Procurement Indicators. Table of Contents

Transcription

1 Table of Contents Overview...2 Monitoring Tools...2 Monitoring Mission Budget Reviewing Budget Available at an overall Fund (and Fund Centre level if required) Monitoring Budget Consumption...2 Monitoring for Documents which are consuming Funding: Reviewing Shopping Carts which are still consuming funding Reviewing Purchase Orders which are still consuming funding...6 Monitoring Approved Shopping Carts in SRM which are pending Action...11 SRM Sourcing Cockpit...11 SRM Workload Redistribution...11 Monitoring Saved Purchase Orders Identifying Purchase Orders in a Saved status...14 Umoja Training 1/17

2 Overview This document has been compiled as a result of an analysis into procurement activity being performed in Umoja (based on a study performed early April). Several system health checks /indicators were identified which indicated that additional guidance was required by Umoja users. These items included: - General awareness of how to check budget availability - General awareness of how to check whether procurement documents were still consuming funding - Awareness of how to track pending shopping carts from a procurement perspective - Awareness of how to track saved purchase orders from a procurement perspective * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Monitoring Tools Monitoring Mission Budget Transaction: FMAVCR02 (ECC) Overview: - Standard Funds Management report which allows you to view available budget based on relevant criteria, e.g. Overall Fund level (and Fund Centre if required) Useful for: - Reviewing Budget Available at an overall Fund (and Fund Centre level if required) - Monitoring Budget Consumption Selection screen with suggested filters: Umoja Training 2/17

3 No. Field Description 1 Control Ledger Update the control ledger to Z1 2 Fund Enter your mission fund 3 Budget Period Enter the budget period for which you are reviewing open transactions. E.g. For PK: Enter P14 to view current Fiscal Year 14 Transactions For SPMs: Enter B15 to view current biennium Transactions 4 Fund Center If you wish to view transactions for a specific fund centre, it may be entered here. Example of output (for selection criteria Fund and Budget Period) Umoja Training 3/17

4 No. Field Description 1 Consumable Amount Consumable Budget In Umoja 2 Consumed Amount Total consumption against consumable budget, this includes all postings for documents which have an FM impact, e.g. - Pre-commitments (incl. Shopping Carts and FM Earmarked Fund Pre-Commitments - Commitments (incl. Purchase Orders and FM Earmarked Fund Commitments) - Invoices - Funds Commitments - etc 3 Available Amount Amount available to still be consumed These nodes may be broken down further, e.g. Umoja Training 4/17

5 Some basic guidelines for PK: FT20_CLASS_100 - The main operating expenses class. This includes roll-ups from: FT20_CLASS_020 Civilian Elect Obs FT20_CLASS_025 Consultants FT20_CLASS_105 Official Travel FT20_CLASS_110 Facilities and Infr FT20_CLASS_115 Ground Transport FT20_CLASS_120 Air Transportation FT20_CLASS_125 Naval Transportatio FT20_CLASS_130 Communications FT20_CLASS_135 Information Techno FT20_CLASS_140 Medical FT20_CLASS_145 Special Equipment FT20_CLASS_150 Other Supplies, Ser Other Classes: FT20_CLASS_010 FT20_CLASS_012 FT20_CLASS_014 FT20_CLASS_016 FT20_CLASS_018 FT20_CLASS_155 FT20_CLASS_205 FT20_CLASS_210 FT20_CLASS_215 FT20_CLASS_220 FT20_CLASS_305 International Staff National Staff United Nations Volun General Temp Assist Govt Provided Pers Quick Impact Project Military Observers Military Contingents Civilian Police Formed Police Units Pro-rated Costs Some basic guidelines for Regular Budger: FT10_CLASS_100 FT10_CLASS_105 FT10_CLASS_110 FT10_CLASS_115 FT10_CLASS_120 FT10_CLASS_125 FT10_CLASS_130 FT10_CLASS_135 FT10_CLASS_140 FT10_CLASS_145 FT10_CLASS_150 Operating Exp FT10 Consultants experts Travel of represent Travel of staff Contractual Services General Operating Ex Supplies and mats Furniture and equip Improvement of Prem Grants and Contribut Other costs Umoja Training 5/17

6 Monitoring for Documents which are consuming Funding: Transaction: FMRP_RFFMEP1AX (ECC) Overview: - Standard Funds Management report which allows you to view all FM postings (at a line item level) for a business transaction which has posted to FM - For Procurement activities, specifically useful for reviewing FM status of Shopping Carts and Purchase Orders Useful for: - Reviewing Shopping Carts which are still consuming funding (i.e. have not been processed into approved Purchase Orders) - Reviewing Purchase Orders which are still consuming funding (i.e. have not been fully received/closed). This is specifically useful for monitoring prior period carry forward obligations which are due to expire Selection screen with suggested filters: Umoja Training 6/17

7 Selection Fields No. Field Description 1 Fund Enter your mission fund 2 Budget Period Enter the budget period for which you are reviewing open transactions. E.g. For PK: Enter P13 to view previous Fiscal Year 13 Transactions Enter P14 to view current Fiscal Year 14 Transactions For SPMs: Enter B13 to view previous Fiscal Year 13 Transactions Enter B15 to view current Fiscal Year 14 Transactions 3 Fund Centre If you wish to view transactions for a specific fund centre, it may Umoja Training 7/17

