Nv201 Umoja Ecc Navigation Cbt Ppt v25 Ttt

Copyright © United Nations

NV201 – Umoja ECC Navigation

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Umoja ECC Navigation – Version 25

Last Modified: 1-Aug-13

Copyright © United Nations Copyright © United Nations

Agenda

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Course Introduction

Module 1: Umoja ECC Navigation Fundamentals

Module 2: Umoja ECC Additional Features

Module 3: Umoja Workflows and Approvals

Module 4: Umoja ECC Reporting

Course Summary

Course Assessment

Course Survey



Course Overview

The purpose of the Umoja ECC Navigation is to explain standard Umoja navigation, reporting, concepts and terms that are new to the Umoja users.

All Umoja Enterprise roles need to take this course.

Prerequisite Review

You should have completed the following prerequisite course:

• Umoja Overview

• Other Level 1 courses required for the user’s role

Course Duration: 4 hours

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Course Objectives

After completing this course, you will be able to:

• Navigate the Umoja ECC system

• Identify the different screen elements and fields

• Explain the additional features offered by Umoja ECC

• Identify areas where Umoja utilizes Workflow

• Print in Umoja ECC

• Use the Umoja ECC reporting functionality

Copyright © United Nations 4


Agenda

5 Copyright © United Nations

Course Introduction





Course Summary

Course Assessment

Course Survey


Module 1 Objectives

After completing this module, you will be able to:

• Describe the Citrix XenApp login process

• Describe the Umoja ECC screen layout

• Identify and use the two types of menus in Umoja ECC

• Use three ways to navigate to an Umoja ECC screen

• Identify the different screen elements and fields

• Recognize the types of system messages



Key Term Description

Client

The SAP client concept allows an organization to split a system into logical subunits. Clients may operate as separate business units, where all data is stored in a common database. Access rights for each client distinct and clearly defined by the UN Tech Team. Clients are typically created to ensure different sub-units of the UN have differing levels of access to Umoja.

Environment

A completely self-contained version of the Umoja ECC system, designated for a specific purpose. For example, at Umoja there is a Production environment and a Training environment, as well as others for testing and development.

GUI Graphical User Interface. The SAP GUI is the software on your computer or local server that allows you to connect to one or more of the SAP environments.

Transaction Code (T-code)

Every transaction in the Umoja ECC system has a T-code. It is an arrangement of up to 20 alphanumeric characters. You can enter the T-code in the Command field to execute a transaction.

Key Terminology

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SAP Easy Access Screen

The entry point for Umoja ECC. It appears when you first log on to the system. It contains the following: • Favorites menu: This menu enables quick access to commonly

performed tasks and can be customized by the user • SAP menu: This menu is organized by folders that cover different

aspects of the business. It enables the users to navigate easily through the system

Screen Elements

In Umoja ECC, a screen can be made up of the following screen elements: • Command Field • Menu Bar • Standard Toolbar • Title Bar • Application Toolbar • Main Body • Status Bar

Key Terminology

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Getting Started

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The Umoja ECC Navigation course utilizes simulations to guide you through the fundamentals of getting around the Umoja ECC to complete appropriate business transactions. In order to log onto the actual production environment of the Umoja ECC, the following pre-requisites are required:

• Download and install the Citrix Receiver from: http://receiver.citrix.com

• Confirm browser and operating system requirements for accessing this version of Citrix

• Be an administrator on your local computer (in order to allow installation of appropriate Citrix Receiver files)

• Appropriate Umoja ECC login credentials (provided to you by the UN Tech Team)

• One or more assigned Umoja Enterprise Roles

http://receiver.citrix.com/


System Requirements - Software

In order to access the Umoja ECC and related applications, ensure your computer meets the following minimum browser requirements:

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Microsoft Windows Apple (Macintosh)

Internet Explorer 6.0 to 10.0 (or higher)

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Mozilla Firefox 1.x to 5.x (or higher)

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Mozilla Firefox 3.x to 10.x (or higher)

X

Google Chrome 20 to 21 (or higher)

X X

Safari Version 5.x (or higher)

X

Note: It is advised to have more than one of the above stated browsers installed on your computer to ensure proper access to Umoja via Citrix. Citrix performance may slightly vary within each browser.


Citrix XenApp Plugin

Installing the Citrix XenApp plugin is the first step to be performed when accessing the website https://login.umoja.un.org. This is necessary for viewing the Citrix XenApp tools in the browser.

