Umoja Presentation to
OAH
Grants Management Functionality
17 December 2012
Content
 1. Introduction to Umoja
 - What is Umoja?
 - Deployment Approach
 - Governance
 - What is in Foundation
 2.
Grants Management Umoja Solution
 - Grantee Management Module
 - GM Master Data
 - Grant Budgeting
 - GM Grant Budget Validity Periods - Time Slices
 - Grant Availability Check Ledger
 - Indirect Cost Calculation
 - Grants Management reporting
3. Next steps
 4. Recap, Q&A
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What is Umoja?
is an administrative reform initiative
designed to help the United Nations operate more
effectively by integrating and streamlining business
processes that manage financial, human and physical
resources within a single global solution for the entire
Secretariat.
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Umoja Overview
Project – Umoja
Umoja is an administrative reform initiative
that will provide the United Nations with
modernized business processes and an
Enterprise Resource Planning (ERP) system.
System – SAP
SAP Enterprise Resource Planning (ERP) 6.0
is the system that is being implemented by
Umoja. It will replace some UN systems and
will be connected with others in order to
share information. SAP will provide a
financially integrated and robust centralized
system.
SAP stands for Systems, Applications and
Products in Data Processing.
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Deployment Approach
 To accelerate progress, Umoja functionality will deployed as follows:
 Umoja Foundation – Deployment: 2013
 Essential to support IPSAS requirements
 Functionality to be delivered: finance (funds management and financial
accounting), supply chain (real estate, plant maintenance, logistics execution,
and procurement), project management, and sales & distribution (third-party
procurement services and billing)
 Umoja Extension 1 – Deployment: 2014
 Functionality to be delivered: organizational and position management,
personnel administration, entitlements, benefits, time management, payroll,
travel initiation, travel expenses, and on-line booking
 Umoja Extension 2 – Deployment: 2016 (TBC)
 The rest of the processes to complete full scope: budget formulation, force
planning, programme management, supply chain planning, warehouse
management, conference and event management, full grants management,
and commercial activities
 This approach enables the Organization to mitigate delay, absorb change at
a tolerable rate, and address some of the risks associated with deploying a
comprehensive solution in a global organization.
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Umoja Implementation Schedule
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Umoja Deployment Schedule & Clusters
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Umoja Governance Structure
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Umoja Governance Structure
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Key elements of the governance structure
 The United Nations Management Committee is responsible for considering internal
reform and management-related issues requiring strategic direction from the SecretaryGeneral. It receives quarterly updates from Umoja, with a particular focus on
monitoring the interdependencies of the Umoja and IPSAS implementation strategies.
 The Umoja Steering Committee provides leadership and strategic guidance to the
Umoja initiative, and is chaired by the USG of the Department of Management Yukio
Takasu. The Committee meets monthly.
 The Change Advisory Board assists in addressing and monitoring any proposed
changes impacting the Umoja project’s scope, schedule, deliverables and costs. It
provides advice and recommendation of actions to be taken to the Umoja Steering
Committee for approval.
 The five Process Owners are the principal change agents for their end-to-end, crossfunctional processes, regardless of which functional area performs each transaction.
They are the ultimate authority across the different UN Secretariat entities for the
processes they lead.
 The Umoja team is responsible for the day-to-day planning and execution of the
project.
