PDF Version of the Memo - un

United Nations Human Settlements Programme
P.O. Box 30030, Nairobi 00100, KENYA
Tel: +254-20 7625555
OED@unhabitat.org
MEMORANDUM
To:
All UN-Habitat Staff
Reference: UNH-OED-M-150323-01
From:
Dr. Joan Clos,
Under-Secretary-General and
Executive Director
Date:
Subject:
Umoja: preparation for ramp down, cutover and blackout
23 March 2015
As we draw closer to Umoja “go live” we must “ramp down” our business activities in IMIS and
other systems. This phase starts 6 to 8 weeks prior to the move into Umoja (or “cutover”); a
period that coincides with a total systems “blackout”. For UNON, UNEP and UN-Habitat the
ramp down phase has started. The main goals of the ramp down phase are ensure that activities
on the critical path to cutover are completed in advance of system freeze dates and to plan ahead
for operational requirements that will occur during the blackout period.
Critical dates in the ramp down phase are determined by calculating backwards from the freeze
date for master data and the freeze date for transactional data in order to ensure that all business
readiness activities are completed in beforehand. A detailed plan is being developed that includes
all major functional areas, including;
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Funds Management (e.g. ensuring that allotment balances per org/ programme are
positive at a budget class level).
Grants Management (e.g. following up on donor contributions to minimize negative cash
balances; closing all dormant/inactive funds/projects in IMIS).
Procurement (e.g. confirming that all vendors are registered in UNGM; planning ahead
for procurement requirements that might occur during the blackout period; creating
requisitions and converting them to Purchase Orders in advance of blackout).
Logistics Execution (reviewing and confirming the mapping of legacy inventory
descriptions to the Umoja material master; completion of goods receipt against all open
legacy Purchase Orders in the legacy inventory system).
Human Resources (e.g. planning recruitment/arrival of inbound staff to minimize check
in/on-boarding activities during the blackout period; ensuring that staff members with a
valid appointments have contracts that are extended beyond the go live date).
Travel (e.g. reviewing operational schedules such as conferences/ large travel events and
planning ahead to minimize travel and claims requirements during the blackout period).
Payroll (e.g. executing early processing of the May payroll in IMIS and assessing need to
process an advance of June payroll at that point).
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Finance (e.g. reviewing and expensing (or writing-off) long outstanding receivables;
reviewing and minimizing outstanding obligations; reconciling bank accounts with the
bank statements on a daily basis).
Treasury (e.g. consolidating / closing those bank accounts not scheduled for transfer to
Umoja; converting accounts to 'contributions only' where they will not be used for
payments and preparing those to be reconfigures as Secretariat-wide “house banks”).
Blackout Period: The blackout period is scheduled for the last 1-2 weeks of the cutover period.
For UNON, UNEP and UN-Habitat this will start from 15 May 2015. This is the timeframe
during which legacy systems are no longer available, and the Umoja system has not yet gone
live. This is necessary in order to facilitate the migration of data into the production environment
of Umoja. Manual Blackout Forms will be made available on iSeek to assist with tracking
transactions that occur during the blackout period so that they can be entered into Umoja once
the system is made available after go-live. However there will be very tight management control
of any transactions during the blackout period, and authorization will be required from senior
management of the requesting entity (UNON, UNEP or UN-Habitat) to approve any transaction
during the blackout period.
All HR related transaction should continue as normal until the Umoja blackout period. As
existing systems are unavailable during the blackout period, it will be necessary to take
proactive action on certain activities before this is initiated. Certain activities will need to
be temporarily suspended during this time.
Contract renewals/extension of staff members, as well as non-staff personnel whose
appointment/contract expires during the blackout period and any changes in organizational
and position management must be completed before the blackout period.
During the blackout it will not be possible to onboard new staff members or non-staff
personnel, or to make temporary/permanent movements of staff members.
A detail ramp down plan is being prepared for UNON, UNEP and UN-Habitat and will be
circulated shortly. However, for planning purposes please find below a table that highlights
the key critical dates that all staff need to be aware of across the areas of Finance, Travel
and Logistics. In relation to HR, we anticipate that transactions will continue as normal up
until the blackout and ramp up shortly thereafter. In this regard, staff are also asked to be
guided by the attached HR transactions factsheet. Further information in respect of Umoja
will be issued in due course by the UNEP, UN-Habitat and UNON Nairobi Deployment
Group.
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Fact Sheets & Key Dates:
Following fact sheets and key dates are valid as of 23 March 2015, but the Umoja Nairobi
Deployment Group will regularly issue subsequent details and updates.
1. Finance
No. Finance
Cut Off Date
1
Period March 2015 - IMIS closed for transactions in March (Period April will be opened for
processing)
26/03/2015
2
Submission of signed IPSAS Financial statements to BOA
31/03/2015
3
Last day for OAH with bank accounts closing to requests for replenishment.
