SC341 Umoja Requesting Services of Consultants and Individual Contractors

Transcription

1 SC341 Umoja Requesting Services of Consultants and Individual Contractors Umoja Requesting Services of Consultants and Individual Contractors Version 18 Last Modified: 20 November

2 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Requests Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Module 5: Reports Course Summary Course Assessment Course Survey 2

3 Introduction Please share with us: Your name Your section/unit Years of experience in the field Your role in IC /Consultant hiring process 3

4 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 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 X No Phones Do Not Access Participate Ask Questions Breaks 4

5 Course Overview The purpose of the Umoja Requesting Services of Consultants and Individual Contractors course is to prepare staff members who hire* non-staff personnel to process requests for services of Consultants and Individual Contractors (IC s) in Umoja. 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 SRM Navigation ECC Navigation Course Duration: 3 hours Note: *In accordance with ST/AI/2013/4 5

6 Course Objectives After completing this course, you will be able to: List the key roles and responsibilities involved in the Requesting Services of Consultants and IC s process in Umoja Explain the steps involved in the Requesting of Services of Consultants and IC s process in Umoja Describe the process for creating, approving and editing a Shopping Cart in Umoja SRM 6

7 Key Terminology Key Term Shopping Cart Service Entry Work Overview Workflow Description 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 The process by which the receipt of services is confirmed through the creation of a Service Entry Sheet (SES). This process records the rendering of the services in Umoja. An approved SES must be entered into Umoja before the invoice can be processed and the UN can pay for the contracted services. The inbox that alerts a user to all tasks (for example, Approvals) that are required of them in Umoja SRM Automatic routing of Shopping Carts or other financial/procurement documents to the appropriate person(s) for review and approval 7

8 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Requests Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Module 5: Reports Course Summary Course Assessment Course Survey 8

9 Module 1 Objectives After completing this module, you will be able to: Explain the key concepts in the process of Requesting Services of non-staff personnel, such as Consultants and IC s List the elements of Business Partner and Service Master Data 9

10 Key Terminology Master Date Key Term Business Partner (BP) Transactional Data SRM (Supplier Relationship Management) Description 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 Refers to a person or an organization that has a business interest with the 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 the UN Data derived from or entered into a single transaction in Umoja Web-based Umoja application used specifically for procurement activities. It is also utilized for requesting services of Consultants and IC s 10

11 Roles & Responsibilities The following Umoja Enterprise Roles are involved in the requesting and managing Services of Consultants and IC s process: Requisitioner (Consultant/IC Services) Creates a request for Consultant and IC services in the form of a Shopping Cart Accepts and creates Service Entry Sheets Approver Reviews and then approves or rejects the request for Consultant and IC services at the Shopping Cart level HR Partner Processes approved requests for Consultant and IC services and issues contracts HR Approver (Consultant/IC Contract) Verifies and approves contracts created by a group of HR Partners Approves Service Entry Sheets 11

12 Major Changes Given below is a summary of changes to the UN Consultant and IC engagement process as a result of the Umoja implementation: System Change Workflow Approvals Master Data Service Entry Sheets One integrated Umoja system replaces legacy systems. It manages contracts for Consultants and IC s ensuring, transparency to the process. Workflows in Umoja SRM enable Approvers to have full visibility of all requests that are awaiting their approval, replacing manual processes. Consultant and IC information is stored in Master Data* and is available to be retrieved and utilized any time it is required. Work performed by Consultants and IC s is received (accepted) by the Requisitioner and approved by the HR Contract Approver in the Umoja system and is available to be posted in the system by Finance for payment purposes. Note: Initially, only certain data fields concerning Consultants and IC s will be tracked in Umoja. 12

13 Major Benefits The Umoja implementation empowers authorized users to be self-sufficient in processing requests for Consultants and IC s. The benefits of the process are: Improves efficiency and transparency by reducing the need for paperwork and manual follow-ups Provides an integrated system to request Consultant and IC services across the Secretariat Builds and maintains compliance through improved internal controls Enables intuitive and web-based service requests Enables real time reporting on funds utilization for Consultant and IC personnel Enables real time reporting on Consultant and IC contract duration 13