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Umoja Sponsors
 Secretary-General, Ban Ki-moon
 Project Owner
 Yukio Takasu, Under-Secretary-General (USG), Department of
Management
 Steering Committee
 Yukio Takasu (Chair), USG, Dept of Management
 Susanna Malcorra, Chef de Cabinet
 Ameerah Haq, USG, Dept of Field Support
 Kim Won Soo, ASG, Change Implementation Team
 Catherine Pollard, ASG, Office of Human Resources Management
 Gina Casar, ASG, Office of Programme Planning Budgets and Accounts
 Warren Sach, ASG, Office of Central Support Services
 Franz Baumann, ASG, Dept of General Assembly and Conference Mgmt
 Dennis Thatchachaiwalit, Director of Management, UN Office at Vienna
 Craig Boyd, Logistics Support Division, Department of Field Support
 ASG, Chief Information Technology Officer (TBD)
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Umoja Process Owners
 Gina Casar, ASG, Office of Programme Planning Budgets and
Accounts
 Warren Sach, ASG, Office of Central Support Services
 Craig Boyd, Director, Department of Field Support (DFS)
 Catherine Pollard, ASG, Office of Human Resources Management
 Franz Baumann, ASG, Dept of General Assembly and Conference
Management
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Umoja Process Owners
 Gina Casar, ASG, Office of Programme Planning Budgets and
Accounts
 Warren Sach, ASG, Office of Central Support Services
 Craig Boyd, Director, Department of Field Support (DFS)
 Catherine Pollard, ASG, Office of Human Resources Management
 Franz Baumann, ASG, Dept of General Assembly and Conference
Management
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Umoja SAP Solution Overview – Umoja Foundation
SAP Descriptions
SAP ERP
Modules
Finance & Programme Management
Financials
(FI)
Facilitates
management
and external
reporting of
legally required
financial
information and
documents
Immediately
after data is
entered, the
system displays
information on
updated
accounts,
account totals,
and balances
Controlling
Controlling
(CO)
Project
Systems (PS)
Sales &
Distribution
(SD)
Funds
Management
(FM)
Grants
Management
(GM)
Supply
Chain
Materials
Management
(MM)
Supplier
Relationship
Management
(SRM)
Provides ability to Supports the
budget, monitor, procurement and
inventory
and control
functions of dayCommitment,
Obligations, and to-day business
operations (e.g.,
Expenditures;
reduce available purchasing,
inventory
budget as
Helps optimize
management)
all the tasks and Purchase
Requisitions
Master data is
activities in
Tracks
and/or Purchase maintained
sales, delivery
spending
Orders are
and billing –
against
Manages
includes pricing created; and
budgeted
supplier
prevent budget
programs and and addresses
contracts for
overruns by
project structure for customers
causing hard stops procurement
when funds are
depleted
Allows Umoja to
measure its
flow of costs
and revenue
and is used for
internal
management
and control of
costs
Helps record
customer sales
and ship
products to
customers –
also known as
order fulfillment
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Central Support
Services
Real Estate
(RE-FX)
Plant
Maintenance
(PM)
Creates more
transparency
across UN
property portfolio
and in investment
decisions
Saves money on
expense leases
and increases
revenue from
income leases
Manages
inspection,
preventative
maintenance, and
repair of
equipment
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Process Overview & SAP – Umoja Foundation
Cost & Management Accounting
Financial Management
 Budget Implementation
 Grants Management
FM
GM
 Accounting for Specific Events and
Activities - Internal Orders
 Overhead Accounting - Cost Centre
Accounting
FI & CO
Services to the Public & Staff
 Accounts Payable
 Accounts Receivable
 Asset Accounting
 General Ledger
 Taxes and Insurance
FI-AR
FI-AP
FI-GL
Cash Management & Treasury
 Sales (third-party procurement
services and billing customers)




SD
Project Management
 Project Initiation
 Project Planning
 Project Execution and
Performance Monitoring
Financial Accounting
Bank Management
Cash and Liquidity Management
Investment Accounting
Treasury and Risk Management –
Investments
FI-TR
Source to Acquire
PS
Facilities Management
 Real Estate Administration
 Real Estate Planning
RE-FX
 Requisition to Purchase Order
 Low Value Acquisition
SRM
 Contract Management
Employ to Dispose
 Set Assembly and Execution
 Equipment Assignment and Management
 Equipment Maintenance and Operations
 Decommission and Disposal
PM
Receive to Distribute
 Inbound Processing
 Outbound Processing
 Warehouse and Storage
MM
Human Resources will be deployed in Umoja Extension
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Grants Management Umoja Solution
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Overview – Grants Management Umoja Solution
 2. Grants Management Umoja Solution
 Summary of Umoja Scope: Grants Management
 Umoja Grantee Management Module
 Grants Management Master Data
 Fund
 Sponsor
 Grant
 Grant
 Grant Type in Umoja Solution
 Grant Frameworks
 Grant Life Cycle
 Sponsored Program
 Sponsored Class
 - Grant Budgeting
 - Grant Budget Validity Period – Time Slices
 - Grant AVC Rules
 - Reporting
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Summary of Umoja Scope: Grants Management
 Umoja Foundation
 Grantee Management
solution
 Umoja Extension
 SAP Fund Raising Module
Functionality:
Functionality:
 Resource Mobilization
 Grant Status Management –
Tracking throughout the life of
the Grant from application to the
closing
 Donor proposal/agreement
management
 Grant Budget (Unreleased and
Released)
 SAP Grantor Management
Module
 Financial postings resulting from
integration with other modules
 Financial reports to Donors
 Tracking and reporting of the
Expenditure Reports submitted
by Implementing Partners
 Donor Profile
Functionality:
 Application process and
agreements with Grantees
 Reporting from Grantees
 Grantee Profile
 Possibility to attached scanned
agreement to the Grant
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Umoja Grantee Management Solution Functionality
 Provide separate views for the financial transactions of the UN
and the Sponsor (Donor)
 Relate sponsor requirements to the financial structures of the UN
 Budget internal and external funding sources
 Accommodate funds availability checking for budget items
 Control postings
 Accommodate funding period differences between the UN and
sponsors
 Provide integrated billing solutions
 Calculate indirect costs ( overhead costs )
 Assign responsibilities (limited in Foundation)
 Provide authorizations
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New Concepts: Umoja Grants Management Master Data Objects
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New Concepts - Grants Management Objects
Fund
Sponsor
Grant
Sponsored Program
Sponsored Class
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Fund
 Fund - is:
a separate and distinct accounting object
containing a self-balancing set of accounts
used to identify source and use of funding from voluntary
contributions.
