SC318 – Umoja Requisitioning

SC318 – Umoja Requisitioning

SC318 – Umoja Requisitioning

Umoja Requisitioning – Version 21.1

Last Modified: 05 June 2015

Copyright © United Nations

1

Introduction

Please briefly share with us:

• Your name

• Your job and organization/section/unit

• Years of experience in the UN and in the

Supply Chain

• An interesting fact about you

• One benefit you think Umoja will bring

2

Ground Rules

Please consider the following guidelines during the training session:

• Turn your cell phone to silent mode. Please step out of the class to take any important phone call

• Please do not access your e-mail or the Internet outside of breaks

• Participate fully in the training session and respect each others’ contributions

• Avoid side conversations as this is distracting and key points are missed

• Breaks are scheduled/included at the discretion of the trainer

X

No Phones

X

Do Not Access

E-mail

Participate

Ask Questions

Breaks

3

Course Overview

The purpose of the Umoja Requisitioning course is to explain how to create a Shopping

Cart for goods or services. This course provides detailed steps to create and order a

Shopping Cart in the Umoja Supplier Relationship Management (SRM) system.

Prerequisite Review

The following mandatory prerequisite Computer Based Training courses were to be successfully completed prior to this course:

• Umoja Overview

• Umoja Master Data & Coding Block Overview

• Umoja Funds Management Overview

• Umoja Material Master Data Overview

• Umoja Procurement Overview

• Umoja Requisitioning Overview

• Umoja SRM Navigation

• Umoja ECC Navigation

• Umoja BI Navigation

ILT Course Duration: 3 days

4

Course Objectives

After completing this course, you will be able to:

• Create and submit a Shopping Cart and once approved, will result in a saved

Purchase Order (PO) or Solicitation (RFx) that is forwarded to the Buyer

• Add an item to a Shopping Cart using 3 different methods

• Create Shopping Cart Templates for recurring requirements

• Select the appropriate Account Assignment and related information for Shopping

Cart items

• Make the required changes when procuring for services, rather than goods

• Create a Shopping Cart to establish or order from a Blanket Purchase Order

• Save, edit and order a Shopping Cart

• View and Edit Team Shopping Carts

5

Course and Post Deployment Resources

The following are available on iSeek under the Umoja ‘Training and Job Aids’ link as training and post deployment resources and references:

• A copy of this Instructor Led Training Course (ILT) and all other Umoja ILT courses

• All Requisitioning mandatory Computer Based Training (CBT) courses and all other Umoja CBT courses

• The ‘Requisitioning User Guide’ with an overview of the Requisitioning process and detailed step-by-step instructions and helpful tips on how to complete transactions in Umoja. Keep this a copy with you once deployed!

• Numerous Job Aids and Supply Chain FAQs with more information and detailed instructions regarding specific topics and transactions (these are referenced in the Requisitioning User Guide).

* Users should always check all reference documents prior to escalating any issues.

6

Agenda

Course Introduction

Module 1: Requisitioning in Umoja

Module 2: Create, Order and Edit a Shopping Cart

Course Summary

Course Assessment

Course Survey

7

Module 1 Objectives

After completing this module, you will be able to:

• Describe the Key Terminology and Enterprise Roles involved in the Requisitioning and Procurement processes

• Describe the major steps of the Requisitioning processes

• Explain the Low Value Acquisition purchase order process

8

Key Terminology

Key Term

Account Availability Check

(AVC)

Contract Catalog

Description

Refers to an automated check conducted before Shopping

Carts are ordered to verify if the required funds are available at the Cost Center/Funds Center Level. If funds are not available, the Shopping Cart cannot be submitted for approval.

It is a searchable database of goods and services that can be sourced from existing Systems/Local Contracts from which

Requisitioners can add items to their Shopping Carts.

ERP Central Component

(ECC)

Goods Receipt

The main Umoja component comprising various modules.

Low Value Acquisition

(LVA)

It is a document generated to acknowledge the receipt of delivered goods.

It is a Purchase Order (PO) used for requirements not exceeding $4,000 USD, issued without the direct involvement of Procurement. This replaces the current Short Form PO and

Direct Expenditure processes. The Low Value Acquisitioner

Role is required to process an LVA.

9

Key Terminology

Key Term

Material Master

Product Category

Product ID

Description

Material Master records contain all the information about the materials that the UN procures, stores and ships (Product

Categories, Product IDs, etc.). The integration of all information about a material into a single record eliminates redundancy and makes it possible to store material data for all relevant system components in a single, central database. It is used to populate Shopping Carts, identify the goods required and is used in many other Supply Chain and Finance processes.

Represents the general type of product or material and is part of the Material or Service Master Record. Product categories are a subset of United Nations Standard Products and Services

Code (UNSPSC) classifications. A Product Category usually contains multiple Product IDs.

Is 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.

10

Key Terminology

Key Term

RFx

Service Entry Sheet

Service Master

Shopping Cart

SRM (Supplier

Relationship

Management)

Workflow

Work Overview

Description

It is a generic term for a Solicitation document. The ‘x’ signifies that the solicitation document could either be an RFQ , RFP or ITB.

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).

Is equivalent to the Material Master, but is for all services procured by UN. Service Master Records are also stored in the same central database as Material Master records.

It is a term used in Umoja SRM for what is currently referred to as a

Purchase Requisition.

It is a Web-based Umoja application used specifically for procurement and requisitioning activities.

It refers to Shopping Carts, or other financial/procurement documents, being automatically routed to the appropriate person(s) for review and approval.

It is the 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).

11

Roles & Responsibilities

The following Umoja Enterprise Roles are involved in the Requisitioning process:

Requisitioner

Requisitioner – Direct

Procurement

Creates Shopping Carts (previously referred to as Purchase

Requisitions) for goods (for consumption), services and

Independent Contractors and Consultants. Creates

‘Reservations’ for items to be obtained from inventory.

Creates Service Entry Sheets for receipt of services in ECC.

Same transactions as the ‘Requisitioner’ Role, however, can also create Shopping Carts for goods that will go into inventory.

Approver

Reviews and approves or rejects supply chain documents such as: Shopping Carts, Low Value Acquisition Purchase

Orders (POs) and Service Entry Sheets; OR solicitation documents, POs and contracts; OR Letters of Assist (DFS, NY

Only); OR MOU POs/Contracts (FBFD, DFS, NY only).

Assignment of the approval authority in Umoja is based on delegations of authority.

12

Roles & Responsibilities

The following Umoja Enterprise Roles are involved in the Requisitioning process:

Low Value

Acquisitioner

Buyer

Buyer Supervisor

Buyer LOA

Creates Purchase Orders under the Low Value Acquisition (LVA) process for requirements not exceeding $4,000 USD. Creates

Service Entry Sheets in ECC for the receipt of LVA services .

Processes Shopping Carts through solicitations, POs and contracts and submits for approval.

Manages groups of Buyers; performs workload redistribution; and allocates Shopping Carts to Buyers.

Creates Purchase Orders for Letters of Assist (DFS, New York staff only).

MOU Purchaser

(C4 Only)

Creates Purchase Orders for goods and/or services under military MOUs (FBFD, DFS, NY only).

13

Requisitioning vs. Reservations

Requisitioner

Check Stock

Requirement

List

Create

Reservation

Check Stock

Requirement

List

Inventory Manager

Approve

Reservation

Goods Issue or

Goods Transfer

Similar to the current business practice, a Requisitioner should always determine if the required material/goods are already available, locally, in their Plant's inventory/stock prior to commencing a procurement activity (i.e. raising a Shopping Cart which was previously referred to as a ‘Purchase Requisition’)

In Umoja, the Requisitioner can run a Stock Availability Report (Stock Overview) in ECC (T-Code:

ZLE_STCK_OVRVW) to verify the availability of a material at their Plant, on the required date.

Additional policies and/or guidance maybe issued in this respect by the responsible authority

If the material is available at their Plant, the Requisitioner can create and submit for approval a

Reservation to request issuance of the material from stock . More information on the steps to create a Reservation is available in the Logistics Job Aid How to Create, Certify and Approve

Reservations for Inventory and in the Umoja Local Inventory Goods Movement course

If local stock is not available, the Requisitioner can then raise a Shopping Cart to commence procurement action

Requisitioning - Material and Service Masters

With the introduction of the integrated Master Data, the supply chain process will be more streamlined and effective:

• Shopping Carts are created identifying the required goods/services by selecting the appropriate Product Category and a Product ID for each item. Umoja offers the ability to search these in the system while creating the Shopping Cart.

• For example, an ‘All-in-One Desktop Computer’ would be identified in Umoja as:

Product Category: 43211501 (Desktop Computer) with

Product ID: 1500010454 (Computer All in One)

• Product Categories represents the general type of product/service and based on the

United Nations Standard Products and Services Code ( UNSPSC ) classifications. A

Product Category is usually linked to multiple Product IDs.

• The Product IDs define the requirement in more detail. It is a unique, specific ID number for a particular material or service and is a sub-set of the Product Category.

The Product ID is not from the UNSPSC but is created by the UN during codification.

15

Requisitioning – Material and Service Masters

• Each item should include a Product Category AND a Product ID

• Product IDs are required/mandatory for downstream functions such as ‘inventory’

• Product Categories/IDs are created and centrally maintained in the

Material/Service Master by the Material Master Data Team and are typically linked to each other

• The Material Master Data Team has worked closely with the ‘Business’ to create

Product Categories/IDs for almost everything we require

• However, due to the cost associated with maintaining the Masters there are some isolated cases where there may be: a Product Category and only a generic Product

ID i.e. Spare Parts

• For any questions/assistance in selecting the appropriate Product Categories/IDs

contact the Material Master Data Team: [email protected]

16

Material and Service Master Data

The Material and Service Master Records are new Master Data objects within the UN.

