4.7 MASTER DATA GOVERNANCE
Umoja Realisation Workshop – Cluster 3
Data Governance Process
OCSS
Material Master
Sevice Masters
Commercial Business Partners
OPPBA
Third Party Vendors
Banking Data
OHRM
Master Data Governance For Commercial
Business Partners, Material and Service
Master - Umoja, iNeed and UNGM
Overview
Master Data Elements
Material & Service Master Contracts
Purchase Orders Vendors
Business Partner Groups and Roles
What is ‘master data’?
Defines the data within SAP that is used to facilitate transactions and is used across the Umoja solution. For example, the currency exchange rates that are used for sales, purchasing and reporting must be maintained
centrally and the same data must be used across Umoja.
Master Data contains many elements, including cost centers, fund centers, real estate objects, and the largest category – Business Partners.
Business Partners :
A central account for an entity, with centralized basic data like Name and Address details. Several functions can access the same Business Partners in a way that is meaningful for them.
Business Partners include, but are not limited to, accounts for Staff, Commercial Vendors, Funds, Agencies Programmes, NGO’s, Member States, and
Contractors.
Data Elements required for Successful Deployment
Data that is classified as Procurement can be classified as
Contracts
Purchase Orders
Material Master
Service Master
Vendors
All offices will provide key information on contracts and purchase
orders, and through that collection process will validate material
master, service master, and vendor information.
Material and Service Masters (Master Data)
UN global catalogue of what we Plan and budget Buy (and sell) Stock
Report
Settings on Material Master records for individual Materials requiring Property Management stewardship
Financial reporting per IPSAS rules
Organized into Product Categories for classification (UNSPSC) Financial accounts mapped to Product Categories
Structured descriptions to avoid duplication
All Materials managed in the same structure organization wide
Roughly 60K material master records, and 1K service master records, which will be updated to meet requirements
Contracts (Transactional Data) and Material / Service Master
Material and Service Master records will be mapped to individual
line items in all contracts
As part of the Umoja engagement process, contract templates will
be provided. Instructions on how to fill out these templates will be
provided separately.
Special attention should be given to these templates, as they will
facilitate the conversion of contracts to catalogues.
Systems contracts will be imported into Umoja by PD, but
coordination with local procurement teams must take place to verify
Not-To-Exceed amounts
Well Structured Catalogues are critical to facilitate ordering in
Umoja.
Purchase Orders (Transactional data)
Purchase Orders and open financial obligations will be gathered
from legacy systems for validation (IMIS).
All purchase orders that can be closed, should be prior to
conversion.
In Cluster 1, large numbers of obligations and purchase orders did
not match, and needed to be manually reconciled between Sun and
Mercury.
The process for validation prior to deployment was lengthy, detail
oriented, and constantly changing as new obligations were created
and closed.
Vendors (Master Data)
One global vendor database for the all UN Secretariat entities
following alignment of Vendor Registration Process
Global approach to cleanse and maintain vendor data:
Central vendor data cleansing & data maintenance team located
at UNGSC in Brindisi
UNGM Vendor evaluation in New York, Entebbe and Geneva
Vendors gathered from contract collection effort and from purchase
order collection effort will be migrated into Umoja
Vendor Master Record – Revised System Landscape
SAP ECC SAP SRM
Vendor
Business Partners
& Vendors SRM Supplier Relationship Management
ECC Enterprise Core Component
Accepted commercial supplier requests Non-commercial supplier
requests
Vendor Migration and Management
Going forward, all entities of UN Secretariat will use UNGM as
primary means of vendor registration for Commercial Vendors
(excluding ‘Low Value’ vendors, Utilities and Individual Landlords,
which will be converted to Umoja directly as ‘Non-UNGM Commercial
Vendors’)
Recent update of UNGM and amendment of Vendor Registration
Process supports transition to Umoja with one global vendor
database
Enforce policies requiring that all vendors are registered in UNGM,
specifically those participating in Solicitations and those awarded
Contracts and Purchase orders
Business Partner Groups - Overview
Member States Non-member States Government and Local Authority
UN Agencies, Funds and Programs Intergovernmental
Organization and NGO
Commercial Customers* Non-UNGM Commercial Vendors UNGM Commercial Vendors Treasury Business Partner Third Parties Individuals Commercial Treasury
UNGM (United Nations Global Marketplace) Commercial Vendors
Vendors registered in UNGM are commercial entities which participate in solicitations for the submission of tenders (RFx). Vendors that do regular business with the UN, or one-time vendors who are providing goods/services valued at over US $4000 must register in UNGM in order to participate in solicitations and be considered for purchase orders and/or contract award.
The UNGM and Umoja integration allows for information from UNGM to be populated in both SRM and ECC as a Business Partner. Commercial companies cannot be created in the Umoja system directly as BP with UN Vendor role.
Non-UNGM Commercial Vendors
In exceptional situations, particularly when there is no competition involved, a vendor may be
entered into ECC as a Non-UNGM Commercial Vendor. This is often the case for utility providers and individual landlords. Further, vendors used for Low Value Acquisitions (purchases below US $4000) do not have to register in UNGM even though UNGM registration is encouraged, especially when the purchases are repetitive. They can be created directly in the Umoja system as BP with “UN Low-value Vendor” role .