It is established for the purpose of financing wholly or in part the cost
of programme and project activities consistent with the Organization’s
aims and policies.
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Sponsor
 A Sponsor:
 a Donor in UN terminology,
is a government, institution or individual that provides funding to a
grantee organization, in this case, the UN.
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Grant – Details and Examples
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Grant
 Grant A Grant is an object that is used to maintain the terms and
conditions of the Grantor’s contribution.
In cases where the UN is a Grantee, that is the UN receives
contributions from Donors, the Grant represents the Donor’s
Agreement.
In cases where the UN is a Grantor, that is the UN gives money to an
Implementing Partner, the Grant represents the Funding Agreement.
 Grant is a “central” piece of the Grants Management which ties
together all the Grants Management Master Data Objects, e.g.
Fund, Sponsor, Sponsored Program, Sponsored Classes, Grant
Budget Rules. Different level of information is recorded on the
Grant at a different stage of the Life Cycle of the Grant
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Grant: General Tab
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Grant: Dimensions Tab
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Grants: Terms and Conditions for Donor Agreement
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Grant Types
 The Grant Type is a key master data element that allows
management of Grants to meet both the Donor’s requirements
and the financial recording and reporting requirements of the UN.
Grant Type is a customizable feature, therefore the UN can create
as many Grant Types as needed to classify and describe UN
Grants according to business requirements.
 Grant type is used to define Grant’s controls and behavior. Once
the Grant is saved the Grant Type can not be changed.
In Umoja Solutions there are four types of Grant:
Simple Grant
Resource Mobilization Grant
Main Implementation Grant, and
Passthrough Grant
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Grant Object in Umoja – Grants Frameworks
Why four Grant Types? – Dictated by different Donor
requirements to reporting
Grants Framework I
Donor requires to report on
Contribution
Grants Framework II
Donor requires reporting on
Pooled Expenditures
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Grant Object in Umoja:
Framework I: Donor requires reporting on the Contribution
Donor
Contribution
Agreement
Simple Grant A
• Incoming Cash Posted
• Expenditures and Payments
Posted
• Refunds of Cash Posted
Relationship
Simple : Passthrough
1 :
N
Passthrough Grant
Passthrough Grant
Passthrough Grant
Passthrough Grant
Passthrough Grant -1
• Expenditures and
Payments Posted
• Refunds by Implementing
Partners
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Grant Object in Umoja:
Framework II–Donor requires the reporting on “pooled” expenditures
• Expenditures and
Payments Posted
• Incoming Cash Posted
• Refunds Posted
Donor
Donor
Contribution
Donor 1
Contribution
Agreement
Contribution
Agreement
Agreement 1
RMG2 (D3)
RMG2 (D2)
RMG1 (D1)
Main
Implementation
Grant - 1
Relationship
MIG : Passthrough
1 :
N
Relationship
RMG : MIG
N : 1
Passthrough Grant
Passthrough Grant
Passthrough Grant
Passthrough Grant
Passthrough Grant -1
• Expenditures and
Payments Posted
• Refunds by Implementing
Partners
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Framework I - Determination criteria:
 Donor requires reporting on the contribution.
 Donor is providing voluntary contribution for a specific project, an
activity on the project, group of projects, non-project related
activity, material, service, program/subprogram objective, etc. The
purpose of the contributions is reflected in Donor Agreement.
 Maximum Donor control and restrictions and Minimum
discretionary authority for the UN.
 Programme Support Cost is unique to the donor agreement.
 The Approving Budget officer based on the reports ensures that
the grant budget is released based on cash availability.
 Return of Interest and unspent balance could be required by the
donor in the Donor Agreement.
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Framework II - Determination criteria:
 Donor requires reporting on pooled expenditures. Donor does not require
reporting on his individual contribution separately.