Identifying a product/service using the Material or Service Master record enables faster processing of Shopping Carts through Procurement and are required for downstream processes (for example Goods Receipt, inventory) and reporting.

Type of material/service

Product Category

based on the UNSPSC classification

(Projectors, Supplies)

Unique ID of a material/service linked to a Product Category

Product ID

Example: 1500001517

(Projector: Dig)

Characteristics to enable

Material Management

Example: Unit of

Measure

Other Physical or

Financial Characteristics

Example: G/L Account

Material/Service

Master Data

Records

Note:

Product IDs are required

for downstream processes such as

inventory and equipment management.

17

Requisitioning Process in Umoja SRM (No Existing Contract - One Time Buy)

Material/

Service

Master

Requisitioning

- Create & Approve a

Funded

Shopping Cart

(SC)

Buyer Receives the

SC and Creates an

Rfx (Solicitation)

Purchase Order is Approved and Released

Receipt, Invoice

& Payment

Processing

With the introduction of the integrated Master Data, the Requisitioning process will be more streamlined:

A Funded Shopping Cart (previously referred to as a ‘Requisition’)is created identifying the required goods and services by selecting the appropriate Product Category for the item(s) and the

Product ID (typically linked) that are maintained in the Material/Service Master

The Shopping Cart is sent for approval (SA Approver role) and once approved, it is forwarded to the

Buyer

• the Buyer creates an RFx (solicitation ) and sends it for approval (SA Approver role)

• offers are evaluated, a Purchase Order is created by the Buyer, sent for approval (SA Approver role) and issued

18

Re-occurring Requirement – 2 Step End to End Process

*

**

* Buyer publishes items to the Contract Catalog ** Requisitioner adds items from Contract Catalog

Copyright © United Nations

STEP 1

Material/

Service

Master

Requisitioning Process in Umoja SRM

(No Existing Contract - Re-occurring Requirement)

Requisitioning

- Create & Approve an

Unfunded

Shopping

Cart (SC)

Buyer Receives the

SC and Creates an

RFx (Solicitation)

Unfunded Contract is

Approved and Items are

Published to the Contract

Catalog

UN Contract Catalog

Re-occurring requirements with no existing contract:

This involves a 2 step process: an Unfunded Contract is solicited and awarded/published (Contract

Catalog Items); Funded Shopping Carts are created ‘as and when required’ to procure goods/services or to fund contracts

Step 1 – Create Unfunded Contract/Contract Catalog Items: a. the Requisitioner creates an Unfunded Shopping Cart with an estimated ‘Not to Exceed’ value, that is then sent for approval (SA Approver role) b. the Buyer solicits and evaluates offers and a contract is approved (SA Approver role) i.e. Systems

Contract, Local Contract, multiple fiscal period contracts etc.) c. upon approval, the items are ‘published’ to Contract Catalog at the line item level including the vendor and contractual terms/conditions such as pricing, Incoterm(s), delivery period etc.

20

Requisitioning Process in Umoja SRM (Existing Contract Catalog Item)

STEP 2

UN Contract Catalog

UNGM

Vendors

Material/

Service

Master

Requisitioning

- Create & Approve a

Funded

Shopping Cart

Buyer Receives an

Automatically

Generated Populated

Purchase Order

Purchase Order is

Approved and

Released

Receipt,

Invoice &

Payment

Processing

Re-occurring requirements with no existing contract:

Step 2 – Create a Purchase Order a. the Requisitioner creates a Funded Shopping Cart selecting items from the Contract Catalog

(includes vendor, price, Incoterm etc.) to procure goods/services or to add funding to a multiple fiscal period contract b. once the Shopping Cart is approved (SA Approver role) the Buyer receives a populated Purchase

Order (item data is automatically transferred between documents) c. The buyer reviews the Purchase Order, submits it for Approval (SA Approver role) and it is released following approval

21

Requisitioning Process in Umoja SRM - Summary

Items Published to the UN Contract Catalog

UN Contract Catalog

UNGM

Vendors

Material/

Service

Master

Requisitioning

(Create & Approve a

Shopping Cart (SC))

No Contract Exists –

Re-occurring

(Unfunded SC)

Contract Exists

(Funded SC)

No Contract Exists –

One Time Buy

(Funded SC)

Buyer Receives the

SC and Creates an RFx (Solicitation)

Buyer Receives an Automatically

Populated Purchase

Order

Buyer Receives the

SC and Creates an RFx (Solicitation)

Buyer Creates an

Unfunded Contract that is Approved

Purchase Order is

Approved and

Released

Purchase Order is Approved and Released

Receipt,

Invoice &

Payment

Processing

With the introduction of the UN Contract Catalog and integrated Master Data, the Requisitioning process will be more streamlined:

For re-occurring requirements (Systems Contracts, multiple fiscal period contracts etc.), items can be solicited and published to the Contract Catalog (includes vendor, price, Incoterms etc.)

Contract Catalog Items are added to the Shopping Carts and upon approval (SA Approver), Umoja generates a populated Purchase Order (vendor, Product Category, ID, item, price etc.) that is forwarded to the Buyer for review, approval (SA Approver) and release

For items that are not Contract Catalog Items, Material and Service Master Data allows Requisitioners to add goods/services to Shopping Carts for solicitation

Upon approval, a Shopping Cart is forwarded to the Buyer for issuance of an RFx and resulting PO

22

Funded vs. Unfunded Shopping Carts

Upon

Approval

Funded Shopping Cart Unfunded Shopping Cart

(One Time Buy) (Re-occurring Items)

Funded Shopping Cart

(Contract Catalog Item)

Shopping Cart (SC) is forwarded to Procurement for solicitation (RFx)

Shopping Cart (SC) is forwarded to Procurement for solicitation (RFx)

Populated Purchase Order forwarded to Procurement for review/approval

A Purchase Order

Resulting

Procurement

Document

A Purchase Order

An Unfunded Contract and the items are published to the Contract Catalog

Budgetary

Impact

- SC Approval: funds

Pre-commitment

- Purchase Order Approval: funds Commitment

- SC Approval: no funds

Pre-commitment

- Contract Approval: no funds Commitment

- SC Approval: funds

Pre-commitment

- Purchase Order Approval: funds Commitment

23

Requisitioning Process Review

• An Unfunded Shopping Cart can result only in an Unfunded Contract whose items are published to the Contract Catalog on an line item basis i.e. Systems Contracts, multiple fiscal period contracts, BPOs

• A Funded Shopping Cart ultimately results in a Purchase Order issued by

Procurement.

• Once approved, a Shopping Cart with items added from the Contract

Catalog results in a pre-populated Purchase Order that is sent to

Procurement for review and approval.

• Items added via Internal Goods/Services result in a Shopping Cart that once approved is forwarded to Procurement who will undertake solicitation.

24

Requisitioning Process Review

• Therefore, whenever possible, the Contract Catalog should be used to add items to the Shopping Cart

• Funding for a Shopping Cart is checked through the automated Account

Availability Check (AVC) process prior to it being ordered. A Shopping Cart cannot be ordered if sufficient funds do not exist in the Cost Center/Fund

Center. The funds pre-commitment is not created until it is approved.

• Almost all products and services procured by the UN will have

Material/Service Master records already populated in Umoja – these are accessed through the Shopping Cart when adding items. If an appropriate record does not exist or there are questions on choosing the appropriate

Product Categories/IDs contact the Material Master Data Team: [email protected]

25

Low Value Acquisitions - Overview

• The Low Value Acquisition (LVA) process is used for ad hoc requirements that do not exceed $4,000 USD. LVAs should typically not contain Contract

Catalog Items, meaning those items linked to an existing Systems or Local

Contract. The exception is if the item is a Contract Catalog Item from a Blanket Purchase Order (more to follow on this).

• The Low Value Acquisitioner Enterprise Role is required to undertake the

LVA process in Umoja

• An approved LVA is a Purchase Order for goods or services and replaces and automates the current ‘Short Form Purchase Order’ and ‘Direct

Expenditures’ processes

• Once approved by the Approver (Cost/Fund Center), the PO can be issued to the Supplier directly with the involvement of the Buyer/Procurement

26

Low Value Acquisitions - Overview

The Low Value Acquisitioner Enterprise Role can use the Low Value Acquisition (LVA) process to create a

Purchase Order under the following conditions (in green below):

- the item (good/service) does not exceed $4,000 and the item is not a contract catalog item (on an existing contract) OR

- the item (good/service) does not exceed $4,000 and the item is a Blanket Purchase Order

Contract Catalog Item (discuss further with the Procurement Office)

Note – only the scenario in green below is for action by the Low Value Acquisitioner Role. The red scenarios are for action by the Requisitioner or Requisitioner – Direct Procurement Roles only.

Order

≤$4000 +

No Existing

Contract*

Use

LVA

Process

Low Value

Acquisitioner Role

* Items from BPO Contracts can be accessed using the LVA process

Order

≤$4000 +

Contract

Exists*

Use

Requisitioner

Role

Shopping

Cart with

Catalog

Item

* Excludes items from BPO Contracts

Order

>$4000

Use

Requisitioner

Role

Shopping

Cart

27

Low Value Acquisitions (LVA) vs. Shopping Carts

The process for creating an LVA is similar to creating a Shopping Cart except for the following distinctions:

LVA (LVA Role) Shopping Cart

(Requisitioner Roles)

Type

Is a type of PO Is a Shopping Cart (Requisition)

Supplier

Supplier must be selected and finalized during creation

Supplier is not required except when a

Contract Catalog Item is selected in which case Umoja automatically assigns Supplier

Budgetary

Impact

Funds Commitment is created on approval of LVA PO

Funds Pre-commitment is created on approval of the Shopping Cart

Note: An office’s current ‘Low Value Vendors’ will typically be created in Umoja prior to implementation. However, if a new supplier is required and does not exist in Umoja SRM, a request for a new ‘Low Value Vendor’ must be submitted through the appropriate channels i.e. iNeed etc. The supplier will then be created in Umoja (ECC) by the Central Data Maintenance team. These ‘Low Value Vendors’ are available only for LVAs in SRM and not regular procurement.

