SC110 Umoja Requisitioning Overview. Umoja Requisitioning Overview Version 12 1

Transcription

1 SC110 Umoja Requisitioning Overview Umoja Requisitioning Overview Version 12 Last Copyright Modified: United 01-August-13 Nations 1

2 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 2

3 Course Overview The purpose of the Umoja Requisitioning Overview course is to explain the Requisitioning process in Umoja. This course will also explain the concept of Shopping Carts and introduce the concept of Low Value Acquisitions (LVA s). Prerequisite Review You should have completed the following prerequisite course: Umoja Overview Umoja Master Data & Coding Block Overview Course Duration: 2 hours 3

4 Course Objectives After completing this course, you will be able to: Identify the important changes and benefits of Umoja for the Requisitioning process Describe the impact of Umoja Supplier Relationship Management (SRM) on the Requisitioning process List the key roles and responsibilities in the Requisitioning process Describe the concept and use of Shopping Carts Identify the different types of Master Data relevant for requisitioning Describe the new process for Low Value Acquisitions (LVA s) 4

5 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 5

6 Module 1 Objectives After completing this module, you will be able to: Identify the important changes and benefits of Umoja for the Requisitioning process Describe the impact of Umoja SRM on the Requisitioning process List the key roles and responsibilities in the Requisitioning process 6

7 Key Terminology Key Term Supplier Relationship Management (SRM) Shopping Cart Goods Receipt UN Contract Catalog RFx Material Master Description It is a Web-based Umoja application used specifically for procurement and requisitioning activities. It is a term used in Umoja SRM for Purchase Requisitions. It is a document generated to acknowledge the receipt of items listed in it. It is a searchable database of goods and services sourced from the existing systems and local contracts, from which Requisitioners can add items to their Shopping Carts. It is a generic term for a solicitation document. The x signifies that the solicitation document could either be an ITB, RFQ or RFP It is a central database containing information about all products procured, stored and shipped by UN. It can be used to populate Shopping Carts and is used in many other Supply Chain and Finance processes. 7

8 Key Terminology Key Term Service Master Product Category Product ID Description It is an equivalent database to Material Master for all services procured by UN. It represents the general type of product or material. Product categories are a subset of UNSPSC classifications. It is the specific ID number of a particular product or material. This is identical to the Material or Service Number fields in ECC and the Material or Service Master record. The Product ID is not derived from the Product Category. 8

9 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Requisitioning process: Requisitioner Creates Purchase Requisitions (Shopping Carts) for goods or services, as needed Low Value Acquisitioner Initiates the Low Value Acquisition process for requirements up to $4,000 USD Approver Reviews and approves or rejects procurement documents, such as Purchase Requisitions, solicitation documents Purchase Orders (PO s) and contracts Buyer Processes the Purchase Requisitions through solicitations, PO s and contracts Buyer Supervisor Manages groups of buyers Performs workload assessments Allocates procurement requirements to buyers 9

10 Requisitioning in Umoja The Requisitioning process is a self-service procurement process wherein an employee identifies the need for goods or services and initiates a procurement request in the form of a Shopping Cart. This process is designed to empower authorized users in UN to be self-sufficient and leverage existing contracts. This will expedite the procurement actions and allow the procurement staff to focus on strategic procurement activities. Umoja provides Requisitioners with the functionality to search for goods or services that are covered in existing UN Systems Contracts and local contracts through the use of the UN Contract Catalog. 10

11 Major Changes A summary of the major changes in the UN Requisitioning and Procurement processes as a result of the Umoja implementation is given below: System Change Workflow Approvals LVA s Automatic PO Generation One integrated system for all procurement activities that replaces disparate procurement systems (Mercury & ProcurePlus) that do not communicate, and allows real time financial integration, removing need for duplicate entry in legacy applications (SUN & IMIS) Workflows in Umoja SRM enable approvers to have full visibility of all items that are awaiting their approval, reducing the need to follow up manually with the Requisitioners The new Low Value Acquisition process enables the direct creation of PO s for requirements up to $4,000 USD Items with existing contracts are stored in the UN Contract Catalog. Requisitioners can add these items directly to their Shopping Carts. When these are approved, PO s are automatically generated for release by buyers 11