14 Overview of Consultants & IC s Services in Umoja The Consultant and Contractor engagement process involves requesting the services in Umoja of non-staff personnel such as Consultants and IC s. The process consists of steps in both Umoja SRM and Umoja ECC and involves multiple Enterprise roles. The overall process flow is outlined below. Requisitioner (Consultant/IC Services) Approver Master Data Maintainer HR Partner Create Shopping Cart Approve/ Reject Shopping Cart Create/ Maintain BP Record Create Consult/IC Contract HR Approver Requisitioner (Consultant/IC Services) HR Approver AP Approver Approve Consult/IC Contract Create a Service Entry Sheet Approve a Service Entry Sheet Review /Post Payments Legend Steps performed in Umoja SRM Steps performed in Umoja ECC 14

15 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 the chance of error. The information populated from Master Data includes: BP data (that is, address, , telephone number, banking details, payment method, term of payment). This data is centrally created and referenced and not changed by the user Service data (that is, Consultant by deliverable, hour/day/week/month; Individual Contractor by hour/day/week/month) Financial data (that is, Cost Center, Funds Center, GL Account Code) Note: The Service Remuneration Rate and Service Conditions (service duration, service beginning, end and performance location) are directly derived from transactional data contained in the Shopping Cart. 15

16 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 (Index number) BP Number Address, telephone number, and so on Contact Information BP Banking details (if applicable) Currency, payment terms and payment method Banking Information Payment Condition 16

17 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 associated with each Consultant and Contractor The number is used to generate a unique BP record The BP record is used to generate a contract Allperson Database Umoja (SRM) BP s Umoja (SRM) BP s Umoja (ECC) BP record and the contract are use to accept the services (SES), and generate the payment Improved, Comprehensive Reports 17

18 Umoja Service Master Record The Umoja Service Master Record: Stores information about services that the UN has previously acquired. These services can be provided by commercial vendors or by Individuals such as Consultants and IC s. This data is centrally located and referenced and is not changed or uploaded by users Provides a consistent source of data when creating a request for services. This saves time and reduces frequency of errors. The complete description of a service is entered in the system only when a Service Master Record is centrally created and it is referenced every time the service is required 18

19 Key Components of Service Master Record Key components of the Service Master Record include: Type of service (for example, Consultant Temporary Personnel) Unique ID of a service (for example, Consultant compensated on monthly basis) For example day, week or month Product Category Product ID Basic Unit of Measure Service Master Record Short and long description, GL Account Code derived from product category Other Characteristics 19

20 Learning Checkpoint 1 Which of the following Master Data are used in the process of requesting, reviewing and approving services of Consultants and IC s? Select the correct option. A. Vendor Master Data B. Customer Master Data C. Service Master Record D. Product Category Master Record 20

21 Learning Checkpoint 1 Which of the following Master Data are used in the process of requesting, reviewing and approving services of Consultants and IC's? Select the correct option. A. Vendor Master Data B. Customer Master Data C. Service Master Record D. Product Category Master Record Option A and C are the correct answers. Vendor Master Data and Service Master Record are used in the process of requesting, reviewing and approving services of Consultants and IC s. 21

22 Module 1 Summary The key points covered in this module are listed below: The Consultant and IC engagement process involves requesting the services in Umoja of non-staff personnel such as Consultants and IC s In Umoja, Consultants and IC s are treated like vendors and created as BP s in the Umoja Vendor Master The Umoja Service Master Record stores information about services that the UN has previously acquired and Provides a consistent source of data when creating a request for services 22

23 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Requests Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Module 5: Reports Course Summary Course Assessment Course Survey 23

24 Module 2 Objectives After completing this module, you will be able to: Describe the steps to create a service request as a Shopping Cart 24

