SC343 Umoja Managing Services of Consultants and Individual Contractors

SC343 Umoja Managing Services of Consultants and Individual Contractors Umoja Managing Services of Consultants and Individual Contractors Version 12 Copyright Last Modified: United 17-August-13 Nations 1

Agenda Course Introduction Module 1: Create HR Contract Module 2: Approve HR Contract Module 3: Accept or Edit HR Contract Module 4: Reports Course Summary Course Assessment Course Survey 2

Introduction Please share with us: Your Name Your Section/Unit # Years with UN Interesting Fact About Yourself 3

Ground Rules Please consider the following guidelines during the training session: Turn your cell phone to silent mode. Please step out of the class to take any important phone call Please do not access your e-mail or the Internet outside of breaks Participate fully in the training session and respect each other s contribution Breaks are included at the discretion of the trainer X X No Phones Do Not Access E-mail Participate Ask Questions Breaks 4

Course Overview The purpose of the Umoja Managing Requests of Services of Consultants and Individual Contractors course is to explain how to use Umoja to manage services of Consultants and Individual Contractors (IC s). Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Master Data & Coding Block Overview Umoja Requesting and Managing Services of Consultants and Individual Contractors Overview Course Duration: 4 hours 5

Course Objectives After completing this course, you will be able to: List the key Umoja roles and responsibilities involved in the Managing Services of Consultants and Individual Contractors process Explain the steps involved in the process Describe the process for creating, approving and editing a Human Resource (HR) contract 6

Agenda Course Introduction Module 1: Create HR Contract Module 2: Approve HR Contract Module 3: Accept or Edit HR Contract Module 4: Reports Course Summary Course Assessment Course Survey 7

Module 1 Objectives After completing this module, you will be able to: Describe the steps to create an HR contract 8

Key Terminology Key Term Business Partner (BP) Master Data Transactional Data SRM (Supplier Relationship Management) Description A person or an organization that has a business interest with UN. A BP can be a commercial vendor, a UN agency, a staff member and so on. Regarding the Consultant and IC process, a BP is an individual who acts as a vendor (such as the Consultant/IC) and provides services to UN Centralized data used to support business processes across the organization. It drives all business transactions, applications, reports and decisions and creates a single source of recording and reporting for an organization. It is shared or linked across modules avoiding the need to enter data in various application areas Data derived from or entered into a single transaction in Umoja A Web-based Umoja application used specifically for procurement activities. It is also utilized for requesting services of Consultants and IC s 9

Key Terminology Key Term ERP Central Component (ECC) Workflow Shopping Cart Work Overview Allperson Table Description The main Umoja component comprised of various modules in Finance, Funds Management, Real Estate and others Automatic routing of Shopping Carts or other financial/procurement documents to the appropriate person(s) for review and approval 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 inbox that alerts a user to all tasks for example, approvals that are required from them in Umoja SRM A new system generating Index Number for non-staff members in the field missions (Consultants, IC s and so on) implemented using the self-service My HR online portal 10

Roles & Responsibilities The following Umoja Enterprise roles are involved in the 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 (Consultant/IC Services) 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 issuing contracts Approver (Consultant/IC Contract) Verifies and approves contracts created by a group of HR Partners Approves Service Entry Sheets 11

Use of Master Records Most of the information required to create a contract in Umoja is automatically populated and derived from the Master Data. This minimizes manual entry and any chance of error. The information populated from Master Data includes: BP Data: This data includes address, email, telephone number, banking details, payment method and term of payment. This data is centrally created and referenced (not changed) by the user Service Data: This data includes Consultant by deliverable (hour/day/week/month) and Individual Contractor (IC) by hour/day/week/month Financial Data: This data includes Cost Center, Funds Center and G/L Account Code Note: The Service Remuneration Rate and Service Conditions (service duration, service beginning and end) are directly derived from transactional data contained in the Shopping Cart. 12

Business Partner Master Data In Umoja, Consultants and IC s are treated like vendors and created as BP s in the Umoja Vendor Master. This facilitates the process of requesting their services, reviewing and approving their recruitment and processing their payment. Key components of the BP Master Data include: Unique ID number BP Number Address, telephone number, email and so on Contact Information BP Banking details Banking Information Currency, payment terms and payment method Payment Condition 13