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Note: If you switch browsers (e.g. Internet Explorer to Mozilla Firefox) while accessing Citrix, it may be necessary to repeat the plugin installation procedure.

http://www.login.umoja.un.org/


Citrix XenApp Screen

Click the Continue button to proceed. Refresh your internet browser once the installation is complete.

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Umoja Access Screen

Links to other Umoja-specific sites can be reviewed on the Umoja access screen after the Citrix XenApp receiver is installed. The following links are present on the Umoja access screen:

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Visit the Umoja Website (Umojanet) where publicly available information about the Umoja initiative can be found

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Lists the steps required to connect to Umoja tools and applications

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Lists the overall system status and maintenance schedules for Umoja tools and applications

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Inspira is used to formally review and complete the required training for all Umoja end users

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The Umoja Communities of Practice (CoP) is where you can post Umoja-specific questions for the general Umoja community and review questions posted by others

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Umoja Access Screen

Logon to the Umoja access system using the credentials provided to you by the EIDMS team.

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Citrix XenApp Start Screen

After logging onto the system, the Citrix XenApp start screen is displayed. It displays all the tools that one can access as an Umoja end user.

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The Umoja Tools icon provides access to general applications such as Adobe Acrobat.

The Umoja ECC System icon provides access to the Umoja ECC system (Production environment).

The Umoja SRM Portal icon provides access to the Umoja Supplier Relationship Management (SRM) portal (Production environment).

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The Unifil iNeed Self Service icon provides access to iNeed to open and/or review pending tickets.

The iNeed icon provides access to iNeed self service.

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Click the SAP Gui icon in order to access the Production (live) environment of the Umoja ECC.

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Citrix XenApp Start Screen


SAP Screen

Enter the login credentials provided by the EIDMS Team to access the Umoja ECC.

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SAP Easy Access Screen

The SAP Easy Access screen is the first screen that appears after you log on to the Umoja ECC system.

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Menu Bar

The Menu bar runs across the top of the SAP Easy Access screen and displays the menu options available on the current screen. The Menu bar is visible on all screens within SAP. However, the menu options may change depending on the transaction you are carrying out.

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Standard Toolbar

The Standard Toolbar is located directly below the Menu bar. The buttons and icons in the Standard Toolbar are available on all screens. If you hover your mouse pointer over a button or icon, the system momentarily displays the name or function.

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Command Field

The Toolbar contains the Command field to enter the transaction codes (T-codes). T-codes are used to perform a particular task in Umoja ECC. The Close Command Field icon hides the Command field. Click the Open Command Field icon to show it again.

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Standard Menu Toolbar Buttons

The table below lists the name and description of various icons on the Standard toolbar.

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Button Description Button Description Button Description

Enter/Continue Print Next page

Save to database Find Last page

Back Continue Search Create new session (PC only)

Exit system task First page Customize local layout (PC only)

Cancel Previous page Help (Mac only)


Title Bar

Title bar is located directly below the Standard Toolbar. The title in this bar changes according to the transaction you are accessing.

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Application Toolbar

The Application Toolbar is located directly below the Title bar. It contains buttons that are used to perform functions specific to a system task or transaction. The buttons on the Application Toolbar vary from screen to screen.

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Umoja Menu Types

An Umoja user has access to two types of Easy Access Menus – User menu and SAP menu. These menus let you navigate through the system easily, and list the Umoja transactions and reports offered by the system based on the user role and functional groups.

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User Menu

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User menu lists the Umoja transactions based on the roles to which the user has access. Note that to view all transactions available in the system, you need to use the Umoja standard menu.


SAP Menu

SAP menu lists all the Umoja transactions according to the functional group. Note that the menu that you are in, when you log out of Umoja ECC, will be the same menu that you will view when you log back in.

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Status Bar

The Status bar is located at the bottom of the Umoja screen. It displays information on the current system status, such as warnings and errors. Click the icon to display the system information such as the transaction code, system, client, user and environment.

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Note: You can click the icon to hide the system information.


Accessing a Transaction

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Each transaction in Umoja ECC has a unique T-code, which is a set of alphanumeric characters. You can access a transaction using any of the following methods:

Using T-code Using SAP Menu

To access a transaction by using the T-code, enter the T-code directly into the Command field and press Enter on the keyboard.

Note: Enter “/n” before the T-code to exit the current transaction and execute a new transaction.

Using User Menu



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To access a transaction using the SAP menu, drill down through the folders from the SAP menu and double-click the transaction name.

This method cannot be used to access Z transactions, which are custom created transactions.

Using T-code Using SAP Menu Using User Menu



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Using T-code Using SAP Menu Using User Menu

To access a transaction using the User menu, locate the transaction in the User menu and double-click the transaction name.


