TV3146 Umoja Create Shipment Request. Umoja Create Shipment Request Version 3 1

Transcription

1 TV3146 Umoja Create Shipment Request Umoja Create Shipment Request Version 3 Copyright Last Modified: United 28-April-15 Nations 1

2 Agenda Course Introduction Module 1: Umoja Shipment Overview Module 2: Create a Shipment Request Module 3: Review of Post Submission Process Course Summary Course Assessment Course Survey 2

3 Course Overview The purpose of the Umoja Create Shipment Request course is to provide all Travelers and Travel Administrators with the general process and system knowledge so they will be able to create and submit a Shipment Request. Prerequisite Review You should have completed the following prerequisite courses: NA101 Umoja Overview MD102 Umoja Master Data & Coding Block Overview SS210 Umoja SAP HCM Navigation TVL155 Umoja Travel Overview TVL3142 Umoja Create Travel Request Official Business Travel TVL3144 Create Travel Request HR Travel and Entitlements TVL3145 Create Travel Request Group Travel 3

4 Course Objectives After completing this course, you will be able to: Explain the Travel Management process for Shipment Submit a Shipment Request 4

5 HCM High Level Process Flow Diagram 5

6 Agenda Course Introduction Module 1: Umoja Shipment Overview Module 2: Create a Shipment Request Module 3: Review of Post Submission Process Course Summary Course Assessment Course Survey 6

7 Module 1 Objectives After completing this module, you will be able to: Identify the roles and responsibilities involved in Shipment process Explain the Shipment Request process Describe the impact and key benefits of Umoja Shipment Request process Identify the major changes from Umoja implementation (As-Is/To-Be) 7

8 Key Terminology: General Terms Key Term ESS MSS Workflow Description Stands for Employee Self-Service. Self-service is the front end tool used to provide access to end-users that need role and process based access to the system. Self-service technology is web-based, allowing a large number of users to access the system without the installation or technology requirements to support the client software used by power and super users in the system. Stands for Manager Self-Service, the self-service where end users with manager role can access to information and perform routine tasks that will automatically trigger actions into the back-end system or send notifications. This is a sequence of automated operations that an event will take. A workflow step can be directed towards a specific user or transfer to a manager. Workflow consists of either approvals or notifications. Approvals will pause the event work flow until the time in which the Manager approves or rejects that specific operation. Notification, if chosen for the activity, will send an to the person(s) involved, and then the event proceed to the next step in the workflow. 8

9 Key Terminology: Travel Terms Key Term Travel Request Shipment Expense Report Description It is the main form that the Traveler will use to submit their travel request for onward review and approval (TRIP). It covers the transport of all the personal objects which need to be moved from one place to another. It is the main form that will be used by the Traveler to submit a request for reimbursement for travel expenses incurred upon completion of the trip associated to a travel authorization. 9

10 Roles & Responsibilities The following Umoja Enterprise roles are involved in the Shipment process: Traveler Create and submit Employee Self-Service (ESS) Travel and Shipment Requests and Expense Reports Travel Administrator All, UP, UNV, NS Create Employee Self-Service (ESS) Travel and Shipment Requests and Expense Reports on behalf of either All, UP, UNV, NS Travel and Shipment Approver Responsible for certifying all Travel and Shipment Requests as well as expense reports from all categories of personnel Travel Processing Officer Responsible for receiving, reviewing and processing requests, including amending for all types of travel 10

11 Travel Management Process The high-level steps in the Travel Management process are as follows: Complete Travel Request Form in Travel Portal System Triggers request for medical, security clearance and checks for sufficient funds Certification of Travel Request in Portal Approval of Travel Request in Portal Complete request for shipment in Portal Approval of Shipment Request in Portal Certification of Shipment Request in Portal Submit expense report upon return from travel Certification of Expense Report in Portal Approval of Expense Report Portal Expense Report is settled 11

12 Shipment Request Process Overview Shipment of Personal Effects is requested upon approval of the related HR and/or Entitlement travel. This also covers the shipment of personal effects for uniformed personnel. Traveler Travel Administrator Complete Shipment Request Form in Portal Travel and Shipment Officer Approval of Shipment Request in Portal Travel Processing Officer Certification of Shipment Request in Portal 12

13 Shipment Request Process Overview For cases where there is no travel involved in the shipment, for example, in connection with birth/adoption of an infant or for the additional annual shipment when serving at designated duty station, the process will be as follows: Traveler Travel Administrator HR Partner Travel and Shipment Officer Travel and Shipment Approver Complete Shipment Request Form in Portal Validation of Shipment Request in Portal Approval of Shipment Request in Portal Certification of Shipment Request in Portal 13