12 Major Benefits The Umoja implementation will empower authorized users to be self-sufficient in the Requisitioning process. The benefits for procurement are as follows: Increase the speed of procurement and improve efficiency Provide an integrated procurement environment across the Secretariat Build and maintain compliance through improved internal controls Enable intuitive and web-based requisitioning Facilitate easy access to the internal UN Contract Catalog containing all Systems and local contracts Maximize the use of automated Requisition to PO processes where a specific source of supply (existing contract) is available 12

13 Umoja SRM Functionality Umoja uses the SRM application for all procurement-related activities. Umoja SRM is accessed through a Web-based portal (via internet browser). Umoja SRM uses Shopping Carts instead of the current Purchase Requisitions. Umoja SRM is used to: Create Shopping Carts Create LVA s Create RFx s Create contracts Create PO s Approve all SRM Documents* Requisitioner Low Value Acquisitioner Buyer and Buyer Supervisor Approver Note: Documents are routed to Approvers based on their position in the SRM organizational structure and Delegations of Authority. 13

14 Requisitioning Process in Umoja SRM UN Contract Catalog UNGM Vendors Material/ Service Master No Contract Exists? Create a Solicitation Create a Contract Requisitioning (Create a Shopping Cart) Contract Exists? Purchase Order Automatically Generated Buyer Releases Purchase Order Invoice, Receipt & Payment Processing With the introduction of the UN Contract Catalog and integrated Master Data, the Requisitioning process will be more streamlined: Systems and local contracts are listed at the line item level in the UN Contract Catalog Material and Service Master Data lets Requisitioners add specific products to Shopping Carts For items without an existing contract, buyers create solicitations for vendors, which potentially result in new UN Contract Catalog items 14

15 Material & Service Master Data The Material and Service Masters are Master Data objects that contain information about all products procured, stored and shipped by UN. Key components of the Material/Service Master include: Unique ID of a material/service Product ID Example: (Projector: Dig) Type of product or service Matches the equivalent UNSPSC classification Characteristics to enable Material Management Product Category Example: (Projectors, Supplies) Material Characteristics Example: Unit of Measure = Each Material Master Data Objects Other Physical or Financial Characteristics 15

16 Learning Checkpoint 1 In Umoja, LVA s are types of. Fill in the blank with the correct option. A. Purchase Requisitions B. Shopping Carts C. Purchase Orders D. Solicitations 16

17 Learning Checkpoint 1 In Umoja, LVA s are types of. Fill in the blank with the correct option. A. Purchase Requisitions B. Shopping Carts C. Purchase Orders D. Solicitations Option C is the correct answer. LVA s bypass the need for a Shopping Cart and are processed as Purchase Orders. 17

18 Module 1 Summary The key points covered in this module are listed below: Umoja SRM is used to create Shopping Carts, LVA s, solicitations and contracts Umoja SRM s Shopping Cart feature will be used for requisitioning Worklist in Umoja SRM reduces manual follow-up for approving requisitions The LVA process will be used for requirements up to $4,000 USD The key components of the Material/Service Master include Product ID, Product Category, Material Management characteristics and other physical or financial characteristics The Requisitioning process interacts with Receipt of Goods/Services and Accounts Payable processes 18

19 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 19

20 Module 2 Objectives After completing this module, you will be able to: Identify the main ways to add items to a Shopping Cart Select account assignments and funding for a requisition Describe the approval process for requisitions 20

21 Key Terminology Key Term Account Assignment Account Availability Check (AVC) Workflow Work Overview UNSPSC (United Nations Standard Products and Services Code) Description It is the funding information that is needed for all Shopping Carts (includes applicable Funds and Funds Centers) before being submitted for approval. It refers to an automated check conducted before Shopping Carts are ordered to see if the required funds are available. If funds are not available, the Shopping Cart cannot be submitted for approval. It refers to Shopping Carts or other financial/procurement documents being automatically routed to the appropriate person(s) for review and approval. It is the inbox that alerts a user to all tasks (for example, Approvals) that are required of them in Umoja SRM. It is a UN system used by Umoja to classify products according to their category. 21

