shopping Carts are used by HR Partners to create
contracts
Work Overview
The inbox that alerts a user to all tasks for example, approvals
that are required from them in Umoja SRM
Allperson Table
A new system generating Index Number for non-staff members
in the field missions (Consultants, IC’s and so on) implemented
using the self-service My HR online portal
Copyright © United Nations
10
Roles & Responsibilities
The following Umoja Enterprise roles are involved in the Managing Services of Consultants
and IC’s process:
Requisitioner
(Consultant/IC
Services)
Approver
(Consultant/IC
Services)
HR Partner
Approver
(Consultant/IC
Contract)
•
•
Creates a request for Consultant and IC services in the
form of a Shopping Cart
Accepts and creates Service Entry Sheets
•
Reviews and then approves or rejects the request for
Consultant and IC services at the Shopping Cart level
•
Processes approved requests for Consultant and IC
services and issuing contracts
•
Verifies and approves contracts created by a group of HR
Partners
Approves Service Entry Sheets
•
Copyright © United Nations
11
Use of Master Records
Most of the information required to create a contract in Umoja is automatically
populated and derived from the Master Data. This minimizes manual entry and any
chance of error.
The information populated from Master Data includes:
• BP Data: This data includes address, email, telephone number, banking details,
payment method and term of payment. This data is centrally created and
referenced (not changed) by the user
• Service Data: This data includes Consultant by
deliverable (hour/day/week/month) and
Individual Contractor (IC) by
hour/day/week/month
• Financial Data: This data includes Cost Center,
Funds Center and G/L Account Code
Note: The Service Remuneration Rate and Service Conditions (service duration, service
beginning and end) are directly derived from transactional data contained in the Shopping Cart.
Copyright © United Nations
12
Business Partner Master Data
In Umoja, Consultants and IC’s are treated like vendors and created as BP’s in the Umoja
Vendor Master. This facilitates the process of requesting their services, reviewing and
approving their recruitment and processing their payment.
Key components of the BP Master Data include:
Unique ID number
BP Number
Address, telephone
number, email and so on
Contact Information
Banking details
Banking Information
Currency, payment terms
and payment method
BP
Payment Condition
Copyright © United Nations
13
Umoja BP Master Data
The BP number assigned to a Consultant or an IC is a unique number corresponding to
the Index Number assigned to the individual in the Allperson Database.
A unique index number is
assigned to each
Consultant and IC
Allperson
Database
The number is used to
generate a unique BP
record
Umoja (SRM)
“BP’s”
Umoja (SRM)
“BP’s”
The BP record is used to
generate the
Consultant/IC’s contract
Umoja
(ECC)
BP record and the
contract are used to
generate the payment
Copyright © United Nations
Improved,
Comprehensive
Reports
14
Overview of Consultants & IC’s Services in Umoja
The Consultant and Contractor Engagement process involves requesting and managing
the services of non-staff personnel such as Consultants and IC’s in Umoja.
This process is performed in Umoja SRM and Umoja ECC and involves multiple Enterprise
roles. The high-level process flow is outlined below.
Requisitioner
Approver
(Consultant/IC Services)
(Consultant/IC Services)
Create
Shopping Cart
Approve/
Reject
Shopping Cart
Master Data Maintainer
Create/
Maintain BP
Record
Approver
Requisitioner
Approver
(Consultant/IC Contract)
(Consultant/IC Services)
(Consultant/IC Contract)
Approve HR
Contract
Create a
Service Entry
Sheet
Approve a
Service Entry
Sheet
HR Partner
Create HR
Contract
AP Approver
AP Approver
Review
Payments
Post
Payments
Legend
Steps performed in Umoja SRM
Steps performed in Umoja ECC
Copyright © United Nations
15
Process for HR Contract
This course covers the steps to manage services of Consultants and IC’s and to create,
approve and edit HR contracts.
Requisitioner
Approver
(Consultant/IC Services)
(Consultant/IC Services)
Create
Shopping Cart
Approve/
Reject
Shopping Cart
Master Data Maintainer
Create/
Maintain BP
Record
Approver
Requisitioner
Approver
(Consultant/IC Contract)
(Consultant/IC Services)
(Consultant/IC Contract)
Approve HR
Contract
Create a
Service Entry
Sheet
Approve a
Service Entry
Sheet
Copyright © United Nations
HR Partner
Create HR
Contract
AP Approver
Review
Payments
AP Approver
Post
Payments
16
Create HR Contract
After the Shopping Cart is requested and approved, an HR contract needs to be created.
Even though in SRM this contract will take the form of a PO, you can create an HR
contract that will have all the elements currently contained in form P104.
