PJ315 – Umoja Project

Management Process

Umoja Project Management – Version 16

Last Modified:
Copyright 17-August-13
© United Nations 1
Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

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Introduction
Please share with us:
• Your Name
• Your Section/Unit
• # Years with the UN
• Interesting Fact About Yourself

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Ground Rules
Please consider the following guidelines during the training session:
• Turn your cell phone to silent mode. Please step out of the class to take any
important phone call
• Please do not access your e-mail or the Internet outside of breaks
• Participate fully in the training session and respect each other’s contribution
• Breaks are included at the discretion of the trainer

X X

No Phones Do Not Access Participate Ask Questions Breaks

E-mail

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Course Overview
The purpose of the Umoja Project Management course is to explain the Project
Management (PJ) process at UN. This process includes the steps to create, maintain,
monitor and close a project in Umoja.

Prerequisite Review
You should have completed the following prerequisite courses:
• Umoja Overview
• Umoja Master Data & Coding Block Overview
• Umoja BI Navigation
• Grants Management Overview
• Funds Management Overview
• Cost and Management Accounting Overview

Course Duration: 7.5 hours

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Course Objectives
After completing this course, you will be able to:
• List the key roles and responsibilities involved in the Project Management process
• Explain the processes within Project Management
• Explain Project Systems in Umoja
• Create and maintain a project
• Monitor and close a project
• Release a project
• List the reports involved in the Project Management process
• Create and maintain project templates and profiles

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Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

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Module 1 Objectives
After completing this module, you will be able to:
• Explain the key challenges of the Project Management process
• Describe the Project Management process within Umoja
• Identify the key changes and benefits of the Project Management process
• Explain the integration of Project Management with Grants Management
• Identify the types of activities, tasks and initiatives typically managed using the
Umoja Project Management process
• List the Master Data elements relevant for Project Management
• Explain the structure of a project in Umoja

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Key Terminology
Key Term Description
It 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
Project
contrast with business-as-usual (or operations) which are
repetitive, permanent or semi-permanent functional
activities.
It is a model of a project that shows the project activities to
be carried out as a hierarchical structure. It forms the basis
for the organization and coordination in the project.
Work Breakdown Structure Each WBS shows the amount of work, time, and the costs
(WBS) involved in completing a specific project component or task.
The various work packages in the project are described in
individual WBS Elements.
Individual elements, components or activities within a WBS
Work Breakdown Structure are referred to as Work Breakdown Structure Element(s)
Element (WBSE ) (WBSE’s). They represent a specified itemization of specific
tasks within a project.

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Key Terminology
Key Term Description
The project entity created within the Umoja Project Builder
Project Structure
comprised of the Project Definition and subsequent WBSE’s.
The project definition contains general data of the project
and key information that is applicable for the entire project.
Each WBSE is assigned to a specific placement within the
Project Definition
over-arching Project Definition. This assignment cannot be
transferred to another Project Definition, as WBSE's are
linked to a specific Project Definition.
It is the set of activities performed at the end of each
Month-end Closing month. It covers the final financial transactions and
relevant financial postings for the month.
It is a cost object that’s collects costs as a direct object or
temporary object. These objects may be further settled to
Account Assignment
the final financial object. An example of direct object is a
project WBSE.

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Roles & Responsibilities
The following Umoja Enterprise roles are involved in the PJ process:

• Creates and updates the project and the cost plan

PJ User • Updates or cancels project elements before approval
• Runs project reports

• Reviews the project information and associated cost

information input by the PJ User
• Updates the system status to Release
PJ Approver • Sends the project back to PJ User for modification (if
necessary)
• Approves the project
• Runs project reports

• Creates, maintains and updates pre-defined, standard

PJ Master Data project templates at the mission level
Maintainer • Receives and analyzes existing template change requests

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Project Management (PJ) – Introduction
The Umoja Project Management (PJ) module is used within UN to manage voluntary-
funded activities, thereby providing enhanced visibility to donors and member-states
contributing resources to specific initiatives.

Utilizing the Umoja PJ module enables the UN to:

• Manage voluntary-funded projects and support portfolio decisions more effectively - in a

uniform and concrete fashion
• Aids in effective stage gate/controlling of the project and the budgeting process, and early
identification of bottlenecks and risks
• Allows pooling of information from different systems, such as FM, GM and SRM. As a
result, you can monitor and coordinate all projects in your enterprise and make optimal
use of valuable and finite resources

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Challenges
The challenges of the current Project Management processes within the UN are:

Lack of best business practices: There is an inconsistent adoption of results-based budgeting,

management and project management methodologies

Varied strategy: There are different operating and execution strategies, as related to the
management of voluntary-funded initiatives. Also, there is no endorsement of a long-term
organizational vision to align all programmes towards a common goal

Donor Reporting: Donor reporting tends to be a tedious task involving multiple iterations of
reporting and review.

Lack of organization-wide system: There is no UN organization-wide Project Management

Office, no automated sharing of data between UN agencies and no system to maintain
potential/pipeline project information

Different processes: There are different process flows for project creation and oversight, with no
plan to delineate roles and responsibilities

Work culture: There is a lack of established knowledge networks to share information and project design
experience. There is a need to shift from a back office focus to an approach best suited for our donors

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Current Project Management Practices within the UN
Currently, within the UN, we face the following core
challenges related to the oversight and management
of voluntary – funded projects:
• At Peacekeeping Missions trust fund allotments
are not managed at the activity level
• Funds are expended for specific tasks and highly
customized reporting metrics are utilized
• Reporting on trust funds are mission-specific
• There is no uniform UN policy to define metrics,
standards and processes for trust fund reporting
• UNHQ provides general support and reporting
tools to assist Peacekeeping Missions in providing
metrics to global and/or Member State trust
funds

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Benefits
The benefits of the Umoja Project Management solution are:

Modified controlling/budgeting for projects

Enhanced transparency and accuracy of voluntary-funded projects

Standardized project management and oversight of voluntary-funded

projects

Initial foundation for establishing global, system-generated reports for

voluntary-funded projects

Streamlined integration between Grants Management & Project Management

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Impact of IPSAS on Voluntary Contributions to UN
The impact of the International Public Sector Accounting Standards (IPSAS) on the
voluntary contributions to UN is in the following areas:

Recognition of Revenue

• Unconditional donations are recorded as revenue upon signing the Donor’s agreement
• Conditional donations are recorded as a liability initially and later reclassified to revenue
upon donor’s acceptance of UN’s report. Note that the terms of acceptance may vary
depending on the acceptance criteria defined in the Donor agreement. For example,
acceptance can be defined as the passage of time if stipulated in the Donor agreement
• UN reports the unsigned grant as a contingent asset at the end of the year
• In-kind contributions are reported using the same conditionality as monetary contributions

Grants-out to End-Beneficiaries

• Money granted to end beneficiaries is expensed immediately

Agreements with Implementing Partners

• A PO is established to obligate funds, and then the advance is recorded
• Money spent by an Implementing Partner is expensed when proof of expenditure is
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Key Changes
Given below are the major changes to the PJ process as a result of Umoja implementation:

Centralized Tracking Fund Cost Reporting

Robust Donor
Trust Fund Expenditures on Trust Fund
Reporting
Allotment Through Projects Expenditures

Allotment of Each Peacekeeping This will be run by a Donor Reporting will

trust fund budget Mission will create project or groups of come from Grants
through the Office their projects to projects. Management (GM)
of Programme track trust fund in combination with
Planning and Budget expenditures. PS.
and Accounts
(OPPBA) will take
place in Umoja.

Managed by:

PJ User
GM Account User PJ User GM Account User
PJ Approver
GM Grants Creator PJ Approver GM Grants Creator
GM Accounts User

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Understanding Key Terminology
Given below are some important terms with their brief
descriptions:
• Trust Fund: It is a self-balancing set of accounts. It
is used to identify the source and use of funding
from voluntary contributions
• Voluntary-Funded Projects: UN Projects managed
within Umoja PJ, funded by one or more grants
• Grant: Contains financial conditions and legal rules
agreed upon by the sponsor and UN which may
require financial reporting. It can cover project
costs partially or in total. It has a limited life cycle,
split into phases
• Funds Management (FM): Provides ability to
budget, monitor, and control commitment,
obligations, and expenditures; reduce available
budget as Purchase Requisitions and/or Purchase
Orders are created; and prevent budget overruns by
causing hard stops when funds are depleted

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Understanding Key Terminology
• Sponsored Program: It identifies a program of
the Sponsor. It identifies the purpose of the
Sponsor’s contribution
• Funded Program: A combination of the fund,
fund center and functional area. It is defined by
these three financial elements, thereby not
making it equivalent to a Sponsored Program
• Quick Impact Project: A short-term project
usually funded by the assessed budget. In
exceptional cases, the Quick Impact Project
could be funded by voluntary-contributions. In
such cases, it would be managed using Umoja PJ

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Voluntary-funded Projects – Examples
There is a large range of voluntary-funded, non-capitalized projects that may be effectively
managed under the Umoja PJ solution. Examples from our past work efforts include:

UNHQ Peacekeeping
Early research and set-up of Special
Political Missions (Example: Syria, Mali,
Train Military Police
Kenya (2008) – no funding from
DPA/UNHQ)

Special Peacekeeping
Member states requirements to expend
Mediations/Discussions in conflict zones
fund on non-lethal activities
(Example: Syria)

Regional conferences on topics such as

UNHQ gives funding to UNDP as
world hunger, poverty or women’s
implementing partner
initiatives

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Usage of Internal Order for Cost Controlling
The following provides the funding flow for the UN assessed budget and how funds are
channeled through Internal Orders and other Umoja Finance (FI) Modules for Cost
Controlling purposes:

Internal
Reporting

Assessed Typically,
Budget Managed via AVC Ledger Donor
approved by Internal orders CO - SAP Reporting
UNHQ or FI Postings
Controlling (CO)

Funds Management
(FM) FI Reporting

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Usage of Project Management for Cost Controlling
The following provides the funding flow for voluntary-funded contributions and how they
are channeled through Umoja Projects (PJ) for Cost Controlling purposes:

Create
Set-Up WBSE’s to Internal
Entered & Reporting
Released in Project track
Managed by PJ Definition expenditures
Umoja by GM
staff and Profile and monitor Donor
budgets Reporting
Umoja Project
Grants Management Management
Umoja PJ – Project Management

Assessed
Budget
approved by
UNHQ

Funds Management

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Grant-Funded Activities: Two Paths
In Umoja, there are two methods of managing voluntary funds. In general, we utilise the
following approach to delineate appropriate options, which are highly dependent upon
project-type and duration:

Use a WBSE Use Internal Order

Non-Capitalized Capitalized
Projects Projects

Project Management Internal Order

Note: Since Quick Impact Projects (QIPs) are largely funded by the UN Assessed Budget, they will always be
managed using Internal orders. There are exception cases in which this is not the option (Example: QIPs is
voluntary-funded and non-capitalized).

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WBSE: Examples
A WBSE is used when the project is considered a non-capitalized project. Attributes of
such projects include they are short-term in nature, substantive in nature and their
funding is obtained from voluntary funds (fully or partially). A minimum of one funded
program is required in order to use the WBSE as a vehicle to manage voluntary-funded
programs. Examples include:

• Troop Training (Special project of

member state(s))
• Conferences (funded by donors)
• Water Projects (funded by donors)

Funded Program Non-capitalized Projects

Costs

WBSE

Cost Center

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Internal Order: Specifics
An Internal Order is used when the project is considered a capitalized project, Quick
Impact Project (QIP), and its funding is obtained from the UN assessed budget.
Examples include:

• Assets Under Construction

• Conferences (funded by
assessed budget)
• Building Constructions

Specific Task/Job Capitalized Projects

Costs

Internal Order

Cost Center

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Department of Political Affairs (DPA) – Project Examples
The following are suitable candidates for short-term, non-capitalized projects that could
be effectively managed using the Umoja PJ Solution:

In Libya, DPA electoral experts provided technical assistance and coordinated international
electoral efforts, which contributed to the democratic elections in July 2012, the first after 40
years of dictatorship. In addition, DPA continued to support the political mission (UNSMIL)
assisting the transition on the ground. Support from Headquarters included, inter alia, the
funding of two backstopping posts ($300,000).

In Syria, DPA provided staff and experts for both the UN-League of Arab States (LAS), Joint
Special Envoy and the Joint Special Representative to assist in the search to end violence and
human rights violations, and to promote a peaceful political solution to the conflict. DPA’s
mobilization of rapid response funds allowed the Joint Special Envoy to quickly assume his
duties after being appointed ($560,000).