 Donor is providing voluntary contribution for a specific project, group of
projects (thematic grouping of projects), on-going activity,
programme/sub-program objective, etc. reflected either in Donor
Agreement or Note Verbal or Pledge Letter.
 Minimum control from Donors – Maximum discretionary authority for UN.
 Program Support Costs rate should be consistent for all participating
donors.
 Resource Mobilization Grants do not have budget. Main Implementation
Grant has a budget. The Approving Budget officer based on the reports
ensures that the budget is released based on cash availability.
 Interests earned and / or unspent balances can be carried forward to a
new organization and budget period (in case of the on-going activity).
 Interests and unspent balance will have the consistent treatment for all
participating donors.
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Grant Execution – UN Execution
Business Scenario
UN Execution
Description
Direct Expenses to the
project
Umoja Presentation to OAH - Grants Management Functionality
Umoja Solution
Any expense from
procurement, travel,
payroll etc. charged to
Simple or Main
Implementation
Grant
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Grant Execution – UN Execution: Grants-Out (Outright Grants)
Business Scenario
Description
Umoja Solution
Grants-out (outright
grants) to end
beneficiary.
Outright grant with payment
to the end beneficiary and
reporting by nature of
expenditure is not required; the
full amount shall be recorded as
an expense at the point of
signature/confirmation of the
arrangement.
PO and payment
against the PO at the
time of signing the
funding agreement to
the end beneficiary,
charged to Simple or
Main Implementation
Grant
End Beneficiary is an
entity/person that does not
charged any administrative
costs (overheads).
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Grant Execution – UN Execution with Implementing
Partner
Business
Scenario
Description
Umoja Solution
UN execution with
Implementing
Partners (e.g. UN
agencies and
NGOs)
UN transfers the portion of
the contribution to the
Implementing Partner(s)
through issuing the
advances. The timing of
expense recognition should
be based on delivery as
evidenced in the reports from
the implementing partners.
PO and down payment
(advance) to IPs from
Passthrough Grant. Upon
receipt of expenditure
reports, expenditures will be
recorded against the PO
and offset the advance.
Umoja Presentation to OAH - Grants Management Functionality
Note: Both UNFIP and
CERF will follow this
approach under IPSAS.
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Grant Life Cycle for Simple and Resource Grant
1
Initial
2
3
Approved
by Donor
Approved
by UN
Approved
by UN
Approved
by Donor
Application
In-Process
5
Award
Operational
Ready
for Closing
Rejected
by Donor
End
Cancelled
Rejected
by UN
Initial
4
Application
Closing
Operational
Closing
Ready
to Close
Award
Suspended
Closed
Closing
Financial
Closing
Award
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Closing
Closed
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Grant Life Cycle for Main Implementation Grant
1
Initial
2
3
Award
Operational
Ready
for Closing
Cancelled
4
Closing
Operational
Closing
Ready
to Close
Award
Suspended
Closed
Closing
Financial
Closing
Initial
Award
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Closing
Closed
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Grant Life Cycle - Passthrough Grant Status Management
1
Initial
2
3
Approved
by IP
Approved
by UN
Approved
by UN
Approved
by IP
Application
In-Process
5
Award
Operational
Ready
for Closing
Rejected
by Donor
End
Cancelled
Rejected
by UN
Initial
4
Application
Closing
Operational
Closing
Ready
to Close
Award
Suspended
Closed
Closing
Financial
Closing
Award
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Closing
Closed
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Grant Life Cycle - Change status to Application/ Approved By
Donor
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Sponsored Program – Details and Examples
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Grants Management Master Data – Sponsored Program
 A Sponsored Program identifies a program of the Sponsor. It
identifies the purpose of the Sponsor’s contribution.
 Sponsored Program is a GM Master Data Object that is derived
and cannot be manually entered.
 Sponsored Program can be created for a specific project, an
activity on the project, a group of projects, non-project related
activity, material, service, program/subprogram objective,
associated experts and so on, according to the specific Donor
requirements.
 Interpretation of the Donor Agreement will determine the
Sponsored Program(s).
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Sponsored Program in Umoja – Basic Data Tab
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Sponsored Program in Umoja – Budget Transfer Tab
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Sponsored Class – Details and Examples
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Grants Management Master Data – Sponsored Class
Sponsored Class:
a Master Data Object which is used to provide budgetary
control and
 to support reporting to Donors based on their specific
requirements
records sponsor by revenue and expense classifications.