Details of the Umoja screen elements are given below:

• Data fields: These are fields found on any SAP screen. There are two types of data fields – data entry and data display. Note that data display fields are read-only

• Matchcodes: This button appears on the right side of fields with a search functionality. It allows the user to search for possible entries on this field. When clicking the Matchcode, a dialog box appears which displays search criteria or a list of values.

Umoja Screen Elements

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– Tabs: You can use tabs to enter, display and alternate between multiple screens

– Checkboxes: A checkbox consists of a descriptive text and a square checkmark element. Clicking the checkbox selects or deselects the option described in the descriptive text


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– Radio buttons: A field can have multiple radio buttons. Click on one of the radio buttons to select it. You can select only one of the options

– Drop-Down: You can click a drop-down to display a list of values and select one of them

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Types of Fields

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A field in Umoja can be required or optional:

– Required fields: These fields are necessary to complete a transaction and are typically indicated by a checkmark when activated

– Optional fields: These fields are not necessary to complete the transaction, but offer additional information or are required by the internal business processes

Some fields impact other input fields. Depending on the value entered in a field, certain other fields may become required.

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System Messages in ECC

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In Umoja ECC, there are three types of system messages. These messages vary depending on the type of action that needs to be taken.

Information Message: An information message appears when you have completed a process successfully. These appear only for informational purposes and do not require any further action.

Information Message

Warning Message

Error Message

Note: You can access additional information about a system message by double-clicking the system message or by selecting Help from the Menu bar.



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Warning Message: A warning message indicates that Umoja ECC has detected a possible error and the entry should be verified. It does not prevent processing of a transaction. Press Enter on the keyboard to continue after reviewing the message.

Information Message

Warning Message

Error Message



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Error Message: An error message appears when an incorrect entry is made or when a required entry is not completed. The system will not allow you to continue to the next field or screen until you correct the indicated problem.

Information Message

Warning Message

Error Message


Tips

Umoja prompts the users with tips in certain scenarios, such as changing the default settings. Users can choose to skip similar tips in future by selecting the “Skip this in future” checkbox.

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The Save button appears on the Standard toolbar at the top of the SAP GUI screen.

When you are working through a business transaction that consists of several screens, the system temporarily stores the data you have already entered. After you complete all the necessary screens associated with your business transaction, save your data permanently by clicking the Save button. This sends your data (or data changes) to the database where it may then be processed.

Click the Exit button to leave the screen without saving your changes.

Saving Your Work in Umoja

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A B C

C


Log off from Umoja ECC

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To log off from Umoja ECC:

• Select the following menu item: System > Log off. The Log Off pop-up window is displayed

• Click Yes on the Log Off pop-up window

Note: You can also click the Log Off icon on the Toolbar to exit out of the SAP Easy Access screen.

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Umoja ECC: Summary of Navigational Elements

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1. Menu Bar 2. Standard Toolbar 3. Command Field 4. Title Bar

5. Application Toolbar 6. Favorites 7. Easy Access Menu 8. Status Bar

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Learning Checkpoint 1

Which of the following screen elements changes according to the transaction you access?

Select the correct option.

A. Standard Toolbar

B. Command Field

C. System Menu

D. Title Bar




Which of the following screen elements changes according to the transaction you access?


A. Standard Toolbar

B. Command Field

C. System Menu

D. Title Bar


Option D is the correct answer. The title in the Title bar changes according to the transaction you access on the displayed screen.



Which of the following methods would you utilize to access a transaction?

Select all that apply.

A. SAP menu

B. T-codes

C. Status Bar

D. User menu




Which of the following methods would you utilize to access a transaction?

Select all that apply.

A. SAP menu

B. T-codes

C. Status Bar

D. User menu


Options A, B and D are the correct answers. You can access a transaction using any of these methods.


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.



Activity 1

Transaction Name: Umoja ECC Log In and Log Out

Description: In this simulation, you will learn how to log in and log out of the Umoja ECC via Citrix.

Link to the uPerform simulation:



Activity 2

Transaction Name: Umoja ECC Navigation Basics

Description: In this simulation, you will learn how to navigate the Umoja ECC.