8 be entered here. 4 Fiscal Year/Period Update initial fiscal year start to 2013 in order to capture any FM postings made in 2013 (not to be confused with Fiscal Year). This is important in order to capture the full lifecycle of the FM entry. 5 Maximum No. of Remove the default value of 500 Hits 6 Value Type This is the key field on this report. The value type indicates the type of document which has generated the Funds Management posting. The key value types for procurement related transactions are 50 (Purchase Requisitions) and 51 (Purchase Orders). However other value types may be viewed as required. Examples of report filters: To view previous budget period purchase orders which are still open (i.e. not received), in addition to other filters (e.g. fund) enter: - Budget Period P13 for PK or B13 for SPMs - Value Type 51 Umoja Training 8/17

9 To view purchase requisitions which are still open (i.e. not received), in addition to other filters (e.g. fund and fund centre) enter: - Value Type 50 Interpreting the report output: If you see a procurement document (shopping cart, purchase order) with a remaining total balance this indicates that there is a balance on the document. For example, the following report has been run to show Purchase Requisition (Shopping Cart) postings: Indicates SC with remaining balance Indicates SC with no remaining balance To roll-up these values to get a consolidated view at the document level: - Scroll to the bottom of the report - Click on the Collapse Section button Collapse Section Button Umoja Training 9/17

10 This has the effect of summarizing the total remaining value per document. This view can then be exported to excel if required by clicking on the icon. Umoja Training 10/17

11 Monitoring Approved Shopping Carts in SRM which are pending Action Transaction: - SRM Portal Sourcing Cockpit (Buyer view) - SRM Portal Workload Redistribution (Buyer Supervisor view) Overview: - Portal transactions which facilitate visibility of transactions requiring follow-on action SRM Sourcing Cockpit: - The SRM Sourcing Cockpit should be a daily tool used by procurement staff to monitor pending workload. - It contains a list of approved shopping carts which are pending follow-on action, i.e. have not been processed into a RFx, PO or Contract. - If a shopping cart is visible in this list it is consuming funding in Funds Management as a pre-commitment (except for unfunded SCs created for the purpose of establishing contracts) - If there are items/remaining balances listed in this view which will not be ordered (and if agreed with Requisitioners and other relevant business teams, the items should be rejected from the Sourcing cockpit. This will have the effect of removing the lines from the Sourcing Cockpit and close out the Shopping Cart (returning any residual funding to the SC funding source) SRM Workload Redistribution: - The Workload Redistribution transaction is the Supervisor s view of pending Shopping Carts (and other procurement documents) - This view may be used to reassign documents to other purchasing groups and to specific Responsible Buyer s within a Purchasing group. Key Fields: - The key fields in these transactions are: o Purchasing Group this field must be used to filter the display for requirements within your office and procurement unit. If this field is not used in the Sourcing Cockpit, all pending Shopping Carts across all Umoja entities will be visible. o Responsible Buyer Procurement Documents may be assigned by Supervisors to specific Buyers within a procurement team/purchasing group. If this assignment has occurred, the Responsible Buyer field can be used to filter for pending Umoja Training 11/17

12 requirements in both the Workload Redistribution and Sourcing Cockpit transactions Further information: For more information refer to the following reference materials: - %20Functionality_of_Workload_%20Re- Distribution_and_Sourcing_Cockpit.pdf?version=1&modificationDate= & api=v2 Umoja Training 12/17

13 SRM Workload Redistribution & SRM Sourcing Cockpit Complimentary Views Monitoring Saved Purchase Orders Transaction: - SRM Portal Purchasing Menu Umoja Training 13/17

14 - SRM Portal BW Independent Reports Purchase Order Status Overview: - Standard SRM report which lists purchase order details Useful for: - Reporting on purchase order activity - Identifying Purchase Orders in a Saved status. Importance of Monitoring Saved Purchase Orders - In the Umoja design, a Purchase Order is automatically created in a saved status when a shopping cart which has been created with reference to a system/local contract has been approved. Shopping carts related to these purchase orders will not appear in the Sourcing Cockpit as the PO has already been created. - The financial commitment is only created in the system when the Purchase Order has been approved. Until Purchase Order approval, the Shopping Cart pre-commitment remains open in the system. Pre-commitment values are not carried over to subsequent fiscal years. If they are not monitored, there is a risk that funding will be lost. - Usage figures against system contracts are only updated once a purchase order has been approved. If approval of a saved Purchase Order remains pending, there is a possibility that there will be insufficient contract availability. - Purchase Orders may also appear in saved status if: o Draft POs created from SCs or RFx Bids have not been approved o A previously approved PO is undergoing a change/amendment which has not yet been submitted for approval. This update will not be sent to ECC until it has been approved. Also, until this update has been completed in SRM, it is possible that the ECC PO may be received if this occurs, there may be an error when attempting to complete the update of the PO in SRM Umoja Training 14/17

15 Option 1 - SRM Portal Purchasing Menu Ensure a Purchasing Group is selected Umoja Training 15/17

16 Option 2 - SRM Portal BW Independent Reports Purchase Order Status Umoja Training 16/17

17 This Report is useful as it allows for listing multiple purchasing groups. Achieved by clicking on the icon. E.g. Umoja Training 17/17