User Guide Requesting Services of Consultants and Individual Contractors (CIC) User Guide Table of Contents Table of Contents Module 1: Requesting Services of Consultants and Individual Contractors Overview ............................................................................... 4 Scope ..................................................................................................................................... 4 Policy and Practice ................................................................................................................. 4 End-to-End High Level Process .............................................................................................13 Enterprise Roles & Responsibilities .......................................................................................13 Module 2: Related Umoja Courses ........................................................ 14 Course Prerequisites .............................................................................................................14 Module 3: CIC Requisitioning/Purchase Order Process Overview ..... 15 General Concepts .................................................................................................................15 Changes brought by Umoja ...................................................................................................15 Roles and Responsibilities.....................................................................................................15 Standard Global Process .......................................................................................................16 Use of Master Data................................................................................................................18 Business Partner (BP) ...........................................................................................................18 Material and Service Masters ................................................................................................21 Finance Master Record .........................................................................................................22 Budget Availability and Consumption ....................................................................................23 Module 4: Service of Consultant and Individual Contract Overview... 25 Module Introduction ...............................................................................................................25 STANDARD GLOBAL PROCESS .........................................................................................25 Prerequisites: Review and Approval of Consultant/Individual Contractor Selection [Off-line] .26 Module 5: Creating Service Requests ................................................... 28 Module Introduction ...............................................................................................................28 Verify CIC Record: MK03 ......................................................................................................28 Create Shopping Cart (Method 1 – Internal Goods/Services) ................................................34 Create a Shopping Cart: Complete Shopping Cart Tabs – Account Assignment Tab, Order or WBS Element ........................................................................................................................53 Create a Shopping Cart: Complete Shopping Cart Tabs – Notes and Attachments Tab ........55 Create a Shopping Cart: Complete Shopping Cart Tabs – Delivery Address/Performance Location Tab..........................................................................................................................59 UN Athens Training User Guide: Requesting Services of Consultants and Independent Contractors Page 1 Requesting Services of Consultants and Contractors User Guide User Guide Create a Shopping Cart: Complete Shopping Cart Tabs – Sources of Supply/Service Agents Tab ........................................................................................................................................61 Create a Shopping Cart: Complete Shopping Cart Tabs – Approval Process Overview Tab .63 Create a Shopping Cart: Complete Shopping Cart Tabs – Enter Additional Line Items .........64 Create a Shopping Cart: Enter an Ad-Hoc Approver..............................................................65 Create a Shopping Cart: Check and Order ............................................................................69 Create Shopping Cart (Method 2) Copy from Old Shopping Cart and Templates ..................72 Create a Shopping Cart: Old Shopping Carts and Templates – Create a Template ...............75 Create Shopping Cart (Method 3) Create a Shopping Cart for Consultant by Delivery ..........76 Module 6: Editing/Deleting Cart and Team Cart ................................... 78 Module Introduction ...............................................................................................................78 Amending a Shopping Cart....................................................................................................78 Deleting a Shopping Cart.......................................................................................................82 Take Over and Edit a Team Member’s Cart ..........................................................................83 Module 7: Approving/Rejecting Shopping Cart .................................... 89 Module Introduction ...............................................................................................................89 Review and Approve or Reject Line Items .............................................................................89 Module 8: Accepting/Editing Shopping Cart ........................................ 99 Module Introduction ...............................................................................................................99 Accept/Edit a Shopping Cart..................................................................................................99 Administration of Shopping Carts: Monitoring Budget and Shopping Cart/Purchase Order Budget Consumption ...........................................................................................................104 Module 9: Service Entry Sheets Process ............................................ 106 Module Introduction .............................................................................................................106 Multiple Service Entry Sheets Process – Create and Submit Multiple SES ..........................107 Multiple Service Entry Sheets Process - Send a Message to the Approver .........................119 Multiple Service Entry Sheets Process – Display a Note from the Approver ........................121 Multiple Service Entry Sheets Process – Create a Variant...................................................123 Multiple Service Entry Sheets Process – Change Report Layout .........................................128 Step-by-step Procedures .....................................................................................................128 Module 10: Generating SRM Reports .................................................. 133 Module Introduction .............................................................................................................133 Access Shopping Cart Details Report ..................................................................................133 Export the Generated Report ...............................................................................................135 Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 2 Requesting Services of Consultants and Contractors User Guide Appendix and Reference Information ................................................. 138 Key Transactions .................................................................................................................138 Key Terminology .................................................................................................................139 User Manual Requesting Services of Consultants and Contractors User Guide User Guide Module 1: Requesting Services of Consultants and Individual Contractors Overview Consultants and individual contractors are engaged by the Organization to provide advisory or consultative services or to provide expertise, skills or knowledge for the performance of a specific task. These engagements are governed by a temporary nonstaff contract established between the individual and the Organization to complete a certain task or project based on their special skills or knowledge Scope This document covers policies and practices a Requisitioner must know in order to request services for Consultants and Individual Contractors in Umoja. It also outlines the prerequisite documents/actions required and provides step-by-step guidance and procedures. Policy and Practice The rules, regulations, and standard operating procedures (SOP) governing consultants and individual contractors have developed over time. Much of this guidance has been redacted in official documents easily accessible within the UN intranet. Consultants and individual contractors – ST/AI/2013/4 Note: The complete Administrative Instruction is not included below. Specifically, the sections related to legal status and standards of conduct, taxes, medical and life insurance, and training, have been omitted. Should you require information on these topics as it pertains to consultants and individual contractors, then please reference the aforementioned ST/AI through iSeek or the Official Document System of the United Nations. Additionally, guidance on the calculation of remuneration for consultants and individual contractors can be found in Annex III of the aforementioned Administrative Instructions. Section 2: Definitions The following definitions apply for the purpose of the present instruction: (a) A consultant is an individual who is a recognized authority or specialist in a specific field, engaged by the United Nations under a temporary contract in an advisory or consultative capacity to the Secretariat. A consultant must have special skills or knowledge not normally possessed by the regular staff of the Organization and for which there is no continuing need in the Secretariat. The functions of a consultant are results-oriented and normally involve analysing problems, facilitating seminars or training courses, preparing documents for conferences and meetings or writing reports on the matters within their area of expertise on which their advice or assistance is sought; Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 4 Requesting Services of Consultants and Contractors User Guide (b) An individual contractor is an individual engaged by the Organization from time to time under a temporary contract to provide expertise, skills or knowledge for the performance of a specific task or piece of work, which would be short-term by nature, against the payment of an allinclusive fee. The work assignment may involve full-time or part-time functions similar to those of staff members, such as the provision of translation, editing, language training, public information, secretarial or clerical and part-time maintenance services or other functions that could be performed by staff. An individual contractor need not work on United Nations premises. Section 3: Conditions for contracting Terms of reference 3.1 Heads of departments, offices and missions are responsible for ensuring that detailed terms of reference describing the work to be performed are prepared well in advance of the engagement of the consultant or individual contractor and submitted in a timely manner to the executive or administrative office for processing. 3.2 The terms of reference are mandatory and shall form part of the individual contract. The terms of reference shall include the outputs to be delivered and the functions to be performed. The outputs and functions shall be specific, measurable, attainable, results-based and timebound and include: (a) Tangible and measurable outputs, objectives and targets of the work assignment, as well as specific activities to achieve the required outputs and targets; (b) Specific delivery dates and details as to how the work must be delivered (e.g. electronic submission, hard copy). The dates and details shall be subdivided into “milestones” where appropriate; (c) Indicators for the evaluation of outputs (including timeliness, achievement of goals and quality of work); (d) Name and title of the supervisor(s). 3.3 Consultants and individual contractors may be engaged only when the following conditions are met: (a) The assignment is of a temporary nature and the outputs are measurable and the tasks capable of being performed and completed within a limited and specified period of time (see sects. 5.7 to 5.9); (b) The need for the required services cannot be met from within the current staff resources of the Secretariat owing to a lack of specialized knowledge and/or expertise or capacity; (c) The services performed clearly relate to programmed or mandated activities in the work programme of the department or office concerned and/or special legislative or programming decisions; (d) Where an individual contractor is temporarily engaged to perform duties and functions similar to those of a staff member, a clear strategy is in place for a long-term regular staffing solution. 3.4 Consultants and individual contractors may not be engaged: (a) As a means of applying a probationary period to candidates prior to offering them a staff appointment; (b) Where any representative, certifying, approving authority and/or supervisory responsibility would be required. User Manual Requesting Services of Consultants and Contractors User Guide User Guide 3.5 Consultants shall not perform the functions of regular and continuing staff members. Consultants and individual contractors shall not be involved in decisions affecting the status, rights and entitlements of staff members. 3.6 The services to be provided by consultants or individual contractors should not duplicate work or activities already done, being done or about to be done by other individuals, departments or offices of the Secretariat. Contracting of former and retired staff members 3.7 A former or retired staff member may be engaged on an individual contract subject to the following provisions: (a) A minimum of a one-month break is applied between separation or retirement of the former or retired staff member and reengagement on an individual contract, unless the separation was on mutually agreed terms, in which case the former staff member may be reengaged on an individual contract only after a period of 36 months from the date of separation from service; (b) The former or retired staff member is not reengaged to perform the functions of the same post from which he or she separated or retired or contracted to encumber the position from which he or she separated or retired; (c) The former staff member did not separate from the United Nations or another organization of the United Nations common system for any of the following reasons: abandonment of post, misconduct, dismissal, non-renewal or termination of appointment for unsatisfactory service, and/or resignation in lieu of disciplinary action; (d) There are no other qualified and readily available candidates to perform the required functions, and the engagement of the former or retired staff member with the Secretariat will not adversely affect the career development opportunities of existing staff members. 3.8 The reengagement of a former or retired staff member is subject to clearance by the Office of Human Resources Management. 3.9 The fees payable to a former staff member shall not be based on the level of remuneration that he or she held before separation, but rather on the nature and complexity of the assignment performed, subject to the limitations specified in section 3.10 below. 3.10 The contracting of a retired staff member, who is in receipt of a benefit from the United Nations Joint Staff Pension Fund, is subject to the following restrictions: (a) He or she may not be hired for more than six months per calendar year; (b) He or she may not receive more than $22,0001 per calendar year in emoluments from the United Nations common system (calculated as the gross amount of the fee, but not including travel and daily subsistence allowance payments);2 (c) He or she may not be contracted at a higher equivalent level than that at which he or she separated from the organization concerned. Contracting of family members and spouses 3.11 Individual contracts shall not be issued to a person whose father, mother, son, daughter, sister or brother works for the Secretariat as a staff member or in a non-staff capacity. 3.12 Spouses of staff members may be contracted simultaneously on individual contracts provided that: Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 6 Requesting Services of Consultants and Contractors User Guide (a) They are fully qualified for the assignment and were selected in accordance with the competitive selection process requirements as stipulated in the present instruction; (b) They are not superior or subordinate in the line of authority to their spouse, or where a conflict of interest could be perceived because of the nature of the work; (c) They are not participating in any review or decision-making process that affects the status or entitlements of their spouse, or vice versa. 