Procurement offices will monitor the use of ‘Low Value Vendors’ and may require their conversion to a regular supplier status and registration in UNGM if they are used frequently.

28

Integration within Umoja – SRM and ECC

The illustration below shows how the Requisitioning process fits in the end-to-end

Procurement process in Umoja, along with the relevant impacts on Funds Management:

PO(s) from Contract Catalog

SRM

Creation of

Shopping Cart

(PR)

Approval

Process

Solicitation

Bid(s) Contract(s) Approval

Process

Normal PO(s) Read only copies of PO(s)

ECC

Materials

Management

Shopping Cart

Generates precommitment in FM

PO’s replicated

Goods

Receipt(s)

Invoice

Receipts(s)

Pre-Commitment

Funds Management

Impacts

Commitment Actuals Actuals

SRM = Supplier Relationship Management

ECC = ERP Central Component

29

Learning Checkpoint 1

An Unfunded Shopping Cart can only ultimately result in which procurement document(s):

Select the correct option.

A.

A Funded Purchase Order

B.

An Unfunded Contract/Contract Catalog Items

C.

A Low Value Acquisition

D.

Both A. and B.

30

Learning Checkpoint 1

An Unfunded Shopping Cart can only ultimately result in which procurement document(s):

Select the correct option.

A.

A Funded Purchase Order

B.

An Unfunded Contract/Contract Catalog Items

C.

A Low Value Acquisition

D.

Both A. and B.

Option B is the correct answer. Once approved, an Unfunded

Shopping Cart is forwarded to Procurement where the requirement is solicited resulting in an Unfunded Contract

(i.e. Systems Contract, multiple fiscal period contract). Items from the Contract are published in the Contract Catalog including the vendor, pricing, Incoterm(s), delivery dates etc.

Items can be procured by raising a Funded Shopping Cart and selecting the items from the Contract Catalog. Further competition is not required.

31

Learning Checkpoint 1

A Funded Shopping Cart with a Contract Catalog Item(s) results in which of the following upon approval:

Select the correct option.

A.

Shopping Cart

B.

Unfunded Contract

C.

Purchase Order

D.

Commitment

32

Learning Checkpoint 1

A Funded Shopping Cart with a Contract Catalog Item(s) results in which of the following upon approval:

Select the correct option.

A.

Shopping Cart

B.

Unfunded Contract

C.

Purchase Order

D.

Commitment

Option C is the correct answer. Once approved, a

Funded Shopping Cart with Contract Catalog Items results in a populated Purchase Order (vendor, price etc.). This is forwarded to Procurement for review and approval. No further solicitation is required.

33

Module 1 Summary

The key points covered in this module are listed below:

• The Material and Service Master records are new Master Data objects within UN and are maintained centrally

• The selection of the correct Product Category and Product ID for the items is critical for downstream processes (inventory etc.)

• Umoja SRM is a Web-based application used specifically for Requisitioning and

Procurement activities

• Shopping Carts are used in Umoja SRM instead of the current Purchase

Requisitions

• Upon approval, a Shopping Cart results in either: a pre-populated Purchase Order

(Contract Catalog Items only) forwarded to the Buyer for review and approval; or a

Shopping Cart forwarded for solicitation (non Contract Catalog Items)

• Requirements with an estimated total value not exceeding $4,000 USD can be procured via the LVA process, unless the desired products are linked to an existing Systems or Local contract (exception is BPO Contract Catalog Items). The Low Value Acquisitioner

Enterprise Role is required to undertake this activity in Umoja.

34

Agenda

Course Introduction

Module 1: Requisitioning in Umoja

Module 2: Create, Order and Edit a Shopping Cart

Course Summary

Course Assessment

Course Survey

35

Module 2 Objectives

After completing this module, you will be able to:

• Add an item to a Shopping Cart using 3 different methods

• Create and Use Shopping Cart Templates for recurring requirements

• Select the appropriate Account Assignment for Shopping Cart items

• Create Shopping Carts for services in order to facilitate partial receipt of services as required

• Add an attachment and/or note to a Shopping Cart

• Create a Shopping Cart to Establish a Blanket Purchase Order

• Check a Shopping Cart for accuracy, funds availability and place the order

• View and Edit Team Carts

36

Key Terminology

Key Term

Work Overview

Account Assignment

Account Assignment

Category

Cost Center

Fund Center

Fund

Description

It is the screen in Umoja SRM that lists all the tasks, such as approvals, that require an action by a user.

It is the funding information that is needed for all Shopping Carts

/LVAs (includes applicable Funds and Funds Centers) before being submitted for approval.

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.

It is a cost object that represents a unit of the organization that collects costs and revenues for on-going operations or functions i.e.

10074 = Engineering Section. This is derived (populated automatically) based on the information in the user’s profile and can be amended as required.

It is an organizational unit within the FM module that controls a budget. It is automatically derived from the Cost Center.

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

37

Create Shopping Cart

The following is the process to create and order a Shopping Cart (previously a Purchase

Requisition) for goods or services in Umoja SRM:

Add Items to

Shopping Cart

Complete Item

Details

Order Shopping

Cart

Approve Shopping

Cart

Before starting a Shopping Cart, the Requisitioner should determine the overall requirements (consolidated procurement) for the good or service and estimate the total value of the requirement i.e. one-time buy or Systems Contract/multiple fiscal period contract (value estimated over the proposed lifetime).

If the estimated total cost of Shopping Cart is not exceeding $4,000 USD, the LVA process should typically be followed

Note: All required/relevant fields for the creation of Shopping Carts will be discussed in the following slides. However, as SRM has not been built specifically for UN, there are some fields /buttons that are not currently being used for Umoja and which may not be discussed.

38

1

Access Shopping Cart Screen

To create a Shopping Cart, you must first log in to Umoja SRM.

1

Click the Requisitioning Tab in the upper left corner. This will open the Work

Overview where your pending actions (Alerts, Tasks, Notification Tabs) can be viewed and accessed.

39

Access Shopping Cart Screen

After logging in to Umoja SRM, to create a Shopping Cart :

2

Click Requisitioning in the left navigation bar. The Requisitioning Overview page is displayed - here you can view all your previous Shopping Carts at the line item level with their current status.

3

Click Shopping Cart under the Create Documents or the Create Shopping Cart button

3

2

3

40

Access Shopping Cart Screen

The Create Shopping Cart screen opens in a new window/tab

Tip: Use Default Settings to define presets for things like product category, account assignment, fund, etc.

Useful for adding many items to a shopping cart.

41

Add Items to a Shopping Cart

Add Items to

Shopping Cart

Complete Item

Details

Order

Shopping Cart

Approve

Shopping Cart

The 3 main ways to add an item (good/service) to a Shopping Cart are as follows:

Contract Catalog

Internal

Goods/Services

Old Shopping

Carts &

Templates

42

Add Items to a Shopping Cart – Contract Catalog

Contract Catalog

Internal

Goods/Services

Old Shopping

Carts &

Templates

The Contract Catalog is used to add items from Systems and/or Local Contracts

Items can be searched based on Product Category, Product Description, Contract ID or other criteria

It is the first option that should be used by Requisitioners when searching for an item, as it is the easiest and most efficient way to carry out Requisitioning & Procurement - further

solicitation of the requirement is not needed and a Purchase Order (PO) can be issued directly

After Shopping Carts with items from the Contract Catalog are approved, a pre-populated

PO is automatically generated and sent to the Buyer for review and release for approval.

This could include procuring from a Systems Contracts or adding funding for a multiple fiscal period contract. Solicitation is not required because, the Contract has already been approved by the contracting authority and further solicitation of the requirement is not needed (no change from current rules and regulations).

If there are multiple contracts available for an item, the Requisitioner has the option to select which contract to use

43

Add Items to a Shopping Cart – Internal Goods/Services

Contract Catalog

Internal

Goods/Services

Old Shopping

Carts &

Templates

The Internal Goods/Service option is used to identify/select items using the Material/Service

Master records in Umoja.

The system will alert the user if the selected item is already available from the Contract

Catalog making it available for faster fulfilment. The user may choose to select Contract

Catalog Item or not.

It allows the Requisitioner to clearly identify the required goods/services with consistency.

The Material/Service Master records contain Product Categories/IDs, unit of issue etc.

Items in the Material or Service Master (centrally maintained) support faster processing of

Shopping Carts through procurement and also enables for downstream processes (for example Goods Receipt, inventory) and consistent identification of goods and services to facilitate accurate reporting

44

Add Items to a Shopping Cart – Internal Goods/Services

Contract Catalog

Internal

Goods/Services

Old Shopping

Carts &

Templates

Product IDs are required for any item that will be managed in inventory after goods receipt

Generic Product ID’s (includes IDs for services) have been created to support exceptional cases when a specific Product ID cannot be found to fit the requirement

If a new Material/Service Master is required, contact your Local Help Desk to raise an iNeed ticket that will go to the Material Master Data Team (currently at the UNGSC) to review/action as appropriate

Refer to the Umoja Material Master Data Overview CBT and the detailed information on

Material/Service Masters on iSeek for more guidance

Address questions on the Material/Service Masters, selection of Product Categories/Product IDs, use of Generic Product IDs etc. to the

Material Master Data Team: [email protected]

[email protected]@[email protected]@un.org

45

Add Items to a Shopping Cart – Old Shopping Carts/Templates

Contract Catalog

Internal

Goods/Services

Old Shopping

Carts &

Templates

Shopping Carts can be created from old Shopping Carts

In addition, it is possible to create a Shopping Cart Templates with items that are commonly ordered to reduce the Shopping Cart creation time

If particular items are requisitioned on a regular basis, the Shopping Cart

Template can be used as a starting point for the creation of a Shopping Cart

46

Add Items to a Shopping Cart (Contract Catalog)

Add Items to

Shopping Cart

Complete Item

Details

Order

Shopping Cart

Approve

Shopping Cart

Now, let’s look at the detailed steps for adding an item using the Contract Catalog:

Contract Catalog

Internal

Goods/Service

Old Shopping

Carts &

Templates

Scenario:

The Medical Section would like to requisition an X-Ray Table (quantity 1) from the Contract Catalog for their clinic.