In, a High-Level Panel that included elements of a good offices role was deployed to assess
the developments in the May 2012 elections and provide recommendations. Among the
successes of the panel was contributing to a stronger representation of women in Parliament,
up from 7 per cent in 2007 to 31 per cent in 2012 ($150,000).

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Exception Case: Multiple Funding Sources & Umoja PJ
Peace Talks in Darfur:
• Suppose a Peace Talks conference is to be held in Darfur to bring together Rebel Groups and the Local
Government
• The UN assessed budget will cover transportation costs and conference costs (via the FM Module)
• Voluntary-funds will cover the transportation and stipend costs for Rebel Groups attending the
conference
• Umoja PJ has been defined to be utilized to oversee the management of the conference, with special
reporting considerations for the voluntary-funded portions of the project donor

Donor
Project: Peace Talks in Darfur Reporting

Funding Sources Internal

Reporting
Donor
Assessed Budget
(Voluntary-Funded) UN Reporting

Grants Management Allots

Project Management
Funds

Funds Management Allots Funds

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Master Data in Umoja PJ
To create a project in the Umoja PJ solution, the relevant Master Data elements need to
be configured. The Master Data elements involved in the PJ process are:

Project
WBS Elements
Definition/
(WBSE's)
Project Profile

Determines the profile of a project as well WBSE's are used to plan and organize a
as its basic parameters. For example: project in a hierarchy of work packages. It
project name, project start and end dates. is equivalent to a level in a project
structure.
Values defined at the Project Definition
level apply to the entire project structure. Hierarchy of WBSE's can be further
expanded to achieve the required level of
detail.

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Project Structure in Project Systems
Project structures in Umoja are hierarchical
structures.

A project can be broken down to WBSE, which Project

Definition
help classify costs, milestones and tasks required
to complete the over-arching goal of the project.
The hierarchical, tree-like nature of WBSE’s tree
structure sub-divide components of a voluntary- WBSE level 1
funded project into defined buckets (or pieces)
for cost controlling and monitoring purposes.

WBSE level 2 WBSE level 2

A WBSE can also provide the framework for
detailed cost estimating and suitable guidance for
project-specific schedule development.
WBSE level 3 WBSE level 3 WBSE level 3
Essentially, it allows you to monitor project
components, costs and milestones at a more
granular and defined level.

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Project Structure in Project Systems
A project structure consists of:
• A single Project Definition
• One top level WBSE
• Up to four levels of activities breakdown

Project Definition Project Name

WBSE’s Responsible Cost Center

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What Purpose Do WBSE's Serve?

Level 1 Level 2 Level 3 Level 4

Project Components Components Work Packages

Creating a WBSE helps you be both comprehensive and specific when managing a
voluntary-funded project.

Thinking in detail is critical when planning your project, but you also need to consider
the big picture UN leadership and our donors are expecting from the organization. If
you fail to identify a major part of your project’s work, you won’t have the chance to
detail it. An effectively mapped WBS for your project is key.

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Important Facts about WBSE's
Given below are some important facts about creating WBSE’s and exceptions to be
aware of:

WBSE's are usually designed based on donor Budget could be

reporting requirements or the UN”s own needs to E directly released to a
manage/monitor costs and expenditures with a project if donor is
certain level of granularity X specifically interested
C in a particular project,
Important One project can be funded by different grants GM will budget funds
E and released via FM
Facts since the Umoja PJ solution identifies costs at the
about individual WBSE level. However, multiple grants P
WBSE's cannot be linked to a single WBSE T
I In order to give
budget to a project
O directly, we need to
WBSE's should be assigned at the cost center level have project already
N
created and released

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 WBSE Creation within a Project - Example
The recommended usage of WBSE's within a project definition is as follows:

Project
Definition
Budget Posting occur at this level, unless
donor requirement requires cost details
to be more precise. The Project
WBSE level 1: Structure is more flexible if you post at
(Over-arching Bucket for Budget Control ) this first level of the WBSE Structure

Intermediate (Level 2) WBSE's are

utilized based on UN and donor
Level 2 WBSE: Expenses Level 2 WBSE: Expenses reporting requirements, and to
serve as budgetary controls for
Level 3 WBSE's

Level 3 WBSE:
Level 3 WBSE: Level 3 WBSE: Expenses are posted at the
Level 3 WBSE: Replacement Level 3 WBSE:
Facilities and Conference lowest level of the WBSE
Technological Carpets, Electrical
General Facilities and Structure
Infrastructure Upholsteries and Maintenance
Infrastructure Infrastructure
Draperies

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Simple Example – WBSE Structure for Constructing a Bicycle
WBSE's enable you to map components of a project in manageable pieces, based on UN and donor
requirements.

Suppose you were tasked with a project of constructing a bicycle from raw materials:
• The first level WBSE would be the funds allocated for the bicycle project as a whole
• The second level WBSE’s would be the larger buckets of funding for the frame, wheels and
gear shifts (core parts of the bicycle)
• Subordinate level WBSE's would further segment the funding assigned to specific parts of the
frame, handlebar, seat and breaks
Bicycle
Construction

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Discussion– WBSE Structure for Constructing a Bicycle
Let’s further discuss how our voluntary-funded bicycle construction project would be
broken down utilizing the Umoja PJ solution:
Bicycle
Construction

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Rules of Codification – Project Definition & WBSE's
Given below are some Rules of Codification for WBSE's within the Umoja PJ solution:
Example
Rule 1: There is only one Project Definition for a project and it is a unique nine
SB-000015
Project character ID.
Definition

Rule 2: There is only one Level 1 WBSE and it must match the Project
SB-000015
Level 1 Definition (the nine character ID code is exactly the same).
WBSE

Rule 3: Each Level 2 WBSE has 12 characters with the first nine
SB-000015 .01
Level 2 characters matching the parent WBSE.
WBSE

Rule 4: Each Level 3 WBSE has 15 characters with the first

SB-000015 .01 .01
Level 3 12 characters matching the parent WBSE.
WBSE

Rule 5: Each Level 4 WBSE has 18 characters with

SB-000015 .01 .01 .01
Level 4 the first 15 characters matching the parent WBSE.
WBSE

Note: With every additional WBSE level, the WBSE’s code is being amended by three digits,
separated by an additional period between each level.
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 What Changes When We Add a New WBSE Level?
If you initially create a specific number of WBSE levels within a project structure, reporting and cost
accumulation complications may emerge if you choose to add an additional level:

SB-000015
Water
Project

This top-level WBSE is created to manage the overall costs of the

SB-000015 project. It is only created for budget control purposes. Financial
Level 1
WBSE
postings cannot occur at this level.