Umoja BP Master Data The BP number assigned to a Consultant or an IC is a unique number corresponding to the Index Number assigned to the individual in the Allperson Database. A unique index number is assigned to each Consultant and IC The number is used to generate a unique BP record The BP record is used to generate the Consultant/IC s contract Allperson Database Umoja (SRM) BP s Umoja (SRM) BP s Umoja (ECC) BP record and the contract are used to generate the payment Improved, Comprehensive Reports 14

Overview of Consultants & IC s Services in Umoja The Consultant and Contractor Engagement process involves requesting and managing the services of non-staff personnel such as Consultants and IC s in Umoja. This process is performed in Umoja SRM and Umoja ECC and involves multiple Enterprise roles. The high-level process flow is outlined below. Requisitioner (Consultant/IC Services) Approver (Consultant/IC Services) Master Data Maintainer HR Partner Create Shopping Cart Approve/ Reject Shopping Cart Create/ Maintain BP Record Create HR Contract Approver (Consultant/IC Contract) Requisitioner (Consultant/IC Services) Approver (Consultant/IC Contract) AP Approver AP Approver Approve HR Contract Create a Service Entry Sheet Approve a Service Entry Sheet Review Payments Post Payments Legend Steps performed in Umoja SRM Steps performed in Umoja ECC 15

Process for HR Contract This course covers the steps to manage services of Consultants and IC s and to create, approve and edit HR contracts. Requisitioner (Consultant/IC Services) Approver (Consultant/IC Services) Master Data Maintainer HR Partner Create Shopping Cart Approve/ Reject Shopping Cart Create/ Maintain BP Record Create HR Contract Approver (Consultant/IC Contract) Requisitioner (Consultant/IC Services) Approver (Consultant/IC Contract) AP Approver AP Approver Approve HR Contract Create a Service Entry Sheet Approve a Service Entry Sheet Review Payments Post Payments 16

Create HR Contract After the Shopping Cart is requested and approved, an HR contract needs to be created. Even though in SRM this contract will take the form of a PO, you can create an HR contract that will have all the elements currently contained in form P104. The steps involved in the Create HR Contract process are as follows: HR Partner Field Index Creator Master Data Maintainer HR Partner HR Partner Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Approver(Consultant/ IC Contract) Approver(Consultant/ IC Contract) HR Partner HR Partner Review Contract Approve/Reject Contract Accept/Edit Contract Print/Upload Contract Step in SRM Step in ECC Step outside Umoja 17

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract The steps to review items in a Shopping Cart and to create an HR contract based on specific line item(s) are as follows: 1 Logon to the Umoja SRM portal 18

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 2 Click the Procurement tab 3 Click Purchasing in the left pane 2 3 19

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 4 Under Central Functions, click Carry Out Sourcing The Sourcing Cockpit will open in a new tab. The Sourcing Cockpit is used in SRM to create PO s and contracts from approved Shopping Carts. 4 20

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Search for the Shopping Cart that was created by the Requisitioner. 5 Specify the search criteria and click the Search button The suggested way to search for a Shopping Cart is to search using the Purchasing Group field. Select the Purchasing Group that corresponds to your Mission s HR Procurement Unit. Note: You can either enter the Purchasing Group directly or click the Matchcode icon and select a Purchasing Group from the pop-up. 5 21

Find Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract The Sourcing Cockpit displays all Shopping Cart line items that meet your criteria. A Shopping Cart can be made of several line items, the Sourcing Cockpit displays each item individually. For example: Shopping Cart number 1000000068/3 Line Item number 6 Click the Shopping Cart number to open the Shopping Cart in a new window/tab 6 22

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Within a Shopping Cart, each line item usually corresponds to the individual Consultant or IC. However, they may also correspond to certain deliverables in the case of Consultants hired by Delivery. 1 Select the relevant line item to verify the details 2 Click the Details button 2 1 23

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 3 Click the Item Data tab 4 Verify the Price/Currency if it is consistent with the TOR and the agreed compensation rate 3 4 Note: The Price/Currency, Order Quantity, Service and Delivery periods can be modified when you are creating the actual HR contract. 24

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 5 6 Click the Account Assignment tab Click the Details button to view the Account Assignment fields 5 6 25