The Contract Catalog Item is from a

Systems Contract.

47

Add Items to a Shopping Cart (Contract Catalog)

The steps to add an item using the Contract Catalog are as follows:

1

Click the Add Item button

2

Select Contract Catalog. The Contract Catalog screen will open in a new window.

2

1

1

Note: The other options shown in the drop down menu (Limit Item, Service drop down menu (Limit Item, Service

Order and Service Request) are not

Description) are not being used in

Umoja at this time.

48

Add Items to a Shopping Cart (Contract Catalog)

3

Search for an item using the Keyword field. Alternatively, search by Product Group

(Product Category), Contract ID, Contract Reference Number etc. A user can also browse/further filter by Category or Supplier (see the lower left side)

4

Click the Search button

3

4 3

Tip: Use a wildcard (*) symbol before and after the search terms to view all matches containing the word (e.g. *x-

ray*)

49

Add Items to a Shopping Cart (Contract Catalog)

5

Click the check box next to the item you would like to add. Note, scroll to the right to view the columns with additional information such as Incoterms, Supplier,

Product ID, Contract Reference Number and Price

6

Click the Quantity field to type in the desired quantity

7

Click the Add to Cart button (or click Shopping Cart icon )

7

5

6 7

50

Add Items to a Shopping Cart (Contract Catalog)

8

8

Clicking on the item under the Short

Description column in the Catalog launches the

Item View for that Contract Catalog Item

9

The Requisitioner can view the specific item details of the item found in the Long

Description field

10

The Umoja Reference number is the contract number assigned by Umoja.

11

The Reference number is the contract number assigned by the Buyer. Procurement Division has provided a link to access a scanned copy their Systems Contracts: http://extranet.unsystem.org/pd/contracts.htm

For more information contact your

Procurement Office.

11

9

9

Additional text from the

10

10

51

Add Items to a Shopping Cart (Contract Catalog)

12

Click the Check Out button when all items have been added. You will return to the

Create Shopping Cart screen. Click on View Cart if you would like to view the items first.

1

1

52

Add Items to a Shopping Cart (Contract Catalog)

Note: in some cases, there are multiple Contract Catalog Items available for the same item, for example when different Incoterms are available under the contract. Contact the

Procurement section if you are unsure of which Incoterm to use for your Shopping Cart or have questions on the Contract Catalog Items.

For Contract Catalog Items with Incoterms that require freight forwarding (for example

FCA), the Requisitioner will need to add a line to the Shopping Cart for freight prior to submitting it for approval.

Umoja will alert the Requisitioner if this is required and has not been done. If a freight line is required, it is added using ‘Internal Goods/Services’ which accesses the Material and Service Master Data. This will be covered in more detail shortly.

53

Shopping Lists in the Contract Catalog

Within the Contract Catalog, the Shopping List function can be used to quickly add items that are frequently ordered from existing local and Systems Contracts

To add an item to a Shopping List:

1

• Search for the item in the catalog

2

• Select the desired items

3

• Click the Add to Shopping List button

2

3

4

5

6

4

• Select the List Type: New List or Existing List

5

• Name your New List or select an Existing List

6

• Add any details in the notes field about the list

7

• Click the Save button

7

54

Shopping Lists in the Contract Catalog

To access a saved Shopping List and view your previously saved items:

Catalog click the Shopping Lists link

2

• Select the relevant

Shopping List

3

• Select the items and quantities that you wish to add to your current shopping cart and then click Add to Cart

3

Note: You can also remove items from your Shopping

List from this screen using

Remove from Shopping List

3

2

1

55

Product Category Contract Catalog Items

There are 2 types of Contract Catalog Items:

1. Standard Contact Catalog Items – Individual Line Items are Defined Down to the

Product ID Level

- include: Product Category + Product ID + Incoterm + Price

- examples: Systems Contracts (those with line items defined), Multi-fiscal Period

Contracts (lease, catering etc.)

2. Product Category Contract Catalog Items – There are Too Many Items to List Individually and/or Regularly Fluctuating Prices so Only the Product Category is Included

- item specifies a Product Category only (no Product ID, no Price, Incoterm optional)

- the Product Category Contract Catalog Item is selected and further defined in the

Shopping Cart – assigning a Product ID, Pricing and part # (from external price list etc.)

- examples: Systems Contracts such as Transport Spare Parts, CISCO and Blanket

Purchase Order (BPO)

- Blanket Purchase Orders which are basically a Systems Contracts with a not-to-exceed value of up to $50,000

* a contract can contain both standard and Product Category items

56

Product Category Contract Catalog Items

As explained, there are certain types of contracts in the Contract Catalog that do not list all of the line items covered under the contract. This is the case for contracts covering a large number of different products/items, often with frequently changing prices such as transport spare parts Systems Contracts or Blanket Purchase Orders etc. These items are Product Category Contract Catalog Items.

While the Product Category is included for the listed items, the Product ID field and the price is blank.

There may be several lines in the contract each with a different Product Category.

Recall that typically both the Product Category and Product ID are required for all items. If a Product

Category Item is selected, the Requisitioner is required to populate the appropriate Product ID and unit price for each item prior to submitting the Shopping Cart for approval.

To Order from a Product Category Contract, the Requisitioner will:

– Select the applicable Product Category Contract Catalog Item (has no Product ID) from the

Contract Catalog

– Create a Funded Shopping Cart

– Select the most appropriate Product ID from the Material/Service Master records available in that Product Category (questions to MDM Team: [email protected])

– Enter the price for the item using an external price list as reference and include the item description/supplier part # in the Shopping Cart Notes if not in the Product ID (more to follow)

57

Product Category Contract Catalog Items

To Establish a Product Category Contract, the Requisitioner will:

– Add a Product Category Contract Catalog Item(s) that has a Product Category only (no Product

ID) using Internal Goods/Services (more to follow on this method)

– Create an Unfunded Shopping Cart. Note that on the Item Data Tab an entry must be made in the ‘Description’ field or the Shopping Cart cannot be ordered

– The Shopping Cart should include an estimated value and a note to the Buyer describing the requirement i.e. this is to create a BPO or Systems Contract for Transport Spares etc.

– The Requisitioner can attach a list of the proposed items to the Shopping Cart for the Buyer

– Procurement awards a contract and publishes the Product Category Contract Catalog Items to the Contract Catalog (with no price)

For Detailed Steps and additional information, refer to the Umoja Product Category Contracts Job Aid for requisitioners, available on the Umoja iSeek page.

58

Simulation Activities

Throughout this training, users will have the opportunity to conduct activities in the form of simulations. Simulations are interactive recordings of the Umoja system used to help facilitate a hands-on learning experience. The simulation links are provided on the corresponding activity slides.

Users can access simulations in 3 different modes:

Show me: Users view a video of an entire transaction being conducted

Let’s do it together: Users will be prompted to input data at key points during the transaction

(recommended)

Try it: Users can complete an entire transaction on their own, with no additional instructions provided

59

Activity 1

Transaction Name: Add a Contract Catalog Item

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-

1.11.4554?originalContext=1.11.2695

60

Add Items to a Shopping Cart (Internal Goods/Services)

Add Items to

Shopping Cart

Complete Item

Details

Order

Shopping Cart

Approve

Shopping Cart

Now, let’s look at the detailed steps for adding an item using the Internal Goods/Service:

Contract Catalog

Internal

Goods/Services

Old Shopping

Carts &

Templates

Scenario:

The Supply Section would like to requisition Digital Projectors (Qty 5)

61

Add Items to a Shopping Cart (Internal Goods/Services)

If an item is NOT listed in the Contract Catalog (i.e. not available from an existing contract) it is added using the Internal Goods/Services option. This will let you search the Umoja

Material/Service Master database and identify the required item(s).

To add an item, there are 2 options from the Create Shopping Cart screen:

3

up window is displayed OR

Click Product ID and enter the Product ID # if known or click Matchcode to search

1

2

3

62

Add Items to a Shopping Cart (Internal Goods/Services)

4

Click the 2 nd

Matchcode button and the advanced pop-up search window will open that will allow you to search for the

Product ID

4

63

Add Items to a Shopping Cart (Internal Goods/Services)

• The Category ID field can be used to narrow down your search to a specific

Product Category (delete any pre-populated Category ID if not required)

• The Product Description field should be used to search based on descriptive phrases

• The Product Type field has two possible values: 01 for Material and 02 for Service, select one if desired to narrow the results (not mandatory)

5

Tip: Use a wildcard (*) symbol before and after the search terms to view all possible matches (e.g. *projector*)

5

64

Add Items to a Shopping Cart (Internal Goods/Services)

Category description linked to the selected Product ID is appropriate.

Cart. If you click OK, a window will open in which you can enter the quantity and the delivery date, however, this information can also be added later in the Shopping Cart. Press Enter or on your keyboard to refresh.

6

7

7

Recall: Generic Product IDs are included to support shopping carts where the relevant Product ID is not found (e.g. 1200002407 is Spare: TPT under Product

Category 25170000 that can be used for an unlisted Transport spare part)

65

Add Items to a Shopping Cart (Freight Line)

As mentioned, if a Contract Catalog Item with an Incoterm that requires freight is selected i.e. EXW, FCA etc. a freight line must be added to the Shopping Cart.