Module 1 Summary

The key points covered in this module are:

• The Umoja menu provides a complete list of transactions and reports offered by the system

• The Umoja access (Citrix XenApp) screen consists of links to other Umoja-specific sites

• The Umoja ECC screen has various components, such as Menu bar, Standard Toolbar, Application Toolbar and Status bar, to perform different functions

• The Umoja ECC screen contains two menus to navigate to the required transactions: Standard Menu and Role-Based Menu

• Each transaction in Umoja ECC has a unique T-code, which is a set of alphanumeric characters

• In Umoja ECC there are three types of system messages – information messages, warnings and error messages

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Agenda


Course Introduction





Course Summary

Course Assessment

Course Survey


Module 2 Objectives


• Maintain User Profile

• Manage favorites in Umoja ECC

• Open and manage multiple sessions in Umoja ECC

• Search in Umoja ECC

• Print in Umoja ECC

• Explain Umoja Records Management



Maintain User Profile

In addition to Umoja ECC basic functionalities, Umoja ECC also offers some additional features. You will learn about these additional features in this module.

Umoja ECC allows you to maintain a default user profile and set the default value in certain parameter fields.

To edit your user profile, select the following menu item: System > User Profile > Own Data.

You can also use the T-code SU3 to access the same screen.

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Maintain User Profile: User Defaults

In the Defaults tab, you can update user details such as:

• Start Menu

• Number, date and time format

• Printer defaults and settings

• Time zone settings

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Maintain User Profile: User Parameters

In the Parameters tab, you can provide default values for different parameters. These values will then automatically default in specified fields when completing transactions in Umoja.

Some common parameters include:

• Fund

• Plant (equivalent to a mission)

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Display Transaction Codes

T-codes are not displayed by default in the Umoja menu.

To display the T-codes next to the transaction name:

1. Select the following menu item: Extras > Settings. The Settings dialog box appears

2. Select the Display technical names option

3. Click the Continue icon

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Display Transaction Codes

After the technical names are displayed, the T-codes now appear next to the transaction names in the Umoja menu and Favorites menu.

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Displaying Informational Messages

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System messages can be displayed in the status bar at the bottom of the screen or in a dialog box in the middle of the screen.

The steps to display the system messages in the status bar are:

1. Click the Customizing of Local Layout icon in any Umoja ECC screen and choose Options

2. The Options dialog box appears

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Displaying Informational Messages

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3. Navigate to Interaction Design > Notifications

4. To display system messages in a dialog box (middle of screen): Select the Dialog Box at Success Message, Dialog Box at Warning Message and Dialog Box at Error Message check boxes

5. Click OK

6. To keep displaying messages in the status bar (bottom of the screen), ensure that all three check boxes are not selected

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Manage Favorites

Favorites is a folder where you can add frequently used transactions for quick access.

To add a transaction to Favorites:

1. Right-click on the Favorites menu and click Insert transaction

2. Enter the T-code in the Transaction Code field

3. Click the Continue icon

You can also drag and drop a transaction to Favorites.

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Manage Favorites: Organize and Delete

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Create a new folder

1. Select the following menu item: Favorites > Insert folder

2. Enter the name of the folder in the Folder name field

3. Click the Continue icon to create the new folder

To organize Favorites:

1. To move a transaction from one folder to another, select the transaction and drag it to the desired folder

To delete Favorites:

1. Select the relevant transaction from the Favorites folder

2. Click the icon to delete the selected transaction from Favorites

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Open Multiple Sessions

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Umoja ECC allows you to open as many as six independent Umoja sessions at one time. This enables you to work on more than one task at a time without losing any data in the previously opened sessions.

To open an additional session, you can do one of the following:

• Select the following menu item: System > Create Session

• Click the icon on the Standard toolbar

• Enter the prefix “/o” with the T-code in the Command field

Note: The /o function creates a new session while keeping the previous session still open. Therefore, unsaved data is not lost when creating a new session.


Manage Multiple Sessions

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Working with multiple sessions:

You can toggle between these sessions by either:

• Pressing the ALT+TAB key

• Clicking the appropriate session on the Taskbar, if it is displayed

As you toggle between sessions, you can identify which session you are in by looking at the Status Bar at the bottom of the screen.

End a session:

To end a session:

1. Select the following menu item: System > End Session

2. Click the Close Window icon

First Session

Second Session

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Search in Umoja ECC

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The search function is used to find information, a specific record or a specific field entry based on a characteristic of the information. The search function can be used in blank data fields.

Using Wildcards

• A wildcard is the asterisk (*) symbol used to represent any character or string of characters

• A wildcard tells the system to look for all possible values in its place

• Use the wildcard along with any alphanumeric character string to find entries:

– Beginning with a certain string

– Containing a certain string

– Ending with a certain string


Search: Wildcard Examples

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SO* - Typing “SO*” in the Name1 field will return all names starting with SO.