25 Create Shopping Cart The first three steps of the Consultant and Contractor Engagement process involve requesting services of a Consultant or an IC. The process starts when a Requisitioner creates a Shopping Cart. Requisitioner (Consultant/IC Services) Create Shopping Cart Approver Approve/ Reject Shopping Cart Requisitioner (Consultant/IC Services) If Rejected, Accept/Edit Shopping Cart 25

26 Create Shopping Cart The service requester, called a Requisitioner in SRM, determines the need for Consultant or IC services. The Requisitioner is generally the official requesting the services of Consultant/IC or a designated staff in the requesting official s office. The selection procedure is carried out outside Umoja in coordination with the HR office as per the ST/AI/2013/4. This may include: Review of candidates PHPs/CVs and competitive selection Verification of credentials, qualification and experience Certification of good health and medical insurance Copy of national passport or national ID card Approved fee remuneration level The process in Umoja starts when a Requisitioner creates a request for service in the form of a Shopping Cart after the selection has been completed. 26

27 Create Shopping Cart To creates the Service Request in the form of a Shopping Cart for services of a Consultant or an IC, the Requisitioner logons to the Umoja SRM portal: 27

28 Create Shopping Cart The Requisitioner creates the Service Request in the form of a Shopping Cart for services of a Consultant or an IC. The steps to create a Shopping Cart are: 1 Click the Requisitioning tab on the top menu bar 2 Click Requisitioning in the left navigation bar 3 Under Create Documents, click Shopping Cart

29 Create Shopping Cart 4 To facilitate searching for Shopping Cart when needed, change the name of the Shopping Cart to reflect the activity or project for which the Consultant/IC is hired and the month the request refers to (for example, Semi-skilled IC s for Refurbishment of Naquoura HQ Jul 2013) 5 Select Internal Goods/Services or Old Shopping Cart and Template from the Add Item drop-down

30 Adding Items to a Shopping Cart There are three ways to add services of Consultants and IC s to a Shopping Cart: Internal Goods/Service Old Shopping Cart Saved Shopping Cart Template 30

31 Adding Items to a Shopping Cart Internal Goods/Service Old Shopping Cart Saved Shopping Cart Template A Requisitioner searches the Umoja Service Master to identify the appropriate Service to add to the Shopping Cart There are a specific number of records with unique Product ID s which are used exclusively to designate the request for services of Consultants or IC s Umoja provides functionality to facilitate easy searches of the Service Master 31

32 Adding Items to a Shopping Cart Internal Goods/Service Old Shopping Cart Saved Shopping Cart Template SRM allows the Requisitioner to copy an old Shopping Cart to minimize the data entry process The old Shopping Cart carries the information and attachments it contains into the new Shopping Cart This function can be very useful in the process of extending contracts for Consultants and IC s 32

33 Adding Items to a Shopping Cart Internal Goods/Service Old Shopping Cart Saved Shopping Cart Template SRM allows the Requisitioner to create a Shopping Cart template for future use If a particular Shopping Cart is created on a regular basis, a template can be created and loaded that is pre-populated with most of the required fields already filled 33

34 Create Shopping Cart: Add Internal Goods/Services If you select Internal Goods/Services, the Add Internal Goods/Services pop-up window appears. 1 Click the Matchcode icon next to Product ID to search for the service required 1 34

35 Create Shopping Cart: Add Internal Goods/Services 2 Enter 02 (services) in the Product Type field to narrow your search range 3 If known, enter the Product ID number or the Category ID for Consultant and IC's alternatively enter the Product Description name using the wild card symbols (such as *Contractor*). 4 Click the Start Search button 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 *Contractor* to view a list services containing the word Contractor in the Product Description 35