In fact, for the these Contract Catalog Items, the system will prompt and require the

Requisitioner to add a line to the Shopping Cart for freight costs prior to submitting for approval. A Help Display is available.

The red icon indicates that the action must be taken in order to proceed with the

Shopping Cart. A freight line must be added before the Shopping Cart can be ordered.

For non Contract Catalog Items added via the Internal Goods/Services that require freight, a freight line should be added although Umoja will not provide a warning if not done.

66

Add Items to a Shopping Cart (Freight Line)

To add the line item for Freight Charge costs:

1

Internal Goods/Services window will display (more details

on adding items by Internal Goods/Services to follow)

Freight Charge line item:

• Product ID:

3000259 (Category is 78100000)

• Description:

Freight Charge

• Quantity/Unit: 1 EA

• Required:

Same delivery date as item

3

4

2

5

67

Add Items to a Shopping Cart (Services)

The Requisitioning process for services is identical to requisitioning for goods.

However, the Shopping Cart should be set up in a way that facilitates the potential for partial receipt and payment of services in Umoja if required.

The Requisitioner must plan for and be aware of how the service is expected to be delivered and if partial service delivery/payment will be required. This is to ensure that the downstream service receipts can be made for a partial service delivery i.e. monthly.

Recall that a specific unit of measure is linked to each Product ID and cannot be modified in the Shopping Cart. Some units of measure facilitate partial receipts over the period of contract (e.g. months, weeks, etc.) , however, some may not such as

EA (each).

Consider the example that security guard services are required for one year at an estimated cost of $120,000. If the unit of measure is EA with a Quantity 1 at a total estimated cost of $120,000 then it won't be possible to receive or pay for any partial deliveries (monthly etc.). Only 1 receipt can be made as the quantity is 1.

68

Add Items to a Shopping Cart (Services)

Let’s take a look at this example and how to avoid this issue when raising a Shopping Cart:

A Requisitioner creates a Shopping Cart for one year of security guard services estimated at $120,000. The relevant Product/Service Master ID has been selected and the item has been added to the Shopping Cart with a quantity of 1 EA (each) for the one year of service. The total estimated value of $120,000 for the year (estimated price of $10,000 per month) is entered – see below. The Purchase Order (PO) is issued on this basis.

When the time comes to receive this service in Umoja, the Requisitioner finds that the service provider is to be paid monthly in arrears after each month of security guard service is delivered (i.e. partial service delivery). However, partial payment cannot be made on this PO as the quantity is 1 and 1 cannot be received/split into 12 portions.

**Typically a revised Shopping Cart/Purchase Order will be required to rectify the issue**

69

Add Items to a Shopping Cart (Services)

How to Avoid this Issue for this Annual $120,000 Contract:

If possible, select a Product ID with the unit of issue that reflects the delivery/payment schedule in order to allow for partial receipt . For example, use a Product ID of ‘Month ‘or if one does not exist use ‘EA’ and indicate a quantity of 12 at $10,000 dollars each (see below). The Requisitioner can then receive the Services at 1 unit (each representing a month) at $10,000 each, for a total of 12 months/$120,000:

Or create separate line items for each unit of service to be received

Another technique for requisitioning for Services to allow for partial receipt, including on an ‘as and when requested’ basis, is to:

• Flip the quantity and price (e.g. quantity 120,000 Units @ $1 EA) – allows for a variation in service delivery/payment (i.e. if on an ‘as an when required’ basis and not monthly)

70

Add Items to a Shopping Cart (Old Shopping Carts and Templates)

Add Items to

Shopping Cart

Complete Item

Details

Order

Shopping Cart

Approve

Shopping Cart

Now, let’s look at the detailed steps for adding an item using an old Shopping Cart or from a Shopping Cart Template:

Contract Catalog

Internal

Goods/Services

Old Shopping

Carts &

Templates

71

Add Items to a Shopping Cart (Old Shopping Carts & Templates)

Shopping Carts can be created from old Shopping Carts or from previously created and saved Shopping Cart Templates:

1

Click Create a Shopping Cart from the Requisitioning area on the SRM home screen

2

Click the Add Item button

3

Select the Old Shopping Carts and Templates option. A pop-up window will open.

2

3

72

Add Items to a Shopping Cart (Old Shopping Carts & Templates)

Template in the Name of Shopping Cart field. If you do not know the name, you can conduct a search based on other criteria, such as Number, Product Category etc.

4

Tip: Conduct a wildcard search for

*template*” in the name field to display all Templates created with the word “template” in the name

5

6

All items in the Template will be added to your Shopping Cart, along with their corresponding details, as completed in the saved Template. You can then edit any

Shopping Cart or Item details before ordering the Shopping Cart as usual.

73

Create a Shopping Cart Templates

Shopping Cart templates can be created for recurring requirements. The first step is to create and save a template. To do this:

1

Click the Requisitioning Tab

2

Click Requisitioning in the left navigation bar. The Requisitioning Overview page is displayed

3

Click Shopping Cart Template under the Create Documents section

1

3

2

74

Create a Shopping Cart Template

Catalog or Internal Goods/Services option). Then, complete and verify any (or all) other fields for the Shopping Cart (i.e. Item Details, Account Assignment, etc.)

7

5 5

4 4

75

Complete Item Details

Add Items to

Shopping Cart

Complete Item

Details

Order

Shopping Cart

Approve

Shopping Cart

After all the required items are added to the Shopping Cart, the next step is to edit the item details for each of the line items.

The Shopping Cart Item Detail tabs, such as Item Data, Account Assignment, Notes and

Attachments, Delivery Address, Sources of Supply, Availability and Approvals Process

Overview need to be reviewed and/or completed before a Shopping Cart can be successfully ordered.

Note: There are 2 tabs not currently in use at this time – User-Specified Status and Subcontracting

76

Complete Item Details

The steps to edit an Item’s Details are as follows:

This automatically opens up the Item Details tabs at the bottom of the page. To return to the overview of the Shopping Cart, scroll up.

1

2

77

Complete Item Details (#1 - Item Data Tab)

The Item Detail Tabs should be completed by working your way across from left to right. The information must be entered and confirmed for each line item on each tab.

Tip – use the arrow buttons to move between items in the same tab i.e. for example, complete the Item Data Tab information for all items without leaving the tab.

Only the first 7 tabs are in use. Item Data and Account Assignment Tabs must be completed.

Notes and Attachments is optional. Delivery Address/Performance Location, Sources of

Supply/Service Agents and Approval Process Overview are for information. Availability is under development. Start with the Item Data Tab and work your way to the right.

Left to Right

78

Complete Item Details (Item Data Tab)

Estimated Price, Delivery Date and so on.

Note: Fields marked in

red

are required and should be reviewed prior to ordering.

= Pay special attention to ensure proper shopping cart creation

79

Complete Item Details (Item Data Tab – Direct Material)

• Those Requisitioners procuring goods to go to inventory will require the Requisitioner – Direct Procurement Enterprise Role.

• The main difference between this Role and the Requisitioner Role is that the Requisitioner – Direct Procurement can also create

Shopping Carts for items that will be sent to inventory (referred to as Direct Materials in Umoja) as opposed to be consumed.

• Inventoried items will be included in the financial statements i.e. under Inventory on the Balance Sheet.

80

Complete Item Details (Item Data Tab – Direct Material)

• The Requisitioner Role can only raise Shopping Carts for

Consumption items.

• The Requisitioner – Direct Procurement can raise Shopping Carts for both Consumption and items to go to Inventory.

• The creation of the Shopping Cart including the selection of items from the Contract Catalog, Internal Goods and Services or from old Shopping Carts or Templates remains the same.

• The main differences in the Shopping Cart, although limited, are on the Item Data and Account Assignment Tabs (more to follow on the Account Assignment Tab).

81

2

Complete Item Details (Item Data Tab – Direct Material)

1

After adding the item(s) to the Shopping Cart, open the Item Data Tab and fill in the

Quantity, Price/Currency, Delivery Date etc. and check the Purchasing Group,

Location/plant etc. as per usual

2

Click on the Order as Direct Material box to populate it with a check mark. Note: the

Storage Location must be populated and check to ensure that it is correct.

82

Complete Item Details (#2 - Account Assignment Tab)

All Shopping Carts need to have accurate Account Assignment information in order to determine the funding source before they can be ordered. In order to complete the Account

Assignment Tab there are 3 key fields that the Requisitioner must enter and/or validate:

Account Assignment

Category

Cost/Fund Center, Internal

Order or WBS

Fund

Specifies what type of object in Umoja is being charged (for example Cost Center, Internal

Order, WBS, Unfunded or

Asset ) for the Shopping Cart.

Specifies the Cost Center, or

Internal Order or WBS number that will be charged.

All Cost Centers have an identical

Funds Center. This field is prepopulated based on the Cost

Center, which is typically defaulted based on the user profile.

If applicable, the Internal Order or a WBS, number will be provided to the Requisitioner by the appropriate office i.e. Budget etc.

Specifies the entity i.e. 20OLA

= UNIFIL

Umoja SRM will perform an 'AVC' to verify if sufficient funds are available to cover the estimated total cost of the Shopping Cart . If funds are not available the Shopping Cart will not be submitted for approval.

The budget is impacted only once a Funded Shopping Cart is approved (i.e. a Pre-commitment of funds).

83

Complete Item Details – Account Assignment Categories

While the default Account Assignment Category called ‘Cost Center’ is typically used in many offices for the majority of Shopping Carts, it may be necessary for you to select another option. The key

Account Assignment Categories to be familiar with are:

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 i.e. 10076

(Supply Section).

Asset

An item defined as an Asset under IPSAS i.e. valued at ≥$20,000 USD (≥$5,000 USD for specified smaller entities) and for certain items

(i.e. vehicles) valued at ≥$5,000 USD.