*CE - Typing “*CE” in the Name1 field will return all names ending with CE.

*AMI* - Typing “*AMI*” will return a all names containing AMI anywhere is the name.


Print in Umoja ECC

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To print a report, select the following menu item: System > List > Print.


Document Management within Umoja ECC

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In a strategy towards reducing its carbon footprint, UN has a target to become paperless, wherever feasible. Umoja supports this by facilitating the attachment of scanned documents into relevant transactions within the system. This reduces the need for multiple copies and allows access to the scanned documents by authorized parties from any UN location.

The Document Management solution within Umoja ECC is referred to as “Umoja Records Management”. This solution enables you to associate the uploaded documents to specific Umoja transactions in order to maintain the appropriate paper trail for reporting and auditing purposes. In addition, being able to review uploaded documents via Umoja Records Management expedites the review process for activities requiring approvals via workflow.


Policy: Scanned Documents in Umoja Records Management

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Scanned documents attached to Umoja transactions will be considered to be original documents from a trusted source, provided the following guidelines are followed:

If received via email, the original document is considered to be the combination of the email message as well as the attached document. Both should be attached to the corresponding transaction in Umoja.

If received via postal mail or hand delivery, the original document is considered to be the document itself.

The scanned version of the document attached to the corresponding Umoja transaction will also be considered an original document from a trusted source.


The Umoja SRM (Procurement) portal will allow for uploading of any relevant documents to:

• Shopping Carts

• Solicitations

• Contracts

• Purchase Orders

Umoja Records Management – Scope

In general, any financial document created with or without workflow may require the use of the Umoja Records Management solution. In order to address specific business requirements, Umoja has been configured to allow the attachment of documents in the following subset of business scenarios:

Umoja ECC

Umoja SRM

In Umoja ECC, the following documents can be attached:

• Financial documents with workflow

• Financial documents without workflow

• Earmarked Funds (Funds Management)

• Budgeting documents (Funds Management)

• Real Estate (Real Estate Portfolio Management and Lease Administration)


Umoja Records Management – Scope

The attachment of documents in Umoja has been configured to address different requirements, depending on the nature of each type of document.

For example, after a financial transaction is approved and posted, it should not be possible to change it further. Such restriction also applies to the original documents attached to the transaction.

On the other hand, Real Estate documents (architectural objects and portfolios) may change on a regular basis. So the system configuration allows for new documents after a Real Estate entry has been saved in the system.


Subset of Processes Utilizing Umoja Records Management

Within Umoja, a variety of processes require you to upload or attach documents to the transactions being carried out. Some examples from Finance and Real Estate are follows:

Attachment via Transaction

Umoja Descriptions Alternative Transaction for Attaching Documents

Original Documents to be Attached

FV50 Park G/L account document

FV53/FB03 Calculation spreadsheet, memo and emails

FV60 Park vendor invoice FV63/FB03 Vendor invoice

FV65 Park vendor credit memo

FV63/FB03 Vendor credit note

FV70 Park customer invoice


FV75 Park customer credit memo


Finance


Subset of Processes Utilizing Umoja Records Management

In case of Real Estate, the scanned records associated to each transaction will not be closed. These document types are constantly uploaded and do not require approval.

Attachment via Transaction

Umoja Descriptions Alternative Transaction for Attaching Documents

Original Documents to be Attached

REBDAO Process Architectural Object

RE80

Portfolio documents and internal documents

REBDBE Process Business Entity

RE80

REBDPR Process Land RE80

REBDBU Process Building RE80

REBDRO Process Rental Object

RE80

RECN Process Contract RE80 Contracts and internal documents

Real Estate


Attach Documents in Umoja: Steps

The steps to attach Account Payable (A/P), Account Receivable (A/R) and G/L documents in Umoja are as follows:

• Display the financial document generated by the system using the T-code FB03 and activate the services for object by clicking the Service for Object icon

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• Click the Record Management icon. This will display the record in the display mode


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• Change the record to edit mode by clicking the Change icon and expand all sub nodes


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• Double-click the required document. In this example, double-click Vendor Invoice & Credit Memo. Alternatively, you can right-click Vendor Invoice & Credit Memo and select Activities > Create


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• Attach the original document by clicking Application > From File


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• Select the document from the desktop and click the Open button

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• Assign attributes to the document, if required. Verify that the document is attached and click the Save icon


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Which of the following can you perform using the Favorites folder?


A. Perform functions related to a transaction

B. Set up default parameters

C. Display system information

D. Have quick access to frequently used transactions




Which of the following can you perform using the Favorites folder?