36 Create Shopping Cart: Add Internal Goods/Services There are two Product Category ID s relevant to Consultant and IC services: Individual Consultant Services Individual Contractor Services In addition, each specific service is assigned a unique Product ID. Product Category ID s are important as they control the account to which the services are posted. Given below are the Product ID s available in Umoja for Consultant and Contractors Services: Product Category Description Product ID Individual Consultant Services (Delivery) Individual Consultant Services (Month) Individual Consultant Services (Week) Individual Consultant Services (Day) Individual Consultant Services (Hour) Individual Contractor Services (Month) Individual Contractor Services (Week) Individual Contractor Services (Day) Individual Contractor Services (Hour)

37 Create Shopping Cart: Add Internal Goods/Services After you have selected a Product ID: 5 Enter the name of the selected candidate and the Job Title in the Internal Note field. The Internal Note is visible to the HR Partner during the Contract creation process 6 Enter the Quantity and Unit 7 Enter the Start Date (required) and End Date (required) Click the OK

38 Create Shopping Cart: Update Details 1 Select the relevant line item to verify and maintain specific details of each line item 2 Click the Details button

39 Create Shopping Cart: Item Data Tab 1 Click the Item Data tab 2 Ensure that the Purchasing Group field is correctly set as the HR Procurement Unit for the relevant mission site. If the Shopping Cart indicates the wrong Purchasing Group, it will need to be rejected and processed again from the beginning 3 Enter Price/Currency (HR agreed compensation rate). 1 k 3 l 2 39

40 Create Shopping Cart: Item Data Tab 4 From this screen you can also enter or change, if required, Order Quantity, Service ID and Required service duration period 3 3 k l 3 40

41 Create Shopping Cart: Account Assignment 1 Click the Account Assignment tab 2 Click the Details button to view the Account Assignment fields

42 Create Shopping Cart: Account Assignment 3 The Account Assignment Category field is defaulted to Cost Center. 4 Cost Center and Fund Center are defaulted based on the Requisitioner s department, location and so on. If you are authorized to raise request for Consultant/IC Services on behalf of more than one Cost Center, select the appropriate one and click the Enter icon. The Funds Center will be automatically derived

43 Create Shopping Cart: Account Assignment 5 Select the Order or WBS element option if the Consultant/IC Services are required in connection with an Internal Order or a Project 5 43

44 Create Shopping Cart: Account Assignment 6 Enter the pre-determined Order number or WBS Element, depending on which option you selected in the previous step 7 By choosing these options the Consultant/IC compensation will be calculated in the overall costs for the Internal Order or Project

45 Create Shopping Cart: Account Assignment 8 Populate the Fund field and press Enter 9 The Budget Period will be automatically derived

46 Create Shopping Cart: Notes and Attachments 1 Click the Notes and Attachments tab 2 Click the Add Attachment button and upload the following mandatory documents: Terms of Reference of the assignment Technical evaluation report outlining the selection process PHP of the selected candidate confirmation of the fee level agreed with HR Any other documents in connection with the recruitment process

47 Create Shopping Cart: Notes and Attachments If available at the time of creating the Shopping Cart, the Requisitioner may also up-load the following documents which are required by the HR Partner to complete the approval of the request: 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 Copy of the birth certificate Certificate of good health and proof of medical insurance ( when required) 47

48 Create Shopping Cart: Notes and Attachments 3 Amend the Internal Note field, if required. This note is viewable by the HR Partner when creating the Contract resulting from the approved Shopping Cart 3 48

49 Create Shopping Cart: Delivery Address/Performance Location 4 Select the Delivery Address /Performance Location tab 5 Click the Matchcode icon next to the Name field and select from the drop down menu the location where the IC/Consultant will be expected to perform his/her duties 6 In the C/O field upload the contact person in the location who will supervise/monitor the Consultant/IC activities 7 Populate any other field in connection with the location where the Consultant/IC will be performing the required task