The steps involved in the Create HR Contract process are as follows:
HR Partner
Find and Review
Shopping Cart
Approver(Consultant/
IC Contract)
Review Contract
Field Index Creator
Extract Index
Number
Approver(Consultant/
IC Contract)
Approve/Reject
Contract
Step in SRM
Master Data
Maintainer
Create a BP Record
HR Partner
Accept/Edit
Contract
Step in ECC
Copyright © United Nations
HR Partner
Verify BP Record and
BP Contract Validity
HR Partner
Create HR Contract
HR Partner
Print/Upload
Contract
Step outside Umoja
17
Find Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
The steps to review items in a Shopping Cart and to create an HR contract based on specific line
item(s) are as follows:
•1
Logon to the Umoja SRM portal
Copyright © United Nations
18
Find Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
•2
Click the Procurement tab
•3
Click Purchasing in the left pane
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
2
3
Copyright © United Nations
19
Find Shopping Cart
Find and Review
Shopping Cart
•4
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Under Central Functions, click Carry Out Sourcing
The Sourcing Cockpit will open in a new tab. The Sourcing Cockpit is used in SRM to create PO’s
and contracts from approved Shopping Carts.
4
Copyright © United Nations
20
Find Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Search for the Shopping Cart that was created by
the Requisitioner.
•5
Specify the search criteria and click the
Search button
The suggested way to search for a Shopping Cart
is to search using the Purchasing Group field.
Select the Purchasing Group that corresponds to
your Mission’s HR Procurement Unit.
Note: You can either enter the
Purchasing Group directly or click the
Matchcode icon and select a
Purchasing Group from the pop-up.
5
Copyright © United Nations
21
Find Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
The Sourcing Cockpit displays all Shopping Cart
line items that meet your criteria.
A Shopping Cart can be made of several line
items, the Sourcing Cockpit displays each item
individually.
For example:
1000000068/3
Shopping Cart number
•6
Line Item number
Click the Shopping Cart number to open
the Shopping Cart in a new window/tab
Copyright © United Nations
6
22
Review Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Within a Shopping Cart, each line item
usually corresponds to the individual
Consultant or IC. However, they may also
correspond to certain deliverables in the case
of Consultants hired by Delivery.
•1
Select the relevant line item to verify
the details
•2
Click the Details button
2
1
Copyright © United Nations
23
Review Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
3•
Click the Item Data tab
4•
Verify the Price/Currency if it is
consistent with the TOR and the agreed
compensation rate
Verify BP Record and
BP Contract Validity
Create HR Contract
3
4
Note: The Price/Currency, Order
Quantity, Service and Delivery
periods can be modified when you
are creating the actual HR contract.
Copyright © United Nations
24
Review Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
5•
Click the Account Assignment tab
6•
Click the Details button to view the Account Assignment fields
Create HR Contract
5
6
Copyright © United Nations
25
Review Shopping Cart
Find and Review
Shopping Cart
7•
Extract Index
Number
Verify BP Record and
BP Contract Validity
Create a BP Record
Create HR Contract
Verify the values in the Account Assignment Category, Fund and Budget Period fields
The Account Assignment Category field, which determines how costs are assigned for a
product/service, is generally defaulted to Cost Center. The Cost Center and Fund Center fields contain
the defaulted values based on the Requisitioner’s department.
.
7
7
7
Copyright © United Nations
26
Review Shopping Cart
Find and Review
Shopping Cart
8•
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Select Order or WBS from the Account Assignment Category drop-down list if Consultant/IC
services are required in connection with an Internal Order or Project
8
8
Copyright © United Nations
27
Review Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
9•
Click the Notes and Attachments tab
10•
Verify if the following documents have been uploaded as requested by the “Standard Operating
Procedure on Consultants and Individual Contractors (Mandatory documentation and required
information)”:
•
Terms of reference of the assignment
•
Technical evaluation report outlining the selection process, candidates considered and
selected candidate
•
Copy of the opening/call for expression of interest issued, when the services of a
Consultant or IC are required for more than 6 months
•
PHP of the selected candidate
•
Email confirmation of the fee level from HR
Copyright © United Nations
28
Review Shopping Cart
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
If available at the time of creating the Shopping Cart, the Requisitioner may have also uploaded the
following documents which are required by the HR Partner to complete the approval of the request for
services:
• Copy of highest education degree/diploma obtained
• Employment certificate from, or copy of contract with, the last employer
• Copy of birth certificate
• Copy of national passport or national ID card
• Certificate of good health and proof of medical insurance
If not uploaded to the Shopping Cart by the Requisitioner, the documentation and information may
need to be obtained from the selected Consultant or IC. Based on the information contained in
Shopping Cart, the HR Partner will make the decision for each request, for Consultant/IC services (line
items), whether to reject that line item or create an HR contract.
Copyright © United Nations
29
Extract Index Number
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
In order to create a contract for a Consultant/IC, it is necessary that the selected Consultant/IC is
created in Umoja as a Business Partner (BP).
•a
The BP number assigned to a Consultant or an IC is a unique number corresponding to the
Index Number assigned to the individual in the Allperson table
•b
The HR Partner will use the information contained in the PHP and other specific documents to
confirm whether an Index Number exists for the Consultant/IC or to issue a new Index Number
when no Index Number matching the Consultant/IC personal identification exists
To confirm if an Index Number exists, the HR Partner can use the “Index Number Request”
application, which is accessible from MyHROnline.