3.13 Spouses of heads of departments, offices and missions may not be engaged as consultants or individual contractors in the same department, office or mission. Contracting of staff members on special leave 3.14 Staff members on special leave without pay remain staff members and, therefore, may not be engaged on individual contracts at their original or any other duty station or department, office or mission. Restrictions on reemployment as a staff member 3.15 In accordance with section III.B, paragraph 26, of General Assembly resolution 51/226, the offices responsible for the processing of the individual contracts are required to inform the consultants and individual contractors that they are not eligible to apply for or be appointed to any position in the Professional and higher categories and for positions at the FS-6 and FS-7 levels in the Field Service category within six months of the end of their current or most recent service. For such positions, at least six months need to have elapsed between the end of an individual contract and the time of application and consideration for an appointment as a staff member under the Staff Rules and Regulations of the United Nations. Section 4: Selection process 4.1 Rosters of consultants and individual contractors should be utilized where available, as they provide easy access to a screened pool of individuals with a relevant track record. Candidates maintained on any roster should be screened for qualifications, references and prior work experience. Owing to the particular needs of the various offices of the Secretariat, every department, office and mission is required to develop its own roster of consultants and individual contractors based on its requirements. Executive, administrative or human resources offices shall start developing these rosters through the appropriate openings in the electronic platform provided for this purpose by the Office of Human Resources Management and shall keep them centrally in the department, office or mission, including for monitoring and audit purposes. 4.2 When the services of a consultant or individual contractor are needed for more than six months, an opening shall be posted in the electronic platform provided for this purpose for a minimum of seven working days by the department, office or mission. 4.3 In the process of selecting a consultant or individual contractor, heads of departments, offices and missions are responsible for instituting competitive selection procedures. The competitive selection procedure can take several forms, including the evaluation of individuals identified from a roster of qualified individuals maintained by the executive, administrative or human resources offices, through the issuance of a consultancy or individual contractor opening in the electronic platform provided for this purpose, through the department, office or mission website or through any other appropriate means. For each assignment, every effort shall be made to shortlist for consideration a minimum of three candidates from the widest possible User Manual Requesting Services of Consultants and Contractors User Guide User Guide geographical basis. Travel costs may be considered but may not distort the geographical balance in the awarding of contracts. 4.4 In order to ensure that all required information on candidates is on file, all consultants and individual contractors, including former staff members and retirees, are required to complete an application form as stipulated by the Secretariat, regardless of whether they have submitted curriculum vitae for consideration. 4.5 In the final selection, careful scrutiny of the terms of reference, the competitive cost and the quality of work, as well as the qualifications, competencies, expertise and experience of all suitable candidates and any potential conflict of interest, should be taken into account. The final selection shall be based on pre-established evaluation criteria. 4.6 A technical evaluation report must be attached to the contract on file, showing the applicants reviewed and the basis on which the successful candidate was selected (see annex V). Exceptions to the competitive selection process requirement 4.7 On an exceptional basis, the head of department, office or mission may engage a consultant or individual contractor even though he or she was the only candidate considered, provided a reasoned and documented justification for such exception is recorded prior to the selection. Verification of credentials, qualifications and experience 4.8 Prior to the issuance of a contract, the processing department, office or mission shall verify the academic and professional credentials of the candidate recommended for selection by conducting appropriate reference checks. For that purpose, the requesting official shall submit contract proposals sufficiently in advance of starting dates to allow for the completion of the verification requirements. Certification of good health 4.9 Before commencing work, a consultant or individual contractor shall submit a statement of good health and take full responsibility for the accuracy of that statement, including confirmation that he or she has been informed of the inoculations required for the country or countries to which travel is authorized. Consultants and individual contractors shall assume all costs that may occur in relation to the statement of good health. No certificate of good health is required when the consultant or individual contractor works solely from home for less than 30 days. 4.10 Consultants and individual contractors who are required to travel beyond commuting distance to any duty station(s) with a hardship classification other than H and A shall also certify that their medical or health insurance covers medical evacuations and treatment. Section 5: Contractual terms and conditions Contract documents 5.1 Consultants and individual contractors shall be engaged under individual contracts entered into by the Organization directly with the individual concerned. 5.2 The General Conditions of Contracts for the Services of Consultants and Individual Contractors (annex I) apply to all consultants and individual contractors, independent of the value of their contract. The General Conditions may not be changed or modified. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 8 Requesting Services of Consultants and Contractors User Guide 5.3 Consultants and individual contractors shall not commence work or travel until the relevant individual contract has been duly approved, signed by both parties and returned to the responsible department, office or mission, together with the required documents and certifications as stipulated in annex II to the present instruction. Duration of contract 5.7 The duration of the contract shall be directly linked to the terms of reference as set out in the consultant’s or individual contractor’s contract. 5.8 In order to limit the repeated use of the same consultant, either to perform different tasks within the workplan or a series of tasks within the same project, no consultant shall provide services for more than 24 months in a 36-month period, whether continuous or not, and irrespective of the cumulative months of actual work. 5.9 The services of an individual contractor shall be limited to 6 or, in special circumstances, 9 work-months in any period of 12 consecutive months, irrespective of the cumulative months of actual work, save for individual contractors engaged to perform language functions on a unitcost basis. Work permits and related authorizations 5.10 For internationally recruited consultants or individual contractors, who are required by the nature of their assignment to work in a country other than their own country of permanent residence, the Organization, at its own expense, will assist the consultant or individual contractor in obtaining the necessary visas and/or work permits. 5.11 Locally recruited consultants or individual contractors, if serving in a duty station outside their country of nationality, are responsible for all necessary visas and work permits required by local authorities before commencing their assignment with the Organization. Remuneration 5.12 As a general principle, the fees payable to a consultant or individual contractor shall be the minimum amount necessary to obtain the services required by the Organization. 5.13 If deemed necessary, the department, office or mission may indicate the approximate expected fee levels in their request or advertisement, which shall be guided by applicable market rates for the type, quality and volume of services required. To the extent possible, such fee levels should be discussed with other United Nations entities at the duty station. Amounts paid in connection with travel undertaken by the consultant in accordance with sections 5.26 and 5.27 below shall not be taken into account for remuneration purposes. 5.14 Heads of department, office or mission shall keep records of how the fee level was determined. 5.15 Detailed policy guidelines and formulas for the determination of the appropriate level of remuneration are provided in annex III to the present instruction. Leave 5.16 Consultants and individual contractors shall not be entitled to any paid leave, including annual leave, sick leave, special leave or official holidays. The fees of consultants and individual contractors, other than those paid on the basis of a lump sum, shall be prorated for any period of absence. User Manual Requesting Services of Consultants and Contractors User Guide User Guide Payment 5.17 Fee advances. In general, fee advances for all individual contracts shall not be granted. However, a maximum of 30 per cent of the total contract value may be authorized by Heads of department or office in cases where advance purchases, for example for supplies or travel, may be necessary. 5.18 Instalments. In cases where the payment of fees is made in instalments, the final instalment may not be less than 10 per cent of the total value of the contract and will be payable only upon satisfactory completion of the services and the manager’s certification thereof. The payment of instalments should be directly linked with satisfactory deliverables at specific time intervals, as certified by the manager. 5.19 Unsatisfactory or incomplete deliverables. The payment of fees is subject to the satisfactory completion of services and the Secretariat’s certification to that effect, at the appropriate milestones (see sects. 5.29 to 5.33). Contracts with token fees 5.21 Individuals with specific expertise who volunteer their services to the United Nations for no fee and who travel on behalf of the Organization may, subject to clearance by the Assistant Secretary-General for Human Resources Management on a case-by-case basis, be issued an individual contract with a token fee (e.g. $1). Where appropriate, they may be paid travel expenses, including daily subsistence allowance, in accordance with sections 5.26 and 5.27 below. Travel 5.26 If the United Nations determines that the consultant or individual contractor needs to travel in order to perform his or her assignment, that travel shall be specified in the contract and provided for by the Organization. In accordance with section 4.5 of the administrative instruction on official travel (ST/AI/2013/3), when travel is authorized for consultants and individual contractors, economy class shall be the standard of accommodation for air travel in all cases and irrespective of the duration of the journey, unless determined otherwise by the SecretaryGeneral, taking into account the circumstances of the traveler (such as for health reasons) and the interests of the Organization as provided in sections 4.8 and 4.9 of ST/AI/2013/3. 5.27 Consultants and individual contractors authorized to travel shall receive a daily subsistence allowance that shall comprise the total contribution of the Organization towards such expenses as meals, lodging, gratuities and other such payments made for services rendered. The payment of the daily subsistence allowance shall be made on the same basis as staff members, except where otherwise expressly provided, and in accordance with a schedule of rates established from time to time by the International Civil Service Commission. Output evaluation 5.29 A formal output evaluation shall be conducted at the time of completion of assignment on a designated form and recorded in the rosters maintained by the respective department, office or mission for consideration for future contracts (see annex VI). 5.30 In cases of contract periods longer than six months, interim evaluations should be undertaken by the direct supervisor. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 10 Requesting Services of Consultants and Contractors User Guide 5.31 The output evaluation shall measure the achievement of goals and the quality and timeliness of work, as stipulated in the terms of reference. If output is evaluated as less than fully satisfactory, no further contracts shall be granted to the consultant or individual contractor, and payments may be reduced or withheld entirely (see sect. 5.19). 5.32 Requesting managers and officials approving individual contracts should verify the performance record of the proposed consultant or individual contractor on file for future engagement or the extension or renewal of his or her contract. 5.33 The Office of Human Resources Management shall have the authority to take a final decision on whether further contracts should be awarded in the case of an unsatisfactory output evaluation by the direct supervisor. Termination of contract 5.34 An individual contract may be terminated by the United Nations or by the consultant or individual contractor in accordance with the General Conditions of Contracts for the Services of Consultants and Individual Contractors (see annex I, art. 13). 5.35 Unsatisfactory or incomplete output or failure to conform to the standards of conduct set out in the present instruction shall lead to termination of service for cause, without notice, at the initiative of the United Nations. Section 6: Responsibilities of departments, offices or missions concerned 6.1 Heads of departments, offices or missions where the services of a consultant or individual contractor are required shall be responsible for: (a) Ensuring that the services to be rendered fulfil the conditions of the definition for either a consultant or an individual contractor set out in section 2 above; (b) Ensuring that decisions on selection, and all other matters of substance relating to consultants and individual contractors, are taken in accordance with the provisions of the present instruction. Any exceptions to or deviations from the provisions of the present instruction shall require the prior approval of the Assistant Secretary-General for Human Resources Management. 6.2 Executive offices or administrative offices at offices away from Headquarters or in missions shall be responsible for preparing and processing the contracts in accordance with the Financial Rules and Regulations of the United Nations and the provisions of the present instruction. 6.3 The Office of Human Resources Management shall provide policy guidance, monitor compliance by departments, offices and missions with all the terms, conditions and requirements of the present instruction, and prepare the reports requested by the General Assembly on the hiring and use of consultants and individual contractors, which shall include information on nationality, gender, fees, duration of contract, terms of reference and performance rating. User Manual Requesting Services of Consultants and Contractors User Guide User Guide Section 7: Consultants participating in advisory meetings 7.1 Subject to the provisions of the present instruction and those of the administrative instruction on participants in advisory meetings (ST/AI/2013/5 or as amended), any person who is invited to participate in an advisory meeting and is requested to provide a written paper, act as rapporteur or provide other services in connection with the meeting for which a fee is paid by the United Nations shall be engaged, and otherwise treated, wholly as a consultant. 7.2 Participants in advisory meetings who are not considered consultants under the present instruction are governed by the administrative instruction on participants in advisory meetings (ST/AI/2013/5 or as amended). Practice Guidance OHRM Human Resources Handbook: Practice guidance covering all aspects of human resource management: Source Documents > Topics > Experts, personnel other than staff members > Consultants and individual contractors. (http://www.un.org/hr_handbook/English). P.2 B-E: Designation, Change, or Revocation of Beneficiary – For Consultants and Individual Contractors. P.2 B-F: Désignation, changement our révocation de bénéficiare - consultants et vacataires Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 12 Requesting Services of Consultants and Contractors User Guide End-to-End High Level Process The end-to-end high level process to engage and pay a consultant or individual contractor is as follows: Enterprise Roles & Responsibilities The table below illustrates the Enterprise Roles that are involved in the process of Requesting Services of Consultants and Individual Contractors (IC): Role Responsibilities Requisitioner 1. Creates Shopping Carts to request services of Consultants and Individual Contractors. 