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 7 Verify the values in the Account Assignment Category, Fund and Budget Period fields The Account Assignment Category field, which determines how costs are assigned for a product/service, is generally defaulted to Cost Center. The Cost Center and Fund Center fields contain the defaulted values based on the Requisitioner s department.. 7 7 7 26

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 8 Select Order or WBS from the Account Assignment Category drop-down list if Consultant/IC services are required in connection with an Internal Order or Project 8 8 27

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 9 10 Click the Notes and Attachments tab Verify if the following documents have been uploaded as requested by the Standard Operating Procedure on Consultants and Individual Contractors (Mandatory documentation and required information) : Terms of reference of the assignment Technical evaluation report outlining the selection process, candidates considered and selected candidate Copy of the opening/call for expression of interest issued, when the services of a Consultant or IC are required for more than 6 months PHP of the selected candidate Email confirmation of the fee level from HR 28

Review Shopping Cart Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract If available at the time of creating the Shopping Cart, the Requisitioner may have also uploaded the following documents which are required by the HR Partner to complete the approval of the request for services: Copy of highest education degree/diploma obtained Employment certificate from, or copy of contract with, the last employer Copy of birth certificate Copy of national passport or national ID card Certificate of good health and proof of medical insurance If not uploaded to the Shopping Cart by the Requisitioner, the documentation and information may need to be obtained from the selected Consultant or IC. Based on the information contained in Shopping Cart, the HR Partner will make the decision for each request, for Consultant/IC services (line items), whether to reject that line item or create an HR contract. 29

Extract Index Number Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract In order to create a contract for a Consultant/IC, it is necessary that the selected Consultant/IC is created in Umoja as a Business Partner (BP). a The BP number assigned to a Consultant or an IC is a unique number corresponding to the Index Number assigned to the individual in the Allperson table b The HR Partner will use the information contained in the PHP and other specific documents to confirm whether an Index Number exists for the Consultant/IC or to issue a new Index Number when no Index Number matching the Consultant/IC personal identification exists To confirm if an Index Number exists, the HR Partner can use the Index Number Request application, which is accessible from MyHROnline. 30

Extract Index Number Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract The Logon essential to My information HR Online required with your for the account. Index Number From the Request menu application bar, select is as INDEX follows: NUMBER and First click and on family the submenu name as provided FIELD in MISSION a national NON passport STAFF or INDEX national NUMBER ID card REQUEST Date of birth as provided in a birth certificate Nationality as provided in a national passport or national ID card Gender as provided in a national passport or national ID card and birth certificate Please refer to the Quick Guide for Field Mission Non-Staff Index Number Requesters for instructions on how to access the Index Number Request application, how to conduct an Index Number search and how to submit a request for creating an Index Number. 31

Create a BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract In the event that an Index Number already exists for the Consultant/IC, the HR Partner will need to confirm whether a Business Partner (BP) record exists in Umoja for this Index Number. If no BP record exists, then a request to create a new BP must be submitted to the Master Data Maintainer. This request shall be sent via email to umoja-ibp@un.org, attaching the corresponding Umoja Data Maintenance Form - Business Partner form that can be found in the Umoja/Umoja Forms section in iseek (http://iseek.un.org/m245.asp?dept=2182&iid=1920) and the completed Funds Transfer Request Form (for non-payroll payments). 32

Create a BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract The Umoja Data Maintenance Form Business Partner form should be filled out electronically as some of the fields have drop-down values. In order to create a BP, the following information is required Index Number as provided in the previous step Contact information as provided in the Consultant/IC s PHP and validated by the HR Partner Banking information (if applicable) as specified in the Business Partner Creation form Payment condition as specified in the Business Partner Creation form After a record for a BP is created in Umoja by the Master Data Maintainer, the HR Partner will be able to create the contract in the system. 33

Create a BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract If a BP record exists, the HR Partner is required to validate that all conditions set forth by ST/AI/20013/XX are met. For previously hired Consultants/IC's, it is the responsibility of the HR Partner to verify the Consultants/IC's UN contract history to ensure that the maximum duration for contracts is not exceeded. While the request for Consultant/IC services and creation of contract is executed in the SRM Umoja portal, the verification of the existence of a BP record and the Consultants/IC's UN contract history is executed in Umoja ECC. 34

