SC323 Umoja Requisitioning and Procurement Approvals Umoja Requisitioning and Procurement Approvals Version 9.1 Last Modified: 16-August-13 Copyright (11 Jun United 14 update Nations to link on slide 29 only) 1
Course Overview The purpose of the Umoja Requisitioning and Procurement Approvals is to explain the standard Umoja Procurement Approvals process. Prerequisite Review You should have completed the following prerequisite courses: Umoja Overview Umoja Master Data and Coding Block Overview Umoja Requisitioning Overview Umoja SRM Navigation Course Duration: 2 hours 2
Course Objectives After completing this course, you will be able to: List the different types of documents that require approval in Umoja SRM Explain the concept of Workflow approvals Monitor the Work Overview for required approvals Approve a Shopping Cart, RFx, Purchase Order (PO) or contract 3
Agenda Course Introduction Module 1: Approvals in Umoja Module 2: Approve a Document in Umoja SRM Course Summary Course Assessment Course Survey 4
Module 1 Objectives After completing this module, you will be able to: List the different types of documents that require approval in Umoja SRM Explain the concept of Workflow approvals 5
Key Terminology Key Term Shopping Cart Workflow Account Assignment Work Overview Description It is a term used in Umoja SRM instead of Purchase Requisitions. 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 funding information needed for all Shopping Carts (includes applicable Funds and Funds Center) before being submitted for approval. It is the screen in Umoja SRM which lists all the tasks (such as approvals) that require action by a user. 6
Key Terminology Key Term Low Value Acquisition Supplier RFx Collaboration Room Description It is the process through which a PO is used for requirements that are estimated to be up to $4000 USD. This replaces the Short PO process. It is a term used for all vendors in Umoja SRM. It is a generic term for a Solicitation document in Umoja SRM. The x signifies that this could involve a number of different types of Solicitations, such as ITB, RFQ and RFP. It is a file repository within Umoja SRM unique for each RFx where all bids received from vendors are uploaded after scanning. 7
Role & Responsibilities The following Umoja Enterprise role is involved in the Umoja Requisitioning and Procurement Approvals process: Approver Reviews and approves/rejects: Shopping Carts RFx s Purchase Orders Contracts Approvers are assigned items based on their position in the Umoja SRM Organizational Structure and on Delegations of Authority. 8
Workflow Approvals in Umoja SRM Users are assigned to the Approver Enterprise role in order to receive system access to approve documents in Umoja SRM Approvers are automatically assigned to these documents based on Delegations of Authority, the items being procured, their Purchasing Group or other information Almost all documents in SRM will initially have only one approver. Some documents, such as Shopping Carts, require only one approver. Others may require several levels of approval before they can be published You can think of the previous approvers in the process more as reviewers, since only the final approver in the chain decides whether a document is finally approved Note: All the hard copy signatures that are required for approval remain outside of Umoja for the time being. Submit Document Requisitioner/Buyer Approve Approve Approve Approver 1 Approver 2 (if necessary) Approver 3 (if necessary) Document Approved Reject Reject Reject 9
Umoja SRM Document Types Below is a list of the major document types in Umoja SRM and how their approval is aligned to the Requisitioning or Procurement functions. Requisitioning Procurement Shopping Cart RFx Contract Purchase Order Assigned based on Cost Center Assigned based on Delegations of Authority and Organizational Structure 10
Work Overview The Work Overview screen shows a personalized list of all documents waiting for approval or other action. Approvers can open documents to view more detail. Once the document is open, they can review and either approve or reject the document. 11
Learning Checkpoint 1 Which of the following documents the Approvers from Procurement may need to approve? Select all that apply. A. Shopping Cart B. RFx C. Purchase Order D. Contract 12
Learning Checkpoint 1 Which of the following documents the Approvers from Procurement may need to approve? Select all that apply. A. Shopping Cart B. RFx C. Purchase Order D. Contract Options B, C and D are the correct answers. Once approved, Shopping Carts may result in a PO or a Solicitation to vendors. 13
Module 1 Summary The key points covered in this module are: Users are assigned to the Approver Enterprise role in order to receive system access to approve documents in Umoja SRM Approvers are automatically assigned to these documents based on Delegations of Authority, the items being procured, their Purchasing Group or other information 14
Agenda Course Introduction Module 1: Approvals in Umoja Module 2: Approve a Document in Umoja SRM Course Summary Course Assessment Course Survey 15
Module 2 Objectives After completing this module, you will be able to: Monitor the Work Overview for required approvals Approve a Shopping Cart, RFx, PO or contract 16
Scenario: Shopping Cart for Engineering Supplies In this course, we will follow the Approval process for a Shopping Cart ordered by the Engineering section. This Shopping Cart contains the line items added by the Requisitioner as well as a line item for Freight. The Approver for the Engineering Cost Center must review each of the top two line items. The Freight line is reviewed and approved separately Note: All fields required or relevant for the approval of Shopping Carts will be discussed in the following slides. However, as SRM has not been built specifically for UN, there are some fields that are not currently being used for Umoja and which may not be discussed. 17