14 Shipment Request Process Overview Traveler must read and acknowledge the summary of shipment entitlements Traveler creates Shipment Request with details about shipping arrangement, insurance, shipping origin and destination address If a deviation for personal preference or convenience is requested, system requires Traveler to acknowledge his/her financial responsibilities and liabilities by agreeing to a waiver built into the process 4 Traveler submits Shipment request for validation 5 System automatically checks funds availability 6 7 If shipment due to assignment in duty station or to birth/adoption of a child, the request goes through HR first for validation and entitlement Shipment Officer approves the Shipment Request based on entitlements and cost analysis. Shipment Officer contacts freight forwarders for cost estimates. This step is not in scope of Umoja and varies by duty station 14

15 Shipment Request Process Overview Shipment Officer enters, following the selection of vendor, the estimated costs, links the shipment to a freight forwarding contract, and forwards the request to the Travel and Shipment Approver Travel and Shipment Approver reviews and certifies shipment Request associated to his/her cost center/fund center Upon creation of the Funds Commitment, the Shipment Officer formally registers the shipment with the vendor for execution/fulfillment In the event that a staff member requests conversion of the shipping entitlement to accompanied excess baggage, the reimbursement is claimed through an Expense Report that is completed upon completion of travel. Traveler submits individual Expense Report for Shipment Request 15

16 Touch Points The Umoja system is an integrated system and most of its modules integrate with each other to complete a process. Touch points refer to these integration points across Umoja modules, processes and activities. PA Employee Information is shared to the Travel Module for centralized information Travel Payroll FI Payment of advance Recovery of travel advance overpayment or non-compliance All postings to balance account for UN paid expenses to Vendor Posting of Accounts Payable or Receivable to Traveler Vendors 16

17 Current Challenges & Benefits of Umoja Challenge Travelers are not entering their own Shipment Requests which can cause inaccuracies that create additional delays There is no standard means of communicating the obligations of the Traveler leading to misunderstandings Duplicate manual processes for Travel Request and Shipment Request Shipment Request is part of Travel Request Umoja Solution Benefit Travelers create their own Shipment Request via Umoja, which will reduce the associated inaccuracies that cause additional delays Summary of UN Policy is provided for reference and acknowledgement Traveler creates Shipment Request already linked to an approved Travel Request Since Shipment Request is filled separately from Travel Request, independent processing can be done. System can route to appropriate approvers and funds for shipment and will not be obligated in a Travel Authorization 17

18 Benefits of the Travel Solution The benefits of the Integrated Travel Solution are: Manual processes were replaced by an automated workflow Reduction of printing, signing, mailing, photocopying and storing/filing of forms and supporting documentation Automated funds sufficiency check for appropriate approval due to the integration of Funds Management with Travel Management Umoja solution brings only one global integrated and standard travel solution system beneficial for process and expenditure reporting Enhanced information provides enhanced reporting capability 18

19 Learning Checkpoint 1 Which of the following statements describes Shipment Request correctly? Select the correct option. A. Shipment Request is automatically created once a Travel Request is approved B. Shipment Request can be accomplished before a Travel Request is approved C. Shipment Request not related to travel can only be filled if it is related to birth/adoption of a child or serving a duty station D. Shipment Request does not require an expense report 19

20 Learning Checkpoint 1 Which of the following statements describes Shipment Request correctly? Select the correct option. A. Shipment Request is automatically created once a Travel Request is approved B. Shipment Request can be accomplished before a Travel Request is approved C. Shipment Request not related to travel can only be filled if it is related to birth/adoption of a child or serving a duty station D. Shipment Request does not require an expense report Option C is the correct answer. Otherwise, Shipment Request should be related to an approved Travel Request. 20

21 Learning Checkpoint 2 Who submits a shipment request for Uniformed Personnel? Select all that apply. A. Travel and Shipment Approver B. HR Partner C. Travel Administrator D. Any Uniformed Personnel who is part of the traveling group 21

22 Learning Checkpoint 2 Who submits a Shipment Request for Uniformed Personnel? Select all that apply. A. Travel and Shipment Approver B. HR Partner C. Travel Administrator D. Any Uniformed Personnel who is part of the traveling group Options C and D are correct. Primarily, it is the Traveler's responsibility to submit a request for shipment. The Travel Administrator can submit a Shipment Request on behalf of the travelling personnel. 22

