enterprise resources planning system such as umoja

Introducing the Enterprise Resource Planning Solution Division

What is Umoja and what does it mean to staff as the end user?

Umoja is an initiative for the United Nations Secretariat that includes a thorough streamlining of UN business processes. It is an implementation of SAP Enterprise Resource Planning (ERP) software. The system changes the way we do a wide variety of administrative and management activities and puts the focus on the staff member to be responsible for initiating actions and managing their own personal information.   It will transform the way staff and managers work, which will require a change in behaviours.

All staff (as end users) regardless of where they are working in the world will use the new Umoja Employee Self-Service portal. Umoja will simplify the way we process HR transactions and will reduce the amount of manual paper based processes that we currently have.

By having a single way of delivering administrative services using a single source of data, there will be more coherence and increased consistency across the Organization and in various duty stations. With Umoja staff members can focus on strategic work and spend less time on routine, fragmented administrative tasks.  

1. I have the honor to speak on behalf of the Group of 77 and China and would like to thank Mr. Chandramouli Ramanathan, Assistant Secretary-General, Controller; Ms. Valentina Gálvez, Chair of the Audit Operations Committee; and Mr. Abdallah Bachar Bong, Chair of the ACABQ for introducing their respective reports.

2. The Group wishes to commend the role of UMOJA as being among the key elements of the administrative reform and modernization. It promotes the streamlining of processes, data-driven management and inter-operability across different support systems including the management of projects, human resources, supply chains, and strategic planning.

3. We note that the present report contains information on progress related to the three key strategic pillars of the Umoja system namely (i) Umoja Analytics; (ii) continuous improvements; and (iii) Systems, security and infrastructure. With regards to Umoja Analytics, we note that the uniformed capabilities support portal and the United Nations Secretariat workforce portal for Member States has been delivered in 2022. Both of portals are able to provide detailed data through info-graphic visuals, reliability and comprehensiveness that's suits the needs of the Member states. We also note the development of Enterprise Risk Management Dashboards for risk treatment measures for evolving risk profile of the Organization and Integrated planning, reporting and dashboards for budget formulation and strategic management.

4. With regards to continuous improvements delivered during the period, we observe business transformations in human capital management, new payroll process model; improved comparative budget analysis in the budget formulation solution; and streamlined customs clearance and shipment handling. We note with appreciation that integration of Umoja with Aspira, integration of Umoja and United Nations Joint Staff pension Fund Enterprise System which is under development. On safety and security, the Division has, together with the Office of Information and Communications Technology, enhanced Umoja security, enabling multifactor authentication for Umoja applications and single sign-on for Umoja Analytics, proactively implementing cyber security measures and deploying a state-of-the-art high availability solution.

5. With the circulation of personal and organizational data, it is only right that UMOJA is equipped with a strong capability to counter threats to its infrastructure, especially after the compromise of the system's security earlier this year. Thus, we trust that the Secretary-General and his designated officials will continue to exercise vigilance and due care to pursue this objective by ensuring the full implementation of the Secretariat's 2019 cyber security action plan, as well as making sure that Intellectual Property Rights to the platform and the solutions it provides remain with the organization.

6. We note the total ownership cost of Umoja to be $1,519 million. In this regard, the Group will seek further information during the informal consultations on the revised funding model to be effective in 2024, in order to ensure that the project remains cost-effective and transparent, especially as it reaches its steady state.

7. We also note that the outstanding recommendations of Board of Auditors have been reduced from 60 to 23. The Group notes the Umoja system is currently used by 43,302 users across 460 locations. In its eleventh and final annual progress report on the implementation of the United Nations Enterprise Resource Planning System, the Board of Auditors noted that Umoja remained a key enabler for modernization and reforms in the administration of the United Nations.

8. In conclusion, the Group of 77 and China stands ready to continue to engage constructively during the informal deliberations of this agenda item.

I thank you.

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Umoja Senior Administrative Users Introduced to Upgraded Umoja Analytics

The United Nations Enterprise Resource Planning system, Umoja, is upgrading Umoja BI to Umoja Analytics. At the Regional Service Centre Entebbe, Senthil Gopalan, Chief of Analytics and Delivery Management Service from the Enterprise Resource Planning Solution Division (ERPSD), introduced Umoja Self-Service Analytics, a key feature of Umoja Analytics, to senior administrative users of Umoja.

Umoja provides a wealth of information about the management of a wide variety of United Nations resources. However, accessing and utilizing the data has historically posed challenges due to their volume and complexity, making it hard to find specific data and understand their implications easily.

Umoja Self Service Analytics is a transformative platform for the United Nations, enabling its staff to access and analyze data more effectively and make data-driven decisions. The training programs offered in conjunction with the deployment of this platform are critical to ensuring that UN staff are equipped with the knowledge and skills to harness the full potential of Umoja Analytics. Some of the features of the platform include the seamless integration with the Enterprise Datawarehouse and the Umoja security roles and the ability to access analytics on mobile devices.