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract The steps to verify the Consultant/IC s BP record and UN contract history are as follows: 1 Login to the Umoja SAP Production ECC (P1E) system 35

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 2 Enter the T-code ME80FN in the Command field to navigate to the Display Vendor transaction 3 Click the Enter icon 3 2 36

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 4 Click the Dynamic Selection icon in the General Evaluations screen 5 Expand the Purchasing Document Header folder 4 5 37

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 6 Select Vendor from the tree menu 7 Click the Copy Selected icon Click the Matchcode icon in the Vendor field 8 7 8 6 38

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 9 Click a tab to search by various criteria, for example click the Vendor by Country/ Company Code tab 9 39

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract In the Vendors by Country/Company Code tab, enter the required details in the following fields to search for a particular name within the search results: 10 Country (if known) City (if known) Name (Consultant/IC Name/Surname*) Click the Find icon 11 Wildcard search When the exact search term is not known, the asterisk (*) symbol should be used before or after your search query to signify the search is not an exact search. This will return more results from which to select the correct Product ID. Example: Search for *Pierre* to view a list of all people with the name Pierre anywhere in their name (i.e. In their first, middle, or last name).. Searching for only x-ray would yield much fewer results. 10 11 40

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Highlight the suitable match 12 Click the Enter icon 13 11 12 41

Verify BP Record Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Click the Execute icon when the BP number for the Consultant/IC is populated 14 14 42

Verify BP Record: Purchasing Documents Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 1 Click the Vendor BP number to verify the Consultant/IC information in the Purchasing Documents screen 1 43

Verify BP Record: Purchasing Documents Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 2 Review the Address* in the first screen 3 Click the Next Screen icon to scroll to the Consultant/IC Purchasing data screen 4 Click the Back icon to return to the Purchasing document 3 4 * Inform the Master Data Maintainer if the information contained in the BP record need to be updated 2 44

Verify BP Record: Purchasing Documents Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 5 Verify the list of contracts that have been issued to the selected Consultant/IC In the Purchasing Documents screen 6 Verify the total length of continued Contracts to determine the possibility of issuing a new contract and it s maximum duration 7 Double-click the Purchasing Doc. Number if you need additional information on the contract. This will display the HR contract document in a new window 7 45

Verify BP Record: Sample HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Here is an example HR contract. Review the different tabs to view different types of information associated with the contract. 46

Verify BP Record: Review Service Entry Sheet Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract To review the Service Entry Sheet for the Consultant/IC Service (and attendance record attached to it), click the Purchase Order History tab and click the Material Document number. 47

Verify BP Contract Validity Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract The steps to verify a BP contract validity are as follows: 1 Enter the T-code ME2L in the Command field to navigate to the Purchasing Documents per Vendor transaction 2 Click the Enter icon 2 1 48

Verify BP Contract Validity Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 3 Enter an appropriate vendor number in the Vendor field 4 Enter ALV in the Scope of list field 5 Click the Execute icon 5 3 4 49

Verify BP Contract Validity Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract The Purchasing Documents per Vendor screen displays a list of all available contracts for a vendor. The BP contract validity can be verified from the vendor information. 50

Create HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Once verified, the BP profile and overall duration and validity of UN contracts issued to the selected Consultant/IC, the HP partner returns to Umoja SRM portal to create an HR contract. 51

Create HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract After the Shopping Cart has been reviewed, the HR Partner may reject individual line items if the conditions set forth by ST/AI/2013/XX are not met. The steps reject an individual line item are as follows: : Select the line item you wish to reject 1 2 Click the Reject Items button 1 2 52

Create HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Communication must be sent to the Requisitioner about rejected line items outside of Umoja. This is because there is no field in SRM that allows the HR Partner to indicate to the Requisitioner the reason for rejecting a request for Consultant/IC services. Requisitioners are able to view the items rejected by the HR Partner. However, no action can be taken. That is, the Requisitioner can no longer edit the Shopping Cart. Rejected items appear in SRM as cancelled items. New Shopping Carts must be created and approved if the service is still required. 53