23 Module 1 Summary The key points covered in this module are: Shipment is requested separately from Travel Request. Travel Request must be approved before requesting for shipment. If there is a shipment not related to a travel, the Shipment Request must go through HR first for validation and entitlement Umoja provides a streamlined solution that allows Travelers to enter the details of shipment for accurate connection to a Travel Request and for automated approval 23

24 Agenda Course Introduction Module 1: Umoja Shipment Overview Module 2: Create a Shipment Request Module 3: Review of Post Submission Process Course Summary Course Assessment Course Survey 24

25 Module 2 Objectives After completing this module, you will be able to: Define the types of Shipment Request Create a Shipment Request 25

26 Shipment Types The different types of Shipment are: Shipment related to travel approved by HR: 1. EN-Home Leave 2. EN-Family Visit 3. EN-Reverse Family Visit 4. EN-Education Grant 5. GT-Formed Police Unit 6. GT-UNMEM 7. GT-MI Staff/Contingent Member/Trps 8. GT-UN Police Officer 9. HR-Appointment Temp Replacement 10. HR-Appointment Post 11. HR-Appointment-Consultant 12. HR-Appointment Fnte Duration 13. HR-Temporary Assignment 14. HR-Transfer/Reassignment 15. HR-Separation/Repatriation 16. OT-Sabbatical Shipment to be approved by HR: 1. Additional shipment due to birth/adoption of a child 2. Additional shipment for designated duty station 26

27 Create Shipment Request: Process Steps The Create Shipment Request process are as follows: Traveler/Travel Administrator Important Information Start Form Overview Shipment Details Personal Deviation Review and Send 27

28 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send To create a Travel Request, the traveler has to login to Umoja ESS and go to the Employee Self-Service tab. There, he/she will find different menus. Within the Travel, Shipment and Expenses menu, the traveler has to click Create HR Travel to proceed. 28

29 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send In the first step, the traveler must read the Travel Initiation Pre-requisites and acknowledge understanding the responsibilities regarding travel. On the other hand, different documentations are provided in the right side of the portal to help the traveler with his/her request. 29

30 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send After reading the important information, the traveler has to choose between shipment request related to an already approved trip or not. The different types of travel have been defined previously. In case the Shipment Request is related to a travel, the traveler has to select the type of travel and then choose the Approved Travel Authorization Number from the list of trips. If the shipment is not related to a travel, the traveler selects the reason of the request. 30

31 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send The third step is an Overview where the traveler must also read and acknowledge the understanding of the responsibilities regarding the type of travel selected. Within this form, policies related to the topics such as definition of personal effects, weight/volume of the shipment, the shipment arrangements etc. are defined. 31

32 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send Once reads the Overview, the traveler enters the Shipment details. The traveler specifies the Shipment arrangement and the Shipment Processing Date and Office. The traveler can also modify the details such as the number of travelers, the cost assignment, the mode of shipment and other details related with the shipment. 32

33 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send After entering the mentioned shipment details, the traveler can fill up some insurance details such as the value of the household goods and personal effects, the insurance entitlement and the excess insurance, indicating the economical quantity for all of them. 33

34 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send Upon completing all the previous shipment details, the traveler has to specify the origin and destination addresses. To do so, the traveler fills in the origin and destination of the shipment. Enter Full address, Postal Code, City, Country, Phone Number and Address. If necessary, the traveler can also enter Comments/Special Instructions. 34

35 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send If the traveler has a Personal Deviation from the official itinerary, he/she should click Yes in the Personal Deviation field. After this, the traveler must enter the itinerary that justifies the mentioned deviation. Finally, he/she has to acknowledge his/her responsibilities in relation to that deviation by clicking the corresponding check box at the bottom of the page. 35

36 Create Shipment Request: Process Steps Important Information Start Form Overview Shipment Details Personal Deviation Review and Send Once all the steps have been completed, the traveler can review all the data entered and ensure the details are correct. After checking everything is correct, the traveler can save the request as a draft for later submission or send it to the HR Partner for approval. 36

37 Learning Checkpoint 1 Which of the following Travel Request can you create a Shipment Request for? Select all that apply. A. OT Sabbatical B. OT Temporary Duty C. HR Travel for Interview D. EN Reverse Family Visit 37

38 Learning Checkpoint 1 Which of the following Travel Request can you create a Shipment Request for? Select all that apply. A. OT Sabbatical B. OT Temporary Duty C. HR Travel for Interview D. EN Reverse Family Visit Option A and C are correct answers. You can create a Shipment Request for OT Sabbatical and EN Reverse Family Visit. 38