This second-level WBSE is created to manage specific costs of a

SB-000015 .01 Grant, or donor reporting requirements. Financial postings can
Level 2
WBSE
incur at this level.

SB-000015 .01 .01 .01

Level 4
WBSE

Note: It is advised to build out the entire Project Structure with associated WBSE’s before the
project is budgeted and released.

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Example: Voluntary-funded Water Project - UNDOF
Suppose member states and private donors provide funds to construct a water treatment plant
near UNDOF. More than one type of Grant is being utilized to fund this initiative. To effectively
manage the project, the following Project Structure could be instantiated, based on UN and
donor requirements:

Project Definition:
Water Treatment
Plant

WBSE level 1

MIG Grant MIG Grant

WBSE level 2 WBSE level 2

WBSE level 3 WBSE level 3 WBSE level 3

Passthrough Grant

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Example: Voluntary-funded Water Project - UNDOF
Using this same example, within Umoja PJ, each WBSE level would be assigned a unique
identifier for reporting and financial posting purposes. These identifiers will be utilized for
purchase requisitions, purchase orders and other financial postings. Note how the Project
Definition and top-level WBSE have the same WBSE number:

Project Definition: SB-00014

Water Treatment
Project

SB-00014
WBSE level 1

SB-00014.02 SB-00014.01
WBSE level 2 WBSE level 2

SB-00014.02.01 SB-00014.01.01
WBSE level 3 WBSE level 3 WBSE level 3

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Example: UNIFIL Troop Training
Suppose a donor provided funds for troops in UNIFIL to be trained for field peacekeeping
activities. The decision has been made to monitor this project’s costs using the Umoja PJ
solution. The project could be structured as follows:

Project
Budget Posting occur at this level, unless
Definition: donor requirement requires cost details
Troops Training: to be more precise. The Project
UNIFIL Structure is more flexible if you post at
Project Definition ID: AP-000005 this first level of the WBSE Structure

WBSE Level 1: Troops

Training - UNIFIL
Intermediate (Level 2) WBSE's are
AP-000005 designed based on UN and donor
reporting requirements, and to
WBSE level 2: Troops WBSE level 2: Consultant serve as budgetary controls for
Training - UNIFIL Costs - Training Level 3 WBSE's
AP-000005.02 AP-000005.03

WBSE level 3: WBSE level 2: WBSE level 2: Expenses are posted at the
WBSE level 3: lowest level of the WBSE
Transportation Consultant Costs - Consultant Costs -
Stipend Costs Structure
Costs Time Expenses
AP-000005.02.01 AP-000005.02.02 AP-000005.03.03 AP-000005.03.04

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Designing WBSE's - General Guidelines
In determining how to create distinct WBSE's within a specific project, it is best to exert
the appropriate effort to map out all requirements of the project. A primary driver of
WBSE design are the reporting, milestone and audit requirements established by the
UN and the project’s donors:

Level 1 Level 2 Level 3 Level 4

Project Components Components Work Packages

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Designing WBSE's - General Guidelines
First

Document all deliverables and components of work that you Level 1

think your project entails.
• Do not worry about overlap or level of detail
• Do not discuss wording or other details of the work items
• Do not make any judgments about the appropriateness of
the work Project

Second
Group these items into a few major categories with common Level 2
characteristics and eliminate any deliverables or work components
that are not required.
• These groups are your Level 2 categories

Components

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Designing WBSE's - General Guidelines
Third
Divide the deliverables and work components under each Level 2 Level 3
category into groups with common characteristics.
• These groups are your Level 3 categories

Components

Fourth
Identify any additional deliverables or work components that Level 4
you overlooked in the categories you created.
Continue in this manner until you’ve described all project
deliverables and work components completely.
• The lowest-level components in each WBS chain are your
project’s work packages Work Packages

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 Project & WBSE's– Varied Structure Based on Requirements
Based on UN and donor reporting requirements, the very same project could be
managed differently within Umoja PJ. Suppose we managed a project related to Peace
Talks in Darfur using one of the following two methods:

Peace Talks Peace Talks

- Darfur - Darfur

WBSE level 1: Peace WBSE level 1: Peace

Talks - Darfur Talks - Darfur

WBSE level 2: WBSE level 2: WBSE level 2: WBSE Level 3: WBSE level 2:
Stipend Costs – Transportation Costs Stipend Costs – Implementing Transportation Costs
Rebel Groups – Rebel Groups Rebel Groups Partner Costs – Rebel Groups

WBSE level 3: WBSE level 3:

WBSE level 3: WBSE level 3:
Ground Air
Stipend Costs Stipend Costs
Transportation Transportation
- Week 1 – Week 2
Costs Costs

Note: The same voluntary-funded project may be designed using varying project structures,
dependent upon the level of granularity required for UN and donor reporting requirements.

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Grants
A grant is an object that is used to maintain
the financial terms, legal rules and reporting
conditions of the donor’s contribution.

If UN is a grantee, that is, UN receives

contributions from donors, the grant
represents the Donor’s agreement. If UN is a
grantor, that is, UN gives money to an
implementing partner, the grant represents
the Funding agreement.

Each grant has a specified life cycle that can

cover either partial or all project costs. The
grant life cycle is defined by the grant validity
period.

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Grants Management
Umoja GM is designed to help organizations manage sponsored programs, such as grants,
contracts and cooperative agreements, from pre-award administration to post-award
management and reporting. In Umoja Foundation, there are four types of grants:

Used when contributions come from a single donor and UN is required to report on the
Simple Grant specific donor contribution (as specified in the Donor agreement). There is no co-mingling
of expenditures with other Donors’ contributions

Resource Used when a donor contributes to a funding “pool”. An RM grant will represent a Donor
Mobilization (RM) contribution agreement and will be used to record revenue, not expenditures. R1 grant
Grant will be linked to M1 grant via a relationship

Created to provide funding to programme and project activities within UN. The MIG grant
Main
will be used to record the “pooled” expenditures. One MIG grant will be linked to multiple
Implementation
RM grants which collect revenues while the MIG grant is used to record expenditures. The
Grant (MIG)
reporting will be pooled expenditures without allocating to each donor

Created to support activities where the UN has a responsibility to report both UN and
non-UN-related expenditures to the donor. This occurs when the UN contracts portions of
Passthrough Grant
project work to an implementing partner. The implementing partner is defined as a UN
grantee

Note: The only type of Grant not using PJ is the Resource Mobilization (RM) Grant.
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Differentiating Grants and Project Management
The core difference between the activities of GM and PJ staff is the fact that they provide
a different view of the UN’s activities, as related to trust funds/grants.