2. Creates Service Entry Sheets to confirm receipt of services Approver HR Partner 3. Reviews and approves or rejects supply chain documents such as Shopping Carts 4. Processes reviewed Shopping Carts and creates Consultants and IC contracts (purchase orders or POs) 5. Approve/Accept Service Entry Sheets in connection with CIC services User Manual Requesting Services of Consultants and Contractors User Guide User Guide Module 2: Related Umoja Courses Course Prerequisites The courses listed below must be completed by all transactional users who have a role in the engagement of consultants and ICs: Required Level 1 and Level 2 Courses Level 1 (CBT): Umoja Overview Umoja Master Data & Coding Block Overview Umoja Funds Management Overview Umoja Services of Consultants and Individual Contractors Overview Level 2 (CBT): Umoja ECC Navigation Umoja SRM Navigation Umoja BI Navigation Required Level 3 Courses Level 3 (ILT): Umoja Requesting Services of Consultants and Individual Contractors Level 3 (CBT): Umoja Service Receipt Process – Non HR * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 14 Requesting Services of Consultants and Contractors User Guide User Guide Module 3: CIC Requisitioning/Purchase Order Process Overview General Concepts Changes brought by Umoja The UN Secretariat Consultant and IC engagement process will be impacted by the implementation of Umoja as follows: System Change - One integrated Umoja system replaces legacy systems for management of contracts for Consultants and ICs, ensuring transparency of the process. Workflow Approvals - Workflows in Umoja SRM enable Approvers to have full visibility of all requests that are awaiting their approval, replacing manual processes Master Data - Consultant and IC information is stored in Master Data and is available to be retrieved and utilized any time it is required Service Entry Sheets - Work performed by Consultants and ICs is “received” (accepted) by the Requisitioner and approved by the HR Partner in the Umoja system and is available to be posted in the system by Finance for payment purposes Roles and Responsibilities The following individuals have roles in the requesting and management of Consultants and Individual Contractors which could be performed in Umoja or outside the system: Hiring Manager Confirms available funding for the hiring of a Consultant or Individual Contractor. Prepares detailed Terms of Reference describing the work to perform by the Consultant or Individual Contractor and submit to the HR Office for processing. Conducts selection process of a Consultant or Individual Contractor using established policy guidelines (reviews candidates’ PHPs/CVs, verifies credentials, qualifications and experience, and may propose an estimated remuneration level). Consults with an HR Partner to confirm the selected Consultant or Individual Contractor is eligible for employment with the Organization. Prepares the necessary documentation (PHP/CV, copy of highest degree, certificate of good health, copy of national passport or national identification card, etc.) for submission of the Shopping Cart that will be raised by the Requisitioner. Reviews ECC to confirm if the Consultant or Individual Contractor has a Business Partner record in the system. If no record can be located, they Requisitioner UN Athens Training User Guide: Requesting Services of Consultants and Independent Contractors Page 15 User Guide Requesting Services of Consultants and Contractors User Guide will coordinate with the HR Partner (off-line) to request the creation of a Personnel Number and Mini-Master Record. Creates a request for Consultant and Individual Contractor services in the form of a Shopping Cart in the Portal. Accepts and creates Service Entry Sheets in ECC to initate payment of CIC’s service fees. Approver (Certifying Officer) Reviews the financial portion of a Shopping Cart raised by the Requisitioner and approves or rejects the request for Consultant and Individual Contractor services at the Item Level. It should be noted that the approver cannot change any of the information entered by the requisitioner. When the Approver submit a Shopping Cart a precommitment is create in the FM module for the costs associated with the CIC services Request an Index Number and create a Mini Master record for new CIC Confirms Consultant’s/Individual Contractor’s eligibility for employment with the Organization. Reviews the HR portion of an approved Shopping Cart and finalizes the approval of requests for Consultant and Individual Contractor services by issuing a contract (Purchase Order). Create Travel Authorization requests and Travel Expenses Reports of behalf of CICs who may be required to travel Approves Service Entry Sheets. Amend/closes/liquidates open Consultant and Individual Contractor contracts in the Portal. Review the Service Entry Sheet, runs the Evaluated Receipt Settlement generating the self-invocie document and post the payment for the CIC service fees. Release payment in accordance with the method of payment recorded in the Vendor record Approve bank payment (via wire transfer or cheque) HR Partner CIC FI AP Senior User Treasury User Bank Signatory Standard Global Process Review and Creation of Master Data for Consultant and Individual Contractor Selection: Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 16 Requesting Services of Consultants and Contractors User Guide 1. Subject to availability of funds, a Hiring Manager conducts a selection process to identify the Consultant or Individual Contractor. They will complete a P.104/A form and propose the estimated remuneration rate. 2. The HR Partner reviews the recruitment documents submitted by the Hiring Manager to confirm their eligibility for recruitment. 3. The HR Partner communicates to the Hiring Manager their approval of the selection and the applicable remuneration rates for the consultant/individual contractor selected. 4. A verbal offer for consultancy services is provided to the consultant/individual contractor by the Hiring Manager. 5. Once a consultant/individual contractor has accepted the verbal offer, the Requisitioner verifies if the consultant/individual contractor has a Business Partner record in the system. 6. If the consultant/individual contractor is new, and does not exist in the system the Requisitioner will request for the creation of an index number and mini master record to the Global Index Number Requestor/HR partner [off-line]. 7. Once the request for a new index number has been approved, the consultant/individual contractor a mini master for the CIC can be created in Umoja ECC. 8. HR Partner will create the Mini Master record for the consultant/individual contractor and consequently create a Vendor record for the CIC in ECC and SRM Contract Approval 1. The Requisitioner will create a request for consultant/individual contractor services in the form of a Shopping Cart in the Umoja SRM Portal. 2. The system will automatically check if funding is available (AVC check). 3. The Approver (Fund Center Manager) reviews the financial information and approves the Shopping Cart request for consultant/individual contractor services generating a Funds pre-commitment 4. The shopping cart will be routed to the HR Partner for a final HR review and approval. 5. The HR Partner will review the data of the Shopping Cart for compliance with the HR rules and regulations. If approved, the Purchase Order will create a funds commitment in Umoja FM module. 6. Once the consultant/individual contractor has signed the contract, the HR Partner enters/updates the consultant/individual contractor’s beneficiary based on the information provided on the P.2 form during their on-boarding. User Manual Requesting Services of Consultants and Contractors User Guide User Guide Service Entry Sheet Approval 1. The Requisitioner (requesting office) verifies attendance and creates a Service Entry Sheet (SES and submits the attendance record to the HR Partner off line. In the case of final payments, in addition to the SES, the requisitioner must also provide the performance evaluation. 2. The HR Partner validates and enters the proportion of work completed for the consultant/individual contractor in Umoja and reviews the final performance evaluation in cases of final pay. 3. The completion of the SESs triggers the payment. System Related Process: Liquidation of Consultant/Individual Contractor Contracts 1. Once services by the consultant/individual contractor have been completed the HR Partner is responsible for going into the Portal and closing the C/IC contract. 2. Any balance of funds remaining on the contract will be immediately returned to the Cost Center the contract was issued against Use of Master Data Most of the information required to create a contract in Umoja is automatically populated and derived from the Master Data. Shopping Cart and Purchase Orders require a large number of data elements; however, Umoja uses a functionality called “Derivation” to link elements to each other so that the user only has to satisfy the minimum entry requirement. All dependent fields will be automatically populated from the source field. This minimizes manual entry and the chances of error. The information populated from Master Data includes: Business Partner data (address, email, telephone number, banking details, payment method, terms of payment). Once this data is created, it can be referenced but not changed by the user. Service Master Data (Consultant by deliverable or by hour/day/week/month and Individual Contractor by hour/day/week/month). Financial Master data (Cost Center, Funds Center, GL Account Code). Note: The Service Remuneration Rate and Service Conditions (service duration, service beginning, end, and performance location) are directly derived from transactional data contained in the Shopping Cart. Business Partner (BP) In Umoja, Consultants and ICs are treated like vendors and created as BPs in the Umoja Vendor Master. This facilitates the process of requesting their services, reviewing and approving their recruitment and processing their payment. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 18 Requesting Services of Consultants and Contractors User Guide Key components of the BP Master Data include: The Business Partner Number is uniquely assigned to a Consultant or an IC. This number and the associated records are automatically generated from the CIC Master Record created in HCM and is associated with the Index number assigned to the individual in the Global Index Number system. Each existing entity at the UN is assigned to a BP Group. The BP Group then defines the role of a BP in the system. The BP Groups are as follows: Member States Non Member States User Manual Requesting Services of Consultants and Contractors User Guide User Guide Other Governmental Entities UN Agencies, Funds and Programs Individuals (Staff Members, Retirees, Survivors) Consultants and Individual Contractors NGOs Commercial Vendors Although each Business Partner belongs to one group, they can be assigned one or more roles. Business Partner roles are module specific and ultimately determine how they can be used in Umoja. For example, a Consultant or IC engaged for their services would belong to the BP/Individual group and would be given a Vendor role in the Supplier Relationship Management (SRM) related processes, whereas that same Consultant could become a Customer in the Sales and Distribution (SD) processes if he/she decided to purchase equipment written off by the Organization. A Vendor is a BP role to whom UN payments are made. This role is needed before a BP can be used to procure goods and services (including consultant services), and send payments: UN FI Vendor record contains basic information to send payments, such as for a Staff Member) UN Vendor record contains basic information for sending payments and to setup for purchasing transactions. A BP with UN Vendor role is available in SRM and can be associated to a Purchase Order (Contract) Note: CIC personnel are not expected to submit invoices for their services. Therefore their payment is based on absence, attendance or delivery of services. Umoja uses Evaluated Receipt Settlement (ERS) process to pay them. Consequently, payment to CICs will fail unless the Auto Evaluation Settlement is set-up in the Business Partner record. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 20 Requesting Services of Consultants and Contractors User Guide Material and Service Masters With the introduction of the integrated Material and Service Masters (Master Data), the Requisitioning process will be streamlined. Shopping Carts are created identifying the required goods and services by selecting the appropriate Product Categories and linked Product IDs maintained centrally in the Material/Service Masters. Key components of the Service Master Record include: The Product Category represents the general type of product/service and is part of the Material or Service Master Record. A Product Category is usually linked to multiple Product IDs. There are two Product Category records relevant to Consultant and IC services: Individual Consultant Services – 80111600 Individual Contractor Services – 80111700 The Product ID is the unique, specific ID number for a particular material or service that is a sub-set of a Product Category. The Product ID number is not based on the Product Category code, but is created by the UN during codification. Each Product ID is linked to a single Product Catergory. User Manual User Guide Requesting Services of Consultants and Contractors User Guide The Product ID provides a consistent source of data when creating a request for services. This saves time and reduces frequency of errors. The complete description of a service is entered in the system only once when a Service Master Record is first created, but it is referenced every time the service is required. Product IDs are critical as they are required to perform downstream processes such as inventory. Product Category/IDs also derive a great deal of information for the Requisitioner (i.e. G/L Account, budget commitment line, etc.) that is required in the Shopping Cart. Given below are the Product ID’s available in Umoja for Consultant and Individual Contractor Services: Product Category Description Product ID 80111600 Individual Consultant Services (Delivery) 3000464 80111600 Individual Consultant Services (Month) 3000463 80111600 Individual Consultant Services (Week) 3000476 80111600 Individual Consultant Services (Day) 3000391 80111600 Individual Consultant Services (Hour) 3000475 80111700 Individual Contractor Services (Month) 3000465 80111700 Individual Contractor Services (Week) 3000478 80111700 Individual Contractor Services (Day) 3000390 80111700 Individual Contractor Services (Hour) 3000477 Finance Master Record There is also a large set of finance-related Master Data maintained in four modules: Financial Accounting (FI), Controlling (CO), Funds Management (FM) and Grants Management (GM). This set of information drives actual postings, provides budget availability and controls budget consumption, enables cost and management accounting and supports real time reporting. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 22 Requesting Services of Consultants and Contractors User Guide Budget Availability and Consumption As a reminder, when the Shopping Cart Order button is clicked, Umoja performs an Account Availability Check (AVC) based on the Cost/Fund Center selected. The AVC is an automated check conducted before Shopping Carts are ordered to verify if the required funds are available. If funds are not available, the Shopping Cart cannot be submitted for approval. As a Requisitioner, verifying funding prior to issuance of a Shopping Cart is useful. However, following the approval of a Shopping Cart it is critical that the Requisitioner regularly monitors the consumption of funds against the Shopping Cart and any resultant Purchase Order(s). The timely conversion of Shopping Carts to Purchase Orders is important to meet operational needs and to ensure IPSAS compliance in terms of receipt. Shopping Carts that remain open in Procurement continue to pre-encumber funds even if no further procurement action is required. Purchase Orders created for CIC are funds commitment thus encumber funds and should be monitored with regard to new IPSAS requirements and operational needs. The following are helpful ECC T-Code Monitoring Tools: 1. T-Code: FMAVCR02 (ECC) Overview: Standard Funds Management report which allows you to view available budget based on relevant criteria; e.g. Overall Fund level (and Fund Centre if required). Useful for: Reviewing Budget Available at an overall Fund level (and Fund Centre level if required). Monitoring Budget Consumption. User Manual Requesting Services of Consultants and Contractors User Guide User Guide 2. T-Code: FMRP_RFFMEP1AX (ECC) Overview: Standard Funds Management report which allows you to view all FM postings (at a line item level) for a business transaction which has posted to FM. For Procurement activities, specifically useful for reviewing FM status of Shopping Carts and Purchase Orders. Useful for: Reviewing Shopping Carts where funds are pre-committed, but have not been processed into approved Purchase Orders. Reviewing Purchase Orders where funds are committed, but have not been fully received/closed. 3. T-Code: ME2N (ME2L and ME2K) Overview: Used to display a number of Purchase Orders (PO) in one report. Similarly T-Code ME2L which views POs by Vendor and ME2K which views POs by Account Assignment may be very useful. Useful for: Reviewing and analyzing the status of each PO document. Note: Refer to the Job Aid found on iSeek ME2N – Display of Purchasing Documents for full instructions and details. For full instructions and details on the use of these T-Codes refer to the Job Aid found on iSeek Procurement Indicators Health Check. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 24 Requesting Services of Consultants and Contractors User Guide Module 4: Service of Consultant and Individual Contract Overview Module Introduction The Conusltant and Individual Contractor engagement process starts when a Requisitioner determines the need for Consultant or IC services. The Requisitioner is generally the hiring manager requesting the services of Consultant/IC or a staff designated by the hiring manager to create a Shopping Cart. The selection procedure takes place outside Umoja in coordination with the HR office as per the ST/AI/2013/4. This may include, but it is not limited to: • • • • • Preparation of detailed terms of reference describing the work to be performed well in advance of the engagement of the consultant or individual contractor Use of rosters of consultants and individual contractors where available, as they provide easy access to a screened pool of individuals with a relevant track record. Verification of academic and professional credentials of the candidate recommended for selection Verification of certificate of good health and medical insurance for consultants or individual contractors who are required to travel beyond commuting distance to any duty station(s) with a hardship classification other than H and A Determine, in consultation with the HR Office the fee payable to the consultant or individual contractor for their services If available at the time of creating the Shopping Cart, the Requisitioner will upload the following documents which are required by the HR Partner for the approval of the request: Technical evaluation of selected candidate(s) Candidates’ PHPs/CVs Copy of highest education degree/diploma obtained Employment certificate from, or copy of contract with, the last employer Copy of national passport or national ID card or birth certificate Certificate of good health and proof of medical insurance (when required) STANDARD GLOBAL PROCESS Off-line Process: Consultant and Individual Contractor Selection 1. Hiring Manager sends an email to the HR Partner to initiate the hiring of a consultant or individual contractor, indicating contract duration and applicable terms of reference. 2. HR Partner provides Hiring Manager with a roster of candidates and their CVs or PHPs, if available. If no roster is available, or if the assignment is for more than six months, the HR Partner will issue a request for an expression of interest. User Manual User Guide Requesting Services of Consultants and Contractors User Guide 3. Hiring Manager identifies at least three candidates to consider. 4. HR Partner contacts candidates to schedule interviews, if required. 5. Hiring Manager conducts interviews if required and completes the P.104/A. 6. The HR Partner reviews the recruitment documents (includes academic and employment documentation, verification of identity document, medical certificate, etc.), runs a report in Umoja ECC to check if the selected consultant/individual contractor was already recruited in the past by the UN to ensure compliance with the applicable ST/AI and local labour laws. 7. The HR Partner communicates to the Hiring Manager the approval of the selection and applicable remuneration rates for the consultant/individual contractor selected. Prerequisites: Review and Approval of Consultant/Individual Contractor Selection [Off-line] 1. Terms of Reference (TOR): The substantive office will draft terms of reference outlining the specifications for the services they require from a consultant/individual contractor, indicating required deliverables and the expected time required to achieve these deliverables. They will additionally indicate the required education and experience level required. This document is the basis for the selection process, and guides the HR Partner in the determination of the selected individual’s eligibility. 2. Review of Eligibility of Selected Consultant/Individual Contractor: The HR Partner is responsible for determining if a selected consultant/individual contractor meets all the eligibility requirements to assume the temporary position outlined in the substantive office’s TOR. In addition the HR Partner is responsible for confirming the duration of the consultant/individual contractor’s contract based on any recent contracts the CIC may have completed prior to the current selection. The following forms are to be consulted in addition to other documentation to determine eligibility, and should be filed as appropriate: Consultant Contract (Form P.104) Personal History Profile (PHP or Form P.11) Prior contractual history in legacy systems or Umoja 3. Determination of Consultant/Individual Contractor’s Fee: The manager in the substantive office may present the HR Partner with a proposed remuneration for the consultant/individual contractor’s service. The HR Partner will review this information and determine if the fee is appropriate for the level of work expected, as outlined in the TOR. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 26 Requesting Services of Consultants and Contractors User Guide 4. Reference Checks: The manager in the substantive office will ensure that the necessary documentation for reference checks for the selected consultant/individual contractor is presented to the HR Partner prior to the execution of the contract. At a minimum the consultants/ICs are expected to provide a copy of their degree and their most recent employment should be verified 5. Medical Clearance: The consultant/individual contractor must provide a statement of good health from a qualified physician, including a reference to applicable inoculations, as well as confirmation that he/she has health insurance coverage. User Manual User Guide Requesting Services of Consultants and Contractors User Guide Module 5: Creating Service Requests Module Introduction This module covers the steps to create a service request as a Shopping Cart. The overall process flow for Requesting Services of Consultants and Individual Contractors is as follows: Verify CIC Record: MK03 Business Process Context Once a consultant/individual contractor has been selected and accepted the offer for consultancy services, the Requisitioner verifies if the consultant/individual contractor has a Business Partner Master Record with Vendor role in Umoja. The Requisitioner searches for the record utilizing the various search fields (i.e. first name, last name, City and Address). If a match exists, the Requisitioner can proceed and create a Shopping Cart to request for the services of the CIC. If the BP record does not exist, then the Requisitioner must request (offline) the HR Partner to create a master record for the CIC. Transaction/Scenario Description The Requisitioner logs into Umoja to search for the CIC utilizing the various search fields such as Name, Surname, City and Address. Step-by-Step Instructions 1. Enter the transaction code (t-code) MK03 in the Command field 2. Click the Enter icon Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 28 Requesting Services of Consultants and Contractors User Guide 3. Click the Matchcode icon in the Vendor field in the Display Vendor: Initial Screen 4. The Vendor Account Number pop-up screen displays a number of fields that can be used as filter to generate a search for a specific record. For this example, enter *MASHA* in the Name field 5. You can edit the Maximum No. of Hits field if you expect more than 500 returns to your query. 6. Click the Continue icon User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: You can use any of the tabs in the Vendor Account Number (1) pop-up window to dsplay additional filters that may assist you in identifying the appropriate record. When the exact search term is not known, you can use the asterisk (*) symbol before and/or after your search query to signify that the search is not an exact search. This search method is also known as Wildcard and will return more results allowing you to select the correct return. For example, the search *MASHA* will view any record containing the name MASHA. 7. Select the required vendor from the list. For example, in this case, vendor 200007851 has been selected 8. Click the Continue icon Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 30 Requesting Services of Consultants and Contractors User Guide 9. Select the Address, Control and Purchasing data check boxes 10. Click the Enter icon User Manual Requesting Services of Consultants and Contractors User Guide User Guide 11. Review the vendor information and click the Next Screen icon 12. Review the information in the Display Vendor: Control screen and click the Next Screen icon Note: The Type of Business field indicates the Business Partner Group the Vendor belongs to. Review the information in the following fields/sections in the Display Vendor Purchasing data screen: The Order currency field indicates the currency in which the Vendor is to be paid The Terms of payment field should always be set to Z001 (which indicates pay immediately) Ensure the Evaluated Receipt Settlement (ERS) indicators are set. This setting allows the Requisitioner to receive the service by means of a Service Entry Sheet (SES) and to record in the PO the quantity and value of the accepted service Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 32 Requesting Services of Consultants and Contractors User Guide Note: As CICs are not required to submit an invoice for their service, the ERS document replaces the invoice in the three-way-match payment process. Consequently, a CIC cannot be paid unless the Auto Evaluation settlement field is checked in the Business Partner record. Note: If the BP record for the selected CIC does not exist the Requisitioner will contact the HR Partner (offline) to request the creation of a new record. User Manual Requesting Services of Consultants and Contractors User Guide User Guide Create Shopping Cart (Method 1 – Internal Goods/Services) Business Process Context After checking the CIC records, the Requisitioner starts the process by creating a Shopping Cart, to which the Requisitioner can upload the documents that are required by the HR Partner for the approval of the request. The Requisitioner can add items in the Shopping Cart in the following ways: Internal Goods/Service: The first time, the Requisitioner can create a Shopping Cart for a specific CIC service, by selecting the appropriate Product Category for the service and the related Product ID (typically linked) that are maintained in the Material and Service Masters. There are a specific number of records with unique Product IDs that are used exclusively to designate the request for services of Consultants or ICs Old Shopping Cart: SRM allows the Requisitioner to copy an old Shopping Cart to minimize the data entry process. The old Shopping Cart carries the information and attachments it contains into the new Shopping Cart. This function can be very useful in the process of renewing contracts for Consultants and ICs Saved Shopping Cart Template: SRM allows the Requisitioner to create a Shopping Cart template for future use. If a particular Shopping Cart is created on a regular basis, a template can be created and loaded that is pre-populated with most of the required fields already filled Step-by-Step Instructions The Requisitioner logs into the Umoja SRM portal to create the service request in the form of a Shopping Cart for services of a CIC. Log into SRM (Requisitioner or Requisitioner – Direct Procurement Enterprise Roles) Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 34 Requesting Services of Consultants and Contractors User Guide Note: Explore the main areas of the home screen (refer to the SRM Navigation CBT course): Alerts, Tasks, Notifications - Tabs advise pending actions Left Hand Navigation Area - provides optional actions History - SRM history of functions/transactions Favorites - add a work function (i.e. Requisitioning) as a Favorite ( View – full screen Reports - basic reporting from SRM (more to follow on Reports) Click the Requisitioning button on the Umoja SRM Home Page User Manual Requesting Services of Consultants and Contractors User Guide User Guide Click the Shopping Cart link under the Create Documents section. Alternatively, you can click Create Shopping Cart in the center of the screen Change the Name of shopping cart field in the General Data area to reflect the name of the activity or project the CIC is recruited for, so that you can easily identify it later. Some offices may choose to use a naming convention. Review the major components of the screen: Shopping Cart details at top of page (number, name, status – In Process, Saved, Awaiting Approval, Approved, etc.) Buttons Umoja Training o Order - submit the Shopping Cart for Approval o Close - close without saving and return to the Requisitioner Home Page o Check - check the Shopping Cart to ensure there are no errors prior to ordering User Guide: Requesting Services of Consultants and Independent Contractors Page 36 Requesting Services of Consultants and Contractors User Guide o Print Preview - download a printable version of a standard purchase requisition. Attention: this is not the preview of of the CIC contract. o Save - create a saved copy of the Shopping Cart without submitting for approval o Park - create a saved copy of a Shopping Cart containing errors o System Information - display technical information such as: User Name, Client, Language, System and Server. o Create Memory Snapshot – not currently in use It is highly recommended to periodically press the Save button when adding items/working on the Shopping Cart. This will ensure that the data is saved in the event of being timed out of the system or any other unexpected issue. Once the cart is Saved, the Edit button in the upper left corner must be clicked to continue working on the Shopping Cart Under General Data: Buy on Behalf – not currently in use Default Settings – allows defining pre-set criteria for things like Account assignment, Funds etc. Useful for adding many items to a Shopping Cart Header Data – not currently in use Approval Process – to view the Approver(s) of the Shopping Cart and to add an adhoc approver (more details to follow) Document Changes – audit trail of the changes made to the Shopping Cart, with what changed, who changed it and when (date/time). After approval, also view the commitment documents and accounting documents created in the ECC system (under Related Documents tab) Item Overview Section (lower section of the screen) – lists the items in your Shopping Cart. Scroll right to view all columns; the total value of the Shopping Cart is shown at the bottom far right Click the Add Item button Select the Internal Goods/Service item User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: The Requisitioner searches the Umoja Service Master that identifies the appropriate Service to add to the Shopping Cart There are a specific number of records with unique Product IDs that are used exclusively to designate the request for services of Consultants or ICs Umoja provides functionality to facilitate easy searches of the Service Master Click the Matchcode icon in the Product ID field Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 38 Requesting Services of Consultants and Contractors User Guide Enter a description in the Product Description field (e.g. *Contractor*) Click the Start Search button Note: Each field in the above window can be used as search criteria to identify the appropriate Product ID. Use of Wildcards: When the exact search term is not known, the asterisk (*) symbol should be used before or after your search query to signify that the search is not an exact search. This will return more results from which you can select the correct User Manual Requesting Services of Consultants and Contractors User Guide User Guide Product ID. For example, search for *Contractor* will view a list of services containing the word "contractor" in the product description The Product Type field icon can also be set to “02 Service”. This is not a required step but it will further filter the results Select the required Product ID line item. Verify that the Product Category linked to the selected Product ID is correct. Product IDs may have similar descriptions but are linked to different Product Categories (e.g. Product ID associated with consultant - commercial vendor and not with individual contractor). Product IDs are associated to specific GL accounts therefore, selecting the wrong Product ID may lead to errors both in terms of processing and accounting. Click the OK button Note: There are two product Category IDs relevant to CIC services: Individual Consultant Services – 80111600 Individual Contractor Services – 80111700 In addition, each specific service is assigned a unique Product ID: 80111600 Individual Consultant Services (Delivery) 3000464 80111600 Individual Consultant Services (Month) 3000463 80111600 Individual Consultant Services (Week) 3000476 Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 40 Requesting Services of Consultants and Contractors User Guide 80111600 Individual Consultant Services (Day) 3000391 80111600 Individual Consultant Services (Hour) 3000475 80111700 Individual Contractor Services (Month) 3000465 80111700 Individual Contractor Services (Week) 3000478 80111700 Individual Contractor Services (Day) 3000390 80111700 Individual Contractor Services (Hour) 3000477 Populate the Quantity/Unit field to indicate the duration of the contract. For this example we have entered “4” to indicate that the CIC will be engaged for a contract of 4 weeks duration Note: The Unit which is the contract's term of agreement (hours, day, week, month or deliverable) derives directly from the service