22 Requisitioning Process Flow Estimate Total Value Create Shopping Cart Order Shopping Cart Approve Shopping Cart The diagram above depicts the process flow for creating a Shopping Cart in Umoja SRM. The steps to create a Shopping Cart are as follows: The Requisitioner determines the need for a good or service and estimates the total value of the requirement. If the estimated cost of Shopping Cart is up to the threshold of $4,000 USD, the LVA process should be followed. The LVA process is described in detail later in the course If the item is being added from a Systems or local contract, the value will be automatically determined and will not need to be estimated 22

23 Requisitioning Process Flow Estimate Total Value Create Shopping Cart Order Shopping Cart Approve Shopping Cart The Requisitioner creates the Shopping Cart by adding items to it. He/she must edit item characteristics, such as quantities and delivery date, as well as Account Assignment information, such as Fund. 23

24 Requisitioning Process Flow Estimate Total Value Create Shopping Cart Order Shopping Cart Approve Shopping Cart The Requisitioner then orders the Shopping Cart. Umoja SRM will perform an account assignment check to determine if funds are available. A Shopping Cart cannot be submitted for approval if the required funds are not available.* The Shopping Cart is then routed to the appropriate Approver through a workflow. The Approver reviews and either accepts or rejects the items in the Shopping Cart. The Approvers use the Work Overview screen in Umoja SRM to see an up-to-date list of all items waiting for their approval. Note: * It is also possible to create an unfunded Shopping Cart. These do not have budget impacts and replace the current $1 Purchase Requisitions. 24

25 Adding Items to a Shopping Cart The four main ways to add an item to a Shopping Cart are as follows: UN Contract Catalog Search Internal Goods/Services Free Description Saved Shopping Cart Template 25

26 Umoja UN Contract Catalog Search UN Contract Catalog Search Internal Goods/Services Free Description Saved Shopping Cart Template Searching the UN Contract Catalog for an item is the easiest and most efficient way to requisition many items. Items can be searched based on Product Category, Product Description, Contract ID or other criteria All items in the UN Contract Catalog are tied to existing Systems Contracts, including local contracts. After these Shopping Carts are approved, a PO will automatically be generated and sent to the buyer to release If there are multiple contracts available for an item, the Requisitioner has the option to select the contract to be used 26

27 Internal Goods/Services UN Contract Catalog Search Internal Goods/Services Free Description Saved Shopping Cart Template A Requisitioner can search the Umoja Material and Service Master listing to identify the product required and add it to the Shopping Cart Identifying a product using the Material or Service Master list enables faster processing of Shopping Carts through procurement and supports downstream process (e.g. goods receipt) and reporting The Umoja SRM system will display a warning if the selected product is already available on an existing Contract that is available to the user Note: Umoja provides the functionality to facilitate easy searches of the Material and Service Master listing. 27

28 Free Description UN Contract Catalog Search Internal Goods/Services Free Description Saved Shopping Cart Template Similar to Mercury and ProcurePlus, it is possible to add items to a Shopping Cart using free text. However, it is required to select the relevant Product Category in order to facilitate the Procurement process This method should be used only when an item cannot be found in the UN Contract Catalog or in the Internal Goods/Services listing Many generic Product ID s have been included in the Internal Goods/Service listing to facilitate shopping cart creation and should be used whenever possible 28

29 Saved Shopping Cart Template UN Contract Catalog Search Internal Goods/Services Free Description Saved Shopping Cart Template It is also possible to create a Shopping Cart template that can be saved and used for frequently recurring requirements If particular items are requisitioned on a regular basis, the Shopping Cart template can be used as a starting point for the creation of a Shopping Cart. The template will pre-populate most of the required fields for the user 29