Grant Management Project Management

• Records contributions • Project costs and expenditures are
• Release budget through FM to fund projects recorded
(funds availability) • Costs and expenditures are monitored

GM presents the financial view of voluntary- PJ presents the organizational view of the
funded activities voluntary-funded activities

Key Drivers:
Donor Reporting
Internal Reporting

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 GM: Framework 1 – Example
Let us review an example of utilizing the Umoja PJ Solution to oversee a Simple Grant
(single donor). Within Umoja PJ, the funding and overall project structure could be as
follows:

Framework 1 Project
Definition

1
Donor
Contribution Simple Grant
Agreement 2 2 2

3 3

4 4
Passthrough Grant 1

Passthrough Grant 1

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GM: Framework 2 – Example
Let us review an example of utilizing the Umoja PJ Solution to oversee a Main
Implementation Grant (MIG). Within Umoja PJ, the funding and overall project structure
could be as follows:
Framework 2
Project
Donor Definition

Contribution RM Grant 1
Agreement
1
Donor
MIG Grant
Contribution RM Grant 2
1
Agreement 2 2 2

Donor 1
Contribution RM Grant 3 3 3
Agreement 1

Passthrough 4 4 4
Grant 1

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Project Management Lifecycle within Umoja
Given below are the stages in the Project Management lifecycle within Umoja:

Project Creation and

Maintenance

Stage 1

Project Templates and

Project Implementation
Profiles Maintenance

Stage 3 Stage 2

Support activities include Finance and Budget, Supply Chain and Sales and Distribution

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Integrated PJ Process View
The diagram below illustrates the different activities across the Umoja solution process
areas that integrate with the PJ process.

Procure
Monitor
Create Budget Goods Settle Close
and
Project Project and Project Project
Report
Services

Create a Project Create a Purchase Monitor Actual Run Report on

Set Status TECO
Definition Requisition Costs Posted Actual Costs

Final Cost
Update WBS for Cost Settlement
Create a WBSE Create a PO Settlement
Change Order (month-end)
(project end)

Determine Issue Goods

Create a Project Update Project Run Settlement
Budget Receipt for Run Final Reports
Cost Plan Cost Plan Report for Project
Availability Goods/Services

Release Project Create Budget Post Costs to the Activities within PJ

Run Reports
for Budgeting Allotment Project
Activities within Budget and Finance

Activities within Supply Chain

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Touch Points
The Umoja system is an integrated system and most of its modules integrate with each
other to complete a process. Touch points refer to these integration points across Umoja
modules, processes and activities.

Budgeting Tool
interfacing with GM Funds
Record project costs
and expenditures Management
Project
Financial
Management
Accounting
(PJ)
Grants
Procure Goods and Allot funds to Management
Services using Projects
WBSE's

Supplier
Relationship
Management

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Learning Checkpoint 1
Within Umoja PJ, what are the maximum number of WBSE levels a project structure
may have?

Select all that apply.

A. Four
B. Two
C. One
D. Three

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Learning Checkpoint 1
Within Umoja PJ, what are the maximum number of WBSE levels a project structure
may have?

Select all that apply.

A. Four
B. Two
C. One
D. Three

Option A is the correct answer. There can be

maximum four levels of WBSE’s within a project.

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Module 1 Summary
The key points covered in this module are listed below:
• The Umoja Projects (PJ) solution is designed to manage non-capitalized, voluntary-
funded projects
• PJ has a close link to GM reporting activities, as projects will be created using the
Umoja PJ solution to manage all funds received as grants
• Umoja PJ is used to manage non-capitalized projects of substantive value and
duration, with internal orders being used to manage capitalized projects and most
Quick Impact Projects (QIPs)
• The two types of Master Data elements relevant for PJ are Project Definition & WBSE
• A project structure consists of a single Project Definition, one top level WBSE and up
to four levels of activities breakdown, dependent upon UN and donor reporting
requirements
• Managing projects within Umoja PJ is a three-stage process involving project
creation, project template and profile maintenance, and project implementation

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Agenda

Course Introduction
Module 1: Introduction to PJ
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

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Module 2 Objectives
After completing this module, you will be able to:
• List the steps to access Project Systems
• Navigate the Project Systems
• Create a project in Umoja PS
• Define budget control in Umoja
• Link a Grant and Sponsored Program to a WBSE
• Create a project cost plan

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Key Terminology
Key Term Description
It is a layout in Umoja that is used to monitor and control costs.
It helps determine the plan cost by cost element. Cost
planning for a project can be completed using multiple
methods, and it can be at either the WBS or network activity
level. In Umoja Foundation, the cost planning layout includes
Cost plan the following account assignment elements:
• Budget Period
• Grant
• Fund
• Functional Area
The centralized work area in Umoja utilised to build and
Project Builder manage projects. Project Definitions and WBSE’s are defined
and managed within the Project Builder.
It contains values and profiles that can be used as default
Project Profile values for project definitions or WBSE’s during the project
creation phase.

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Key Terminology
Key Term Description
It is a tool that provides the organization with a method of
planning, controlling and monitoring projects which are large,
Project Systems (PJ)
small, simple or complex. PJ supports the creation of projects
for internal purposes as well as for external clients.
It is the periodic process of re-allocating costs from a WBSE to
Settlement
an appropriate receiver such as a Cost Center.

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Create Project
Let’s discuss how to create a project in Umoja.