50 Create Shopping Cart: Copying Items One Shopping Cart can contain several lines item, each item corresponding to a Consultant or IC. The previous steps generate the request for the service of a Consultant or an IC, which is visible in the Item Overview section. You can repeat these steps to add more line items. Alternatively, you can use the Copy and Paste buttons to copy additional line items containing the same information. If you use the Copy and Paste functions, remember to change the name of the selected IC on the Internal Note field and upload the correct attachments. In addition, it is recommended to double check Purchasing Group and Delivery Date to verify if they have been carried forward in the copied lines. 50

51 Create Shopping Cart: Individual Consultant (Delivery) If you have selected the Product ID Individual Consultant Services (Delivery) it is recommended that the first line item contain the consultant total engagement duration while the other line items contained in the Shopping Cart represent each output, object, or target of the Consultant work assignments as specified in the TOR and the delivery date and details of the work that will be delivered. In this case, the Requisitioner has created a line for the entire service delivery period and an item for each of the deliverables that have been agreed upon. They have also specified these outputs in the Internal Note (to be covered later). This will enable Umoja to pay the Consultant each time one of those outputs, objectives or targets are met. 51

52 Create Shopping Cart: Order Shopping Cart 1 Click the Check button. The system displays the fields that require additional data or have incorrect entries. If anything is missing, complete all the necessary information for the Shopping Cart 1 52

53 Create Shopping Cart: Order Shopping Cart 2 Click the Check button again if necessary and when the Shopping Cart has no errors click the Save if you don t wish to submit to approval yet 3 Or click Order button to submit for approval

54 Create Shopping Cart: Order Shopping Cart 4 The system will generate a message sent to the Approver over notifying them of the Shopping Cart that is awaiting their action 5 Close the Shopping Cart to return to the SRM Home screen

55 Create Shopping Cart: Reviewing Shopping Cart 1 On the SRM Home screen and select Awaiting Approval in the Active Queries area 2 Click the Refresh button to view all the items created in the Shopping Cart

56 Create Shopping Cart: Reviewing Shopping Cart 3 Alternatively, click the Show Quick Criteria Maintenance button to search for Shopping Carts based on additional criteria y 3 w x y 56

57 Create Shopping Cart: Reviewing Shopping Cart 4 Using the Quick Criteria Maintenance button, you can search for Shopping Cart line items based on any of the following fields: Shopping Cart Number Shopping Cart Name Item Description Timeframe Creation Date Status Product Category 5 Click the Apply button 5 57

58 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 58

59 Activity 1 Transaction Name: Create a Shopping Cart Link to the uperform simulation: ?originalContext=

60 Learning Checkpoint 1 Which of the following methods can be used to add an item to a Shopping Cart? Select all that apply. A. As Service Request B. Internal Goods/Service C. Shopping Cart Template D. Copy Old Shopping Cart 60

61 Learning Checkpoint 1 Which of the following methods can be used to add an item to a Shopping Cart? Select all that apply. A. As Service Request B. Internal Goods/Service C. Shopping Cart Template D. Copy Old Shopping Cart Options B,C and D are the correct answers. Internal Goods/Service, Shopping Cart Template and Copy Old Shopping Cart are the methods used to add an item to a Shopping Cart. 61

62 Module 2 Summary The key points covered in this module are listed below: The Requisitioner creates a Shopping Cart to request the services of a Consultant or an Individual Contractor The Requisitioner then submits the Shopping Cart for approval to the Approver 62

63 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Requests Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Module 5: Reports Course Summary Course Assessment Course Survey 63

64 Module 3 Objectives After completing this module, you will be able to: Describe the steps to approve or reject items contained in a Shopping Cart 64

65 Approve or Reject Shopping Cart After the Requisitioner creates a Shopping Cart, it is submitted to the Approver for review. The Approver review each item contained in the Shopping Cart and either approves it or rejects it Requisitioner (Consultant/IC Services) Create Shopping Cart Approver (Consultant/IC Services) Approve/ Reject Shopping Cart Requisitioner (Consultant/IC Services) If Rejected, Accept/Edit Shopping Cart 65

