Umoja Realisation Workshop Cluster 3

2.7.1 PROJECT MANAGEMENT SOLUTION – DESIGN OVERVIEW

Umoja Realisation Workshop – Cluster 3

Project Definition in Umoja Foundation

 A project is an organized effort to produce a defined outcome within a set of constraints concerning scope, time, budget and quality. The temporary

nature of projects stands in contrast with business as usual (or operations) which are repetitive, permanent or semi-permanent functional activities.

 In this context, Umoja Foundation will cover;

 voluntary-funded substantive projects where the funding is provided by donors / sponsors and for which the UN Secretariat must account, track and report on activities performed.

 capital projects where the outcome will be a fixed asset(s) as defined by IPSAS 17 or IPSAS 31.

IPSAS 17: Property, Plant and Equipment

IPSAS 31: Intangible Assets

Master Data created in Project Systems

 SAP Project Systems (PS) provides two joined data objects for mapping the structure of a project:

Project Definition; and

Work Breakdown Structure elements (WBS elements, or WBSE)

 The Project Definition determines the profile of a project as well as its basic parameters, e.g. project name, project start and end date.

Profile: either Capital or Non-Capital

 Through WBS elements, a project can be planned and organized in a hierarchy of work packages, each represented by a WBS element (WBSE). The hierarchy of WBS elements can be further expanded to achieve the level of detail required.

2 Sudan Mediation WS Project 2 2 1 3 3 4 4 4 4

Project Structures in Umoja Foundation

 Project Structures in Umoja Foundation are hierarchical structures

 Values defined at the Project Definition level will apply to the entire project structure consisting of WBS elements

 Parameters defined for the project structure are as follows:

A project structure will consist of a single Project Definition

A project structure will consist of one top level WBS element

Activities breakdown in a project structure can consist of up to four levels in the hierarchy

2 Sudan Mediation WS Project 2 2 1 3 3

Data Entries in a Project Structure

* values will default to all subordinate levels

WBS element • Project Type* • Controlling Area* • Resp. Cost Center* • Basic Start Date • Basic Finish Date • Grant

• Sponsored Program • Country

• Budget Control WBSE • Investment Profile Project Definition • Project Profile • Business Area* • Functional Area* • Start Date • Finish Date Sudan Mediation WS Project 1 2 2 2 3 3 3 3 3 3 6

Codification of Project Structures

Rule 2: There is only 1 Level 1 WBSE; it must match the Project Definition (the 9 character ID code is exactly the same).

Level 1 WBSE

Rule 1: There is only 1 Project Definition for a project and it is a unique nine character ID.

Rule 3: Each level 2 WBSE has 12 characters with the first 9 characters matching the parent WBSE.

Rule 4: Each level 3 WBS element has 15 characters with the first 12 characters matching the parent WBS element.

Rule 5: Each level 4 WBS element has 18 characters with the first 15 characters matching the parent WBS element.

SB-000015 SB-000015 SB-000015 SB-000015 SB-000015 .01 .01 .01 .01 .01 .01

Overview: Umoja Solution for Grant-Funded Projects

ECC Enterprise Core Component

SRM Supplier Relationship Management

Release of Grant budget A project is created to track

trust fund expenditure

Grants Management Project System

Procurement of Goods and Services for a project

SRM

Funded Programs

Allotment of Grant budget

Funds Management

Relationship: Project – Funded Program – Grant Master

Example A: Operating Project Structure

Region_1 Region_2 Region_3

Work Shop 1 Work Shop 2 Work Shop 3 Work Shop 4 Work Shop 5 Work Shop 6 Grant A Grant A

Grant A Grant B Grant B Grant C

Geographic Structure

Example B: Operating Project Structure

Grant A Grant B Grant A Grant B Grant C

Project Creation and Maintenance

PP_002_001_002

Project Lifecycle

Create Project: 1. Create Project Definition with Profile

- Capital Project Profile

- Non-Capital Project Profile

Create Project: 1. Create Project Definition with Profile

Set Business Area and Functional Area for entire project structure

Create Project: 2. Create Work Breakdown Structure

Level 1 WBS element: Define Proj. Type and Cost Center

Create Project: 2. Create Work Breakdown Structure

Project Structure: Level 2 WBS element

Create Project: 3. Maintain Required UN Assignments

= Funded Program

Defining a Budget Control WBSE will trigger the creation of a Funded Program in FM. Each project requires at least one Budget Control WBSE to receive budget allotments.

Create Project: 4. Maintain Investment Profile for AUCs

! Please note that Investment Profiles for WBS elements can only be maintained for Projects created with a Capital Project Profile

Project Implementation

PP_002_003_001

Project Lifecycle

Project Implementation – Monitoring and Reporting

 Project reporting

Comprehensive and up-to-date view of all projects

Integration with financial data to show actual costs for a project

Easy drilldown to project management details such as individual financial postings

Supports financial planning, monitoring, reporting and managing project activities

Project Monitoring & Reporting: Structure Report

Dynamic Selections enable to search projects/ WBS elements by

Grant and/ or Sponsored Program

Project Reporting & Monitoring: Actual Cost Report

Project Posting Details: Amount Posted By WBS and Referencing Material

Documents

Transaction: CJI3

Project Reporting: Drill-In Actual Cost to Goods Receipt

Project Posting Details: Material Document created after Goods

Receipt posting 1

2

Project Reporting: Budget Availability Report

Transaction: FMAVCR02