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 and where costs should be segregated from other events or on-going operations to enable more detailed monitoring. Users would be advised when to requisition against an

Internal Order.

WBS (Work Breakdown Structure)

Used only for larger projects associated with the Project Management module of Umoja.

Users would be advised when to requisition against a WBS.

Unfunded

Unfunded Shopping Carts are typically used to initiate the solicitations process to create an

Unfunded Contract i.e. Systems Contract , multiple fiscal period contract, BPO. A Funded

Shopping Cart will subsequently be required to issue a PO to procure items or to add internal funding.

84

Complete Item Details (Account Assignment Tab)

Now, let‘s see what this looks like in the system. The steps to enter the Account Assignment Tab information are:

1

Click the Account Assignment Tab

2

Select the line 001 by clicking in the grey box beside the line item or on the item hyperlink

3

Click the Details button. This displays the account assignment details.

2

1

3

85

Complete Item Details (Account Assignment Tab – Cost Center)

Much of the information on this tab is pre-populated based on the material/service being requisitioned and your user profile information. However, the information should be verified and some fields must be completed.

4

As noted, for the majority of Shopping Carts, the Account Assignment Category should be left as Cost Center – defaults to Cost Center is based on your user profile

5

Enter the Fund to be used for your requirement (usually same across one entity) and press Return on your keyboard (the Budget Period should populate)

As noted, for the majority of Shopping Carts, the Account Assignment Category should be left as “Cost Center” – default Cost Center is based on your user profile

5

4

86

Complete Item Details (Account Assignment Tab – Cost Center)

Note: to split the costs of a Shopping Cart between Cost/Fund Centers, it is necessary to create a new line item for each Cost Center/Account Assignment.

For example, if a central team is creating a Shopping Cart for 5 digital projectors that will be divided between two Cost Centers, the Shopping Cart and Account Assignment should be formulated as follows:

Line

1

2

Item

Digital Projectors

Digital Projectors

Quantity

2 EA

3 EA

Cost Center

Cost Center A

Cost Center B

Note: Umoja is not configured to use the Cost Distribution functionality in SRM for typical requirements - users are to avoid splitting cost distribution for a single line item.

87

1

Complete Item Details (Account Assignment Tab – WBS and Order Element)

1

2

If an item is to be funded using the WBS Element or Order Account Assignment

Category, the Requisitioner will be provided with the appropriate reference number.

Using the drop down Account Assignment Category Tab and menu, select WBS

Element or Order as appropriate

Based on the selection, a new field will appear - either WBS Element or Order

2

88

3

Complete Item Details (Account Assignment Tab – WBS and Order Element)

3

4

Enter the WBS Element or Order reference number, as provided, in the new field.

The appropriate Fund Center field will be automatically populated.

If required, use the Matchcode to search for possible WBS Elements or Order reference number by leaving the fields blank and pressing search, highlight the correct reference number and click OK. However, the selection should be confirmed by the responsible office prior to ordering the Shopping Cart.

4

89

Complete Item Details – Account Assignment Categories

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 i.e. 10076

(Supply Section).

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 and where costs should be segregated from other events or on-going operations to enable more detailed monitoring. Users would be advised when to requisition against an

Internal Order.

Asset

An item defined as an Asset under IPSAS i.e. valued at ≥$20,000 USD ($≥5,000 USD or more for specified smaller entities) and for certain items (i.e. vehicles) valued at ≥$5,000 USD.

WBS (Work Breakdown Structure)

Used only for larger projects associated with the Project Management module of Umoja.

Users would be advised when to requisition against a WBS.

Unfunded

Unfunded Shopping Carts are typically used to initiate the solicitations process to create an

Unfunded Contract i.e. Systems Contract , multiple fiscal period contract, BPO. A funded

Shopping Cart will subsequently be required to issue a PO to procure items or add internal funding.

90

Complete Item Details (Account Assignment Tab – Asset)

• The Requisitioner must verify if a product is considered to be a Asset in accordance with the IPSAS guidelines i.e. it is valued at ≥$20,000 USD

($≥5,000 USD or more for specified smaller entities) or for certain items (i.e. vehicles) valued at ≥$5,000 USD.

• Items must be identified as Assets in the Shopping Cart by completing various unique fields. This is required to ensure and facilitate the completion of the appropriate down stream processes i.e. capitalizing cost, inventory, recording in the financial records etc.

• The first step is to search/add items to the Shopping Cart based on the description. Items can be added by any of the 3 methods (Contract Catalog

Items, Internal Goods and Services, Old Shopping Carts/Templates). Complete the Item Data Tab as per usual.

91

Complete Item Details (Account Assignment Tab – Asset)

The Product ID for Assets valued at $20,000 USD or more typically starts with ‘21’ i.e. the Product ID for a ‘Computer, Server, Standalone’ (Asset) is: 2100001063

Recall, each Product ID is created by the Master Data Maintenance Team during codification and is linked to a Product Category. The classification of an item as an Asset or not, typically takes place at that stage for items valued at $20,000 or more. Note smaller offices that have the lower threshold of $5,000 may have

Assets with product IDs not starting with ’21’.

Each Asset (each unit in an Asset line item) must be assigned a unique Asset

Master Record number when creating the Shopping Cart. This is required for down stream activities.

For any questions/assistance in selecting the appropriate Product Categories/IDs

contact the Material Master Data Team: [email protected]

92

Complete Item Details (Account Assignment Tab - Asset)

1

For Assets, the Account Assignment Category must be Asset. Those Asset Product IDs starting with ’21’ will automatically populate this field as an Asset. If required, select Asset from the drop-down menu.

2

Enter either Fund Centre, WBS Element or Order (depending on nature of the funding source). For

Order/WBS Element, Requisitioners will be provided with the associated reference number to enter.

3

Enter the Fund and press Enter on your keyboard (verify the Budget Period populates correctly)

4

Click the Asset Master Class drop-down and select the option provided. Click the Create Asset Master button.

1

6

6

2

6

3

4

93

6

Complete Item Details (Account Assignment Tab - Asset)

5

Umoja will create/assign a unique Asset Master Record number for the unit and populate the description field to the right of the Asset Master Record number.

6

This information also populates the line at the top of the page. Note if the line item has a quantity >1, a unique Asset Master Record number must be created for each unit.

7

To create an Asset Master Record number for additional units in the line item, click Add

Line.

7

11

5

94

9

Complete Item Details (Account Assignment Tab - Asset)

8

A new line appears (the 2 nd unit of line item 1). A new line is required for each unit.

9

Select the 2 nd

unit of the item (click in grey box on the left of the 2 nd unit’s line). This will open an Account Assignment Tab screen for the 2nd unit of line item 1. Repeat steps 1-4 to select the Account Assignment Category, Fund/WBS or Order, Fund and create the unique Asset Master Record number for each unit.

For each additional unit in the line item, repeat steps 7 and then 1-4 above

8

95

Complete Item Details – Account Assignment Categories

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 i.e. 10076

(Supply Section).

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 and where costs should be segregated from other events or on-going operations to enable more detailed monitoring. Users would be advised when to requisition against an

Internal Order.

Asset

An item defined as an Asset under IPSAS i.e. valued at ≥$20,000 USD ($≥5,000 USD or more for specified smaller entities) and for certain items (i.e. vehicles) valued at ≥$5,000 USD.

WBS (Work Breakdown Structure)

Used only for larger projects associated with the Project Management module of Umoja.

Users would be advised when to requisition against a WBS.

Unfunded

Unfunded Shopping Carts are typically used to initiate the solicitations process to create an

Unfunded Contract i.e. Systems Contract , multiple fiscal period contract, BPO. A funded

Shopping Cart will subsequently be required to issue a PO to procure items or add internal funding.

96

Complete Item Details (Account Assignment Tab – Unfunded)

• An Unfunded Shopping Cart can be used to initiate the solicitation process to establish an Unfunded Contract /Contract Catalog Items. These are contracts such as Systems Contracts, Blanket Purchase Order Agreements, multiple fiscal period contracts etc. It can also be used to initiate the solicitation process in advance of the receipt of funds prior to an upcoming budget period.

• The Unfunded Account Assignment Category is selected when the Shopping

Cart is created. Although called Unfunded, the Shopping Cart should include the total estimated value of the requirement over the lifetime of the proposed contract (including optional years). Due to the selection of the Unfunded

Account Assignment Category, when the Shopping Cart is approved there is no pre-commitment of funds.

• The Unfunded Shopping Cart is processed by the Buyer and can only result in a

Unfunded Contract/Contract Catalog Items.

97

Complete Item Details (Account Assignment Tab – Unfunded)

• The estimated value of the requirement is important as the RFx and contract must be approved by the appropriate contracting authority based on the total estimated/not to exceed value over the life-time of the contract. It is also helpful to inform the Approver (Certifying Officer Delegation) of the estimated value of the requirement.

• The items in the approved contract are published to Umoja’s Contract Catalog.

As in the legacy system, in order to procure goods/services against a Systems

Contract or to issue internal funding (i.e. lease contract), a funded Shopping

Cart and a resulting Purchase Order must be issued.

• To do so, the Requisitioner raises a Funded Shopping Cart, selecting the item(s) from the Contract Catalog. Upon approval, the Shopping Cart converts into a populated Purchase Order that is forwarded via Workflow to the Buyer for review and subsequently forwarded to the Approver (Procurement

Delegation) for approval.

98

1

2

Complete Item Details (Account Assignment Tab – Unfunded)

Add items to the Shopping Cart using Internal Goods/Services or Old Shopping Carts

and Templates. Complete the Item Data Tab with the estimated quantity (over the life-time of the contract) and the estimated price etc.

Using the Account Assignment Category drop-down and select Unfunded.

Enter the Cost Center and the Fund and press Enter on the keyboard. Verify that the

Budget Period is correct.