66 Approve Shopping Cart The Approver is responsible for reviewing and approving the Shopping Cart for the services of a Consultant or an Individual Contractor. The steps to approve a Shopping Cart are: 1 Click the Overview tab 2 Click Work Overview in the left-pane menu of the SRM Home screen 3 Click the Tasks tab to view Shopping Carts that are pending approval 4 Click Refresh 5 Click Subject link to open the Shopping Cart in a new window/tab

67 Approve Shopping Cart d. 4 Select the Shopping Cart item e. 5 Click the Details button for each line item to verify the item details

68 Approve Shopping Cart Verify the Order Quantity, Price/Currency, Delivery Date, Purchasing Group fields in the Item Data tab 6 Verify all fields, including the Fund field, have been correctly entered in the Account Assignment tab Open the attachments uploaded to the Shopping Cart and review all documents in the Notes and Attachments tab Verify the uploaded Delivery Address/ Performance Location

69 Approve Shopping Cart Select the Approve radio button to approve the line item, after an item has been reviewed Click the Submit button to process the Shopping Cart, after all line items have been reviewed and approved When a shopping carts contains ONLY approved line items is submitted, these line items will become visible in the HR Partners sourcing cockpit to be processed in a Contract

70 Reject Shopping Cart The Approver can also reject an item. 1 Select the Reject radio button, if a reviewed item needs to be rejected 2 Enter the reason for rejection in the Approval Note field. The Approver can also provide instructions to the Requisitioner in this field 3 Click the Submit button. Shopping Carts containing rejected items are returned to the Requisitioner for required updates

71 Activity 2 Transaction Name: Approve or Reject Shopping Cart Link to the uperform simulation: ?originalContext=

72 Learning Checkpoint 1 After the Requisitioner creates a Shopping Cart, it is submitted to the for review. Select the correct option A. Approver B. Master Data Maintainer C. HR Partner 72

73 Learning Checkpoint 1 After the Requisitioner creates a Shopping Cart, it is submitted to the for review. Select all that apply. A. Approver B. Master Data Maintainer C. HR Partner Options A is the correct answer. After the Requisitioner creates a Shopping Cart, it is submitted to the Approver for review. 73

74 Module 3 Summary The key points covered in this course are listed below: After the Requisitioner creates a Shopping Cart, it is submitted to the Approver for review The Approver then approves or rejects each item contained in the Shopping Cart. 74

75 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Requests Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Module 5: Report Course Summary Course Assessment Course Survey 75

76 Module 4 Objectives After completing this module, you will be able to: Describe the steps to accept or edit a Shopping Cart containing rejected line items 76

77 Accept or Edit Shopping Cart When the Approvers returns to the Requisitioner a Shopping Cart containing rejected line items, the Requisitioner can accepts the Approver s decision and delete the rejected line items from the Shopping Cart Alternatively, the Requisitioner can edit the rejected items as per the Approver s request and re-submits the Shopping Cart for approval. Requisitioner (Consultant/IC Services) Create Shopping Cart Approver (Consultant/IC Services) Approve/ Reject Shopping Cart Requisitioner (Consultant/IC Services) If Rejected, Accept/Edit Shopping Cart 77

78 Accept or Edit Shopping Carts If a Shopping Cart containing rejected line item is returned to the Requisitioner by the Approver, follow-up action from the Requisitioner may be necessary depending on the reasons for the rejection. The Requistioner may: Accept the Approver s decision of rejection, resulting in the deletion of the rejected line items from the Shopping Cart; or Make the required changes, corrections or edits and then re-submit (order) again the Shopping Cart for approval Below are the steps a Requisitioner can perform once a Shopping Cart is rejected: Accept Decision Delete line items Shopping Cart Rejected Requisitioner Edit Shopping Cart Order the Shopping Cart 78