39 Learning Checkpoint 2 Which of the following items is NOT required for a shipment? Select the correct option. A. Itinerary Details B. Full address of shipment destination C. Shipment arrangement preference D. Shipment processing date 39

40 Learning Checkpoint 2 Which of the following items is NOT required for a shipment? Select the correct option. A. Itinerary Details B. Full address of shipment destination C. Shipment arrangement preference D. Shipment processing date Option A is the correct answer. The itinerary details is not required because the Shipment Request can be traced back to an approved Travel Request. 40

41 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 41

42 Activity 1 Transaction Name: Create a Shipment Request Scenario: Traveler creates a Shipment Request for his HR Travel. Link to the uperform simulation: ?mode=EU 42

43 Activity 2 Transaction Name: Create a Shipment Request for Uniformed Personnel Scenario: Travel Administrator creates a Shipment Request for a group of Uniformed Personnel. Link to the uperform simulation: ?mode=EU 43

44 Module 2 Summary The key points covered in this module are: Shipment Request can only be created for particular types of Travel Request Accomplishing the form completely and accurately will aid in the approval and documentation of Shipment Request 44

45 Agenda Course Introduction Module 1: Umoja Shipment Overview Module 2: Create a Shipment Request Module 3: Review of Post Submission Process Course Summary Course Assessment Course Survey 45

46 Module 3 Objectives After completing this module, you will be able to: Define the key processes following the submission of Shipment Request Identify the approval status of Shipment Request 46

47 Post Submission Process Upon the completion of the form, the Shipment Request Approval process is as follows: Traveler Complete Shipment Request Form in Portal Shipment Officer Approval of Shipment Request in Portal Travel and Shipment Approver Certification of Shipment Request in Portal HR Partner Validation of Shipment Request Form in Portal (For Birth/Adoption of Child and Designation to a Duty Station) In the approval process, an approver may return the form for revision in case there are missing data or inconsistencies. In this case, the traveler will receive a notification and needs to modify the form based on the feedback of the approver and resubmit for approval. 47

48 Post Submission Process Check Status of Shipment Request To create a Travel Request, the traveler has to login to Umoja ESS and go to the Employee Self-Service tab. There, he/she will find different menus. Within the Travel, Shipment and Expenses menu, the traveler has to click Create HR Travel to proceed. 48

49 Post Submission Process Check Status of Shipment Request Once the traveler accesses his/her personal Traveler Work Center, he/she has to select the Shipment Request tab. All the Shipment Requests created will be displayed in the table. The Status column shows the status of each trip. The Recommend Actions column indicates the next step for the request. 49

50 Post Submission Process Below are some key points: In the event that a staff member requests conversion of the shipping entitlement to accompanied excess baggage, the reimbursement is claimed through an Expense Report Travelers are required to submit an expense report 14 days following the return of the trip to avoid potential recovery of travel advances from their payroll After completing the expense report, the travel request goes through the following approval process: Traveler Traveler submits expense report upon return from travel Travel and Shipment Approver Approval of Expense Report Portal Travel Processing Officer Expense Report is settled The settlement of the expense report approval triggers a payroll and FI process for claims, recoveries and postings For more details on Expense Report, please refer to the course 3147 Umoja Submission of Expense Report 50

51 Module 3 Summary The key points covered in this module are: Shipment Request is approve by HR Partner (as needed), Shipment Officer and then Travel and Shipment Approver Notifications are sent to Travelers to alert them for action regarding their Travel Request 51

52 Agenda Course Introduction Module 1: Umoja Shipment Overview Module 2: Create a Shipment Request Module 3: Review of Post Submission Process Course Summary Course Assessment Course Survey 52

53 Course Summary The key points covered in this course are: Definition of the end-to-end process involved in a Shipment Request from prerequisites, submission of request, approvals and expense report Creation of a Shipment Request in Umoja 53

54 Agenda Course Introduction Module 1: Umoja Shipment Overview Module 2: Create a Shipment Request Module 3: Review of Post Submission Process Course Summary Course Assessment Course Survey 54

55 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. 55

56 Agenda Course Introduction Module 1: Umoja Shipment Overview Module 2: Create a Shipment Request Module 3: Review of Post Submission Process Course Summary Course Assessment Course Survey 56

57 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. 57

58 Congratulations! You have successfully completed the Umoja Create Shipment Request course. 58