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Sponsored Classes Umoja Solution – Example
Sponsored Class
Income
AS1-VC-CASH
AS1-VC-GOODS VC
AS1-VC-SERVICES
AS1-INTEREST-INCOME
AS1-MISC-INCOME
Expenditures
AS1-STAFF-PERSONNEL
AS1-SUPPL-COM-MATERSupply,
AS1-EQUIP-VEH-FURNIT
AS1-CONTRACT-SERVICE
AS1-TRAVEL
AS1-OPER-OTHER-COSTS
AS1-GRANTS-OUT
AS1-TRANSFER-IP
PSC-EXP-UN
Description
Contribution in Cash
Goods in Kind
VC in Services
Interest Income
Misc income
Staff and other personnel cost
Commodity, Material
Equip, Vehicles and Furniture
Contractual Services
Travel
Operating & Other Direct Cost
Grant Out Expenditure w/o PT
Transfers to IPs w/ PT
PSC UN
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Sponsored Class Umoja solution – Basic Data Tab
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Grant Budgeting
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Grant Budgeting
 Unreleased Grant Budget – amount of the agreement signed by the
Donor but not yet available for consumption
 Released Grant Budget – based on cash received the budget is
released for consumption (equivalent to “spending authority”
document in IMIS)
 Grant Budget by combination of Fund Grant, Sponsored Program,
Sponsored Class, Time Slice (unreleased Grant Budget)
 Grant Budget by combination of Fund Grant, Sponsored Program,
Sponsored Class, Time Slice + Funds Management Dimensions such
as Funded Program, Fund Centre, Functional Area, Commitment
Item, Budget Period (released Grant Budget)
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Grant Budgeting - Unreleased Budget document with PSC
calculation posted successfully
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Grant Budgeting - Released Budget Document is posted
successfully
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Time Slice - Definition
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Grants Management Master Data – Time Slice
 Time Slices for Grant Budget Validity Periods:
 are time slices to split the budget according to the sponsor’s rules
exist for each release status: unreleased and released budget
 Purpose:
consumption control and correct reporting to donor, e.g. Donor gives
200K for the first six months of the year and 300K for the second six
months of the year and expect the reporting accordingly.
identify consumable (i.e. released) budget amounts
 Splitting Rule = Life of the Grant
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Grant: Budget Tab – Budget Validity Periods
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Grant Availability Check (AVC)
 Examples of the rules for availability check to choose per Grant.
 Grant amount is always AVC
Fund
Sponsored
Program
Sponsored
Class
Time Slice
Rule 1
YES
YES
YES
YES
Rule 2
YES
NO
YES
YES
Rule 3
YES
YES
NO
YES
Rule 4
YES
YES
YES
NO
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Indirect cost (IDC) i.e. Program Support Cost posting
 The Rules for IDC calculation are defined on the Grant record.
 UN has one rule = IDC is calculated on commitments plus
expenditures.
 The Percentage for IDC calculation is defined for each Grant on the
combination of Sponsored Program and Sponsored Class. It is also
time bound.
 The Sponsored Classes are marked as IDC-relevant on the Grant
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Reporting in the Grants Management Umoja Solution
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Grants Management Umoja Solution: Reporting
Approach
 Umoja report strategy is being designed
 It is envisaged that the Umoja Grants Foundation solution will include:
 several standard reports provide by SAP “out-of-the-box” with the
functionality to drill down to source documents
 approximately 10 additional managerial and financial reports to be
developed using the SAP Business Intelligence (BI) tools
 It will be possible for experienced end-users / reporting analysts to
design and develop additional reports tailored to specific needs of a
particular “entity”
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Reporting in Grants Management: Budget Compared to
Commitment/Actuals: Selection - establishing criteria for report
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Reporting in Grants Management: Budget Compared to
Commitment/Actuals: Selection – results of the report
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Reporting in Grants Management: Budget Compared to
Commitment/Act.: Selection – results of the report continue
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How to Learn More about Umoja
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Join Umoja Online
 Umoja NET is a password-protected online portal for Umoja
stakeholders found at www.unumoja.net
 All UN Staff members are welcome to join
 Most staff members have accounts, click here to activate yours
Select “Forgot my password”
Enter your UN email address
You’ll receive a temporary password and can log in right away!
 Umoja NET gives you access to:
 Dashboard: information on the status and progress of the project,
up-to-date information on the solution, and access to process
materials
 My Umoja: personalized view of Umoja information, including:
Previous participation in Umoja Events
Customized content
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Learn More About Umoja
 For general information about Umoja visit the Umoja Website at:
http://umoja.un.org.
 For general questions about upcoming events, your participation, or
help with Umoja NET and your user account, please contact Umoja
directly at umoja@un.org
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