Create HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Shopping Cart created by Requisitioners are often made by several line items. Each line item contain the request for the service of a selected Consultant/IC. The steps to create a new contract are as follows: Select the appropriate line item(s) to create a contract 1 In the case of Consultants engaged by Delivery, the first line item contains the Consultant total engagement duration while the other line items contained in the Shopping Cart represent a sub-deliverable or task specified in the TOR. Therefore, all line items within that Shopping Cart must be selected. 1 54

Create HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 2 Click the Next button 2 55

Create HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 3 Select the Purchase Order option from the Create Draft drop-down list 3 56

Create HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 4 Ensure that Transaction Type is set to ZHRS: Consult/Contractor 5 Click the Edit Selected Drafts button to enter additional details relating to the contract 5 4 57

Create HR Contract: Review Overview Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract The Edit Purchase Order tab opens in a new screen. 1 For the selected line item, verify and enter the details in the Overview tab 1 2 Click Smart Number is External and enter the name of the IC in the Smart Number field to facilitate research in the future. 2 3 In the Supplier field, enter the BP Number corresponding to the selected Consultant or IC 3 4 Ensure that the correct Purchasing Group is selected (for example, Mission HR Procurement Unit) 4 58

Create HR Contract: Review Header Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 1 Verify the pre-populated fields in the Header tab 2 Enter 105.16 (a) (ii) 1 in the Financial Rules field 1 2 59

Create HR Contract: Review Items Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Click the Items tab to review line items 1 2 Select the line item(s) to review and click the Details button. The Item details screen will then be displayed. 1 2 60

Create HR Contract: Review Items Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract In this screen, you can edit fields such as Price/Currency, Order Quantity, and Service and Delivery periods. All changes made during the creation of the contract shall be communicated to the Requisitioner outside of Umoja. 12 13 61

Create HR Contract: Review Notes and Attachments Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 1 Click the Notes and Attachments tab to display the documents that have been carried over from the Shopping Cart to review the documentation, as required 2 Click the Add Attachment button to upload additional document to the contract, if necessary 1 2 62

Create HR Contract: Review Notes and Attachments Tab Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract If required documents have not been uploaded to the Shopping Cart by the Requisitioner, the HR Partner may need to obtain the following documentation and information from the selected Consultant or IC and upload them to the contract: Copy of highest education degree/diploma obtained Employment certificate from, or copy of contract with, the last employer Copy of birth certificate Copy of national passport or national ID card Certificate of good health and proof of medical insurance At this point, the HR Partner should also request the Consultant/IC to complete and upload the Funds Transfer Request Form (for non-payroll payments) - Form F.249 (9-12) that can be found in the Form section of i-seek. 63

Create HR Contract: Check and Order HR Contract Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract 1 Click the Check button for a final verification of the data in the HR contract 2 Click the Save button to save the contract and complete later if the contract is not ready to be submitted 3 Click the Order button to submit the PO for approval This action generate an automated message that notify the Approver that a contract (PO) has been created and it is waiting for action. 3 1 2 64

Simulation Activities Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides. Users can access simulations in three different modes: Show me: Users view a video of an entire transaction being conducted Let s do it together: Users will be prompted to input data at key points during the transaction (recommended) Try it: Users can complete an entire transaction on their own, with no additional instructions provided 65

Activity 1 Transaction Name: Verify a BP Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.4595?originalContext=1.11.4580 66

Activity 2 Transaction Name: Create an HR Contract Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.4591?originalContext=1.11.4580 67

Learning Checkpoint 1 Which T-code is used to verify a BP record? Select the correct option. A. ME80FN B. FN79K C. RE78AA D. ME56KN 68

Learning Checkpoint 1 Which T-code is used to verify a BP record? Select the correct option. A. ME80FN B. FN79K C. RE78AA D. ME56KN Option A is the correct answer. The T-code used to verify a BP record is ME80FN. 69

Module 1 Summary The key points covered in this module are listed below: The HR Partner reviews the line items for Shopping Carts with contract request The HR Partner reviews and determines whether to approve or reject the line item The HR Partner creates a contract for approved line items and submits for approval 70

Agenda Course Introduction Module 1: Create HR Contract Module 2: Approve HR Contract Module 3: Accept or Edit HR Contract Module 4: Reports Course Summary Course Assessment Course Survey 71

Module 2 Objectives After completing this module, you will be able to: Identify the steps to approve an HR contract 72