Procure
Monitor
Create Budget Goods Settle Close
and
Project Project and Project Project
Report
Services

Create a Project Create a Purchase Monitor Actual Run Report on

Set Status TECO
Definition Requisition Costs Posted Actual Costs

Final Cost
Update WBS for Cost Settlement
Create a WBSE Create a PO Settlement
Change Order (month-end)
(project end)

Determine Issue Goods

Create a Project Update Project Run Settlement
Budget Receipt for Run Final Reports
Cost Plan Cost Plan Report for Project
Availability Goods/Services

Release Project Create Budget Post Costs to the Activities within PJ

Run Reports
for Budgeting Allotment Project

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Data Required to Create Non-Capitalized Project Structures
In order to create a non-capitalized, voluntary-funded project within the Umoja PJ solution,
the following information is needed:

Operating Structure within PJ Grants Management

• Project Definition • Grant

• Project Profile • Sponsored Program
• Project Type • Geography of Beneficiary
• Business Area
• Responsible Cost Center
• Person Responsible
• Functional Area

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Pre-Requisite Steps: Setting Up a Project
The pre-requisite steps in creating a Project are as follows:
• Within GM, a grant and sponsored program are created for a specific project or initiative
• UN Staff within FM and GM will formulate the budgetary requirements of the grant
• PJ staff will confirm the UN and donor reporting requirements for the non-capitalized,
voluntary-funded project

Initial Grant Creation within

GM Module 

Grant Type
Sponsor

Grant Description

Currency

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 Accessing the Project Builder
You can access the Project Builder using the T-code CJ20N.
The screen components of the Project Builder are shown below.

Structure
Tree Area Work Area

Worklist &
Templates

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Structure Tree Area
The Structure Tree area displays the project objects (Project Definition, WBSE’s, activity,
activity element, milestone, document) that you have selected in its hierarchical
context. In the Structure Tree area, you can:
• Change the dependencies and assignments of individual project objects manually
by using drag & drop
• Create or delete project objects
• Specify number of hierarchy levels being displayed in the user-specific options
• Choose whether you want to see a preview of the last project you have processed,
when entering the Project Builder

Structure
Tree Area
Work Area

Worklist &
Templates

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Worklist & Templates
The Worklist & Templates section provides access to the worklist and templates.
• In the Worklist, you can store user-specific, frequently used project data (Project
Definitions, networks, and WBSE’s) for quick access
• In the Worklist, you can view a list of the last five projects that you have worked on
• Templates are managed at the Peacekeeping Mission level, by the PM Master Data
Creator

Structure
Tree Area
Work Area

Worklist &
Templates

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Work Area
The Work area provides a detailed view of the object selected in the structure tree. You
can also directly access overviews of subordinate objects. In the Work area you can:
• Execute all the business transactions for project coordination and execution
• Move between the detailed view of the selected object and the overviews of the
subordinate objects

Structure
Tree Area
Work Area

Worklist &
Templates

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Tabs in Project Creation
Within the Project Builder, there will be three primary tabs you will access in order to
create a project structure and its associated WBSE's. To create a project, data needs to
be populated in the following tabs:
•1 Basic Data tab: General information about the Overall Project or WBSE. This tab is
populated while creating the Project Definition and a single WBSE
•2 Control tab: Identify what type of non-capitalized project it is
•3 Assignments tab: Specific details about the WBSE(s) being created. This tab is
populated while creating a single WBSE
•4 Date tab: WBSE start and end dates, as related to financial postings. Dates entered
in this tab should fall within (or equate to) the project start and end dates
identified for the overall project
•5 UN Assignments tab: Grant and Sponsored Program linked to a particular WBSE.
This tab is populated while creating a single WBSE

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Field Descriptions: Basic Data tab (Project Definition)
In creating a Project Definition, the
fields in the Basic Data tab to review
and denote are:
•1 System Status: The current status
of a WBSE
•2 Pers. Resp. No.: Individual or
department responsible for the
management of this WBSE 1
•3 Start date: Project start date
(projected or actual)
•4 Finish date: Project finish date
(projected or actual)
2
•5 Company Code 5
6
•6 Business area: Business area
responsible for the WBSE 3
4 7
•7 Functional Area: Functional area
8
responsible for the WBSE
•8 Proj.currency

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Field Descriptions: Control tab (Project Definition)
In creating a Project Definition, the
field in the Control tab to review and
denote are:
1• Project profile: The type of
project being created
(capitalized or non-capitalized)
1

Note: For Umoja Foundation, only non-

capitalized projects are managed
within the Umoja PJ solution.

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Field Descriptions: Assignments tab (WBSE Creation)
In creating a WBSE, the fields in the
Assignments tab to review and denote are:
•1 Proj.type: The type of project being
managed by this WBSE
•2 Pers.Resp.No: This field is typically
inherited from the Project Definition
(within the Basic Data tab). It can be
updated if the person (or organization) 1
responsible for this WBSE is different
•3 Resp. cost cntr: The Cost Center to
which all costs associated to the WBSE
will reconcile to
2
•4 Acct asst elem.: This indicator denotes 4
that this WBSE permits financial 3
postings or this is being used for
Budget Control Purposes for other,
subordinate WBSE's. Deselecting this
indicator implies that this WBSE is only
being used for UN or donor reporting
purposes and not for any other
purpose

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Field Descriptions: Dates Tab
In creating a WBSE, the fields in the Dates
tab to review and denote are:
1• BscStart: Date financial postings may
begin to reference this WBSE
2• Bsc Fin: Date financial postings my
1
no longer reference this WBSE 2

Note: Dates entered in this tab should fall within (or equate to) the project start and end
dates identified for the overall project.

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Field Descriptions: UN Assignments Tab
In creating a WBSE, the fields in the UN
Assignments tab to review and denote are:
1• Grant: Grant associated to the WBSE.
Only one grant may be associated to
each WBSE
2• Sponsored Program: Sponsored
program associated to the WBSE. Once
you select a grant, only those 1
sponsored programs related to the 2
selected grant will be valid options in
this field 3

3• Geography of the Beneficiary: This

section is identified for reporting 4
purposes
4• Budget Control WBSE: This field is
populated if the WBSE is created to
permit financial postings. It will be
blank if the Acct. asst. elem. on the
Basic Data tab is unchecked, and the
WBSE is only created for reporting
purposes

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Project Creation & Maintenance Process
The Project Creation and Maintenance process describes the creation or the re-planning
of a project to address an identified need or initiative.

The high-level steps in the Project Creation and Maintenance process are as follows:
PJ User PJ User PJ User PJ User PJ User Project Approver

Create a Create a Release the

Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

Steps performed in Umoja ECC

Note: Budgeting activities for projects are performed in the Grants Management module
of Umoja.

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Steps to Create a Project in Umoja PJ
The first step in managing a project using Umoja PJ is creating a Project Definition, and
defining associated key elements. Key elements of a project include project duration,
project type and the person responsible for the project (overall).