master (Product ID). Type the appropriate values in the Required fields to indicate the contract’s start and end validity dates Click the OK button User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: When you select a Product ID for CIC services the "Required" period switches automatically to “Between” and will require a start and end date. In alternative click the Product ID matchcode on the first line in the Item Overview area, then follow the steps 5-15 detailed above. When the Product Name Entered: All Value screen appears repeat steps 8 to 15 Click the Details button to maintain the Shopping Cart details Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 42 Requesting Services of Consultants and Contractors User Guide Select the Item Data tab to maintain the fields contained therein. Shopping Cart details are maintained at the line item level, which means that each line item is individually maintained. Populate the Supplier Product Number field. For CIC purposes, this field was repurposed to contain the description of the services to be provided by the CIC that will appear in the printed contract. For this example we have entered “Manual Worker” User Manual User Guide Requesting Services of Consultants and Contractors User Guide Select the appropriate Purchasing Group from the drop-down menu. Ensure that the Purchasing Group field is correctly set as the HR Procurement Unit for the relevant office Click Show Members to view the users in the selected Purchasing Group to whom the document(s) will be routed once the Shopping Cart is approved. All of the members listed will have initial access to the Shopping Cart or Purchase Order Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 44 Requesting Services of Consultants and Contractors User Guide Note: Workflow automatically routes Shopping Carts and other documents in SRM to the Approver, HR Partner, etc. The Shopping Cart Approver is based on the Cost/Fund Center selected under the Account Assignment tab (more to follow) The Purchasing Group field is pre-populated based on the Requisitioner’s Default Settings maintained at the Header Level of the Shopping Cart. Users may see one or more options in the Purchasing Group as per the Org Structure set up in Umoja The User must ensure that the correct Group is selected otherwise the document(s) may be routed to an incorrect Purchasing Group and will not be avaiable to the relevant group of HR Parners for processing, once the Shopping Cart is approved If a Requisitioner realized that s/he has incorrectly routed a request for CIC services to the wrong Purchasing Group, the Requisitioner should liaise with the Buyer Supervisor of his/her office. The Buyer Supervisor may be able to reallocate across Purchasing Groups Review the item “Quantity” and amend if required. The Unit of issue is linked to the Product ID selected therefore if a Requisitioner wish to change the Unit of issue (e.g. from weeks to month) s/he will need to switch the Service ID (e.g. from 3000476 to 3000463). User Manual User Guide Requesting Services of Consultants and Contractors User Guide 23. In the Currency field, enter the currency in which the CIC service fee will be paid. The currency selected in this field will also determine the House Bank expected to disburse payment in the selected currency (i.e. USD = Chase Manhattan Bank). This field is defaulted to USD. If you need to change it, click the Matchcode icon in the Currency field. 24. For this example, we have entered LBP in the Currency field as we want to set Lebanese Pounds as the contract’s currency 25. Click the Start Search button Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 46 Requesting Services of Consultants and Contractors User Guide 26. Review the returns of your search and choose the appropriate record 27. Click the OK button 28. In the Price/Currency field enter the agreed consultant or individual contractor’s fee. User Manual Requesting Services of Consultants and Contractors User Guide User Guide 29. In the Required field review the contract validity period that you had previously entered and change if needed. Note: Umoja Training When setting the contract start date, allow sufficient time for the approval process and for the review and creation of contract. Be aware that the HR Partner can User Guide: Requesting Services of Consultants and Independent Contractors Page 48 Requesting Services of Consultants and Contractors User Guide change the date on the Contract (Purchase Order) if the processing time is insufficient If the required delivery date is to be in the past, for some exceptional reason, the system will generate a warning message to draw your attention to the contract date but will let you process the request. Include an Internal Note to the HR Partner to provide an explanation for raising a “post facto” request 30. Review the Location/Plant to ensure this is correct. The Location/Plant cannot be changed downstream and serious repercussions can occur if it is not correct. This is extremely important as this indicates which entity can perform the services receipt in Umoja and is different to the Delivery Address (location where the CIC will perform his/her duties). The Location/Plant field is pre-populated based on the Requisitioner’s User Profile created when access is granted but can be modified as required. This is for those undertaking centralized request services with delivery to other offices or entities Create a Shopping Cart: Complete Shopping Cart Tabs – Account Assignment Tab General Entries Overview While the default “Account Assignment Category” of the Cost Center is typically used by many offices for the majority of Shopping Carts, it may be necessary in other cases to select another option. The categories to become familiar with are the following: 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 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 (QUIPs) WBS (Work Breakdown Structure): Used only for larger projects associated with the Project Management module of Umoja. WBS is also used when requisitioning against Grants User Manual Requesting Services of Consultants and Contractors User Guide User Guide Unfunded: Unfunded Shopping Carts are used to initiate a Shopping Cart when requesting services across budget periods. Step-by-Step Instructions 1. Click the Account Assignment tab 2. Click the Details button 3. Click the Account Assignment Category drop down icon to view the menu. 4. Cost Center is typically the default in SRM but another category can be selected from the drop down menu Note: Cost Distribution/Split Distribution is not currently in general use. To split the costs of a Shopping Cart item between Cost Centers, it is necessary to create a new line item for each Cost Center/Account Assignment. As will be explained later in the User Guide, each cost Center assigned will require that Cost Center Approver (Certifying Officer) to approve that line. The Shopping Cart will not be fully approved/released until all lines have been approved If you create more than one line item you need to enter the Account Assignment information individually for each line item (unless you use the line “Duplicate” option) 5. Click the Cost Center field and enter the coding block of the Cost Center that will fund the Shopping Cart. If the field is pre-populated, verify/revise it as necessary Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 50 Requesting Services of Consultants and Contractors User Guide 6. Press Enter on your keyboard and note that the Fund Center, Functional Area and Business Area fields will then populate by virtue of the derivation rule Note: Cost Center and Fund Center are defaulted based on the Requisitioner’s department, office or section. If you are authorized to raise requests for Consultant/IC services on behalf of more than one cost center, select or enter the appropriate one If you have selected WBS or Order as Account Assignment Category you will be required to enter the coding block for these cost collectors 7. Populate the Fund field. The Fund represents the entity/budget source under which the goods/services are procured 8. After entering the Fund field, pressing the Enter key will auto-populate the Budget Period by virtue of the derivation rule User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: In SRM, the Cost Center is used in Workflows, and determines to whom the Shopping Cart will be sent for review/approval, i.e. to the Certifying Officer of the selected Cost Center. The Cost Center field will typically pre-populate based on the User's Profile. This can be revised as needed Upon approval, a Funded Shopping Cart generates a Pre-commitment against the Cost Center in Funds Management. A Commitment is generated upon the approval of the resultant Purchase Order(s) Earmarked Funds in Umoja is not currently being used for Shopping Carts Controlling Area always defaults to 1000 = United Nations 9. Carefully review the Account Assignment tab entries before moving to the next tab, Notes and Attachments Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 52 Requesting Services of Consultants and Contractors User Guide Create a Shopping Cart: Complete Shopping Cart Tabs – Account Assignment Tab, Order or WBS Element Step-by-Step Instructions 1. Follow the instructions above to open the Account Assignment Tab. Click the Account Assignment Category drop down icon to view the menu 2. As appropriate, click Order or WBS Element to select as the Account Assignment Category 3. The Cost Center field disappears and a new field either Order or WBS Element appears based on the selection above 4. Complete the Order or WBS Element field with the reference number provided by the appropriate office and press Enter on the keyboard. The Fund Center, Functional Area and Controlling Area fields will populate automatically based on the reference number entered User Manual Requesting Services of Consultants and Contractors User Guide User Guide 5. If required, click the Order or WBS Element matchcode icon to view the pop-up search window. Search as required using one of the available search filters (e.g. Description), click the grey box to the left of the appropriate reference number and click OK in the bottom right to add the reference number to the field and return to the Account Assignment tab. Note: If you are unsure about which filter to apply to search for an Order or WBS, leave all fields blank and click Search to view the possible reference numbers. Remember to confirm the selection with the responsible officer prior to ordering the Shopping Cart. 6. Carefully review the Account Assignment tab entries before moving to the next tab, Notes and Attachments. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 54 Requesting Services of Consultants and Contractors User Guide Create a Shopping Cart: Complete Shopping Cart Tabs – Notes and Attachments Tab Step-by-Step Instructions 1. Click the Notes and Attachment tab 2. Click the Internal Note link 3. The internal Note Screen will pop up. Enter the required text in the Internal Note field 4. Click the OK button User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: The Internal Note is used to enter messages addressed to the Approver and/or the HR Partner that do not need to appear on the contract. 5. Click the Add Attachment button 6. Click the Browse button Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 56 Requesting Services of Consultants and Contractors User Guide 7. Select the document you need to upload 8. Click the Open button Note: Attach all mandatory documents indicated in ST/AI/2013/4 and any other document relevant to the selection process that is available at the time of raising the Shopping Cart. User Manual Requesting Services of Consultants and Contractors User Guide User Guide 9. Enter the description of the attachment in the Description field 10. Click the OK button Note: If you experience technical issues and you are unable to attach a document, refer to iSeek and the Production Support & How-to Guide called Technical Guide (Umoja Access Layer – User Guide). This provides instructions on how to ensure proper system configuration for attachments. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 58 Requesting Services of Consultants and Contractors User Guide Create a Shopping Cart: Complete Shopping Cart Tabs – Delivery Address/Performance Location Tab Step-by-Step Instructions 1. Click the Delivery Address/Performance Location tab 2. Click the Matchcode icon in the Name field to find the appropriate record. The name field is used to indicate the location where the CIC is expected to report for duties 3. Enter the name of the location/office where the CIC is expected to deliver his/her services in the Organizational Unit field 4. Click the Start Search button User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: During set-up and configuration, each entity will determine its delivery addresses/locations in the system Should you be unable to find your specific location, you can select the main entity in the Name Field and enter the specific location in the Additional Name field 5. Populate the C/O field. This field is used to indicate the name of the contact person in the location who will supervise/monitor the consultant/IC activities Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 60 Requesting Services of Consultants and Contractors User Guide 6. Enter the email of the contact person in the E-Mail field and any other available address details. Create a Shopping Cart: Complete Shopping Cart Tabs – Sources of Supply/Service Agents Tab Step-by-Step Instructions 1. Click the Sources of Supply/Service Agents tab User Manual User Guide Requesting Services of Consultants and Contractors User Guide 2. Enter the CIC/BP number in the Preferred Supplier field. The Preferred Supplier field is used to indicate the BP number of the selected CIC. This request for service, when processed by the HR Partner CIC, will automatically generate a Draft Contract (PO) for the selected consultant or IC 3. Ensure the record corresponds to the selected CIC Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 62 Requesting Services of Consultants and Contractors User Guide Create a Shopping Cart: Complete Shopping Cart Tabs – Approval Process Overview Tab Step-by-Step Instructions 1. Click the Approval Process Overview tab to view those who are authorized to approve the Shopping Cart in Umoja (under Processor column) based on the Cost/Fund Center(s) selected. Click the Scroll Down icon in the lower right corner to view the Shopping Cart's Approver(s) if required 2. When finished reviewing, click the Scroll Up icon to view the Header – General Data at the top of the page Note: Workflow routes the document to the Approver mapped against the relevant Cost/Fund Center. This is based on the Certifying Officer Delegation It is possible to have more than one eligible approver associated to a Cost/Fund Center in order to ensure coverage; however, only one has to approve the document to release it Approval is by line item. If two lines have different Cost/Fund Centers, the Cost Center Approver can only approve that line (the other one will be greyed out). However, both have to approve before the Shopping Cart goes forward (or one line deleted) Follow-Up (Work Item to Requestor at Process End) check box is not in use Umoja does not replace the need to obtain other required approvals such as official designation as Certifying Officer, etc. The status of any Shopping Cart can be viewed from the Requisitioning Work Overview on the Requisitioning home page screen User Manual User Guide Requesting Services of Consultants and Contractors User Guide Create a Shopping Cart: Complete Shopping Cart Tabs – Enter Additional Line Items Step-by-Step Instructions Once you have created the first line item to request the services of a Consultant or Individual Contractor, you can enter in the same Shopping Cart additional line items to request services of additional CICs. For CIC services engaged on a “time basis” (hours, day, week or month) you are required to associate one line to one CIC and you can enter multiple lines in one Shopping Cart, thereby grouping requests for several CICs. The method below is recommended when you are creating a request for several CICs that will perform similar duties: 1. Return to the Item Overview screen of your Shopping Cart, select the line you wish to duplicate, and then click the Duplicate button to create other identical line items. Repeat the step to create additional line items. 2. If you are duplicating a line item already associated to a CIC, remember to change the Supplier Number field and/or any other entry specific to the CIC (that is, Note and Attachment, Performance Location, etc.). Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 64 Requesting Services of Consultants and Contractors User Guide Create a Shopping Cart: Enter an Ad-Hoc Approver Step-by-Step Instructions 1. At the Header Level, under the General Data section to the right of Approval Process, click Display/Edit Agent. This is an alternate method to view the Shopping Cart's Approver(s), instead of clicking the Approval Process Overview tab as previously explained 2. If required, an ad-hoc Approver can also be added to the Shopping Cart. Click Add Approver User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: Note the ad-hoc Approver could be added for a technical review, etc. However, this has no financial impact as only the authorized Approver of the Cost Center can approve the funding element of the Shopping Cart If rejected by the ad-hoc Approver, the Shopping Cart will be returned to the Requisitioner for review and editing You can use the Add Reviewer button to send an information copy (only) to a User. This does not have any impact on the workflow or approval of the document 3. Click Add Approver Above Selected Line Note: If you choose to have an ad hoc Approver, it is recommended to add the ad-hoc Approver before the Shopping Cart Approver(s) (indicated under the Processor column). Once the ad Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 66 Requesting Services of Consultants and Contractors User Guide hoc Approver is selected, both approvals are required in Umoja for the Shopping Cart to move to Procurement, but the Approver listed under Processor in Umoja is the only user that can approve the financial impact on the Cost Center/Fund Center. 