Approve HR Contract This module covers the steps performed by the HR Contracts Approver to approve an HR contract. HR Partner Field Index Creator Master Data Maintainer HR Partner HR Partner Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Approver(Consultan t/ic Contract) Approver(Consultan t/ic Contract) HR Partner HR Partner Review Contract Approve/Reject Contract Accept/Edit Contract Print/Upload Contract 73

Review Contract Review Contract Approve/Reject Contract The Approver receive a automated message generated by system that notify that a contract (PO) has been created and it is waiting for action. The Approver then clicks the link to the Umoja SRM Portal contained in the message to login to Umoja SRM. The steps to review and approve the HR contract are as follows: 1 Login to Umoja SRM 74

Review Contract Review Contract Approve/Reject Contract 2 3 4 5 Click the Approvals tab Click Work Overview in the left pane HR Contracts (listed as PO s) with pending approval are displayed in the Tasks tab. Click the Refresh button to refresh the page Click the task name link to review a particular number The document will open in a new window or tab. 2 3 4 5 75

Review Contract Review Contract Approve/Reject Contract 6 Verify the details in the Header, Items and Notes and Attachment tabs 6 76

Approve/Reject Contract Review Contract Approve/Reject Contract 1 Click the Approve button to approve the contract (PO) A message is displayed indicating that the contract has been approved. The system will generate an automated message for the HR Partner to notify that the contract has been approved. To reject a contract, click the Reject button and communicate outside of Umoja the reason for rejection along with the actions to be taken. These rejections are visible in the Workflow of the HR Partner that created the initial contract. 1 77

Activity 3 Transaction Name: Approve an HR Contract Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.4587?originalContext=1.11.4580 78

Module 2 Summary The key points covered in this module are listed below: The HR Contracts Approver reviews the Contracts submitted for approval The HR Contracts Approver approves or rejects the contract 79

Agenda Course Introduction Module 1: Create HR Contract Module 2: Approve HR Contract Module 3: Accept or Edit HR Contract Module 4: Reports Course Summary Course Assessment Course Survey 80

Module 3 Objectives After completing this module, you will be able to: Explain the steps to accept or edit an HR contract Explain the steps to Print/Upload an HR contract Explain the overview of the Service Receipt process Explain the steps to close an HR contract 81

Accept or Edit HR Contract If the contract is approved, the HR Partner can print the PO and send it to the vendor. If rejected, the HR Partner can: Accept the rejection and delete the contract, or Edit the contract and resubmit it for approval HR Partner Field Index Creator Master Data Maintainer HR Partner HR Partner Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP Contract Validity Create HR Contract Approver(Consultan t/ic Contract) Approver(Consultan t/ic Contract) HR Partner HR Partner Review Contract Approve/Reject Contract Accept/Edit Contract Print/Upload Contract 82

Accept or Edit HR Contract If the contract was rejected by the Approver, follow-up action from the HR Partner may be necessary depending on the reasons for the rejection. The HR Partner may: Accept the Approver s decision of rejection, resulting in the deletion of the contract; or Edit a contract to make the required changes, corrections or edits and then resubmit (order) again for approval Below are the steps a HR Partner can perform after a contract is rejected: Accept Rejection Delete the Contract Contract Rejected HR Partner Edit Contract Order Contract 83

Accept or Edit HR Contract Accept/Edit Contract Print/Upload Contract Close a Contract The steps to accept or edit a contract in Umoja SRM are as follows: 1 2 Click Work Overview Select the pending contract to edit the contract. The Accept changes of Purchase Order screen displays 1 2 84

Accept or Edit HR Contract Accept/Edit Contract Print/Upload Contract Close a Contract At this point, the HR Partner can either: 3 4 Click the Accept button to accept the rejection and delete the contract Click the Edit button to edit the contract 4 3 85

Accept or Edit HR Contract Accept/Edit Contract Print/Upload Contract Close a Contract If the HR Partner wishes to edit the contract, two pop-ups will display on the screen letting the HR Partner know that the contract will have to go through the approval process again, once the changes are made. The HR Partner then performs the following steps: 5 6 Click the OK button on the first pop-up window Click the Continue button on the second pop-up window 6 5 86