“ We have implemented Umoja Self-Service Analytics to be very user intuitive allowing a broad range of users within the organization to independently access, analyze, and derive insights from data without requiring advanced technical skills. ” said Mr. Gopalan

Speaking at the opening of the event, Mr. Paulin Djomo, Director RSCE said “ Organizations cannot survive without data analytics. We must be preemptive and look at the analytics to be able to predict what is not working or where there are issues to provide solutions to our clients. Be attentive and take note of what you learn here so you can share with your colleagues back in the mission.”

The week-long training, hosted at the Civilian Pre-deployment Training (CPT) facilities in Entebbe by the Enterprise Resource Planning Solution Division (ERPSD) was attended by participants from peacekeeping operations and special political missions in Africa (MINUSCA, MONUSCO, UNISFA, UNMISS, UNSOS, UNSOM, UNOCA, UNITAMS, UNOAU) including Regional Service Centre Entebbe (RSCE), 

• United Nations Multidimensional Integrated Stabilization Mission in the Central African Republic (MINUSCA),
• United Nations Organization Stabilization Mission in the Democratic Republic of the Congo (MONUSCO), the United Nations Interim Security Force for Abyei (UNISFA),
• United Nations Mission in South Sudan (UNMISS),
• United Nations Support Office in Somalia (UNSOS),
• United Nations Assistance Mission in Somalia (UNSOM),
• United Nations Regional Office for Central Africa (UNOCA),
• United Nations Integrated Transition Assistance Mission in Sudan (UNITAMS),
• United Nations Office to the African Union (UNOAU).

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Enterprise resource planning, or ERP, is a business management software system designed to manage and streamline an organization’s functions, processes and workflows with automation and integration.

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A term coined by  Gartner in the 1990s , an ERP software system is designed to manage all parts of a business—finance, HR, manufacturing, supply chain, services, procurement,  supply chain management , product lifecycle management, project management and more—making it an essential part of an organization’s day-to-day business operation. ERP software consists of business applications that are all connected and share one common database, therefore decreasing the number of resources necessary to run the business end to end.

The business applications, known as enterprise modules, each focus on a a specific business area but work together to meet the company’s needs. Since businesses range in size and needs, and no two are alike, modules are not one-size-fits-all. A company can pick and choose which modules are best suited for their business..

The best way an enterprise resource planning system can deliver the most value is when a company takes advantage of modules for each business function. By having a central location for all business data, ERP implementation cuts out the silos that complicate data collection and create data duplication challenges for many businesses. The new system (the ERP model) serves as a single-source-of-truth software solution.

ERP software systems come in three different forms:

- A cloud subscription model ( software as a service )

- A licensing model (on premises)

- A hybrid model

Read on for more detail on these three systems and the different modules commonly available with an ERP software management system.

There are three types of ERP software systems: on-site systems, cloud-based systems and hybrid systems. They all differ from one another and have their advantages and disadvantages, depending on what the needs of the business are and how the business chooses to approach the ERP model. Any of these enterprise resource planning software systems can help a company in decision-making and profitability.

On-site ERP:  This software, also referred to as on-premises ERP, is deployed onsite and is mostly controlled in house, or by the company’s enterprise. A business would choose this option if the business wanted to be in total control of the ERP software and security. If you were to go with this ERP software option, it would require a dedicated IT resource on-premises to handle the technical and application maintenance.

Cloud-based ERP:  The cloud-based ERP system, often referred to as software as a service, or SaaS, means a third party is managing the ERP software in the cloud. Using technologies such as  artificial intelligence  (AI) and  machine learning , this flexible option system can provide greater automation efficiencies and allow employees to search through organizational data on any device through the internet. IBM, Infor, Microsoft, Oracle and SAP offer new ERP solutions.

This is a popular model for ERP software due to its scalability and agility, along with its lower cost. The main disadvantage is the security risk you take when trusting an ERP vendor. The data for your business is sensitive and requires careful handling.

Hybrid ERP:  This system is for companies looking for characteristics of both an onsite and SaaS model to meet their business requirements. In this model, some of the ERP applications and data will be on the cloud and some are on premises. This can sometimes be referred to as a two-tier ERP.

ERP systems are based on a variety of different modules that are there to support specific business processes. There are a select number of modules that are foundational to an ERP system and there are third-party applications to access additional features. Some of the most popular modules are listed below and give you deployment options.

Finance and accounting:  The finance and accounting module is often most important to many ERP systems. The main purpose of this module is to help businesses understand their financial outlook and analyze the whole business. The main features of this module are tracking accounts payable (AP) and accounts receivable (AR), while also closing the books efficiently and generating financial reports and pricing. This module can automate tasks related to billing and stores crucial financial information for your business, such as vendor payments, cash management and account reconciliation. It also provides clear metrics to a company and can aid in production planning operations.