1

99

Review: Funded vs. Unfunded Shopping Carts

Upon

Approval

Funded Shopping Cart Unfunded Shopping Cart

(One Time Buy) (Re-occurring Items)

Funded Shopping Cart

(Contract Catalog Item)

Shopping Cart (SC) is forwarded to Procurement for solicitation (RFx)

Shopping Cart (SC) is forwarded to Procurement for solicitation (RFx)

Populated Purchase Order forwarded to Procurement for review/approval

Resulting

Procurement

Document

A Purchase Order

An Unfunded Contract and the items are published to the Contract Catalog

A Purchase Order

Budgetary

Impact

- SC Approval: funds

Pre-commitment

- Purchase Order Approval: funds Commitment

- SC Approval: no funds

Pre-commitment

- Contract Approval: no funds Commitment

- SC Approval: funds

Pre-commitment

- Purchase Order Approval: funds Commitment

100

1

Complete Item Details (Account Assignment Tab – Direct Material)

As previously explained, the Requisitioner – Direct Procurement can raise Shopping

Carts for Direct Material (Inventory) and for Consumption items.

For Direct Material items, the Order as Direct Material box is checked under the Item

Data Tab. Under the Account Assignment Tab, note that Account Assignment Category has defaulted to Direct Material. This is because the ‘Order as Direct Material box’ being checked under the Item Data Tab. The Plant and Storage locations derive the

Fund Center, Functional Area, Fund and the Budget Period. Verify that all of the information is correct.

1

1

2

101

Complete Item Details (Account Assignment Tab – Real Estate)

Umoja manages Real Estate portfolios including the commercial procurement/leasing of property

(lease-in) and the leasing of holdings to other entities (lease-out).

To lease a premises, the Requisitioner will raise an Unfunded Shopping Cart which will result in a

Contract Catalog Item i.e. 3 year lease contract at $10,000 per month. The Requisitioner will then raise a Funded Shopping Cart to obligate funds for the financial period (i.e. 12 months at $10,000 per month) by selecting and adding the lease-in Contract Catalog Item to the Shopping Cart.

The

Funded Shopping Cart for the lease must include the required Real Estate data.

1

The Requisitioner will be required to enter the Real Estate data requested on the Account

Assignment Screen. This information will be provided by an Umoja User with the Enterprise Role of

Facilities Planner. In this way, Umoja will track all such activity related to leases.

2

1

If you are a Requisitioner and have not been assigned the

Facility Planner Role please review the Umoja Real Estate

Management Overview CBT

course posted on iSeek for useful information.

102

Complete Item Details (#3 - Notes and Attachments Tab)

1

Click the Notes and Attachments Tab to add internal and external notes, as well as, SOWs, specs etc.

2

In the Notes section, add text for suppliers or for buyers by clicking the respective links:

• Supplier Text : Used by Requisitioners to specify information about the line item which can be seen by the Suppliers (during a Solicitation process and potentially on the resulting PO) over an above the generic description populated with the Product Category/Product ID. This can include specific technical product/service requirements and also any instructions for the receiving process. Buyers will be able to edit this text.

• Internal Notes: Not visible by the Suppliers and may be used to convey any special instructions to the buyer (e.g. urgent requirement, split deliveries, create a BPO etc.)

1

2

103

Complete Item Details (Notes and Attachments Tab)

files, such as an SOW, specifications, etc. to the Shopping Cart that are needed for the Procurement process

When creating a Shopping Cart for a Blanket Purchase Order (BPO), you may choose to attach the list of proposed list of items here

3

Note – if you experience technical issues and 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 will provide instructions on how to ensure proper system configuration for attachments.

104

Complete Item Details (#4 - Delivery Address/Location Tab)

It is possible to change the default Delivery Address/Performance Location for each line item in the shopping cart. Be sure to select the desired location at which the goods or services are to be delivered/performed.

1

Click the

Delivery Address/Performance Location

Tab

2

Confirm the desired location. If required use the Matchcode button to search possible alternate locations and Start Search button.

1

2

105

2

Complete Item Details (#5 - Source of Supply/Service Agents Tab)

If a Contract Catalog Item has been added to the Shopping Cart, the Supplier and

Contract information is already assigned and can be viewed on the Sources of Supply Tab

If a non Contract Catalog Item has been added to the Shopping Cart but for which Umoja has detected a Systems or Local contract exists, it can be assigned here (not mandatory)

1

To do this:

Click the Sources of Supply / Service Agents Tab. This tab displays the Supplier information for items added from or that are available from the Contract Catalog.

Meaning that these are linked to an existing contract.

2

Click the grey box to select the Systems or Local Contract Catalog Item if not already done and if desired (not mandatory)

3

Click the Assign Supplier button (upon Shopping Cart approval, a PO will be automatically generated for this item and sent to the Buyer for review and approval)

1

3

106

Complete Item Details (#6 - Availability Tab)

1

As mentioned, Requisitioners should run the Stock Availability Report (Stock Overview) in

ECC (T-Code: ZLE_STCK_OVRVW) to verify the availability of a material at their Plant, on the required date and create a stock Reservation as appropriate. Although still under development, t he Availability Tab will be another tool to use in conjunction with the above to view stock availability prior to finalizing the Shopping Cart.

1

107

Complete Item Details (#7 - Approval Process Overview Tab)

Using Workflow, Umoja SRM automatically assigns Approvers to Shopping Carts based on the item’s assigned Cost Center (i.e. Fund Center) selected. Recall, Cost Center is typically defaulted based on the user’s profile. To view the approval workflow for a Shopping Cart:

1

Click the Approval Process Overview Tab to review the Shopping Cart Approver(s)

2

Under the Processor column is the list of Approvers for this Shopping Cart. If you are viewing the Shopping Cart after it has already been ordered, you can view the entire Approval history, including any previous rejections and revisions

1

1

2

2

108

108

Header Level - General Data (Approval Process)

If required, you may also add an ad hoc Approver to a Shopping Cart. At the header level. This may be someone that you would like to review the Shopping Cart to ensure all requirements have been added correctly. To add an Ad-Hoc Approver:

1

Near the top of the Create Shopping Cart screen, click the Display/Edit Agents link next to

Approval Process. A pop-up window will open.

2

Click the Add Approver button, and then click Add Approver Above Selected Line

3

Another pop-up window will open where you can search for the Business Partner ID of the relevant user (using their name). Click OK to add that person as a new Approver

1

2

3

3

109

Order Shopping Cart

Add Items to

Shopping Cart

Complete Item

Details

Order

Shopping Cart

Approve

Shopping Cart

After all the edits are made to the Shopping Cart, it can be checked for errors and sent for approval.

110

Order Shopping Cart

Before the Shopping Cart can be ordered, it should be reviewed/checked for any potential errors. Note the Check button can also be used through out the process. To do this: potential errors or warnings with the Shopping Cart

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.

Warning ( ): 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 an existing contract is available for an item.

1 1

111

Order Shopping Cart

2

Enter any notes for the Approver in the Approval Note field. You can also view any replies written by the Approver in this field, after the Shopping Cart is ordered

3

To give a specific, contextual name to the Shopping Cart, click the Name of

Shopping Cart field and edit with any relevant name for reference. For example:

Digital Projectors for Supply or a naming convention as advised by your officer.

Record the name and number of the Shopping Cart

4

Click the Save button if you intend to complete the Shopping Cart at a later time.

5

Click the Order button. A message will appear confirming that the Shopping Cart has been ordered. Click the close button.

5 4

2

3

112

Activity 2

Transaction Name: Add Item (via Internal

Goods/Services) and Order Shopping Cart

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-

1.11.2128?originalContext=1.11.2695

113

Approve the Shopping Cart

Add Items to

Shopping Cart

Complete Item

Details

Order

Shopping Cart

Approve

Shopping Cart

After it is ordered, the Shopping Cart is routed through Workflow to the appropriate

Approver. This is based on Delegation of Authority (i.e. Certifying Officer (s) linked to the

Cost/Fund Center referenced on the Shopping Cart line item) and the 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 Approver alerting them of a required action to review and approve or reject the Shopping Cart. The Requisitioner will receive an email notification when the Shopping Cart is approved or rejected.

Full details of the process of approving a Shopping Cart in SRM is covered in the Umoja

Requisitioning and Procurement Approvals CBT course.

114

2

Related Documents Tab - After Approval

Once a Shopping Cart is sent for approval, the Related Documents Tab in the Item Details of the Shopping Cart becomes visible. This tab displays the follow-on documents (i.e. RFx,

Contract, Purchase Order etc.) which have been created for the line item, along with their status. Note once a PO is approved, a ‘Read Only’ copy is replicated in ECC and the ECC

PO document number appears under the ‘Back-end Document Number’ column.

1

To view the tab, navigate to an approved Shopping Cart. Under the Item Details section, click the Related Documents Tab

2

A history of related documents will be displayed

1

115

Rejected Shopping Carts

If a Shopping Cart is rejected by the Approver, follow-up action from the Requisitioner is required. The Requisitioner may:

'Accept' the Approver’s decision of rejection, resulting in the deletion of the rejected line item(s) on the Shopping Cart. If there is only one line item in Shopping

Cart, the entire Shopping Cart is rejected/deleted by accepting the decision.

Make the required edits and re-submit (i.e. Order) the Shopping Cart again for approval

Below are the steps a Requisitioner can perform once a Shopping Cart is rejected:

1

Accept

Rejection

Line Item

Deleted*

Shopping Cart

Rejected

*If only one line, entire shopping cart is deleted.

Requisitioner

2

Edit

Shopping Cart

Order the

Shopping Cart

116

Rejected Shopping Carts

All rejected Shopping Carts appear in the Requisitioner’s Work Overview screen.