Navigate to Work Overview The Work Overview screen is the first screen that opens after logging into Umoja SRM. If you would like to return to the Work Overview: 1 Click the Approvals tab at the top of the screen 2 Click the Work Overview link in the left-hand menu. The Work Overview will open, listing all the documents awaiting your action 3 To review a particular document, click the task name link. The document will open in a new window or tab 1 2 3 18
Review Shopping Cart Shopping Carts are approved at the line item level. Different line items in the Shopping Cart may require separate review from other Approvers. At any point, line items in the Shopping Cart can be Accepted or Rejected by clicking the appropriate button and then clicking the Submit button However, the requirements in the Shopping Cart should be reviewed in more detail before a decision is made In the example below, only the top two line items are available for this Approver to confirm. The freight line item goes to another Approver. Note: To see the Total Value, you will have to scroll to the right. 19
Review Shopping Cart Some of the important fields and sections of the Shopping Cart screen are: 1 Approval Note: This field shows any notes or specific points that have been highlighted for the Approver by the Requisitioner. If a Shopping Cart is rejected, the Approver may add a comment instructing the Requisitioner on the issues that need to be rectified 2 Item Overview: To view the details of a line item, select it (by clicking the gray box next to it) and click the Details button 1 2 20
Review Item Data After clicking the Details button, the first tab that loads is the Item Data tab. On this tab, you can review fields such as: 1 Product ID: The unique ID for the Product in the Umoja Material/Service Master 2 Product Category: The general type of product/material. Product categories are assigned in accordance with UNSPSC classifications 3 Other fields, such as Quantity/Unit, Price/Currency and Delivery Date 1 2 3 21
Review Account Assignment The Account Assignment tab shows where costs are being distributed for that line item. The fields on this tab, with the exception of the Fund field, are automatically derived for the Requisitioner. These fields include: Funds Center: Every Cost Center is mapped to an identical Funds Center 1 2 Cost Center 3 General Ledger Account 2 1 3 22
Review Notes & Attachments The Notes and Attachments tab shows any additional information that the Requisitioner has included in the Shopping Cart. 1 Supplier Text: It is used when the Requisitioner would like specific text to be seen by the bidders during the Solicitation process. The Buyer will be able to edit this text 2 Internal Notes: They may be used to convey special instructions to the Buyer 3 Attachments: They are used for any files, such as an SOW, that are relevant to the Shopping Cart 1 2 3 23
Review Sources of Supply The Sources of Supply tab shows potential vendors for the line item. Vendors will appear on this tab if the Requisitioner added the item from a Systems Contract visible to them in the UN Contracts Catalog If the Requisitioner did NOT add the item using a contract, but one or more is available to procure from, those will appear as well For items that have no active Systems contracts, no vendors will appear on this tab If the Approver knows there is a contract available or does not agree with the Requisitioner s choice of contract, they can reject the line item, alerting the Requisitioner of which contract to select. 24
Review Approval History The Approval Process Overview tab displays the following field and section: 1 Current Status: The current approval status of the line item 2 Approval Status Details for Selected Item: Every line item shows the sequential decisions made by Approvers in the document s history In the example below, the Shopping Cart was created, then cancelled and revised. Now, it is waiting for approval. 1 2 25
Approve Shopping Cart Line Items To approve a Shopping Cart Line Item: 1 Approve or reject the items in the Shopping Cart by clicking the Approve or Reject buttons for each line 2 Click the Submit button after you have reviewed all line items 2 1 Copyright United United Nations Nations 26
Rejected Shopping Carts If a Shopping Cart is rejected by the Approver, follow-up action from the Requisitioner may be necessary depending on the reasons for the rejection. The Requisitioner may: Accept the Approver s decision of rejection, resulting in the deletion of the Shopping Cart, or Make the required changes, corrections or edits and then re-submit (order) the Shopping Cart for approval Note: A Requisitoner cannot Reject the decision made by the Approver. The Requisitoner can only Accept the decision or revise the Shopping Cart and resubmit it for approval. Below are the steps a Requisitioner can perform after a Shopping Cart is rejected: Shopping Cart Rejected Requisitioner Accept Rejection Edit Shopping Cart Delete the Shopping Cart Order the Shopping Cart 27
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 three 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 28
Activity 1 Click the link below to view a simulation of the Approve Shopping Cart transaction. We recommend that you first watch the transaction and then participate in Do It Together. Transaction Name: Approve Shopping Cart Link to the uperform simulation: http://unsapuperform.umoja.un.org/gm/folder- 1.11.2260?originalContext=1.11.2378 29