30 Account Assignment & AVC Before a Shopping Cart can be ordered and submitted for approval, the Requisitioner must specify how the items in that cart will be funded. The key fields that the Requisitioner needs to validate for Account Assignment are: Account Assignment Category Specifies what type of object in Umoja is being charged (e.g. Cost Center) for the Shopping Cart Fund Generally the same across a Mission (example: UNIFIL = 20OLA). All Cost Centers have an identical Funds Center Funds Center Generally the same across a self-accounting unit. This is pre-populated based on the Cost Center, which is defaulted based on the user attributes After the Requisitioner submits the Shopping Cart for approval, Umoja SRM will perform an Account Availability Check (AVC) to determine if sufficient funds are available to cover the estimated cost of the shopping cart. Only after the Shopping Cart has been approved will there be budgetary impacts (i.e. a 'Pre-commitment' of funds). 30

31 Account Assignment Categories When editing the Account Assignment Category for a Shopping Cart, there are several options to choose from. The details will be provided in the Umoja Requisitioning course, however, the key categories to be familiar with at this time are as follows: Cost Center Used for the majority of Shopping Carts, this option will charge the selected Cost Center (defaulted based on the Requisitioner s user attributes) for the estimated amount WBS (Work Breakdown Structure) Used only for larger projects associated with the Project Management module of Umoja. Users would be advised when to requisition against a WBS Unfunded Replacing the former $1 Requisitions, Unfunded Shopping Carts are used to initiate the solicitations process when procuring across budget periods. They are also used for new missions that do not yet have a budget allotment Order (Internal Order) Used to collect costs and revenues for a specific event/simple project that has defined start and end dates and is usually temporary in nature. Users would be advised when to requisition against an Internal Order 31

32 Learning Checkpoint 1 The Account Availability Check is performed by the Umoja SRM system to check: Select the correct option. A. The availability of a Systems Contract B. The history of previous Purchase Orders C. The workflow needed for approval D. The availability of funds 32

33 Learning Checkpoint 1 The Account Availability Check is performed by the Umoja SRM system to check: Select the correct option. A. The availability of a Systems Contract B. The history of previous Purchase Orders C. The workflow needed for approval D. The availability of funds Option D is the correct answer. The Account Availability Check is performed to check whether the specified Fund is sufficient to cover the estimated value of the Shopping Cart. 33

34 Learning Checkpoint 2 Which of the following methods is NOT a method that can be used to add an item to a Shopping Cart? Select the correct option. A. Work Overview B. Internal Goods/Services C. UN Contract Catalog Search D. Free Text 34

35 Learning Checkpoint 2 Which of the following methods is NOT a method that can be used to add an item to a Shopping Cart? Select the correct option. A. Work Overview B. Internal Goods/Services C. UN Contract Catalog Search D. Free Text Option A is the correct answer. The Work Overview screen displays all items that require action for the user. It cannot be used to add items to a Shopping Cart. 35

36 Module 2 Summary The key points covered in this module are listed below: Umoja SRM automatically performs AVC to determine if funds are available for a requisition Shopping Carts will not be approved if funds are insufficient Four ways to add items to a Shopping Cart are: UN Contract Catalog search, use internal goods/services, use free description and saved Shopping Cart template The Work Overview screen in Umoja SRM lists all the items pending for approval 36

37 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 37

38 Module 3 Objectives After completing this module, you will be able to: Describe when and how LVA s are used 38

39 Key Terminology Key Term Low Value Acquisition (LVA) Description It is a PO used for requirements that are up to $4,000 USD, issued without the direct involvement of Procurement. This replaces the Short PO process. 39

40 Low Value Acquisitions Creating LVA s directly as PO s is a new concept in UN and is used for requirements that are up to $4,000 USD, and not tied to an existing contract. An approved LVA is a PO for goods or services. Given below is a graphic illustrating the process to be used when ordering goods or services based on their estimated value and existing contract (Systems or local) status. Order < $ No Existing Contract Use LVA Process Order < $ Contract Exists Use Shopping Cart with Catalog Order > $ No Existing Contract Use Shopping Cart Order > $ Contract Exists Use Shopping Cart with Catalog 40