A. Perform functions related to a transaction

B. Set up default parameters

C. Display system information

D. Have quick access to frequently used transactions

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Option D is the correct answer. The Favorites folder is used to add frequently used transactions without having to memorize T-codes or navigate sub-folders on the SAP Easy Access Screen.




How many sessions can be opened in Umoja ECC at one time?


A. Four

B. Five

C. Six

D. Seven




How many sessions can be opened in Umoja ECC at one time?


A. Four

B. Five

C. Six

D. Seven

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Option C is the correct answer. In Umoja ECC, up to six sessions can be opened at one time.




For what purpose are wildcards used in Umoja ECC?


A. To print a report

B. To search for information

C. To toggle between sessions

D. To view the status




For what purpose are wildcards used in Umoja ECC?


A. To print a report

B. To search for information

C. To toggle between sessions

D. To view the status

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Option B is the correct answer. In Umoja ECC, wildcards are used to search for specific information.



Activity 1

Transaction Name: Umoja ECC Additional Features

Description: In this simulation, you will learn about the following additional features of Umoja ECC:

• Maintain user profile

• Display technical names for transactions

Link to the uPerform simulation: http://unsapuperform.umoja.un.org/gm/folder-1.11.1936?originalContext=1.11.2664


http://unsapuperform.umoja.un.org/gm/folder-1.11.1936?originalContext=1.11.2664





Activity 2

Transaction Name: Managing Favorites

Description: In this simulation, you will learn about the following additional features of Umoja ECC:

• Set a transaction as a favorite

• Create and organize favorites




Module 2 Summary


• In Umoja ECC, you can maintain a default user profile and set the default value in certain parameter fields

• Frequently used transactions can be added to Favorites for quick access

• Business Workplace contains user-specific emails and attachments

• Umoja ECC allows users to open as many as six independent sessions at one time

• Search is used to find information or a specific field entry based on a characteristic of the information

• The Document Management solution within Umoja ECC is referred to as “Umoja Records Management”. It enables you to associate uploaded documents to specific Umoja transactions

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Agenda

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Course Introduction



Module 3: Workflows and Approvals


Course Summary

Course Assessment

Course Survey



Module 3 Objectives


• Describe what is a Workflow

• Understand where Workflows are used

• Understand Workflow Approvals

• Describe Workflow Escalation

• Describe Workflow Governance



What is a Workflow?

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An SAP Workflow is a sequence of steps, which are processed either by people or by the system. SAP Workflow links together separate business tasks into a business process. It provides an active flow of information:

• Supply the right information, at the right time, to the right people

• Distribution of work according to business rules

• Exception handling and deadline monitoring

Five questions for every part of an SAP Workflow process are:

• What?

• When?

• In what order?

• How?

• Who? SAP Workflows are widely used to automate different business processes. For example, SAP Workflow was used to automate the routine administrative procedure of new user creation.


Umoja Foundation Workflow Processes at a Glance

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The following business process areas within UN will have access to Umoja Workflows:

Financial Accounting

Real Estate Funds Management

SRM - Procurement Grants Management

Treasury Management


Financial Accounting Workflows – Levels of authorizations

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Workflow Levels of Authorization

Down Payment approval 1 (approving officer)

Account Payable document approval

Invoice with Fund commitment

Direct invoice

1 (approving officer)

2 (certifying officer + approving officer)

Account Receivable document approval 1 (approving officer)

Purchase Order related invoice approval 2 (certifying officer + approving officer)

Journal Voucher Entry approval:

JV entry 1 (approving officer)

Note: Detailed information about each workflow’s approval and authorization flow will be provided to individuals assigned Umoja Enterprise Roles associated to one ore more of the above Financial Accounting Workflows.


Funds Management Workflows – Levels of authorization

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Budget Redeployment approval

AA01 Advance Allotment

AL01 Allotment

ALR1 Redeployment – L1

ALR2 Redeployment – L2

AP02 Approp Supercede CA

AP01 Original Approp.

AP03 Advance Approp.

APS1 Supplement 1 Approp.



AR01 Allocation Revenue

CA01 Commit Authority w/o Assesmt.

CA02 Commit Authority w Assesmt.