79 Accept Shopping Cart All Shopping Carts containing rejected line items appear in the Requisitioner s Work Overview screen. Requisitioners will also receive an alert for rejected (and approved) Shopping Carts. The steps to access this screen are: 1 Click the Overview tab on the top menu bar of the SRM Homescreen 2 Click Work Overview in the left pane menu 3 Click the Tasks tab and Refresh to view Shopping Carts that are pending approval 4 Click Subject link to open the Shopping Cart in a new window/tab

80 Accept Shopping Cart If the Requisitioner clicks the Accept button, the decision of the Approver to reject the line items will become final and these line items will no longer be available for processing The rejected item(s) are eliminated from the Shopping Cart, while any approved line items will become visible to the HR Partner to be processed in a Contract 5 To accept the decision of the Approver (and delete rejected items from the Shopping Cart), click the Accept button 5 Note: Any notes from the Approver regarding the rejection are found in Approval Note field Note: Shopping Carts are approved/rejected at the line item level 80

81 Edit Shopping Cart If an action is required from the Requisitioner in connection with rejected line items, the Requisitioner needs to complete the following steps: 1 Note the comment by the Approver in the Approval Note section of the General Data area, in connection with the required action 2 Click the Edit button

82 Edit Shopping Cart 3 Click OK on the pop up box 3 4 Click Continue on the pop up box Check the process 4 82

83 Edit Shopping Cart 5 Select the item that requires action and click the Details button 6 Make any required changes to the line item 5 83

84 Edit Shopping Cart 7 Click the Add Comment link in the General Data area 8 Enter the comment to indicate what edits have been made to the line item in the Approval Note pop-up 9 Click the Add button Click the Order button to resubmit the Shopping Cart for approval

85 Edit Shopping Cart If the HR Partner rejects an item, the Requisitioner can only view the rejected items on the Alerts tab in the Work Overview section. Rejected items appear as cancelled items, so the Requisitioner can no longer edit the items. However, a shopping cart containing rejected items can be copied into a new shopping cart and resubmitted. 85

86 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 (SES). 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, the AP Approver will verify the acceptance of the SES through the self-billing report and will post the payment from the report Requisitioner (Consultant/IC Services) Approver (Consultant/IC Services) Master Data Maintainer HR Partner HR Approver Create Shopping Cart Approve/ Reject Shopping Cart Create/ Maintain BP Record Create Consultant/ IC Contract Approve Consult/IC Contract HR Partner Requisitioner (Consultant/IC Services) HR Approver AP Approver AP Approver Print Consult/IC Contract Create a Service Entry Sheet Approve a Service Entry Sheet Review Payments Post Payments 86

87 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. Documents to be up-loaded with the Service Entry Sheet for review by the HR Partner are as follows: Attendance sheet for daily, weekly and monthly payment method Performance Evaluation for final payment at the end of the contract duration or upon completion of the deliverable For lump-sum or payment based on deliverable, the Requisitioner has to indicate in the Service Entry Sheet the proportion of work (%) that has been completed by the Consultant/IC. If absences are recorded in the Attendance sheet for a Consultant/IC paid a monthly or weekly fee, then the Requisitioner has to indicate in the Service Entry Sheet the proportion (%) of work that has been completed by the Consultant/IC, according to the chart displayed in the following slide. 87

88 Service Receipt Process Days of absence % of monthly work % of weekly work completed completed % 80.00% % 60.00% % 40.00% % 20.00% % 0.00% % % % % % % % % % % % % % % % % % % 88

89 Learning Checkpoint 1 Where can the Requisitioner see the Approver s comments on a rejected Shopping Cart? Select all that apply. A. Edit Box B. Approve Box C. Accept Box D. Approval Note Box 89

90 Learning Checkpoint 1 Where can the Requisitioner see the Approver s comments on a rejected Shopping Cart? Select all that apply. A. Edit Box B. Approve Box C. Accept Box D. Approval Note Box Options D is the correct answer. In the Approval Note box, the Approver s can communicate to the Requisitioner the reasons for rejecting items in a Shopping Cart and request for edits to the Shopping Cart (for example, attachments are incomplete). 90