Project
Definition

WBSE level 1

WBSE level 2 WBSE level 2

WBSE level 3 WBSE level 3 WBSE level 3

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Create a Project Definition: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

The steps to create a Project Definition 2 1

are as follows:
1• Enter CJ20N in the Command
field
2• Click the Enter icon. The
Project Builder: User-specific
options screen is displayed

Note: You will see the Project Builder: User

Specific Options screen only the first time
you access this transaction code. Simply
close the screen to proceed.

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Create a Project Definition: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

The Project Builder screen is displayed.

3• Click the Create icon. The
Create drop-down list opens
4• 3
Select Project from the drop-
down list 4

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Create a Project Definition: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

The structure of the project

you created is displayed. The
key elements of a created
project include:
• A window for project
structure
• An entry mask for
project definition

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Create a Project Definition: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

5• Enter an appropriate
description in the Project
Def. field
6• Click the Control tab
5
7• Select an appropriate
option from the Project 6
Profile drop-down list
7

Note: You cannot switch

between tabs until you fill
in the required fields.

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Create a Project Definition: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

Project profiles are settings in

configuration that have been predefined
for specific business processes in the
company/organization. These settings
define how projects behave in the system.
Selecting the wrong project profile may
result to incorrect recording of the
transaction in the books.
For example, the settlement of a project
using the capital project profile (ZAA) will
ensure that the costs will eventually be
recorded as an asset in the general ledger
whereas the costs of a non-capital project
profile (ZSB) will be recorded as expense. Note: For Umoja Foundation, you will only be
creating non-capital project profiles.

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Create a Project Definition: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

8• Click the Basic data tab 8

9• Enter appropriate data in

the following fields:
– Pers.Resp.No.: Person or
entity in charge of the
overall project
administration
– Start date: Actual or 9

expected start date for the 9

project
– Finish date: Actual or 9
9
expected end date for the
project
– Business area
– Functional Area

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Create a Project Definition: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

•
10 Click the Enter icon. The Project Definition ID is automatically created. The project
definition and description are displayed in the Project Structure section
•
11 Click the Save icon

10 11

Note: Once you select the Save icon, the project builder will close out the Project Definition
Details from the right-hand part of your screen (the work area). You must re-select the Project
Definition to continue work within this newly created Project Structure.

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Create a Project Definition: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

•
12 Once a project definition is successfully saved and
created, a confirmation displays in the lower left hand
portion of the Status Bar
•
13 The project definition will also display in the Last
Project Processed list within the Worklist and
Templates Component of the Project Builder

Note: Since the Project Builder automatically closes out

Project Definition details from the work area after you 12
select the Save icon, you may re-access the project you
were working in by selecting the appropriate Project
Definition within the Last Projects Processed list.

13

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Create a WBSE: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

Before you create a WBS for a project, you are 2 1

required to open the relevant project from the
Worklist and Templates component of the Project
Builder. 3
The steps to open a created project are as follows:
1• Enter CJ20N in the Command field
2• Click the Enter icon. The Project Builder
screen is displayed
3• Click the Open icon
4• Enter the Project Definition ID of the project
you wish to open

Note: You can also open a project by selecting

the project definition from the Worklist section.

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Create a WBSE: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

Next, you need to create a 1

WBS for the project. The
steps to create a WBS for the
selected projected are as
follows: 2

1• Click the Templates

button available
above the Worklist
section of the screen
2• Click the Expand
icon for the individual
projects

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Steps to Create a Project in Umoja PJ
The second step in managing a project using Umoja PJ is creating a high-level Level 1
WBSE. This top-level WBSE will be provided the same, if not similar, name as the Project
Definition. Typically, it is where overall project budget is held.

Project
Definition

WBSE level 1

WBSE level 2 WBSE level 2

WBSE level 3 WBSE level 3 WBSE level 3

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Create a WBSE: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

The steps to create a first-level WBSE are as follows:

1• Click the WBS element icon and hold the mouse
click button down 2
2• Without releasing the mouse click button, drag the 3
selected item to the Project Definition section of the
Project Structure area
3• When a plus sign is visible in the Project Structure area
of the screen, release the mouse click button to drop
the WBS element icon

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Create a WBSE: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

The WBSE entry mask is displayed

with a default WBSE ID.
4 5
•4 In the Basic data tab,
validate that the WBSE ID
matches the Project
Definition ID 6
•5 Enter appropriate
description in the WBSE
Description field
•6 Select appropriate option
from the Proj. type drop-
down list
•7 Populate the following 7
fields:
– Resp. cost cntr
– Req. cost center

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Create a WBSE: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

8• In the Operative
indicators section, select
the appropriate Operative
Indicator

Note: Typically, a WBSE is

created to include the Acct
asst elem. check box.
In very rare cases, if you are
billing the donor for project-
8
related costs, you may clear
the Acct asst elem. check
box and select the Billing
element check box.

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Create a WBSE: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

9• Click the Enter

9
icon. The WBSE ID is
automatically created
and matches the
Project Definition ID.
The WBSE and its
relevant description
are displayed in the
Project Structure
section

Note: The first

WBSE created is
always the top-level,
Level 1 WBSE.

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Steps to Create a Project in Umoja PJ
The third step in managing a project using Umoja PJ is creating a lower-level WBSE's.
Once the Level 1 WBSE is created, you may add additional WBSE's to the Project based on
UN and donor reporting requirements.

Project
Definition

WBSE level 1

WBSE level 2 WBSE level 2

WBSE level 3 WBSE level 3 WBSE level 3

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Create a WBSE: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

Next, you need to create a second-

level WBSE for the project.

Note: The steps for creating a

second-level WBSE are the
same as the steps for creating
the first-level WBSE, barring
one exception. It must be
moved to the proper hierarchy
location within the Project
Structure.

In the Operative indicators section,

select the appropriate check box.

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Create a WBSE: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

The steps to set User Status to Set and Pass On are as

follows:
1• In the Project Builder, click the Open icon
2• Select the Project Definition ID of the project to
be updated and confirm by selecting the green 1 3

check
3• Click the Expand All icon
4• Select the WBS element to be updated

Note: Each project requires at least one

budget control WBSE to receive budget
allotments. Defining a budget control
WBSE triggers the creation of a funded
program in FM.