4. Enter the Approver ID in the Approver ID field if known and click OK to return to the Approval Process Overview screen. Otherwise click the Matchcode icon to open the search pop-up window 5. To search for the ad-hoc Approver use any of the selection criteria displayed in the Identification Number of Agent screen 6. Click Start Search 7. Once identified, double click on the name to select and click OK to return to the Process Approval Overview screen. The ad-hoc Approver’s name will appear in the row above that of the Approver. Click OK to return to the Create Shopping Cart screen User Manual User Guide Requesting Services of Consultants and Contractors User Guide 8. An Additional Approver can be added at the Header level to review the whole Shopping Cart or at the item level to review one or more specific line items. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 68 Requesting Services of Consultants and Contractors User Guide Create a Shopping Cart: Check and Order Step-by-Step Instructions 1. On the Create Shopping Cart screen, enter a note for the Approver at the Header Level in the Approval Note field if required. 2. Ensure that you have named the Shopping Cart in order to easily identify it later. As previously mentioned, some offices may choose to implement a naming convention for Shopping Carts in Umoja. 3. The line items in the Shopping Cart are listed separately in the Item Overview section of the Create Shopping Cart screen. Review the line item(s) and the associated details previously entered in the Item Data Tabs. Revise as required. Note: Details for the items previously entered such as the Product ID, Description, Product Category, Quantity, Price, Currency, Required period, Account Assignment Category and Preferred Supplier can be reviewed and modifed directly in this area (use the scrollbar or the arrow button at the bottom right of the screen to scroll right to view all columns) Only the fields that do not appear greyed out can be modified (e.g. Product Category and Unit cannot be modified) User Manual Requesting Services of Consultants and Contractors User Guide User Guide Use the scrollbar at the bottom of the screen and the arrow on the far right bottom of the screen to scroll right. Review the total value of the Shopping Cart 4. Click Check at the top of the screen and the system will check the Shopping Cart for any potential errors or warnings Note: Error: If an error is displayed it must be rectified before the Shopping Cart can be ordered. For example, an error is displayed if there is a missing Fund, Account Assignment or other critical Funds Management error. Recall that the system performs an automatic Account Availability Check (AVC) to confirm that funding exists based on the Cost/Fund Center selected. If sufficient funds do not exist, the Shopping Cart cannot be ordered (more to follow on verification of funding under Monitoring Budget and Consumption below) To verify available funds and/or monitor budget consumption (Shopping Carts and Purchase Orders) refer to the ECC T-Code monitoring tools Procurement Indicators Health Check Job Aid on iSeek. Full details are provided in this document on how to generate ECC reports using T-Codes: Umoja Training FMAVCR02 (Review Available Budget, Monitor Budget Consumption); and User Guide: Requesting Services of Consultants and Independent Contractors Page 70 Requesting Services of Consultants and Contractors User Guide FMRP_RFFMEP1AX (Review Shopping Carts and Purchase Orders Consuming Budget) When an Error message is displayed you can Park the transaction and return to it once the error has been rectified If a warning is displayed, the user should review the warning and make necessary adjustments, if needed. However, the Shopping Cart can still be ordered, even if there is an active warning. For example: a warning is displayed if the starting date of the CIC contract is in the past or if the currency the Vendor is set to differs from the currency of the contract 5. Click the Order button Note: When a Shopping cart is ordered, the system will generate an email message to the Approver, notifying that the Shopping Cart is waiting for action. 6. Click the Close button to return to the Requisitioner Home Screen User Manual User Guide Requesting Services of Consultants and Contractors User Guide Create Shopping Cart (Method 2) Copy from Old Shopping Cart and Templates Overview The second recommended option to add an item(s) is Old Shopping Carts and Templates. Step-by-Step Instructions 1. Click Add Item 2. Click Old Shopping Carts and Templates Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 72 Requesting Services of Consultants and Contractors User Guide 3. Click the icon beside Include Completed Shopping Carts to increase the search results. Enter the number of the Shopping Cart if known 4. Click Search Note: There are various ways to filter your search in the Add Item from Old Shopping Cart and Templetes screen, including by Shopping Cart Name, Item Description, Time Frame etc. If you are unsure of the complete name of an Old Shopping cart or about the accurate Item Description, you can enter any word you think it contains with asterisks to conduct a Wildcard search User Manual Requesting Services of Consultants and Contractors User Guide User Guide Include Product Category Hierarchy – not in use External Requirement terms do not apply to Shopping Carts for CIC services 5. Click the icon beside the appropriate Old Shopping Cart or Template, if it has more than one item, to expand and view the items in each line 6. Select the items contained in the Old Shopping Cart/Template that you wish to copy into the new Shopping Cart 7. Click OK to add the item(s) and return to the Create Shopping Cart screen Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 74 Requesting Services of Consultants and Contractors User Guide Create a Shopping Cart: Old Shopping Carts and Templates – Create a Template Step-by-Step Instructions 1. Click Shopping Cart Template under Create Documents on the Requisitioning Home Screen Note: A Template can only be created by clicking Shopping Cart Template on the Requisitioning Home Screen at the beginning of the process. If create Shopping Cart is selected it will not be possible to save it later as a Template. 2. Name the Template to describe the requirement, including the word ‘Template’ so that it can be easily identified in the future 3. Add items as explained in Create Shopping Cart description 4. Review/maintain each line item individually 5. Click Save as Template User Manual User Guide Requesting Services of Consultants and Contractors User Guide Create Shopping Cart (Method 3) Create a Shopping Cart for Consultant by Delivery If you have selected the Product ID Individual Consultant Services by Delivery (3000464) it is recommended that you create a separate Shopping Cart for each consultant. Generally, Consultant by Delivery are expected to deliver complex outputs. Therefore, the Shopping Carts raised to request their services are made of several diverse lines. 1. In the first line item of the Shopping Cart, enter the total duration of the contract 2. Enter the Preferred Supplier (Consulant’s name and BP number). 3. Maintain the other tabs as explained in the Create Shopping Cart description 4. Add/maintain other line items as explained in the Create Shopping Cart description. The other line items contained in the Shopping Cart represent each output, object, or target agreed upon with the Consultant and specified in the TOR. 5. Explain briefly each individual output in the Internal Note. 6. This method will enable Umoja to pay the Consultant each time one of those outputs, objectives or targets is met. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 76 Requesting Services of Consultants and Contractors User Guide * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * User Manual Requesting Services of Consultants and Contractors User Guide User Guide Module 6: Editing/Deleting Cart and Team Cart Module Introduction This module covers the steps to edit or delete a Shopping Cart. It also covers the steps to take over and edit Shopping Carts of other Requisitioners within the same Organizational Unit (for example, Section, Office or Department). Amending a Shopping Cart Overview If the Shopping Cart has been ordered, but not yet approved, select the Shopping Cart: You can make edits as required keppign in mind that when re-ordered the Shopping Cart will be re-entered into the approval queue. You can delete the Shopping Cart and keeping in mind that the Shopping Cart will be removed from the approval queue. If the Shopping Cart has been ordered and approved: Contact your HR Partner for assistance, referencing your Shopping Cart number, as changes cannot be made any longer by the Requisitioner Typically the Shopping Cart will need to be rejected and a new cart with corrected information submitted for approval The HR Partner can reject by line item so if there is more than one item the whole Shopping Cart does not need to be rejected Step-by-Step Instructions 1. To amend or cancel a Shopping Cart that has been ordered but not approved (only) navigate to the Requisitioning home page. Click Requisitioning in the blue Navigation Bar on the left (if you have more than one tab visible at the top of the page click Requisitioning to access the screen above) 2. In the Quick Criteria Maitenance area, enter the Shopping Cart Number and click Apply 3. Review the search returns and click on the hyperlink of the required Shopping Cart Number to open it in a new window Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 78 Requesting Services of Consultants and Contractors User Guide Note: All fields in the Quick Criteria Maintenance can be used as search filters. However, before starting a new search, open the Quick Criteria Maintenance to clear any parameter from previous searches 4. To view a list of Shopping Carts for you/your team, ensure that the ‘Show my Team Carts’ and ‘Including Completed Shopping Carts’ check boxes are checked. 5. When working in this screen click Refresh as required to ensure that the most up to date information is displayed User Manual User Guide Requesting Services of Consultants and Contractors User Guide 6. In the Display Shopping Cart screen click Edit to open the Shopping Cart for editing Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 80 Requesting Services of Consultants and Contractors User Guide Note: The status of the Shopping Cart is displayed at the top of the Display Shopping Cart screen As mentioned, this is the procedure for amending Shopping Carts that have not yet been approved only If the Shopping Cart has been approved, contact your HR Partners as they will be able to either amend the information contained in the Shopping Cart or reject the line items in the Shopping Cart. Line items rejected by the HR Partner are no longer available for processing 7. The system displays the warning below because the Shopping Cart has been previously Ordered and is Awaiting Approval. If edited, the Shopping Cart will be recalled from the Approver and must be re-ordered after making the necessary changes 8. Click Continue 9. Make the required changes and click Order to re-order the revised Shopping Cart. The Shopping Cart will be routed via Workflow to the authorized Approver(s) for review and approval Note: Changes can include adding, deleting or modifying items and information contained in the Tabs (Item Data, Account Assignment, Notes and Attachments etc.), or cancelling line items. User Manual User Guide Requesting Services of Consultants and Contractors User Guide 10. To delete individual line items, highlight the line item by clicking in the row or by clicking the grey box to the left of the line 11. Click Delete in the Item Overview section only (clicking Delete at the Header Level will delete the entire Shopping Cart - refer to the following chapter on Deleting a Shopping Cart Deleting a Shopping Cart Step-by-Step Instructions 1. To delete a Shopping Cart in its entirety, follow steps 1-5 in the section above on Amending a Shopping Cart. As mentioned, this is the procedure for deleting Shopping Carts that have not yet been approved only. If the Shopping Cart has been approved, contact your HR Partner, as typically the Shopping Cart will need to be rejected by that office 2. Click Delete at the Header Level to delete the Shopping Cart in its entirety Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 82 Requesting Services of Consultants and Contractors User Guide Note: When a Shopping Cart is approved it is pre-encumbering funds in Funds Management in the form of a Pre-Commitment. Hence, if the items in the Shopping Cart are no longer needed deleting it will allow the funds to be available again for other use. Take Over and Edit a Team Member’s Cart Business Process Context The process to take over a Shopping Cart created by another Team Member depends on the Shopping Cart’s stage of ordering. The Team Cart functionality allows Requisitioners to view, “take over” and edit Shopping Carts of other Requisitioners within the same Organizational Unit (for example, Section, Office or Department) while the Shopping Cart is in ‘Saved’ or ‘Parked” status. Moreover, it important to remember that, Shopping Carts are visible by Team Members only if the Team Shopping Cart box in the Shopping Cart’s General Data is checked. Transaction/Scenario Description The Requisitioner logs into Umoja to take over and edit a team member’s cart. User Manual User Guide Requesting Services of Consultants and Contractors User Guide Step-by-Step Instructions 1. Click the Requisitioning button on the Umoja SRM Home Page 2. Click the Team Carts button to search for the team cart you wish to review and edit 3. Click the Refresh button Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 84 Requesting Services of Consultants and Contractors User Guide 4. Alternatively, click the Show Quick Criteria Maintenance button to utilize the additional search filters 5. Enter the target Shopping Cart Number 6. Click the Apply button User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: You can use any field under the Quick Criteria Maintenance area as a filter in this window to search for the required document. 