91 Activity 3 Transaction Name: Accept/Edit Shopping Cart Link to the uperform simulation: ?originalContext=

92 Module 4 Summary The key points covered in this module are listed below: After a Shopping Cart is approved by the Approver, each individual items of the Shopping Cart will appear in the HR Partners sourcing cockpit and will be available to be processed in contracts If a Shopping Cart contains a rejected item, the Requisitioner can edit the rejected items as per the Approver s request. The Requisitioner then re-submits the Shopping Cart for approval Alternatively the Requisitoner can accept the Approver s decision and delete the rejected items from the Shopping Cart 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 92

93 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Requests Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Module 5: Reports Course Summary Course Assessment Course Survey 93

94 Module 5 Objectives After completing this module, you will be able to: Provide an overview of the reports generated in the Requesting Services of Consultants and Individual Contractors process 94

95 Reports There are a number of reports available in Umoja ECC that can be used by the Requisitioner and the Approver in the Requesting Services of Consultants and ICs process. Let us now see how to generate an example report for Consultants and ICs in Umoja ECC. 95

96 Generate Report The steps to access the ECC reports available in Umoja are as follows: 1 Enter ME2L in the Command Field and click the Enter icon 1 96

97 Generate Report Click the Get a Variant icon Select IC/Consultant Report Click the Enter icon Click the Execute icon

98 Generate Report 6 7 Review the information Click the Account Assignment icon 7 98

99 Export Report Review the Fund Centre information Click the Spreadsheet icon to download the file in excel format Select the Select from all Available Formats radio button Click the Enter icon

100 Save Report 12 Choose the target location and click the Save button

101 Shopping Cart Details Report The following report in SRM is available to the Requisitioner and Approver 1 Click Requisitioning in the Umoja SRM Home page 2 Click the Reports tab

102 Shopping Cart Details Report 3 Click the Shopping Cart Details link to view the BW Independent Reports 3 102

103 Shopping Cart Details Report 4 5 Populate the Quick Criteria Maintenance in the Shopping Cart Details window to direct your search (for example, Timeframe: 30 days, Product Category: = Individual Contractors) Click the Apply button

104 Shopping Cart Details Report The steps to export the generated report are as follows: 1 2 Click the Export button Click the Export to Microsoft Excel button

105 Shopping Cart Details Report Click the Save button Select Save as form the Save drop-down list Select file format, target destination and name Repeat the procedure for the other BW Independent Reports

106 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Requests Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Module 5: Reports Course Summary Course Assessment Course Survey 106

107 Course Summary The key points covered in this course are listed below: The Requisitioner raises a Shopping Cart in Umoja SRM for requesting services of Consultants and IC s. This is similar to the feature used for requisitioning The three ways to add items to a Shopping Cart are through adding Internal Goods or Services, copying an old Shopping Cart and using a Shopping Cart template The Approver approves or rejects each item contained in a Shopping Cart The Requisitioner can either accept the decision of the Approver to reject items from a Shopping Cart or edit the Shopping Cart containing rejected line items based on the Approver s request The Requisitioner needs to create a Service Entry Sheet to enable the payment of the service rendered by the Consultant or IC in accordance with the payment conditions stipulated in the contract There are a number of reports available in Umoja ECC and SRM that can be used by the Requisitioner and the Approver to monitor and report on the Requesting Services of Consultants and ICs process 107

108 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Requests Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Module 5: Reports Course Summary Course Assessment Course Survey 108

109 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 the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 109

110 Agenda Course Introduction Module 1: Request Services of Consultants and Individual Contractors Module 2: Create Service Request in Form of Shopping Cart Module 3: Approve or Reject Shopping Cart Module 4: Accept or Edit Shopping Cart Course Summary Course Assessment Course Survey 110

111 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 the Start link of the course survey 5. Click the Submit button once you have completed the course survey 111

112 Congratulations! You have successfully completed the Umoja Requesting Services of Consultants and Individual Contractors course. 112