Copyright © United Nations
30
Extract Index Number
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
TheLogon
essential
information
required
for theaccount.
“Index Number
Request”
is as
follows:
to My
HR Online
with your
From the
menuapplication
bar, select
“INDEX
NUMBER”
click
the submenu
“FIELDinMISSION
STAFF
•and
First
andon
family
name as provided
a nationalNON
passport
or INDEX
nationalNUMBER
ID card REQUEST
• Date of birth as provided in a birth certificate
• Nationality as provided in a national passport or national ID card
• Gender as provided in a national passport or national ID card and birth certificate
Please refer to the Quick Guide for Field Mission Non-Staff Index Number Requesters for instructions on
how to access the “Index Number Request” application, how to conduct an Index Number search and
how to submit a request for creating an Index Number.
Copyright © United Nations
31
Create a BP Record
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
In the event that an Index Number already exists for the Consultant/IC, the HR Partner will need to
confirm whether a Business Partner (BP) record exists in Umoja for this Index Number.
If no BP record exists, then a request to create a new BP must be submitted to the Master Data
Maintainer.
This request shall be sent via email to umoja-ibp@un.org, attaching the corresponding “Umoja Data
Maintenance Form - Business Partner” form that can be found in the Umoja/Umoja Forms section in
iSeek (http://iseek.un.org/m245.asp?dept=2182&iid=1920) and the completed Funds Transfer Request
Form (for non-payroll payments).
Copyright © United Nations
32
Create a BP Record
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
The “Umoja Data Maintenance Form – Business Partner” form should be filled out electronically as
some of the fields have drop-down values.
In order to create a BP, the following information is required
• Index Number as provided in the previous step
• Contact information as provided in the Consultant/IC’s PHP and validated by the HR Partner
• Banking information (if applicable) as specified in the “Business Partner Creation” form
• Payment condition as specified in the “Business Partner Creation” form
After a record for a BP is created in Umoja by the Master Data Maintainer, the HR Partner will be able
to create the contract in the system.
Copyright © United Nations
33
Create a BP Record
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
If a BP record exists, the HR Partner is required to validate that all conditions set forth by
ST/AI/20013/XX are met.
For previously hired Consultants/IC's, it is the responsibility of the HR Partner to verify the
Consultants/IC's UN contract history to ensure that the maximum duration for contracts is not
exceeded.
While the request for Consultant/IC services and creation of contract is executed in the SRM Umoja
portal, the verification of the existence of a BP record and the Consultants/IC's UN contract history is
executed in Umoja ECC.
Copyright © United Nations
34
Verify BP Record
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
The steps to verify the Consultant/IC’s BP record and UN contract history are as follows:
•1
Login to the Umoja SAP Production ECC (P1E) system
Copyright © United Nations
35
Verify BP Record
Find and Review
Shopping Cart
2•
3•
Extract Index
Number
Verify BP Record and
BP Contract Validity
Create a BP Record
Enter the T-code ME80FN in the
Command field to navigate to the Display
Vendor transaction
3
Create HR Contract
2
Click the Enter icon
Copyright © United Nations
36
Verify BP Record
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
•
4
Click the Dynamic Selection icon in the
General Evaluations screen
5
•
Expand the Purchasing Document Header
folder
Verify BP Record and
BP Contract Validity
Create HR Contract
4
5
Copyright © United Nations
37
Verify BP Record
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
•6
Select Vendor from the tree menu
•7
Click the Copy Selected icon
•8
Click the Matchcode icon in the Vendor field
Verify BP Record and
BP Contract Validity
Create HR Contract
7
8
6
Copyright © United Nations
38
Verify BP Record
Find and Review
Shopping Cart
•9
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Click a tab to search by various criteria, for example click the Vendor by Country/ Company Code
tab
9
Copyright © United Nations
39
Verify BP Record
Find and Review
Shopping Cart
•
10
Extract Index
Number
Create a BP Record
In the Vendors by Country/Company Code
tab, enter the required details in the
following fields to search for a particular
name within the search results:
Verify BP Record and
BP Contract Validity
Create HR Contract
10
• Country (if known)
• City (if known)
• Name (Consultant/IC Name/Surname*)
11
•
Click the Find
icon
Wildcard search
When the exact search term is not known, the asterisk (*) symbol
should be used before or after your search query to signify the search is
not an exact search. This will return more results from which to select
the correct Product ID .
Example: Search for *Pierre* to view a list of all people with the name
“Pierre” anywhere in their name (i.e. In their first, middle, or last
name).. Searching for only “x-ray” would yield much fewer results.