Procurement:  The procurement module, or purchasing module, helps businesses source materials and services they need to manufacture their goods. This module helps to automate purchasing, along with tracking and analyzing any incoming quotes. With the procurement module companies can maintain a list of vendors and tie suppliers to certain items, which can in turn help develop and manage a good supplier relationship.

Manufacturing:  The manufacturing module, often referred to as a manufacturing execution system, is a vital planning and execution component to ERP software. The module helps manufacturers plan out production and ensures everything needed for production is readily available. A manufacturing module can update the status of goods-in-progress, along with providing real-time information for items in progress or finished goods. The module also typically includes material requirements planning (MRP) solutions, which was the original manufacturing system of toolmaker Black and Decker. 1

Sales:  The sales module is responsible for keeping an open line of communication to customers and prospective customers. It can use data-driven insights to increase sales and make targeted decisions and assist with invoicing when it comes to promotions or upselling opportunities. Other features, including supply chain solutions, offer helpful inventory management and order management include dashboards, greater business intelligence and Internet of Things (IoT) technology.

Customer relationship management:  The  customer relationship management  (CRM) module, or service module, helps companies deliver exceptional service. By storing customer information, such as previous calls, emails and purchase history, a business has the data it needs to better serve current and future customers. This module makes it easy for staff to access the required information when a customer comes in and sees that staff create a customer-specifc experience thanks to the data saved from the ERP software.

Human resources management:  The human resources module maintains basic capabilities, such as time, attendance and payroll. This module maintains data on all employees and stores documents that pertain to each of those employees, such as a performance review or job description. If a company wants, it can have an entire  human capital management  (HCM) suite and connect it to ERP to deliver even stronger HR functionality. 

While stand-alone accounting software and ERP software do present similarly, the two systems are quite different. It comes down to what each software system can do and cover. Accounting software typically covers financial reporting, accounts payable and receivable, banking and basic sales revenue information.

Meanwhile, modern ERP software includes a wide range of modules that can reach every aspect of your business. Accounting is just one module in a long list of other features that ERP technology can provide. The ERP software is built for industry-specific requirements and can be molded to fit almost any company’s needs.

Accounting software has other limitations when it comes to sales and customer relationship management and limited real-time data accessibility. The ERP software has modules specific to sales management and isn’t siloed to what accounting software can do. ERP integrates all financial information into one database and can be done in the cloud for easy accessibility.

If your small business is expanding rapidly, it may outgrow traditional accounting software and the business may want to seek out accounting data in one software package, such as ERP. Having all its data centrally located is key for small and big businesses to gain insights and having a multitude of modules available through an ERP software can help you as your business changes.

The benefits of ERP are wide ranging, with the most prominent being increased productivity, reduced operational cost, flexibility and integrated information. The business intelligence ERP deployment offers is much more substantial than traditional accounting software offerings.offerings.

The need for accurate, real-time data is essential to almost every business, no matter the industry. Here are some businesses that rely on ERP solutions.

Utilities:  A utility company is constantly reviewing its capital assets, therefore, without ERP organizing such assets would be very difficult. The ERP software can also help utility companies forecast demand for future services and replacing aging assets.

Service companies:  Companies such as accounting, tax, engineering and other professional service firms require ERP software that is powerful and delivers real-time data when needed. Professional service businesses can’t afford to experience delays. ERP software helps them stay on schedule while controlling cost and resource utilization.

Wholesalers:  For most wholesaler and importer businesses, reducing distribution costs and increasing inventory are two key elements of success. The best way to keep a business in order and running efficiently is through ERP software with modules customized to its needs. With it, wholesalers can get a handle on inventory management, purchasing and general logistics for their business.

Retail:  A lot of purchasing is done online thanks to e-commerce and other sales channels, which have changed the retail landscape substantially in recent years. Retail businesses are dependent on integrated data as they need ERP software to provide self-service options to customers. The ERP solutions can assist with purchase orders and warehouse management. Retailers can also benefit from ERP to boost their customer return rate and improve webite conversions.

IBM Consulting helps you successfully migrate legacy ERP applications to the cloud, redesign processes to leverage data, AI and automation and transform finance into a competitive advantage within your business.

For nearly four decades, IBM is one of the most significant Oracle partners. IBM offers Oracle services and consulting to clients that includes a roadmap for each stage of their cloud transformation investment, from consulting to cloud implementation to management.

For enterprises looking to accelerate B2B commerce growth, IBM Sterling Order Management enhances customer experiences, helps increase revenue and improves operational margins—all while supporting their sustainability goals.

IBM Consulting is the driving force behind your business transformation journey. Together with strategic partners and service providers, IBM Consulting helps businesses migrate legacy ERP applications to the cloud and redesign processes to leverage data, AI and automation, all to help clients meet their business goals.  

1   MRP, JIT, OPT, FMS?  (link resides outside ibm), Harvard Business Review, September 1985