Approve Procurement Documents For SRM documents related to Procurement (RFx, Contracts, PO's), approvals are handled at the header level instead of the line item level. To approve these documents: 1 Review the relevant fields in different tabs for each line item, similar to the Shopping Cart. Click the Approve or Reject button at the top of the screen to approve or reject the document as a whole, instead of clicking radio buttons next to each line item 1 30
View Document Status In Umoja SRM, Approvers can only search for items that they have been previously assigned. In other words, they cannot search for Shopping Carts that they have not previously reviewed. However, if an Approver has also been assigned another Enterprise Role, such as a Buyer, they will have more visibility into viewing all documents related to Procurement. For the purposes of this course, we will assume that the Approver has no other Enterprise Roles. 31
View Document Status To find a document: 1 Return to the Work Overview screen. 2 Click the drop-down menu under the Tasks tab. Select Completed Tasks. A list of all approved SRM documents will appear. Click the name of the document to open it 1 2 32
Create Substitution Rule It is possible to create a Substitution rule to forward tasks that are assigned to you to another colleague. For example, if you are going to be out of the office, it may be a good idea to create a Substitution rule to forward all incoming approvals to somebody else. To create Substitution rule: 1 Click the icon at the top right of the Umoja SRM Home Screen 2 Click the Manage Substitution Rules option. A pop-up window will open 3 Click the Create Rule button 1 2 3 33
Create Substitution Rule 4 Next, click the Select button to search for a Nominee 5 Enter a search for the user you would like to forward tasks to. Remember to use the * symbol if you do not know their exact username 6 Click Apply 5 4 6 34
Create Substitution Rule 7 Finally, select when the Substitution Rule will be turned on. You have the option to turn the Rule on immediately or on a certain date. Click Save to implement the Rule. All approvals that would have been sent to your Work Overview will now be forwarded to your designated replacement 8 On the Manage Substitution Rules window you can see the summary of the Rule. Click the Turn Off button when you d like the Rule disabled 7 8 35
Learning Checkpoint 1 What does the Work Overview screen show? Select the correct option. A. Personalized list of all documents waiting action B. Personalized address book C. All data elements in the SAP system D. Organization-wide list of all documents awaiting action 36
Learning Checkpoint 1 What does the Work Overview screen show? Select the correct option. A. Personalized list of all documents waiting action B. Personalized address book C. All data elements in the SAP system D. Organization-wide list of all documents awaiting action Option A is the correct answer. The Work Overview screen shows a personalized list of all documents waiting for approval or other action. 37
Module 2 Summary The key points covered in this module are: Shopping Carts are approved at the line item level. Different line items in the Shopping Cart may require separate review from other Approvers If a Shopping Cart is rejected by the Approver, follow-up action from the Requisitioner may be necessary depending on the reasons for the rejection The Requisitioner may accept the Approver s decision of rejection, resulting in the deletion of the Shopping Cart, or make the required changes, corrections or edits and then re-submit (order) the Shopping Cart for approval For SRM documents related to Procurement (RFx, Contracts, PO's), approvals are handled at the header level instead of the line item level In Umoja SRM, Approvers can only search for items that they have been previously assigned 38
Agenda Course Introduction Module 1: Approvals in Umoja Module 2: Approve a Document in Umoja SRM Course Summary Course Assessment Course Survey 39
Course Summary The key points covered in this course are: Users are assigned to the Approver Enterprise role in order to receive system access to approve documents in Umoja SRM Approvers are automatically assigned to these documents based on Delegations of Authority, the items being procured, their Purchasing Group or other information Shopping Carts are approved at the line item level. Different line items in the Shopping Cart may require separate review from other Approvers If a Shopping Cart is rejected by the Approver, follow-up action from the Requisitioner may be necessary depending on the reasons for the rejection The Requisitioner may accept the Approver s decision of rejection, resulting in the deletion of the Shopping Cart, or make the required changes, corrections or edits and then re-submit (order) the Shopping Cart for approval For SRM documents related to Procurement, approvals are handled at the header level instead of the line item level 40
Agenda Course Introduction Module 1: Approvals in Umoja Module 2: Approve a Document in Umoja SRM Course Summary Course Assessment Course Survey 41
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 90%. 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 42
Agenda Course Introduction Module 1: Approvals in Umoja Module 2: Approve a Document in Umoja SRM Course Summary Course Assessment Course Survey 43
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 44
Congratulations! You have successfully completed the Umoja Requisitioning and Procurement Approvals course. 45