Accept or Edit HR Contract Accept/Edit Contract Print/Upload Contract Close a Contract 7 Enter comments for the HR Contracts Approver in the Internal Notes field Note that this field can also be used as a note from the Approver, so it allows you to have a conversation with the Approver about the changes. 7 87

Accept or Edit HR Contract Accept/Edit Contract Print/Upload Contract Close a Contract 8 Click the Order button to resubmit the contract (PO) for approval 8 88

Print/Upload Contract Accept/Edit Contract Print/Upload Contract Close a Contract Now, approved contracts are ready to be printed and signed. To print a contract, the HR Partner can navigate back to the contract in the Display Document screen. 1 Click the Print Preview button to view the approved contract in PDF format. Ensure that the data on the form matches the content from the system and print the PDF document 1 89

Print/Upload Contract Accept/Edit Contract Print/Upload Contract Close a Contract Both the HR Approver and the Consultant/IC must sign the hard copy of the printed contract. At the time of the signature, the Consultant or IC shall also complete and sign the Designation, Change or Revocation of Beneficiary for NON-UN Staff Members form (Form P.2 A-E), which should be witnessed and signed by the HR Partner or Approver. The signed Contract and Designation, Change or Revocation of Beneficiary form are up-loaded in SAP by the HR Partner. The HR Partner navigate to the Note and Attachment tab and attach the document. This action will restart the approval process, which means that the Approve will be required to approve the contract once again 90

Close a Contract Accept/Edit Contract Print/Upload Contract Close a Contract The HR partner is required to close a contract for the following reasons: The Consultant/IC contract is terminated before the expiry date The funds committed for the Consultant/IC to compensate for the Consultant/IC services have not been fully utilized Closing a contract will cause the following consequence. The contract will be no longer utilizable and service cannot be received against a closed contract Residual committed Fund return to the Fund Center 91

Close a Contract Accept/Edit Contract Print/Upload Contract Close a Contract The steps to close a contract are as follows: 1 2 Navigate the Display Purchase Order screen Click the Edit button. The Accept changes of Purchase Order screen displays next 1 2 92

Close a Contract Accept/Edit Contract Print/Upload Contract Close a Contract If the contract termination differ form the contract closing date you need to reflect the actual contract termination. This is essential for the HR contract to calculate the exact duration of each contract. The steps to change the contract date are as follows: 1 2 Click the Item tab Click the Detail button 1 2 93

Close a Contract Accept/Edit Contract Print/Upload Contract Close a Contract 3 4 Change the contract closing data Click the Order button to restart the approval process 4 3 94

Close a Contract Accept/Edit Contract Print/Upload Contract Close a Contract 5 6 7 Navigate to the Display Purchase Order screen, once the contract return approved form the Certifying Officer Click the Complete button Click the OK button 5 6 7 95

Service Receipt Process Once the service has been rendered by the Consultant/IC in accordance with the payment conditions stipulated in the contract, the Requisitioner needs to create a Service Entry Sheet. This process records the performance of the services rendered. An SES must be approved before the payment for the Consultant/IC service can be processed and UN can pay for the service received. After the process is complete, an AP Approver will verify the acceptance of the SES through the self-billing report and will post the payment from the report. Requisitioner (Consultant/IC Services) Approver (Consultant/IC Services) Master Data Maintainer HR Partner Create Shopping Cart Approve/ Reject Shopping Cart Create/ Maintain BP Record Create HR Contract Approver (Consultant/IC Contract) Requisitioner (Consultant/IC Services) Approver (Consultant/IC Contract) AP Approver AP Approver Approve HR Contract Create a Service Entry Sheet Approve a Service Entry Sheet Review Payments Post Payments Note: This content is covered in the Umoja Service Receipt course and is performed by the Requisitioner in Umoja ECC. 96

Activity 4 Transaction Name: Accept or Edit an HR Contract Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.4583?originalContext=1.11.4580 97

Learning Checkpoint 1 If the HR Partner clicks the Accept button on the Accept Changes to Purchase Order screen, then which of the following changes can be made to the contract? Select the correct option. A. No changes can be made B. Value of the contract can be changed C. Term of the contract can be changed D. Attachments can be added to the contract 98

Module 3 Summary The key points covered in this module are listed below: The HR Partner can accept or edit the rejected contract The HR Partner can resubmit the rejected contract for approval after editing 100