7. Review the search return values and select the appropriate line item Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 86 Requesting Services of Consultants and Contractors User Guide 8. Click the Take Over button User Manual User Guide Requesting Services of Consultants and Contractors User Guide 9. Click the Edit button 10. Edit the Shopping Cart as required 11. Order or Save the Shopping Cart as appropriate * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 88 User Guide Requesting Services of Consultants and Contractors User Guide Module 7: Approving/Rejecting Shopping Cart Module 7: Approving/Rejecting Shopping Cart Module Introduction After it is ordered, the Shopping Cart is routed through Workflow to the appropriate Approver for review and approval or rejection. The Approver is based on delegation of authority (i.e. Certifying Officer(s) linked to the Fund Center referenced on the Shopping Cart line item) and the corresponding Organizational Structure maintained in Umoja. As well as appearing in the Approver‘s Work Overview Work List (Alerts/Tasks) in SRM, Umoja also sends an email to the Approvers alerting them that their action is required to review the Shopping Cart. The Requisitioner will receive an email notification when the Shopping Cart is approved or rejected. It has to be noted that the Approver has not ability to amend the informaiton contained in a Shopping Cart therefore, if required,the line(s) that need changes has to be “rejected” and retuned to the Requisiitoner for the eiditng actions. The full details of the process of approving a Shopping Cart in SRM are covered in the Umoja Requisitioning and Procurement Approvals CBT course. Review and Approve or Reject Line Items Business Process Context When the Requisitioner submits a Shopping Cart for approval, the Approver receives two notifications: one by email and one in the Task tab of his/her Work Overview. The Approver needs to review each item contained in the Shopping Cart individually and decide whether to approve it or reject each of them. To acquire familiarity with the components of the Shopping Cart and determine whether each of the line item can be accepted, Approvers are encouraged to read carefully and use as a reference modules 1-5 of this User Guide. Transaction/Scenario Description The Approver logs into the Umoja SRM portal and accesses the Work Overview area to review and take a decision about the line items contained in a Shopping Cart. Step-by-Step Instructions 1. Click the Tasks tab in the Work Overview area UN Athens Training User Guide: Requesting Services of Consultants and Independent Contractors Page 89 Requesting Services of Consultants and Contractors User Guide User Guide 2. Click the Refresh icon Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 90 Requesting Services of Consultants and Contractors User Guide 3. Click the Shopping Cart you wish you review 4. Click the Details button to review the details of the Shopping Cart 5. The Item Data tab is open by default. Review the information in the following fields: Service ID Supplier Product Number Purchasing Group Order Quantity / Unit Price / Currency User Manual Requesting Services of Consultants and Contractors User Guide User Guide Service Required period Location/Plant (if applicable) 6. Click the Account Assignment tab Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 92 Requesting Services of Consultants and Contractors User Guide 7. Click the Details button to view the Account Assignment details 8. Review the information in the following fields: Account Assignment Category Cost Center Fund Center Fund Budget Period User Manual Requesting Services of Consultants and Contractors User Guide User Guide 9. Click the Notes and Attachments tab 10. Verify the attached documents and any note entered by the Requisitioner in the Notes and Attachments tab 11. Click the Delivery Address/Performance Location tab Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 94 Requesting Services of Consultants and Contractors User Guide 12. Verify where the CIC will report for duty and the name of the contact person to whom the CIC will report in the Delivery Address/ Performance Location tab 13. Click the Sources of Supply / Service Agents tab 14. Verify the Preferred Supplier field. This field contains the BP number of the selected CIC User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: The Approver MUST repeat the steps detailed above for every line item The Approver takes the decision to approve or reject any line item individually by selecting the Accept/Reject radio buttons 15. Set the status of every line item either to “Approve” or “Reject” Note: Umoja Training The approval status is always defaulted to "Approve" User Guide: Requesting Services of Consultants and Independent Contractors Page 96 Requesting Services of Consultants and Contractors User Guide 16. If required, enter any message in the Approval Note field, especially in connection with rejected line items 17. Click the Submit button Note: When a shopping carts containing ONLY approved line items is “submitted”, these line items will become visible in the HR Partners’ Sourcing Cockpit to be processed in a contract (PO) Shopping Carts containing any ”rejected” item are returned to the Requisitioner for required updates Once approved, the Related Documents tab will become visible in the Item Details of the approved Shopping Cart. The Related Documents tab displays the follow-on documents (i.e. Purchase Order etc.) which have been created for the line item(s), along with their status, dates etc. This is a valuable way to view and track the progress of the Shopping Cart User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: Back-End Document – As previously mentioned, when a PO is created in SRM it is replicated in ECC and creates a funds commitment in the Funds Management module). Once the PO is replicated in ECC, the PO reference number will be indicated under the Back-end Document Number column. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 98 Requesting Services of Consultants and Contractors User Guide User Guide Module 8: Accepting/Editing Shopping Cart Module Introduction The Requisitioner will receive an email notification advising when the Shopping Cart has been approved (or rejected). This module covers the steps to accept or edit a Shopping Cart containing rejected line items. The Requisitioners will receive an email notification for both rejected and approved Shopping Carts. Accept/Edit a Shopping Cart Business Process Context All Shopping Carts containing rejected line items appear in the Requisitioner’s Work Overview screen as Tasks that require action. If a Shopping Cart containing rejected line items is returned to the Requisitioner by the Approver, the Requisitioner can: Accept the Approver’s decision of rejection, resulting in the deletion of the rejected line items from the Shopping Cart; or Make the required changes, corrections or edits and then re-submit (order) the Shopping Cart for approval Note: If an item is rejected by the HR Partner, the Requisitioner can only view the rejected items on the Alerts tab in the Work Overview section. Rejected items will appear as cancelled items; therefore the Requisitioner can no longer edit the items. However, a shopping cart containing rejected items can be copied into a new shopping cart and resubmitted. UN Athens Training User Guide: Requesting Services of Consultants and Independent Contractors Page 99 Requesting Services of Consultants and Contractors User Guide User Guide Transaction/Scenario Description The Requisitioner logs into the Umoja SRM portal and accesses the Work Overview area to review a Shopping Cart returned by the Approver and containing the rejected line items. Step-by-Step Instructions 1. In the Requisitioner Home Page, click the Work Overview link 2. Click the Tasks tab 3. Click the Refresh icon to upload newly created Tasks Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 100 Requesting Services of Consultants and Contractors User Guide 4. Review the returns and select the Shopping Cart to review 5. Review any message regarding the rejection of the line item(s) that may have been included by the Approver in the Approval Note field 6. Click Accept to accept the rejection and delete the rejected line item(s). When the Requisitioner clicks the Accept button, the decision of the Approver to reject the line items will become final and these line items will no longer be available for processing. The rejected item(s) are eliminated from the Shopping Cart, while any approved line items will become visible to the HR Partner to be processed in a Contract User Manual Requesting Services of Consultants and Contractors User Guide User Guide Note: If there is only one line item the whole Shopping Cart is deleted If there is more than one item, the approved document is then routed to the HR Partner group if the remaining item(s) has been approved 7. If changes are required other than deleting the item(s) in its entirety, click Edit to open the Shopping Cart for editing Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 102 Requesting Services of Consultants and Contractors User Guide Note: ALWAYS read the Approver’s note prior to taking any action If you click the Accept button, the Shopping Cart will no loger be avaialalbe for editing If a Shopping Cart requires both editing and removing lines, click “Edit” and remove line item(s) following the steps detailed in Amending a Shopping Cart 8. A system message will appear to caution that any change to the Shopping Cart will have an impact on the document workflow 9. Click OK 10. A new system message will appear to inform that any changes to the Shopping Cart will restart the approval process 11. Click OK 12. Make the required changes and click Order to re-order the revised Shopping Cart. The Shopping Cart will be routed via Workflow back to the authorized Approver(s) for review and approval User Manual Requesting Services of Consultants and Contractors User Guide User Guide Administration of Shopping Carts: Monitoring Budget and Shopping Cart/Purchase Order Budget Consumption Overview As a Requisitioner, verifying funding prior to issuance of a Shopping Cart is useful. However, following the approval of a Shopping Cart it is critical that the Requisitioner regularly monitors the consumption of funds against the Shopping Cart and any resultant Purchase Orders. The timely conversion of Shopping Carts to Purchase Orders is important to meet operational needs and to ensure IPSAS compliance. Shopping Carts that remain open continue to precommit funds even if no further action is required. Shopping Cart requisitioning services no longer required shall be deleted all together. Purchase Orders commit funds and therefore, should be monitored with particular consideration given to IPSAS and delivery requirements. Expired contracts still containing available funds shall be closed by the HR Partners so as to return the remaining funds to the Cost Center. The following are helpful ECC T-Code Monitoring Tools: 1. T-Code: FMAVCR02 (ECC) Overview: Standard Funds Management report which allows you to view available budget based on relevant criteria e.g. Overall Fund level (and Fund Centre if required). Useful for: Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 104 Requesting Services of Consultants and Contractors User Guide Reviewing Budget Available at an overall Fund (and Fund Centre level if required). Monitoring Budget Consumption. 2. T-Code: FMRP_RFFMEP1AX (ECC) Overview: Standard Funds Management report which allows you to view all FM postings (at a line item level) for a business transaction which has posted to FM. For Procurement activities, specifically useful for reviewing FM status of Shopping Carts and Purchase Orders. Useful for: Reviewing Shopping Carts which are still consuming funding (i.e. have not been processed into approved Purchase Orders). Reviewing Purchase Orders which are still consuming funding (i.e. have not been fully received/closed). This is specifically useful for monitoring prior period carry forward obligations which are due to expire. Refer to Procurement Indicators Health Check and View Budget Availability Report Job Aids on iSeek for full instructions and details. 3. T-Code: ME2N (ME2L and ME2K) Overview: Used to display a number of Purchase Orders (PO) in one report. Similarly T-Code ME2L which views POs by Vendor and ME2K which views POs by Account Assignment may be very useful. Useful for: Reviewing and analyzing the status of each PO document. Refer to ME2N – Display of Purchasing Documents Job Aid on iSeek for full instructions and details. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * User Manual User Guide Requesting Services of Consultants and Contractors User Guide User Guide ntry Sheet Process Module 9: Service Entry Sheets Process Module Introduction Once the service has been rendered by the Consultant/IC in accordance with the payment conditions stipulated in the contract, the Requisitioner needs to create a Service Entry Sheet (SES). In Umoja, Requisitioners are responsible for receiving services rendered by Vendors (including CIC). To receive services in Umoja ECC the Requisioner creates a Service Entry Sheet (SES) in ECC using T-Code ML81N in order to confirm delivery of the services. However, while services rendered by commercial Vendors are approved by the Shopping Cart Approver, services rendered by Consultants and Individual Contractors are approved by the HR Partner CIC associated with the Requisitioner who raised the Shopping Cart. An SES must be approved before the payment for the Consultant/IC service can be processed and payment disbursed by the UN for the service rendered. Once the SES process is completed, the AP Approver will verify the acceptance of the SES through the self-billing report and will post the payment from the report. Refer to the Umoja Service Receipt Process – Non HR (CBT) Course and the Service Receipt Process and Add Attachment to Service Entry Sheet Job Aids in iSeek for full instructions and details on the standard process for creating/accepting SES. While in the standard process SES are created one at a time, the procedures detailed in this Module provides an enhancement to the standard method of creating/accepting SES and enable Requisitioners to process several SES at the same time. Note: This procedure does not apply to SES for consultant with a contract “by delivery” (Service ID 300464). Service Entry Sheets raised against delivery type of contracts are accepted/confirmed by creating individual documents. UN Athens Training User Guide: Requesting Services of Consultants and Independent Contractors Page 106 Requesting Services of Consultants and Contractors User Guide Multiple Service Entry Sheets Process – Create and Submit Multiple SES Transaction/Scenario Description The Requisitioner logs into Umoja ECC and extracts a report of CIC contracts under his/her responsibility for which it is required to create a SES so as to initiate payment of the established contractual fees. Step-by-Step Instructions 1. Start the transaction by typing the transaction code: ZSA_CREATE_SES in the Command field 2. Click the Enter icon Note: Transaction codes can be saved as Favorites The steps to insert a transaction in the Favorites menu are explained in the NV201 Umoja ECC Navigation course 3. Click Get Variant icon. A variant is a report set specifying a default layout and setting defined values for fields. A variant provides the automatic input on the transaction initial screen and therefore minimizes entries and reduces chances of errors. User Guide Requesting Services of Consultants and Contractors User Guide User Guide 4. Select the variant created for your Cost Center or office from the Variant Directory 5. Click the Choose icon Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 108 Requesting Services of Consultants and Contractors User Guide 6. Click the Execute icon 7. Click the SES Header Text box and enter your text. The SES Header Text is a mandatory field User Guide Requesting Services of Consultants and Contractors User Guide User Guide Note: Use the SES Header Text to indicate the reason for raising the payment. The SES Header Text must be entered for ALL line items (e.g. Payment Sep 2014) 8. To copy the text in other cells, right-click SES Header Text box 9. Click the Copy Text menu item Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 110 Requesting Services of Consultants and Contractors User Guide 10. Right-click the target cell 11. Click the Insert with Overwrite menu item Note: Alternatively, you can use Ctrl+C and Ctrl+V to copy and paste a text, You can work on the form directly in ECC or you can export it to Excel, complete it offline and Paste the entries back in the online form. 12. If required, enter text in the SES NOTE text box. This is an optional entry, and if not required can be left blank. Use the SES NOTE text box to enter a message addressed to the HR Partner in connection with the individual line item User Guide Requesting Services of Consultants and Contractors User Guide User Guide Note: The SES NOTE text, along with the date, time and name of the user who entered the text are recorded in the SES document under the tab Log Text 13. Enter the initial date covered by the SES in the Service Period From text box. This is a required entry to submit the SES form. 14. Enter the end-date covered by the SES in the Service Period To text box. This is a required entry to submit the SES form. The Service Period From and Service Period To are the initial and the end date of the period covered by the SES, in other words the period you are raising a payment for. Note: In case of a weekly or monthly contract the Service Period From/To field shall cover ONE week or ONE month of service ONLY If you need to raise payment for additional weeks/months, you are required to create a separate SES for each week/month of service Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 112 Requesting Services of Consultants and Contractors User Guide 15. In the Confirmed Quantity text box corresponding to an hourly contract (hourly =HR), enter the number of service-hours delivered by the CIC in the Service Period as indicated in the attendance record. This is a mandatory entry to submit the Multiple SES form. 16. In the Confirmed Quantity text box corresponding to a daily contract (daily=DAY) enter the number of service-days delivered by the CIC in the Service Period as indicated in the attendance record. This is a mandatory entry to submit the Multiple SES form. 17. In the DOA (Days of Absence) text box corresponding to the weekly contract (weekly = WK), enter the number of days of absence accrued by the CIC during the Service Period as indicated in the attendance record. This is a mandatory entry to submit the Multiple SES form. User Guide Requesting Services of Consultants and Contractors User Guide User Guide 18. In the DOA text box corresponding to the monthly contract (monthly=MON), enter the number of days of absence accrued by the CIC during the Service Period as indicated in the attendance record. This is a mandatory entry to submit the Multiple SES form. Note: As already explained, you can only create an SES to receive the service for ONE week or ONE month at a time. To accept several weeks or several months you will be required to process multiple SES. In order to avoid an error when creating the SES, make sure to review the Residual Quantity (hours, days, weeks and months) to ensure that the figures entered in the Confirmed Quantity field is equal or less than the figure entered in the Residual Quantity. 