Copyright © United Nations
11
40
Verify BP Record
Find and Review
Shopping Cart
Extract Index
Number
•
12
Highlight the suitable match
13
•
Click the Enter
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
icon
11
12
Copyright © United Nations
41
Verify BP Record
Find and Review
Shopping Cart
•
14
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Click the Execute icon when the BP number for the Consultant/IC is populated
14
Copyright © United Nations
42
Verify BP Record: Purchasing Documents
Find and Review
Shopping Cart
1•
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Click the Vendor BP number to verify the Consultant/IC information in the Purchasing
Documents screen
1
Copyright © United Nations
43
Verify BP Record: Purchasing Documents
Find and Review
Shopping Cart
•2
Extract Index
Number
Review the Address* in
the first screen
•3
Click the Next Screen icon
to scroll to the
Consultant/IC Purchasing
data screen
•4
Click the Back icon to
return to the Purchasing
document
* Inform the Master Data
Maintainer if the information
contained in the BP record
need to be updated
Verify BP Record and
BP Contract Validity
Create a BP Record
Create HR Contract
4
3
2
Copyright © United Nations
44
Verify BP Record: Purchasing Documents
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
•5
Verify the list of contracts that have been issued to the selected Consultant/IC In the
Purchasing Documents screen
•6
Verify the total length of continued Contracts to determine the possibility of issuing a new
contract and it’s maximum duration
•7
Double-click the Purchasing Doc. Number if you need additional information on the contract.
This will display the HR contract document in a new window
7
Copyright © United Nations
45
Verify BP Record: Sample HR Contract
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Here is an example HR contract. Review the different tabs to view different types of information
associated with the contract.
Copyright © United Nations
46
Verify BP Record: Review Service Entry Sheet
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
To review the Service Entry Sheet for the Consultant/IC Service (and attendance record attached to it),
click the Purchase Order History tab and click the Material Document number.
Copyright © United Nations
47
Verify BP Contract Validity
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
The steps to verify a BP contract validity are as
follows:
•1
Enter the T-code ME2L in the Command
field to navigate to the Purchasing
Documents per Vendor transaction
•2
Click the Enter icon
2
Copyright © United Nations
Verify BP Record and
BP Contract Validity
Create HR Contract
1
48
Verify BP Contract Validity
Find and Review
Shopping Cart
Extract Index
Number
•3
Enter an appropriate
vendor number in the
Vendor field
•4
Enter ALV in the Scope
of list field
•5
Click the Execute icon
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
5
3
4
Copyright © United Nations
49
Verify BP Contract Validity
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
The Purchasing Documents per Vendor screen displays a list of all available contracts for a vendor.
The BP contract validity can be verified from the vendor information.
Copyright © United Nations
50
Create HR Contract
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Once verified, the BP profile and overall duration and validity of UN contracts issued to the selected
Consultant/IC, the HP partner returns to Umoja SRM portal to create an HR contract.
Copyright © United Nations
51
Create HR Contract
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
After the Shopping Cart has
been reviewed, the HR
Partner may reject individual
line items if the conditions set
forth by ST/AI/2013/XX are
not met.
The steps reject an individual
line item are as follows: :
1•
Select the line item you
wish to reject
2•
Click the Reject Items
button
2
1
Copyright © United Nations
52
Create HR Contract
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Communication must be sent to the Requisitioner about rejected line items outside of Umoja. This is
because there is no field in SRM that allows the HR Partner to indicate to the Requisitioner the reason
for rejecting a request for Consultant/IC services.
Requisitioners are able to view the items rejected by the HR Partner. However, no action can be taken.
That is, the Requisitioner can no longer edit the Shopping Cart.
Rejected items appear in SRM as cancelled items. New Shopping Carts must be created and approved if
the service is still required.
Copyright © United Nations
53
Create HR Contract
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Shopping Cart created by Requisitioners are often
made by several line items. Each line item contain
the request for the service of a selected
Consultant/IC .
The steps to create a new contract are as follows:
1•
Select the appropriate line item(s) to create
a contract
In the case of Consultants engaged by “Delivery”,
the first line item contains the Consultant total
engagement duration while the other line items
contained in the Shopping Cart represent a
sub-deliverable or task specified in the TOR.
Therefore, all line items within that Shopping Cart
must be selected.
1
Copyright © United Nations
54
Create HR Contract
Find and Review
Shopping Cart
•2
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Click the Next button
2
Copyright © United Nations
55
Create HR Contract
Find and Review
Shopping Cart
3•
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
Select the Purchase Order option from the Create Draft drop-down list
3
Copyright © United Nations
56
Create HR Contract
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
•4
Ensure that Transaction Type is set to ZHRS: Consult/Contractor
•5
Click the Edit Selected Drafts button to enter additional details relating to the contract
5
4
Copyright © United Nations
57
Create HR Contract: Review Overview Tab
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
The Edit Purchase Order tab opens in a new screen.
•1
For the selected line item, verify and enter
the details in the Overview tab
•2
Click Smart Number is External and enter
the name of the IC in the Smart Number
field to facilitate research in the future.