Commercial Customers
Companies that made payments to the UN has to be created as BP with “UN Customer” role in Umoja. Commercial customers may be UNGM registered vendors, in which case two BP numbers have to be created and linked due to UNGM integration requirement. This does not applied to
Business Partner Group ID and Number Range
Each BP group has a different group ID, as well as number range.
Business Partner Grouping Group
ID BP Number Range Source
Member States (Permanent Mission) Z011 1111XXXXXX OPPBA
Non-Member State (Holy See etc.) Z012 12XXXXXXXX OPPBA
Government and Local Authority Z013 13XXXXXXXX OPPBA
UN Agency, Fund, Programme Z014 14XXXXXXXX OPPBA
Inter Governmental and NGO Z015 15XXXXXXXX OPPBA
Commercial Vendor (UNGM) Z010 111XXXXXXX UNGM (PD)
Commercial Customer Z018 18XXXXXXXX OPPBA & UNGM
Vendor (Non-UNGM) Z019 19XXXXXXXX OPPBA
Individuals externals , Independent Contractors,
Consultants, etc.) Z016 20XXXXXXXX
FPD & OHRM (Index#)
Staff Member, Ex-Staff Member, Retirees,
Survivors Z020 20XXXXXXXX OHRM (Index#)
Thir d P arti es In d ivi d u al s C ommer ci al
InfoPath form / iNeed
iSeek
All Data Governance Forms, Processes, and training material are maintained on the iSeek website at the path: UNHQ iSeek> Umoja> Master Data Maintenance.
iSeek
Find the corresponding form and download it. Alternatively, the direct URL is
http://fss.dfs.un.org/OF/PublicFormsListView.aspx
InfoPath form / iNeed
Data Governance Forms
These forms are filled out by the Master Data Requester with all the required information,
according to the type of Master Data object being maintained.
It may be reviewed and signed off by an authorized person.
Then it will pass on to the Data Maintainer, as directed in the Data Governance process.
*Note: Suggest not to copy anybody when sending the form. Don’t send multiple forms within
What is the [current] governance structure for MDM?
Finance-CMDT
Core Finance Master
Data BP Third Party BP Banking Data BP Treasury Partner Finance MDM Governance Committee Centrally Located Maintainers & Approvers Central and Regionally Located Maintainers
Local maintainers (i.e. cashiers or equiv. at
each duty station)
Local Approvers for Local Payments
Central & Regionally
Centrally Located
*** Decision points: Volume of requests, time sensitivity, technical expertise required, etc...
BP Third Party Group
Z011-Member States (e.g. Permanent Mission of Japan
to the UN)
Z012-Non-Member States (e.g. Palestine, Vatican)
Z013-Government and Local Authority
Ministries (e.g. Ministry of France, Spain)
Government Agencies (e.g. CIDA)
Paymasters (for FPU, military contingent, Police, etc)
Municipalities (e.g. City of New York)
Z014-UN Agencies, Funds & Program
Z015-Inter-government organizations and NGOs
Club, schools, associations
FSU (field/local staff union)
What are the MDM roles?
Workflow & System Roles
Requestor
Determines a need for create, update, or delete of a data element and submits a request providing all needed data inputs
Reviewer
CFOs or equivalent
Examines the request for its accuracy and completeness
Approver
Provisioned system role (for BP Bank Data)
Evaluates the reviewed request as per its approval criteria
Maintainer
(BP Third Party Maintainer / BP Bank Data Maintainer)Provisioned system role
Human Resources
Individual Business Partners
Master Data Maintenance
What is the [current] governance structure for HR MDM?
Human Resources CMDT (OHRM)
Individual BP Data Maintainers MDM Governance
Committee
Overall governance for MDM across all functional areas
Overall governance for Human Resources MDM
HR MDM procedures, HR data integrity, volume management
Maintain/ Approve IBP
Centrally managed (NY) Centrally located (Valencia)
IBP scope for Foundation
Cluster 1 and Cluster 2
All staff and non-staff must be created in Umoja through the MDM process as all payments are disbursed through Umoja
Cluster 3
Only individuals that are required to support Real state
functionalities must be created in Umoja through the MDM process (e.g. Facilities Planner… etc)
Other staff and non-staff payments will still be disbursed through IMIS and therefore there is no need to create them in Umoja through the MDM process
UE1
Once UE1 goes live, the “onboarding” process in HR will
Individual Business Partners
Business Partner Grouping Business Partner Types
Z016 - Individual External, non staff not payroll
Z100 Individual Contractor Z101 Consultant
Z003 UNVs
Z020 - Staff Member, Ex-Staff
Member, Survivors and Dependents, Retirees
Z001 International Staff Z002 Local Staff
Z020 Retirees
Z021 - Non Staff: Military and Police Z004 Military Staff Officer Z005 Military Observer Z006 UN Police
What are the MDM roles?
Requestor
Determines a need for create, update, or delete of a data element and submits a request providing all needed data inputs
Local HR role
IBP Maintainer
Authorized Umoja IBP MDM users
Examines the request for its accuracy and completeness
Seeks additional information from requestor, if needed