Agenda Course Introduction Module 1: Create HR Contract Module 2: Approve HR Contract Module 3: Accept or Edit HR Contract Module 4: Reports Course Summary Course Assessment Course Survey 101

Module 4 Objectives After completing this module, you will be able to: Explain the reports available in the Managing Services of Consultants and Individual Contractors process 102

Reports There are a number of reports available in Umoja ECC and SRM that can be used by the HR partner and the Approver of HR contract in the Managing Services of Consultants and IC process. Let us now see how to generate reports for Consultants and IC's in Umoja ECC. 103

Generate Report The following report in ECC is available both to the HR partner and the Approver of HR contract. The steps to access the ECC reports available in Umoja are as follows: 1 2 Enter the T-code ME2L in the Command field Click the Enter icon 2 1 104

Generate Report 3 4 5 6 Click the Get a Variant icon Select the relevant IC/Consultant report Click the Enter icon Click the Execute icon 6 3 4 5 105

Generate Report 7 Review the information and click the Account Assignment icon 7 106

Generate Report 8 9 10 11 Review the Fund Centre information Click the Spreadsheet icon to download the file in excel format Select the Select from all Available Format radio button Click the Enter icon 9 8 10 11 107

Save Report 12 Choose the target location and click the Save button 12 108

Shopping Cart Details Report The following report in SRM is only available to the HR Partner. The steps to access the SRM reports available in Umoja are as follows: 1 2 Click Procurement in the Umoja SRM Home page Click the Reports tab 1 2 109

Shopping Cart Details Report 3 Click the Shopping Cart Details link to view the BW Independent Reports 3 110

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: 8011170 = Individual Contractors) Click the Apply button 4 5 111

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 1 2 112

Shopping Cart Details Report 3 4 5 6 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 4 3 5 113

Learning Checkpoint 1 Which T-code is used to generate a report on Consultant/IC contract number and BP number? Select the correct option. A. ME2L B. ME0P C. TK0L D. SV0L 114

Learning Checkpoint 1 Which T-code is used to generate a report on Consultant/IC contract number and BP number? Select the correct option. A. ME2L B. ME0P C. TK0L D. SV0L Option A is the correct answer. The T-code ME2L is used to generate a report on the Consultant/IC contract number and BP number. 115

Module 4 Summary The key points covered in this module are listed below: Some reports in ECC are available both to the HR Partner and the Approver of HR contract Shopping Cart Details Report is available only to the HR Partner The T-code used to generate a report is ME2L The reports can be exported to Microsoft Excel 116

Agenda Course Introduction Module 1: Create HR Contract Module 2: Approve HR Contract Module 3: Accept or Edit HR Contract Module 4: Reports Course Summary Course Assessment Course Survey 117

Course Summary The key points covered in this course are listed below: There are three key roles involved in the Managing Services of Consultants and Individual Contractors process, each with their own unique responsibilities: Requisitioner (Consultant/IC Services), Approver (Consultant IC Services), and HR Partner There are five steps involved in created an HR contract: Find and Review Shopping Cart Extract Index Number Create a BP Record Verify BP Record and BP contract Validity Create HR contract After an HR contract has been created it needs to be approved. It can also be edited and closed after it has been created 118

Agenda Course Introduction Module 1: Create HR Contract Module 2: Approve HR Contract Module 3: Accept or Edit HR Contract Module 4: Reports Course Summary Course Assessment Course Survey 119

Course Assessment Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment. To receive credit for completing this course, you must pass this assessment with a minimum score of 90%. To complete the assessment you must return to the Learning Management System: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click Start link of the course assessment 5. Click Submit button once you have completed the assessment 120

Agenda Course Introduction Module 1: Create HR Contract Module 2: Approve HR Contract Module 3: Accept or Edit HR Contract Module 4: Reports Course Summary Course Assessment Course Survey 121

Course Survey Your feedback is important to the continuous improvement of our training program. Please complete the evaluation for this course using the following steps: 1. Log into Inspira 2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning 3. Search for the name of the course under the My Learning Activities section 4. Click Start link of the course survey 5. Click Submit button once you have completed the course survey 122

Congratulations! You have successfully completed the Umoja Managing Services of Consultants and Individual Contractors course. 123