•3
•4
1
In the Supplier field, enter the BP Number
corresponding to the selected Consultant or
IC
Ensure that the correct Purchasing Group is
selected (for example, Mission HR
Procurement Unit)
Copyright © United Nations
2
3
4
58
Create HR Contract: Review Header Tab
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
1•
Verify the pre-populated fields in the
Header tab
•2
Enter 105.16 (a) (ii) 1 in the Financial
Rules field
Verify BP Record and
BP Contract Validity
Create HR Contract
1
2
Copyright © United Nations
59
Create HR Contract: Review Items Tab
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
•1
Click the Items tab to review line items
•2
Select the line item(s) to review and click the Details button. The Item details screen will then
be displayed.
1
2
Copyright © United Nations
60
Create HR Contract: Review Items Tab
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
In this screen, you can edit fields such as Price/Currency, Order Quantity, and Service and Delivery
periods. All changes made during the creation of the contract shall be communicated to the
Requisitioner outside of Umoja.
13
12
Copyright © United Nations
61
Create HR Contract: Review Notes and Attachments Tab
Find and Review
Shopping Cart
•1
•2
Extract Index
Number
Create a BP Record
Click the Notes and Attachments tab to
display the documents that have been
carried over from the Shopping Cart to
review the documentation, as required
Verify BP Record and
BP Contract Validity
Create HR Contract
1
Click the Add Attachment button to upload
additional document to the contract, if
necessary
2
Copyright © United Nations
62
Create HR Contract: Review Notes and Attachments Tab
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
Verify BP Record and
BP Contract Validity
Create HR Contract
If required documents have not been uploaded to the Shopping Cart by the Requisitioner, the HR
Partner may need to obtain the following documentation and information from the selected
Consultant or IC and upload them to the contract:
• Copy of highest education degree/diploma obtained
• Employment certificate from, or copy of contract with, the last employer
• Copy of birth certificate
• Copy of national passport or national ID card
• Certificate of good health and proof of medical insurance
At this point, the HR Partner should also request the Consultant/IC to complete and upload the
“Funds Transfer Request Form (for non-payroll payments)” - Form F.249 (9-12) that can be found in
the Form section of i-Seek.
Copyright © United Nations
63
Create HR Contract: Check and Order HR Contract
Find and Review
Shopping Cart
Extract Index
Number
Create a BP Record
•1
Click the Check button for a final verification
of the data in the HR contract
•2
Click the Save button to save the contract
and complete later if the contract is not
ready to be submitted
•3
Click the Order button to submit the PO for
approval
Verify BP Record and
BP Contract Validity
Create HR Contract
This action generate an automated message that
notify the Approver that a contract (PO) has been
created and it is waiting for action.
3
2
Copyright © United Nations
1
64
Simulation Activities
Throughout this training, users will have the opportunity to
conduct activities in the form of simulations. Simulations
are interactive “recordings” of the Umoja system used to
help facilitate a hands-on learning experience. The
simulation links are provided on the corresponding activity
slides.
Users can access simulations in three different modes:
• Show me: Users view a video of an entire transaction
being conducted
• Let’s do it together: Users will be prompted to input
data at key points during the transaction
(recommended)
• Try it: Users can complete an entire transaction on
their own, with no additional instructions provided
Copyright © United Nations
65
Activity 1
Transaction Name: Verify a BP
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.4595?originalContext=1.11.4580
Copyright © United Nations
66
Activity 2
Transaction Name: Create an HR Contract
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.4591?originalContext=1.11.4580
Copyright © United Nations
67
Learning Checkpoint 1
Which T-code is used to verify a BP record?
Select the correct option.
A.
B.
C.
D.
ME80FN
FN79K
RE78AA
ME56KN
Copyright © United Nations
68
Learning Checkpoint 1
Which T-code is used to verify a BP record?
Select the correct option.
A.
B.
C.
D.
ME80FN
FN79K
RE78AA
ME56KN
Option A is the correct answer. The T-code used to
verify a BP record is ME80FN.
Copyright © United Nations
69
Module 1 Summary
The key points covered in this module are listed below:
• The HR Partner reviews the line items for Shopping Carts with contract request
• The HR Partner reviews and determines whether to approve or reject the line item
• The HR Partner creates a contract for approved line items and submits for approval
Copyright © United Nations
70
Agenda
Course Introduction
Module 1: Create HR Contract
Module 2: Approve HR Contract
Module 3: Accept or Edit HR Contract
Module 4: Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
71
Module 2 Objectives
After completing this module, you will be able to:
• Identify the steps to approve an HR contract
Copyright © United Nations
72
Approve HR Contract
This module covers the steps performed by the HR Contracts Approver to approve an HR
contract.
HR Partner
Find and Review
Shopping Cart
Approver(Consultan
t/IC Contract)
Review Contract
Field Index Creator
Extract Index
Number
Approver(Consultan
t/IC Contract)
Approve/Reject
Contract
Master Data
Maintainer
Create a BP Record
HR Partner
Accept/Edit
Contract
Copyright © United Nations
HR Partner
Verify BP Record and
BP Contract Validity
HR Partner
Create HR Contract
HR Partner
Print/Upload
Contract
73
Review Contract
Review Contract
Approve/Reject
Contract
The Approver receive a automated message generated by system that notify that a contract (PO) has
been created and it is waiting for action. The Approver then clicks the link to the Umoja SRM Portal
contained in the message to login to Umoja SRM.