Requisitioners will also receive an email alert for rejected (and approved) Shopping

Carts. The steps to access this screen are:

1

Click the Requisitioning Tab, on the SRM home screen

2

A list of all tasks for Shopping Carts that require your action is displayed. If not, click Work Overview in the left hand navigation menu.

3

Click the relevant subject hyperlink link to open the Shopping Cart in a new window/tab

1

2

3

117

Rejected Shopping Carts

4

To ‘accept’ the rejection (and delete the rejected line item(s)) click the Accept button

5

To resubmit (‘Order’) a rejected Shopping Cart:

• Click the Edit button and make the required changes to the Shopping Cart

• Click the Order button to resubmit the Shopping Cart for approval

5 4

Note: Any notes from the

Approver regarding the rejection can be found in

Approval Note field.

Note: Shopping Carts are approved/rejected at the line item level.

118

Amend or Cancel a Shopping Cart

The process to amend or cancel a Shopping Cart depends on the Shopping Cart’s stage of ordering or approval

If the Shopping Cart has not been ordered (i.e. not yet sent to the Approver):

1

You must first find the relevant Shopping Cart. To do this, click the Requisitioning button from the Umoja SRM Home Screen

2

Then click the Requisitioning link in the left-hand menu. In the Requisitioning

Overview area, you see a history of all Shopping Carts that you have created and saved, along with their status – remember to click Refresh as needed.

1

2

Tip: To ensure the system displays the most up-to-date information, click the Refresh button.

2

119

Amend or Cancel a Shopping Cart

3

If you see the Shopping Cart in the list, select it by clicking on the grey box next to the line item. If you cannot find it, use the Show Quick Criteria Maintenance button

to apply a search filter or alternatively use the Advanced Search button.

4

Click the Edit button to open the Shopping Cart in Edit Mode and make any changes

5

Or click the Delete button to cancel the Shopping Cart entirely

You can also open a Shopping Cart by simply clicking the Shopping Cart number.

4 5

3

3

3

120

Amend or Cancel Shopping Cart

If the Shopping Cart has been ordered, but not yet approved, select the Shopping Cart:

You can click the Edit button, and then proceed to make any edits as required.

When the Order button is clicked after editing, a message will warn you that the

Shopping Cart will be re-entered into the approval queue, but you can continue

You can click the Delete button to cancel the shopping cart and a message will warn you that the Shopping Cart will be removed from the approval queue, but you can continue

If the Shopping Cart has been ordered and approved:

Contact your Procurement office for assistance, referencing your Shopping Cart number, as changes cannot be made by Requisitioner

Typically the Shopping Cart will need to be rejected and a new cart with corrected information submitted for approval

121

Team Shopping Carts

The Team Cart functionality allows Requisitioners to view and edit Shopping Carts of other Requisitioners within the same Organizational Unit (e.g. Section).

After a Requisitioner creates and saves a Shopping Cart, it automatically becomes visible to others of the same unit.

Requisitioners of the same unit can take over and edit any Shopping Carts in Saved

status and can also view (only) other shopping carts in their section that are in

Approved and Awaiting Approval status. This is useful when the person is on leave and a fellow team member must finalize a partially completed shopping cart for example.

Note: There is no workflow associated with this take over action. The system would not automatically notify the other Requisitioner that you have taken over their Shopping Cart. Therefore, ensure an email is sent to the Shopping Cart originator to advise them that their Shopping Cart has been Taken Over.

122

Team Shopping Carts – Initial Setup

Initially, in the Quick Criteria Maintenance filter, all Requisitioners must ensure that the check box Show my Team Carts is flagged in their Requisitioning Overview for each predefined Active Query (i.e. All, Saved, and Awaiting Approval) in the Quick Criteria

Maintenance filter. If it is not, click the check box and press Refresh in each of the Queries.

This step needs to be performed only for the first time in each query, as this check box will subsequently remain flagged unless cleared in the filter criteria.

123

Team Shopping Carts – Taking Over a Team Cart

The steps to take over a Shopping Cart in Umoja are:

1

In the Active Queries section, click the Team Carts query link.

Note: In this scenario, the Requisitioner is currently logged in with the User ID

FL2SAREQ. Since User ID FL1SAREQ and User ID FL2SAREQ are within the same

Organizational Unit, Shopping Carts created by User ID FL1SAREQ are visible in this view.

1

124

Team Shopping Carts – Taking Over a Team Cart

2

Identify and click in the grey box to the left of the Saved Shopping Cart to be taken over

Recall: Only those Shopping Carts that have a Saved status can be taken over.

3

Click the Take Over button. Send an e-mail (outside of Umoja) to advise the Shopping Cart originator that their Shopping Cart has been Taken Over.

4

Click on the hyperlink of the number of the Shopping Cart taken over to edit.

3

2

4

A confirmation message displays towards the top of the screen stating that the ownership of the Shopping Cart has been taken over.

125

Team Shopping Carts – Taking Over a Team Cart

4

Click Edit to make the necessary changes to the Shopping Cart

4

5

Make any necessary changes and click Next

5

126

Team Shopping Carts – Taking Over a Team Cart

6

Make any further required modifications and click Order or Save and Close as appropriate

127

Team Shopping Carts – Taking Over a Team Cart

7

If the Shopping Cart is Ordered the Confirmation screen will appear. Click Close to return to the Requisitioning home page.

7

128

Activity 3

Transaction Name: Review Rejected Shopping Cart

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-

1.11.2887?originalContext=1.11.2695

129

Learning Checkpoint 1

Which of the following methods is used to add items covered by existing contracts ?

Fill in the blank with the correct option.

A.

Adding items using the Contract Catalog

B.

Adding items using UNSPSC

C.

Adding items using the Material/Service Master

130

Learning Checkpoint 1

Which of the following methods is used to add items covered by existing contracts ?

Fill in the blank with the correct option.

A.

Adding items using Contract Catalog

B.

Adding items using UNSPSC

C.

Adding items using the Material/Service Master

Option A is the correct answer. The adding items using Contract Catalog method is used to add items covered by an existing contract to a Shopping

Cart.

131

Learning Checkpoint 2

What needs to be done in able to order a Shopping Cart if it displays an error while performing a check?

Select the correct option.

A.

Delete Shopping Cart

B.

Disregard if not applicable

C.

Rectify Shopping Cart

D.

Reject Shopping Cart

132

Learning Checkpoint 2

What needs to be done in able to order a Shopping Cart if it displays an error while performing a check?

Select the correct option.

A.

Delete Shopping Cart

B.

Disregard if not applicable

C.

Rectify Shopping Cart

D.

Reject Shopping Cart

Option C is the correct answer. If a Shopping Cart displays an error it must be corrected in order to be able to order a Shopping Cart for approval.

Warnings can be disregarded if not applicable.

133

Module 2 Summary

The key points covered in this module are listed below:

The 3 ways of adding items to a Shopping Cart are: Contract Catalog, Internal

Goods/Services and old Shopping Carts/Shopping Cart Templates

Workflow in Umoja SRM automatically assigns Approvers to Shopping Carts based on the Cost/Fund Center selected

When requisitioning for services, Shopping Carts must be formulated in a manner to facilitate partial service receipts if applicable i.e. check unit issue and quantity

• Only a user with the Requisitioner – Direct Procurement Enterprise Role can create

Shopping Carts for items to go to inventory

• Each individual Asset requires the creation of a unique individual Asset Master

Record number in the Shopping Cart

Team Carts can be taken over only if they are in Saved status. If in Approved or

Awaiting Approval status, they can be viewed only.

A rejected Shopping Cart can either be deleted (‘Accept’) or resubmitted (‘Edit’) after making the required changes

134

Agenda

Course Introduction

Module 1: Requisitioning in Umoja

Module 2: Create, Order and Edit a Shopping Cart

Course Summary

Course Assessment

Course Survey

135

Course Summary

The key points covered in this course are listed below:

• Umoja SRM is a Web-based application used specifically for procurement and requisitioning activities

• Shopping Carts are used in Umoja SRM instead of the current Purchase Requisitions

• Shopping Carts that have an estimated total value not exceeding $4,000 USD can be procured via the LVA process (Low Value Acquisitioner Role required), unless the desired products are linked to an existing Systems or Local contract (excluding BPOs)

• The Requisitioning process can lead to the creation of a populated PO (items from the Contract Catalog) or Solicitation (other items) that is forwarded to the Buyer for action once the Shopping Cart is approved

• Only the Requisitioner – Direct Procurement Role can create Shopping Carts for items to go to inventory

• Each individual Asset requires the creation of a unique individual Asset Master

Record number in the Shopping Cart

The 3 ways of adding items to a Shopping Cart are: Contract Catalog, Internal

Goods/Services and old Shopping Carts /Shopping Cart templates

• Workflow in Umoja SRM automatically assigns approvers to Shopping Carts

136

Agenda

Course Introduction

Module 1: Requisitioning in Umoja

Module 2: Create, Order and Edit a Shopping Cart

Course Summary

Course Assessment

Course Survey

137

Course Assessment

Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment.

To receive credit for completing this course, you must pass this assessment with a minimum score of 80%.

To complete the assessment you must return to the Learning Management System:

1. Log into Inspira

2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning

3. Search for the name of the course under the My Learning Activities section

4. Click the Start link of the course assessment

5. Click the Submit button once you have completed the assessment

138

Agenda

Course Introduction

Module 1: Requisitioning in Umoja

Module 2: Create, Order and Edit a Shopping Cart

Course Summary

Course Assessment

Course Survey

139

Course Survey

Your feedback is important to the continuous improvement of our training program.

Please complete the evaluation for this course using the following steps:

1. Log into Inspira

2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning

3. Search for the name of the course under the My Learning Activities section

4. Click the Start link of the course survey

5. Click the Submit button once you have completed the course survey

140

Congratulations! You have successfully completed the

Umoja Requisitioning

course.

141

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