19. If required, populate the Posting Date text box. The Posting Date is used when entering the document in Financial Accounting or Controlling and is the date on which the transaction is recorded in the balance sheet. The system automatically defaults the Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 114 Requesting Services of Consultants and Contractors User Guide current date as the Posting Date. Therefore, unless advised otherwise by your Finance team, you could leave this field blank 20. To review additional fields, “Click” + Drag the scrollbar to the right of the screen 21. If applicable review the Last SES Creation Date field to avoid creating SES for overlapping periods or paying the CIC twice 22. Review all available fields, then “Click” + Drag the scrollbar to the left of the screen to return to the initial screen User Guide Requesting Services of Consultants and Contractors User Guide User Guide 23. To create Multiple SES you MUST select multiple line items. Only the selected line item(s) will be submitted to the HR Partner for approval. 24. To select all line items, click the Select Line button on the left, then press "Ctrl" + Drag your mouse along all the Select Line buttons 25. Alternatively, if selecting multiple line items that are not in a row, press “Ctrl” + Click one by one the Select Line buttons Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 116 Requesting Services of Consultants and Contractors User Guide 26. Click the Create Service Entry Sheet button 27. Click + Drag the scrollbar to the far right of the screen to read the message associated with the line items displaying a “RED” status Note: Line items that show GREEN status were submitted to the HR Partner for approval. Any line item that has RED status was not submitted for approval and need to be re- User Guide Requesting Services of Consultants and Contractors User Guide User Guide processed separately either via mass process (ZSA_CREATE_SES) or via individual process (ML81N). 28. Review the error, the Message field displays the reason for which this SES was not created. 29. Amend accordingly. 30. Repeat step 20-25. Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 118 Requesting Services of Consultants and Contractors User Guide Multiple Service Entry Sheets Process - Send a Message to the Approver Transaction/Scenario Description The system DOES NOT send automatic notifications to the HR Partner about the creation of SES. Therefore, to expedite SES approval and consequent payment, the Requisitioner executes the following steps to send a message to the HR Partner from ECC. Step-by-Step Instructions Start the transaction to complete the Create Service Entry Sheet process, WITHOUT leaving the screen. 1. Click Export icon 2. Click Send menu item 3. Enter the email text in the Document contents text field 4. Enter the recipient(s) email address or User ID in the Recipient field 5. Click Send icon User Guide Requesting Services of Consultants and Contractors User Guide User Guide 6. If no further action is required, exit this screen by clicking the Exit icon * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 120 Requesting Services of Consultants and Contractors User Guide Multiple Service Entry Sheets Process – Display a Note from the Approver Transaction/Scenario Description The system DOES NOT send automatic notifications to the Requisitioner when the HR Partner has accepted lines from a Multiple Service Entry Sheet or has indicated that some of the created documents require further action. The steps below detail the actions performed by the Requisitioner to verify if the HR Partner entered a message in one of the created SES documents: Step-by-Step Instructions 1. Start the transaction entering in the Command Field the transaction code. ZSA_ACCEPT_SES 2. Click button . 3. Click Get Variant... button User Guide Requesting Services of Consultants and Contractors User Guide User Guide 4. Select the variant set-up for your office. 5. Click Choose button 6. Click Execute icon . . 7. Review the SES NOTE entered by the HR Partner 8. Take note of the SES Number. You will need this number to search/display the individual SES document and take actions requested by the HR Partner Note: Amendment to the SES document cannot be undertaken directly within this utility but via the standard process (t-code ML81N) 9. If no further action is required click Exit icon Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 122 Requesting Services of Consultants and Contractors User Guide Multiple Service Entry Sheets Process – Create a Variant Transaction/Scenario Description A variant is a report you can set to define a layout and specify default values for fields. A saved variant provides input on a transaction initial screen and minimizes entries. The Requisitioners can create and save a variant for their office and share the variant with the HR Partner to ensure speedy processing of the bulk SES and minimize errors. Step-by-Step Instructions 1. Start the transaction by typing in the Command Field the transaction code: ZSA_CREATE_SES 2. Click Enter icon 3. Enter your Plant code in the Plant text box. In Umoja a Plant represents a location where goods and services (including CIC) are procured and received. It corresponds to a country for HQ and OAHs or to a Mission/Support Centre in Peacekeeping 4. Enter a single Fund Center in the Fund Center From text box. A Fund Center is an organizational unit within the Fund Management (FM) area that represents the structure of an organization (areas of responsibility, departments, and projects).. User Guide Requesting Services of Consultants and Contractors User Guide User Guide Note: A Fund Center is typically a department, office, division, or section. Every Fund Center links to a Cost Center A budget is assigned to a Fund Center; when the budget is used up, postings are made to the Fund Center as commitment and actual values. 4. Alternatively if you need to create a variant to cover CIC contracts created by different Fund Centers, follow the next steps. 5. Click the Multiple Selection button to enter multiple Fund Centers 6. Enter the additional Fund Center in the Single value control fields Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 124 Requesting Services of Consultants and Contractors User Guide 7. Click Copy icon . 8. You can also enter a range of Purchase Orders in the Purchase Order From/to fields, the variant will create a SES for every Purchase Order contained in the range 9. Enter the first Purchase Order of the range in the Purchase Order From text box. 10. Enter the last Purchase Order of the range in the Purchase Order to text box. 11. If the Purchase Orders you need to include in the variant are not in sequence, follow the next steps 12. Click Multiple Selection button . User Guide Requesting Services of Consultants and Contractors User Guide User Guide 13. Enter the Purchase Order number in the Single value text box 14. Alternatively, create a list of Purchase Orders in Excel, copy the list in the clipboard and follow the next steps 15. Click Single value text box 16. Press "Ctrl + V" to Paste all records copied in the clipboard. 17. Click Copy icon Umoja Training . User Guide: Requesting Services of Consultants and Independent Contractors Page 126 Requesting Services of Consultants and Contractors User Guide 18. Click the Goto main menu 19. Click the Goto Variants menu item 20. Click Save as Variant menu item 21. Enter a name of your choice for your variant in the Variant Name text field User Guide Requesting Services of Consultants and Contractors User Guide User Guide 22. Enter a brief description for your variant in the Description text field 23. Click Save icon . Multiple Service Entry Sheets Process – Change Report Layout Transaction/Scenario Description For each report available in Umoja, it is possible to define a report layout by choosing and rearranging features of the report, such as the page and numeric formats, and define the position of columns, parameters, graphical presentation, and color pallet. The following steps explain how the Requisitioner and HR Partner can change and save the display layout. Step-by-step Procedures 1. Start the transaction by typing T-code: ZSA_CREATE_SES 2. 3. 4. 5. 6. Click Enter icon . Click Get Variant... icon Select the variant set-up for your area. Click Choose icon Click Open icon . 7. Click Change Layout menu item Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 128 Requesting Services of Consultants and Contractors User Guide Note: Displayed Columns are currently visible on the screen Items listed under Column Set are available but not currently visible on the screen 8. Select a record from the Column Set list 9. Click Show Selected Fields button 10. Repeat the step for every column you need to show 11. Select a record from the Displayed Column list 12. Click Hide Selected Field button . 13. Repeat the step for every column you need to remove from display 12. When the display changes have been completed, click Save layout icon . User Guide Requesting Services of Consultants and Contractors User Guide User Guide Change Layout 13. Enter a name for your new layout in the Save Layout text box 14. Click Default setting check box to make this layout the default display for this report, available to all users. 15. Click User-specific check box 16. Click Continue icon Umoja Training to make this layout available to you only. . User Guide: Requesting Services of Consultants and Independent Contractors Page 130 Requesting Services of Consultants and Contractors User Guide User Guide Note: Displayed Columns can be further repositioned on the screen and rearranged according to the user’s preferred sequencing. To reposition the columns follow the next steps 17. Highlight any column you wish to reposition by clicking the column name field (e.g. Purchasing Doc). 18. Drag the column into the new position 19. Repeat the step for every column you wish to reposition 20. If no further action is required, exit the Create SES screen by clicking the Exit icon . Requesting Services of Consultants and Contractors User Guide User Guide Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 132 Requesting Services of Consultants and Contractors User Guide Module 10: Generating SRM Reports Module Introduction There are a number of reports available in Umoja ECC that can be used by the Requisitioner and the Approver in the Requesting Services of Consultants and ICs process. This module covers the steps to generate, export, save and access the Shopping Cart Details report. Access Shopping Cart Details Report The steps to access the Shopping Cart Details report are as follows: 1. Click the Requisitioning button in the Umoja SRM Home Page 2. Click the Reports tab 3. Click the Shopping Cart Details link to view the BW Independent Reports User Guide Requesting Services of Consultants and Contractors User Guide User Guide 4. Populate the required fields in the Quick Criteria Maintenance section 5. Click the Apply button Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 134 Requesting Services of Consultants and Contractors User Guide Export the Generated Report The steps to export the generated report are as follows: 1. Click the Export button 2. Click the Export to Microsoft Excel button User Guide Requesting Services of Consultants and Contractors User Guide User Guide 3. Click the Save button 4. Select Save as from the Save drop-down list 5. Select file format, target destination and name 6. Repeat the procedure for the other BW Independent Reports Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 136 Requesting Services of Consultants and Contractors User Guide * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * User Guide User Guide Appendix and Reference Information Appendix and Reference Information Key Transactions Transactions T-Code Verifying CIC Record MK03 Creating Shopping Cart N/A Taking Over and Editing a Team Member’s Cart N/A Reviewing and Approving or Rejecting Line Items N/A Accepting/Editing a Shopping Cart N/A Creating Multiple Service Entry Sheet ZSA_CREATE_SES Displaying Service Entry Sheets Note ZSA_ACCEPT_SES Creating a Variant ZSA_CREATE_SES Generating ECC Report ME2L UN Athens Training User Guide: Requesting Services of Consultants and Independent Contractors Page 138 Appendix and Reference Information Key Terminology Key Terms Description Account Assignment The funding information that is needed for all Shopping Carts/Low Value Acquisition (LVAs) (includes applicable Funds and Funds Centers) before being submitted for approval. Account Assignment Category Identifies the type of funding for the procurement action (for example Cost Center, WBS, Internal Order) and appears in the Shopping Cart/LVA. This determines the type of account assignment data that is needed for an item. Account Availability Check (AVC) Refers to an automated check conducted before Shopping Carts are ordered to verify if the required funds are available. If funds are not available, the Shopping Cart cannot be submitted for approval. Business Partner Refers to a person or an organization that has a business interest with the UN. A BP can be a commercial vendor, a UN agency, a staff member, and so on. Regarding the Consultant and IC process, a BP is an Individual who acts as a vendor (such as the Consultant/IC) and provides services to the UN. It is any entity that is involved in a transaction, such as a vendor who sends an invoice. Cost Center A cost object representing a unit of the organization that collects costs and revenues for on-going operations or functions i.e. 10076 = Supply Section. This is derived (populated automatically) based on the information in the user’s profile and can be amended as required. ECC (ERP Central Componen ECC is the name of the central component or foundation component of the ERP developed by the company SAP. ECC is the main Umoja application used for all business integration activities upon which all other business suites, (SRM, ESS, BI) are built and developed. ERP (Enterprise Resouce Planning A business management system that integrates all aspects of the business including activities such as, procurement, finance, material management, service deliver and human resources Evaluated Receipt Settlement (ERS) A procedure for settling goods/service receipts automatically if it is not required to the vendor to submit an invoice in respect of a purchase order transaction as in the case of Consultant and Individual Contractor services. Instead, the system posts the invoice document automatically on the basis of the data in the purchase order and service receipts. Fund In Umoja, it represents the foundation for tracking, controlling and reporting on available financial resources and is typically linked to an entity i.e. 10UNA = UNON, 20OLA = UNIFIL ESS (Employee Self-service) The Portal is a web application that provides a number of iViews to allow employees to create, change and display their personal data, and to User Guide User Guide Appendix and Reference Information Portal submit requests for leave, entitlements and travel. The Portal also enables managers to navigate to their dedicated areas to review information and approve/reject requests through workflows. Fund Center An organizational unit within the FM module that controls a budget. It is automatically derived from the Cost Center. Master Data 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. Material / Service Master Material/Service Master records contain all the information about the materials and Service that the UN procures stores and ships (Product Categories, Product IDs, etc.). The integration of all information about a material and service into a single record eliminates redundancy and makes it possible to store material/service data for all relevant system components in a single, central database. It is used to populate Shopping Carts, and identify the goods and services required, including services of Consultants and Individual Contractors. Product Category Represents the general type of product, material or service and is part of the Material or Service Master Record. A Product Category usually contains multiple Product IDs. Product ID The unique, specific ID number of a particular material or service that is a sub-set of a Product Category. This is identical to the Material or Service Number fields in ECC and is part of the Material or Service Master Record. The Product ID is not derived from the Product Category, but created by the UN during codification. Purchase Order A typical buyer-generated document that authorizes a purchase transaction. In the context of the Consultant/Individual Contractor servises a PO refers to the contract created by HR Partner. Any service line items on a PO will require a Service Entry Sheet to confirm receipt and enable invoice matching. Service Entry Sheet Similar to a Goods Receipt in purpose, a system document generated to acknowledge receipt/delivery of services (also known as a Material Document in Umoja). Shopping Cart A term used in Umoja SRM for what is currently referred to as a Purchase Requisition. SRM (Supplier Relationship Management) A Web-based Umoja application/component used specifically for procurement and requisitioning activities. Transactional Data Data derived from or entered using a single transaction in Umoja. The Service Remuneration Rate and Service Conditions (service duration, service beginning, end, and performance location) are directly derived Umoja Training User Guide: Requesting Services of Consultants and Independent Contractors Page 140 Appendix and Reference Information from transactional data contained in the Shopping Cart. Work Overview The screen in Umoja SRM that lists all the tasks that require action by the User such as approvals (Approver) or required revisions to Shopping Carts (Requisitioner). Workflow Refers to Shopping Carts, or other financial/procurement documents, being automatically routed to the appropriate person(s) for review and approval. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * User Guide
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