The steps to review and approve the HR contract are as follows:
1•
Login to Umoja SRM
Copyright © United Nations
74
Review Contract
Review Contract
2•
Click the Approvals tab
3•
Click Work Overview in the left pane
Approve/Reject
Contract
HR Contracts (listed as PO’s) with pending approval are displayed in the Tasks tab.
4•
Click the Refresh button to refresh the page
5•
Click the task name link to review a particular number
The document will open in a new window or tab.
2
3
4
5
Copyright © United Nations
75
Review Contract
Review Contract
6•
Approve/Reject
Contract
Verify the details in the Header, Items and Notes and Attachment tabs
6
Copyright © United Nations
76
Approve/Reject Contract
Review Contract
1•
Approve/Reject
Contract
Click the Approve button to approve the contract (PO)
A message is displayed indicating that the contract has been approved. The system will generate an
automated message for the HR Partner to notify that the contract has been approved.
To reject a contract, click the Reject button and communicate outside of Umoja the reason for rejection
along with the actions to be taken. These rejections are visible in the Workflow of the HR Partner that
created the initial contract.
1
Copyright © United Nations
77
Activity 3
Transaction Name: Approve an HR Contract
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.4587?originalContext=1.11.4580
Copyright © United Nations
78
Module 2 Summary
The key points covered in this module are listed below:
• The HR Contracts Approver reviews the Contracts submitted for approval
• The HR Contracts Approver approves or rejects the contract
Copyright © United Nations
79
Agenda
Course Introduction
Module 1: Create HR Contract
Module 2: Approve HR Contract
Module 3: Accept or Edit HR Contract
Module 4: Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
80
Module 3 Objectives
After completing this module, you will be able to:
• Explain the steps to accept or edit an HR contract
• Explain the steps to Print/Upload an HR contract
• Explain the overview of the Service Receipt process
• Explain the steps to close an HR contract
Copyright © United Nations
81
Accept or Edit HR Contract
If the contract is approved, the HR Partner can print the PO and send it to the vendor.
If rejected, the HR Partner can:
• Accept the rejection and delete the contract, or
• Edit the contract and resubmit it for approval
HR Partner
Find and Review
Shopping Cart
Approver(Consultan
t/IC Contract)
Review Contract
Field Index Creator
Extract Index
Number
Approver(Consultan
t/IC Contract)
Approve/Reject
Contract
Master Data
Maintainer
Create a BP Record
HR Partner
Accept/Edit
Contract
Copyright © United Nations
HR Partner
Verify BP Record and
BP Contract Validity
HR Partner
Create HR Contract
HR Partner
Print/Upload
Contract
82
Accept or Edit HR Contract
If the contract was rejected by the Approver, follow-up action from the HR Partner may
be necessary depending on the reasons for the rejection. The HR Partner may:
• “Accept” the Approver’s decision of rejection, resulting in the deletion of the
contract; or
• “Edit” a contract to make the required changes, corrections or edits and then
resubmit (order) again for approval
Below are the steps a HR Partner can perform after a contract is rejected:
“Accept”
Rejection
Delete the
Contract
Contract
Rejected
HR Partner
Edit Contract
Copyright © United Nations
Order
Contract
83
Accept or Edit HR Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
The steps to accept or edit a contract in Umoja SRM are as follows:
1•
Click Work Overview
2•
Select the pending contract to edit the contract. The Accept changes of Purchase Order screen
displays
1
2
Copyright © United Nations
84
Accept or Edit HR Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
At this point, the HR Partner can either:
3•
Click the Accept button to accept the rejection and delete the contract
4•
Click the Edit button to edit the contract
4
3
Copyright © United Nations
85
Accept or Edit HR Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
If the HR Partner wishes to edit the contract, two pop-ups will display on the screen letting the HR
Partner know that the contract will have to go through the approval process again, once the changes
are made. The HR Partner then performs the following steps:
5•
Click the OK button on the first pop-up window
6•
Click the Continue button on the second pop-up window
6
5
Copyright © United Nations
86
Accept or Edit HR Contract
Accept/Edit
Contract
7•
Print/Upload
Contract
Close a
Contract
Enter comments for the HR Contracts Approver in the Internal Notes field
Note that this field can also be used as a note from the Approver, so it allows you to have a
conversation with the Approver about the changes.
7
Copyright © United Nations
87
Accept or Edit HR Contract
Accept/Edit
Contract
8•
Print/Upload
Contract
Close a
Contract
Click the Order button to resubmit the contract (PO) for approval
8
Copyright © United Nations
88
Print/Upload Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
Now, approved contracts are ready to be printed and signed. To print a contract, the HR Partner can
navigate back to the contract in the Display Document screen.