GMRI Grant Redeployment

RTN1 Return

SA01 Sub Allotment

Budget Redeployment approval

1 reviewer (Section chief)+ 1 approver (Director)

1 reviewer (Section chief) approver (Director)

1 approvers (budget officer + CMS/DMS)

4 reviewers (CBO, CMS/DMS, PFD BO, PFD SC) approver (director)

1 approver (Section chief)

1 approver (Section chief) 1 approver (Section chief) 1 approver (Section chief PPBD) 1 approver (Section chief PPBD) 1 approver (Section chief PPBD) 1 approver (Section chief PPBD)


1 approver (Section chief) 1 approver (Section chief)

2 reviewers , 1 approver (Program Manager)




Funds Management Workflows – Levels of authorization

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Earmarked fund approval

Fund Block

Fund Reservation

Fund Pre-commitment

Fund Commitment (not Travel

Request)

Fund Commitment (Travel Request)





2 (certifying officer HR + approving officer)

Note: Detailed information about each workflow’s approval and authorization flow will be provided to individuals assigned Umoja Enterprise Roles associated to one ore more of the above Funds Management Workflows.


Grants Management Workflows – Levels of authorization

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Grants Unreleased Budget Release 1 (Grant approver)

Grants Released Budget (Spending

Authority)

1 (Grant approver)

Note: Detailed information about each workflow’s approval and authorization flow will be provided to individuals assigned Umoja Enterprise Roles associated to one ore more of the above Grants Management Workflows.


Treasury Management Workflows – Levels of authorization

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Bank Communication Management

Approval 2 (2 bank signatories)

Note: Detailed information about each workflow’s approval and authorization flow will be provided to individuals assigned Umoja Enterprise Roles associated to one ore more of the above Treasury Management Workflows.


SRM – Procurement Workflows – Levels of authorization

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Shopping cart (creates a pre-commitment)

Corresponds to Financial Rules &

Regulations

1 Approver (certifying officer)

Purchase Order, Solicitations, Contracts

(creates a commitment)

Corresponds to Procurement Delegation

of Authority

One level (buyers) except when a contract exceed 75% of “not to exceed” then two levels

Note: Detailed information about each workflow’s approval and authorization flow will be provided to individuals assigned Umoja Enterprise Roles associated to one ore more of the above SRM - Procurement Workflows.


Real Estate Workflows – Levels of authorization

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Real Estate Lease approval 1

Note: Detailed information about each workflow’s approval and authorization flow will be provided to individuals assigned Umoja Enterprise Roles associated to one ore more of the above Real Estate Workflows.


Manage Business Workplace (Workflows)

The Business Workplace is the folder which contains user-specific emails and attachments.

You can access it from the SAP Easy Access screen by clicking the SAP Business Workplace icon.

You can access Business Workplace folder by typing ‘SBWP’ in the Command field and clicking ‘Enter’.

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Business Workplace: Screen Areas

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The Business Workplace screen contains the following sections:

• Overview Tree: This section lists the workflow functions under the Inbox, Outbox and Resubmission nodes

• Worklist: This section displays the various functions as per the node you select in the Overview Tree section

• Work Item Preview: This section lists the work items selected in the Worklist section

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Manage Business Workplace (Workflows)

You can view various folders in the Inbox folder, such as Documents, Workflow, Overdue entries, etc.

1. Documents which have been sent to you and resubmissions

2. The worklist of the user currently logged on to the Business Workplace is displayed in the workflow inbox

3. The user’s worklist can be displayed according to one of the following grouping criteria: Overdue entries, Deadline messages, Incorrect entries

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What transaction code should be used to access the Inbox for a Workflow?


A. SBWP

B. SBP

C. ABP

D. SAP-APWB




What transaction code should be used to access the Inbox for a Workflow?


A. SBWP

B. SBP

C. ABP

D. SAP-APWB


Option A is the correct answer. The correct transaction code which is used to access the Inbox for a Workflow is ‘SBWP’.


Module 3 Summary


• The following business process areas within UN will have access to Umoja Workflows:

– Financial Accounting

– Funds Management

– Grants Management

– Treasury Management

– SRM - Procurement

– Real Estate

• Each workflow has a set of maximum levels of authorization

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Agenda


Course Introduction





Course Summary

Course Assessment

Course Survey


Module 4 Objectives


• Define reporting parameters

• Explain the use of multiple selections

• Set up a report variant

• Execute a report

• Explain drill-down capabilities

• Change a report layout

• Export a report to Microsoft Excel




Parameters It is a set of criteria that determines the content of a report.

Variant It is a collection of saved parameters, such as the setting for a particular table or a set of report selection criteria. Variants allow users to save repeatedly used data without having to re-enter.

Drill-down This functionality allows users to see an additional detail for a given figure or line item.