01/04/2015
4
Last day to change or create new third parties and their releated banking details in IMIS
12/04/2015
5
Closure of projects - UNEP to submit closing revisions to BFMS
15/04/2015
6
Deadline for Contributions recording (creation of RCPLs)
23/04/2015
7
Deadline for submitting obligations in 2015. No new obligations can be raised after this date. 23/04/2015
8
Last day to submit payment requests to UNON for disbursement in May 2015
24/04/2015
9
Final date for closing obligations
25/04/2015
10
Last day to disburse funds from field office bank accounts that are closing
30/04/2015
11
Last day to process write off in IMIS
30/04/2015
12
Last day to change bank details for personnel Business Partners in IMIS
03/05/2015
13
Petty Cash - Last day to request for replenishment for May an June
05/05/2015
14
Last day to disburse funds from field office bank accounts that are converting to become UN
Housebank
10/05/2015
15
Actual payroll batch run for May salary
10/05/2015
16
17
UNEP and Habitat to complete settlement of bills from UNON
Closure of IMIS for black out period
10/05/2015
15/05/2015
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2. Travel
No. Travel
1
2
3
4
5
6
7
8
9
10
11
12
Review operational schedules such as conferences and large travel events taking place in
May and June and work with travel unit to minmise travel during the blackout period. Final
meetings list to be submitted to TSVU.
Deadline to submit Travel Requests for ticket option entitlement travel occuring prior to 1
July 2015 (home leave, education grant travel etc)
Deadline to submit Travel Requests for travel of meeting participants prior to 15 June 2015
Deadline to submit travel claims for all individual travel completed before 3 May 2015
Deadline for reconciliation of DSA advances for meeting participants, for meetings
completed through 30 April 2015
Deadline for submission of credit notes for all transactions prior to 30 April 2015 for travel
and shipment contractors
Deadline for submission of authorized unaccompanied shipment approved from April 2014 May 2015
Deadline to submit Travel Requests for UNON travel agency issued tickets for official travel
(staff members and consultants) prior to 8 June 2015
Maximize data cleansing and processing of all aged outstanding travel requests; close aged
travel advances, pending ticket & shipment invoices including finalization of outstanding
travel claims
Deadline to submit Travel Requests for recruitment related travel occuring prior to 8 June
2015
Deadline to submit Travel Requests for lump sum entitlement travel occuring prior to 1 July
2015 (home leave, education grant travel etc)
Deadline to submit Travel Requests only for DSA and Travel Advance for official travel (staff
members and consultants) prior to 8 June 2015
Cut Off Date
24/04/2015
24/04/2015
01/05/2015
04/05/2015
04/05/2015
04/05/2015
04/05/2015
06/05/2015
08/05/2015
08/05/2015
08/05/2015
08/05/2015
3. Logistics
No. Logistics
1
2
3
4
5
Complete the goods receipt of all open legacy POs in legacy inventory system
Ensure barcode printers are properly configured and ready for use
Complete disposal/write-off process of any obsolete or otherwise not required items.
Complete all goods issues/transfers in legacy systems that can be pre-planned/arranged to
satisfy local client requirements during the period of cut-over.
Institute an "Operational Freeze" of all inventory transactions in legacy systems until after
Umoja go live. All unplanned/emergency goods receipts and/or goods issue transactions
should be recorded on black out forms to be processed upon Umoja go-live
Cut Off Date
01/05/2015
01/05/2015
01/05/2015
07/05/2015
15/05/2015
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4. HR transactions factsheet
No. HR Transaction
1
Annual Leave
Nairobi-based Clients
Out-posted Clients*
Important Information**
Staff member applies through the Umoja Employee Self- Staff member applies through the Umoja Employee Self- Staff and Managers are instructed to ensure leave
Service Portal; and Manager approves from within the
Service Portal; and Manager approves from within the
records are updated in a timely fashion so that reliable
Manager Self-Service Portal.
Manager Self-Service Portal.
time and attendance details are loaded into Umoja.
Staff member's request must be approved prior to
commencement of annual leave.
2
After-Service Health Insurance (ASHI) Eligible staff members must apply through the Umoja
After-Service Life Insurance (ASLI)
Employee Self-Service Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
3
Assignment Grant
4
Beneficiary
5
Contract Renewal
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Designating or changing a beneficiary can be done
through the Umoja Employee Self-Service Portal.
Managers must submit decisions on contract renewal
through the Umoja Manager's Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Designating or changing a beneficiary can be done
through the Umoja Employee Self-Service Portal.
Managers must submit decisions on contract renewal
through the Umoja Manager's Portal.
6
Danger Pay
not applicable
Designated Time Senior Administrators must update in
Umoja 'no Danger Pay' absence type only.