1•
Click the Print Preview button to view the approved contract in PDF format. Ensure that the
data on the form matches the content from the system and print the PDF document
1
Copyright © United Nations
89
Print/Upload Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
Both the HR Approver and the Consultant/IC must sign the hard copy of the printed contract. At the
time of the signature, the Consultant or IC shall also complete and sign the “Designation, Change or
Revocation of Beneficiary for NON-UN Staff Members” form (Form P.2 A-E), which should be witnessed
and signed by the HR Partner or Approver.
The signed Contract and Designation, Change or Revocation of Beneficiary form are up-loaded in SAP by
the HR Partner. The HR Partner navigate to the Note and Attachment tab and attach the document.
This action will restart the approval process , which means that the Approve will be required to approve
the contract once again
Copyright © United Nations
90
Close a Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
The HR partner is required to close a contract for the following reasons:
• The Consultant/IC contract is terminated before the expiry date
• The funds committed for the Consultant/IC to compensate for the Consultant/IC services have
not been fully utilized
• Closing a contract will cause the following consequence. The contract will be no longer utilizable
and service cannot be received against a closed contract
• Residual committed Fund return to the Fund Center
Copyright © United Nations
91
Close a Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
The steps to close a contract are as follows:
1•
Navigate the Display Purchase Order screen
2•
Click the Edit button. The Accept changes of Purchase Order screen displays next
1
2
Copyright © United Nations
92
Close a Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
If the contract termination differ form the contract closing date you need to reflect the actual contract
termination. This is essential for the HR contract to calculate the exact duration of each contract.
The steps to change the contract date are as follows:
1•
Click the Item tab
2•
Click the Detail button
1
2
Copyright © United Nations
93
Close a Contract
Accept/Edit
Contract
Print/Upload
Contract
3•
Change the contract closing data
4•
Click the Order button to restart the approval process
Close a
Contract
4
3
Copyright © United Nations
94
Close a Contract
Accept/Edit
Contract
Print/Upload
Contract
Close a
Contract
5•
Navigate to the Display Purchase Order screen, once the contract return approved form the
Certifying Officer
6•
Click the Complete button
7•
Click the OK button
5
6
7
Copyright © United Nations
95
Service Receipt Process
Once the service has been rendered by the Consultant/IC in accordance with the
payment conditions stipulated in the contract, the Requisitioner needs to create a
Service Entry Sheet. This process records the performance of the services rendered.
An SES must be approved before the payment for the Consultant/IC service can be
processed and UN can pay for the service received. After the process is complete, an AP
Approver will verify the acceptance of the SES through the self-billing report and will
post the payment from the report.
Requisitioner
Approver
(Consultant/IC Services)
(Consultant/IC Services)
Create
Shopping Cart
Approve/
Reject
Shopping Cart
Master Data Maintainer
Create/
Maintain BP
Record
Approver
Requisitioner
Approver
(Consultant/IC Contract)
(Consultant/IC Services)
(Consultant/IC Contract)
Approve HR
Contract
Create a
Service Entry
Sheet
Approve a
Service Entry
Sheet
HR Partner
Create HR
Contract
AP Approver
Review
Payments
AP Approver
Post
Payments
Note: This content is covered in the Umoja Service Receipt course and is performed by the
Requisitioner in Umoja ECC.
Copyright © United Nations
96
Activity 4
Transaction Name: Accept or Edit an HR Contract
Link to the uPerform simulation:
http://unsapuperform.umoja.un.org/gm/folder1.11.4583?originalContext=1.11.4580
Copyright © United Nations
97
Learning Checkpoint 1
If the HR Partner clicks the Accept button on the Accept Changes to Purchase Order
screen, then which of the following changes can be made to the contract?
Select the correct option.
A.
No changes can be made
B.
Value of the contract can be changed
C.
Term of the contract can be changed
D.
Attachments can be added to the contract
Copyright © United Nations
98
Learning Checkpoint 1
If the HR Partner clicks the Accept button on the Accept Changes to Purchase Order
screen, then which of the following changes can be made to the contract?
Select the correct option.
A.
No changes can be made
B.
Value of the contract can be changed
C.
Term of the contract can be changed
D.
Attachments can be added to the contract
Option A is the correct answer. After the HR
Contracts Approver’s decision is accepted, no
changes can be made to the contract.
Copyright © United Nations
99
Module 3 Summary
The key points covered in this module are listed below:
• The HR Partner can accept or edit the rejected contract
• The HR Partner can resubmit the rejected contract for approval after editing
Copyright © United Nations
100
Agenda
Course Introduction
Module 1: Create HR Contract
Module 2: Approve HR Contract
Module 3: Accept or Edit HR Contract
Module 4: Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
101
Module 4 Objectives
After completing this module, you will be able to:
• Explain the reports available in the Managing Services of Consultants and
Individual Contractors process
Copyright © United Nations
102
Reports
There are a number of reports available in Umoja ECC and SRM that can be used by the
HR partner and the Approver of HR contract in the Managing Services of Consultants
and IC process.