Key Terminology

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Umoja ECC Reporting

Umoja ECC reports are SAP reports that have been configured for the purpose of the Umoja implementation. They are real-time and available across various functional areas and various transactions. The Umoja Enterprise roles drive the access to these reports.

There are two ways of obtaining reports from Umoja: via Umoja ECC and via Umoja Business Intelligence Portal.

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Umoja Business Intelligence Umoja ECC


Umoja ECC Reporting Features

Umoja ECC reports include a variety of features including the ability to:

• Access transactional data immediately

• Specify selection criteria and save it as a variant

• Change the order in which data is displayed

• Download a report into Excel or other applications

• Print reports

Umoja ECC reports are accessed the same way as transactions.

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Main Screen Elements of Umoja ECC Reporting

The Umoja ECC Reporting screen includes the following components:

1. Parameters – You can specify the criteria to determine the output content of a report based on values entered in one or more fields. Different reports have different parameters

2. Save as Variant - You can save the frequently used parameters as a variant

3. Get Variant - You can recall a variant and populate the report input screen with saved parameters

4. Execute - You then execute a report based on the specified parameters

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Note: The selection parameters and icons will vary depending on the report you are using.

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Modify Report Layout

You can limit or expand the information provided in Umoja ECC reports to the data that applies to your requirements.

Some of the features that help in viewing data in reports are:

• Sort: When a report is displayed, you can use the Sort icons to sort the information in a particular column in an ascending or descending order

• Layout: You can use the Change Layout icon to add or remove the columns that you want to view in a report

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Drill-down Capabilities

When a report is executed and displayed, a more detailed view of the data may be desired.

The process of getting this information is often referred to as the drill-down functionality.

You can double-click an information field in the report to view further details on that particular field.

Note that the drill-down functionality is not available for all fields in a report.

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Export Reports to Microsoft Excel

Umoja ECC has the capability to send data to external applications such as Microsoft Excel.

To send a report to Microsoft Excel:

– Select the following menu item: System > List > Save > Local File

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Note: Alternatively, you may place your cursor in any cell of the Umoja ECC report, right click, and save the report in a similar manner.

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Export Reports to Microsoft Excel

– Select Spreadsheet in the Save list in file pop-up window

– Click the Continue icon

– Enter the file name in the File Name field

– Click Generate to save the Excel file in the specified directory

Click Allow on any warning windows that may appear.

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Which of the following is used to specify the criteria to determine the output content of a report?


A. Drill-downs

B. Parameters

C. Excel sheets

D. Layouts




Which of the following is used to specify the criteria to determine the output content of a report?


A. Drill-downs

B. Parameters

C. Excel sheets

D. Layouts


Option B is the correct answer. Parameters are used to specify the criteria to determine the output content of a report.



Which feature of Umoja ECC lets you save parameters for a report?


A. Drill-down

B. Layout

C. Variant

D. Export




Which feature of Umoja ECC lets you save parameters for a report?


A. Drill-down

B. Layout

C. Variant

D. Export


Option C is the correct answer. Variants are used to save the parameters for a report.


Activity 1

Transaction Name: Umoja ECC Reporting

Description: In this simulation, you will learn how to display a sample Umoja ECC report.

Link to the uPerform simulation: http://unsapuperform.umoja.un.org/gm/folder-1.11.1948?originalContext=1.11.2664







Module 4 Summary

The key points covered in this module are listed below:

• There are two ways of obtaining reports from Umoja – via Umoja ECC and via Umoja Business Intelligence

• Umoja ECC reports are accessed the same way as transactions

• A parameter is a set of criteria that determines the output of a report

• Variants are used to save parameters for a report

• The data in a report can be modified using the Sort and Change Layout functionalities

• Reports can be saved or exported to Microsoft Excel



Agenda


Course Introduction





Course Summary

Course Assessment

Course Survey


Course Summary

The key points covered in this course are:

• The Umoja screen menu provides a complete list of all possible transactions and reports offered by the system

• The Umoja menu contains all the transactions required for a role or a function. These can also be accessed by T-codes

• Frequently used transactions can be added to Favorites for quick access

• There are two ways of obtaining reports from Umoja – via Umoja ECC and via Umoja Business Intelligence



Agenda


Course Introduction





Course Summary

Course Assessment

Course Survey


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 on the Start link of the course assessment

5. Click the Submit button once you have completed the assessment

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Agenda


Course Introduction





Course Summary

Course Assessment

Course Survey


Course Survey

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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 on the Start link of the course survey

5. Click the Submit button once you have completed the course survey


Congratulations! You have successfully completed the

Umoja ECC Navigation course.

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