7
Education Grant
8
Family Status - Dependency &
Benefits
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
9
Family Visit
Eligible staff members must apply through the Umoja
Employee Self-Service Portal at least six weeks prior to
planned departure.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal at least six weeks prior to
planned departure.
10 Home Leave
Eligible staff members must apply through the Umoja
Employee Self-Service Portal at least six weeks prior to
planned departure.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal at least six weeks prior to
planned departure.
11 HR and Entitlement Travel
Staff member logs into Employee Self-Service Portal to
access the Travel Module.
12 Insurance (Medical & Life)
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal at least six weeks prior to
planned departure.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
13 Maintain Family Status
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
14 Maternity Leave
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
15 Medical Evacuation
Eligible staff members must apply directly with the Joint Eligible staff members must apply directly with the Joint
Medical Service.
Medical Service.
16 Monthly Residential Security
Allowance
Eligible staff members must continue to apply through
the Lotus Notes tool accessible via the UNON workflow
portal.
17 Overtime, CTO and ND
Eligible staff members must submit their on-line
applications within the window of 30 days prior to and
after their date of separation.
Managers are advised to submit decisions at least six
months prior to the staff member's expiration of
appointment.
Umoja automatically checks if duty station is eligible for
Danger Pay and calculates entitlement upon staff
member's assignment.
Staff members must continue to submit requests for
Staff members must submit requests for settlement of Staff members serving outside Nairobi will be notified
settlement of education grant claims and advances using education grant claims and advances using the Lotus
when it becomes technically feasible to apply for
the Lotus Notes workflow application available on the
Notes workflow application soon to be available. In the education grant through the Umoja Employee SelfUNON Portal.
meantime, they may be submitted to your HR Partner as Service Portal (tentatively scheduled for 2016).
an email attachment.
Family visit provides staff members who do not have
any family members living with them at their duty
station for a period of time (taken as annual leave) to
reconnect with their family members.
New administrative instruction on home leave soon to
be published introducing a point system!!
Approved by the respective UNDP offices at the duty
station. Staff members submit the approval and
inspection documents to the HR Partner via email for
processing in Umoja.
Staff member applies through the Umoja Employee Self- Staff member applies through the Umoja Employee SelfService Portal; and Manager approves from within the
Service Portal; and Manager approves from within the
Manager Self-Service Portal.
Manager Self-Service Portal.
18 Paternity Leave
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
19 Positive Time Recording
(applicable to DCS staff members
holding when-actually-employed
contracts)
20 Rental Subsidy
Attendance will be updated by DCS Time Administrators. not applicable
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
21 Repatriation Grant
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
22 Representation Allowance
No application or personnel action needed. System
determines eligibility and calculates payment.
No application or personnel action needed. System
determines eligibility and calculates payment.
23 Rest and Recuperation
not applicable
24 Salary Advance
Staff member submits memorandum to HRMS.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Staff member submits memorandum to HRMS.
25 Safe Driver Bonus
Your HR Partner will activate the safe driver bonus
through the Umoja system. You will not be required to
take any action to receive this bonus.
Your HR Partner will activate the safe driver bonus
through the Umoja system. You will not be required to
take any action to receive this bonus.
27 Shipping Requests
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
28 Special Leave
Staff member applies through the Umoja Employee Self- Staff member applies through the Umoja Employee SelfService Portal; and Manager approves from within the
Service Portal; and Manager approves from within the
Manager's Self-Service Portal.
Manager's Self-Service Portal.
29 Work and Life Events
Staff member updates Work & Life Events information Staff member updates Work & Life Events information Work and life events facilitate staff reporting on the
through the Employee Self Service (ESS) portal in Umoja. through the Employee Self Service (ESS) portal in Umoja. status and changes to their work and personal
circumstances that may affect eligibility for benefits and
entitlements.
26 Sick Leave
Eligible staff members must apply through the Umoja
Employee Self-Service Portal.
Payable to locally recruited General Service staff
members serving in the UN Secretariat at locations
away from headquarters, who are appointed as drivers
of UN vehicles and do not cause any car accidents or
receive any moving violations.
Staff member applies through the Umoja Employee Self- Staff member applies through the Umoja Employee Self- Approval of first 20 days of sick leave each cycle in line
Service Portal; and Manager approves up to first 20 days Service Portal; and Manager approves first 20 days from with ST/AI/2005-3 (paragraph 2.2 refers).
from within the Manager Self-Service Portal.
within the Manager Self-Service Portal.
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* Out-posted offices that do NOT have Umoja connectivity should submit their request as
email attachments to their HRO & HR Partner to process on their behalf.
** HR Fact Sheets providing more detailed guidelines are available at the following
website: https://www.unumoja.net/display/public/HR+Factsheets