Let us now see how to generate reports for Consultants and IC's in Umoja ECC.
Copyright © United Nations
103
Generate Report
The following report in ECC is available both to the HR partner and the Approver of HR contract.
The steps to access the ECC reports available in Umoja are as follows:
1•
Enter the T-code ME2L in the Command field
2•
Click the Enter icon
2
1
Copyright © United Nations
104
Generate Report
3•
Click the Get a Variant icon
4•
Select the relevant IC/Consultant report
5•
Click the Enter icon
6•
Click the Execute icon
6
3
4
5
Copyright © United Nations
105
Generate Report
7•
Review the information and click the Account Assignment icon
7
Copyright © United Nations
106
Generate Report
8•
Review the Fund Centre information
9•
Click the Spreadsheet icon to download the file in excel format
10•
Select the Select from all Available Format radio button
11•
Click the Enter icon
9
8
10
11
Copyright © United Nations
107
Save Report
12•
Choose the target location and click the Save button
12
Copyright © United Nations
108
Shopping Cart Details Report
The following report in SRM is only available to the HR Partner.
The steps to access the SRM reports available in Umoja are as follows:
1•
Click Procurement in the Umoja SRM Home page
2•
Click the Reports tab
1
2
Copyright © United Nations
109
Shopping Cart Details Report
3•
Click the Shopping Cart Details link to view the BW Independent Reports
3
Copyright © United Nations
110
Shopping Cart Details Report
4•
Populate the Quick Criteria Maintenance in the Shopping Cart Details window to direct your
search (for example, Timeframe: 30 days , Product Category: 8011170 = Individual Contractors)
5•
Click the Apply button
4
5
Copyright © United Nations
111
Shopping Cart Details Report
The steps to export the generated report are as follows:
1•
Click the Export button
2•
Click the Export to Microsoft Excel button
1
Copyright © United Nations
2
112
Shopping Cart Details Report
3•
Click the Save button
4•
Select Save as form the Save drop-down list
5•
Select file format, target destination and name
6•
Repeat the procedure for the other BW Independent Reports
4
3
5
Copyright © United Nations
113
Learning Checkpoint 1
Which T-code is used to generate a report on Consultant/IC contract number and BP
number?
Select the correct option.
A.
ME2L
B.
ME0P
C.
TK0L
D.
SV0L
Copyright © United Nations
114
Learning Checkpoint 1
Which T-code is used to generate a report on Consultant/IC contract number and BP
number?
Select the correct option.
A.
ME2L
B.
ME0P
C.
TK0L
D.
SV0L
Option A is the correct answer. The T-code ME2L is
used to generate a report on the Consultant/IC
contract number and BP number.
Copyright © United Nations
115
Module 4 Summary
The key points covered in this module are listed below:
• Some reports in ECC are available both to the HR Partner and the Approver of HR
contract
• Shopping Cart Details Report is available only to the HR Partner
• The T-code used to generate a report is ME2L
• The reports can be exported to Microsoft Excel
Copyright © United Nations
116
Agenda
Course Introduction
Module 1: Create HR Contract
Module 2: Approve HR Contract
Module 3: Accept or Edit HR Contract
Module 4: Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
117
Course Summary
The key points covered in this course are listed below:
• There are three key roles involved in the Managing Services of Consultants and
Individual Contractors process, each with their own unique responsibilities:
Requisitioner (Consultant/IC Services), Approver (Consultant IC Services), and HR
Partner
• There are five steps involved in created an HR contract:
– Find and Review Shopping Cart
– Extract Index Number
– Create a BP Record
– Verify BP Record and BP contract Validity
– Create HR contract
• After an HR contract has been created it needs to be approved. It can also be
edited and closed after it has been created
Copyright © United Nations
118
Agenda
Course Introduction
Module 1: Create HR Contract
Module 2: Approve HR Contract
Module 3: Accept or Edit HR Contract
Module 4: Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
119
Course Assessment
Now that you have completed all the modules in this course, you can test your
knowledge by completing the Course Assessment.
To receive credit for completing this course, you must pass this assessment with a
minimum score of 90%.
To complete the assessment you must return to the Learning Management System:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click Start link of the course assessment
5. Click Submit button once you have completed the assessment
Copyright © United Nations
120
Agenda
Course Introduction
Module 1: Create HR Contract
Module 2: Approve HR Contract
Module 3: Accept or Edit HR Contract
Module 4: Reports
Course Summary
Course Assessment
Course Survey
Copyright © United Nations
121
Course Survey
Your feedback is important to the continuous improvement of our training program.
Please complete the evaluation for this course using the following steps:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click Start link of the course survey
5. Click Submit button once you have completed the course survey
Copyright © United Nations
122
Congratulations! You have successfully completed the
Umoja Managing Services of Consultants and
Individual Contractors course.
Copyright © United Nations
123