41 Purpose of LVA s The LVA process is designed to make users self-sufficient in procuring goods and services that are low in value and not strategic in nature. The LVA process Reduces paperwork and processing times for LVA s Enables tracking and reporting of all LVA s across UN. This will improve controls and reduce the number of policy violations It will also allow for a more detailed analysis of low value spending, potentially leading to the creation of new Systems Contracts 41

42 LVA Process LVA s can only be created by Low Value Acquisitioners If a user does not have this role, they will not be able to create an LVA in Umoja SRM If a user has both the Requisitioner and Low Value Acquisitioner roles, they will have access to create both an LVA and/or a Shopping Cart Generally, there are two sets of vendors available All vendors registered through UNGM are available for both the LVA process and the regular Requisitioning/Procurement process There is a separate set of vendors available for only the LVA process. These vendors did not enter through UNGM registration. More information on this subject will be provided in the detailed LVA course 42

43 LVA Process During the creation of an LVA, the user can attach documents or enter details related to the three informal quotations received from the vendors. The LVA process results in the automatic creation of a PO. This has two implications: A vendor must be assigned to the LVA prior to submission for approval When the LVA is approved, a Funds Commitment (i.e. obligation) is created. This is different from a Shopping Cart which creates only a Funds Pre-Commitment on approval 43

44 Learning Checkpoint 1 Which of the following scenarios requires a LVA to be created as opposed to a Shopping Cart. Select the correct option. A. The requirement has a Systems Contract and is estimated to cost less than $4000 USD B. The requirement does not have a Systems Contract and is estimated to cost less than $4000 USD C. The requirement has a Systems Contract and is estimated to cost more than $4000 USD D. The requirement does not have a Systems Contract and is estimated to cost more than $4000 USD 44

45 Learning Checkpoint 1 Which of the following scenarios requires a LVA to be created as opposed to a Shopping Cart. Select the correct option. A. The requirement has a Systems Contract and is estimated to cost less than $4000 USD B. The requirement does not have a Systems Contract and is estimated to cost less than $4000 USD C. The requirement has a Systems Contract and is estimated to cost more than $4000 USD D. The requirement does not have a Systems Contract and is estimated to cost more than $4000 USD Option B is the correct answer. LVA s should not have an associated Systems Contract and must be estimated to cost less than $4000 USD. 45

46 Module 3 Summary The key points covered in this module are listed below: LVA s are forms of Purchase Orders The new LVA process enables tracking and reporting of all LVA s Vendors selection must be finalized for the LVA process 46

47 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 47

48 Course Summary The key points covered in this course are listed below: Umoja SRM is used to create Shopping Carts, LVA s, solicitations, contracts and for approvals Umoja SRM s Shopping Cart feature will be used for requisitioning LVA will be used for requirements up to $4,000 USD Umoja SRM automatically performs an AVC to determine if funds are available for a requisition Key components of the Material/Service Master include: Product ID, Product Category, Material Management Characteristics and other physical or financial characteristics Four ways to add items to a Shopping Cart are: UN Contract Catalog search, use internal goods/services, use free description and saved Shopping Cart template The Work Overview screen in Umoja SRM lists all the items pending for approval The LVA process enables tracking and reporting of all LVA s Vendors selection must be finalized for the LVA process Funds are committed in the LVA process 48

49 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 49

50 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 on the Start link of the course assessment 5. Click the Submit button once you have completed the assessment 50

51 Agenda Course Introduction Module 1: Requisitioning in Umoja Module 2: Creating Requisitions Module 3: Low Value Acquisitions Course Summary Course Assessment Course Survey 51

52 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 on the Start link of the course survey 5. Click the Submit button once you have completed the course survey 52

53 Congratulations! You have successfully completed the Umoja Requisitioning Overview course. 53