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Schedule WBSe’s: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

Once all WBSE's are created, they must be scheduled with respective start and end dates. Every WBSE
must have a validity period for financial postings. These dates should fall within the project state and
end date range identified within the Basic data tab of the Project Definition. The steps to schedule
WBSe’s are as follows:
1• Select a WBSE 4• Enter the Basic Finish date
2• Click the Dates tab 5• Repeat the exercise for all WBSE's
3• Enter the Basic Start date

1
2

3
4

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Define UN Assignments: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

The steps to define UN Assignments for each WBSE are as follows:

1• Select a WBSE
2• Click the Tab icon

1 2

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Define UN Assignments: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

3• Select the UN Assignments

option
4• Populate the following fields:
3
– Grant
– Sponsored Program
– Country 4
– Budget Control WBSE
5• Click the Save icon 4

Note: When you copy a project,

there is an issue with default 4
Budget Control WBSE's. It is
best to use a template or create
it from scratch

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Define UN Assignments: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

A common mistake made on the

UN Assignments tab is not
selecting Enter key on your
keyboard after locating the
appropriate Grant.

The subsequent Sponsored Incorrect

Program field will not display
applicable options until Enter is
selected

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Validate Entries: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

The steps to validate entries for

each of the WBSe’s are as follows:
1• Select a WBSE
2• Validate if the default values
1
are displayed for the Proj.
type and Resp. cost cntr 2
fields
3• Repeat the exercise for all
WBSE’s

Note: Within the UN Assignments 2

tab, ensure the Grant, Sponsored
Program and Budget Control WBSE
are properly identified for each
level of the Project Structure.

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Validate Entries: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Project for
WBSE WBSE’s Assignments
Definition Cost Plan Budgeting

You may visually review the overall Project

Structure of a project by selecting the
hierarchy graphic:
1• Select the Hierarchy Graphic icon

Note: Other methods of viewing a Project WBSE hierarchy are available in the Hierarchy Graphic's
navigational structure (above). This set of buttons provide you additional features you may
explore in reviewing your overall Project Definition and WBSE hierarchy

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

Umoja Foundation uses Structure Cost

Planning via WBS for project cost planning.

Structure Cost Planning via WBS requires

manual entry of costs against a WBS structure
without regard to cost elements, for example,
materials, contractual services and staff costs.

Note: Project cost planning is used for

tracking and reporting purposes only; it is
not budget formulation for projects.

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

The steps to access the Change Cost

Planning: Initial Screen are as follows:
1• Enter CJ240 in the Command 2 1
field
2• Click the Enter icon. The
Change Cost Planning: Initial
Screen is displayed

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

Next, select the project that requires

cost planning. The steps to select a
project that requires cost planning are
as follows:
1• Enter the Project Definition ID
2
in the Project Def. field
2• Click the Cost Planning button.
The Change Cost Planning: WBS 1
Element Overview screen is
displayed

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

The steps to define lump

sum amounts per WBSe
for a period and
calculate the annual 1
value are as follows:
1• Select the 2

appropriate
option from the
Period drop-
down list
2• Enter appropriate
Cost plan values
for each line item
in the Annual
Values section

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

3• Navigate to the following menu

item: Edit > Select > Select All 3

All line items in the Annual Values

section are selected

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

•4 Select the Edit menu 4

•5 Select the Total Up menu item.
The Total Up window is displayed 5

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

6• Click the Check icon to

confirm whether the 6
entered data is correct.
The Structure planning:
Display messages
window is displayed

Placeholder for Screenshot

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

Next, you need to update the cumulative view of the plan. The steps to
update the cumulative view are as follows:
1• Select the Edit menu
2• Select the Copy View menu item. The list of View options is
displayed
3• Select the Cumulative option

1 3

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

4• The Copy view window is displayed.

Confirm the data entered in the Copy
view window
5• Click the Continue icon

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

6• Click the Check icon to confirm whether the entered data is correct

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Create a Project Cost Plan: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

7• Click the Save

icon 7

The successful status

of the check is
indicated in the status
bar.

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Release the Project for Budgeting: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

If the user status update applies to

one WBS element only, navigate to
the following menu item: Edit >
Status > User Status > Set.

If the user status update applies to all

WBS elements subordinate to the
selected WBS element, navigate to
the following menu item: Edit >
Status > User Status > Set & Pass On.

From the User Status screen, select the user status and confirm by selecting the green check.

Select the appropriate User Status.

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Release the Project for Budgeting: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

1• Once you select Edit > Status > User

Status > Set & Pass On, the following
set of options will display: 2

• A newly created project will be in

1
the status of IPP - Initial Planning
Phase
• A project ready to be released for
budgeting by GM will be set to the
status of UBR – Under Budget
Review
• Once a project is approved and
released with budgeting, it will be
set to the status of RAB- Released
and Budget
2• Click the Continue icon

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Release the Project for Budgeting: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

•
3 The User Status: Display messages screen displays:
• This confirmation screen confirms which WBSE elements have been set for budgeting by GM
• Note how this confirmation indicates the WBSE identifiers and person responsible for each
WBSE

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Release the Project for Budgeting: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

A common mistake made in attempting to

release a WBSE or project for budgeting is
selecting the Project Definition and not an actual
WBSE.

You must highlight a WBSE with your cursor in Incorrect

order to properly carry out subsequent steps to
Set and Pass on a project for budgeting.

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Releasing a Project for Use – Approval Methods
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

There are two ways to release a project.

WBSE WBSE

WBSE WBSE WBSE WBSE

WBSE WBSE WBSE WBSE WBSE WBSE

Release the Project Release the Project

in One-go in Parts (WBSE’s)

Note: Let’s discuss releasing a project in parts, in more detail.

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Approving WBSE’s – 2 Methods
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

You can release a project partially by selecting the WBSE’s you wish to release. Note that this is a
manual task.

WBSE WBSE WBSE

WBSE WBSE WBSE WBSE WBSE WBSE

WBSE WBSE WBSE WBSE WBSE WBSE WBSE WBSE WBSE WBSE

When you select a higher WBSE for release, all WBSE’s When you select a lower WBSE for
under it also get selected for release. release, it does not impact the higher
WBSE in any way. The higher WBSE is
still unapproved and cannot be used
to charge items to.

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Release the Project for Budgeting: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

The steps to release the project for

budgeting are as follows:
1• Access the Project Builder 3
screen using the T-code
CJ20N
2• Select the project to be
released from the Project
Structure area of the screen
3• Navigate to the following
menu item: Edit > Status >
Release

This releases the entire project.

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Release the Project for Budgeting: Process Steps
Create a Create a Release the
Create a Schedule Define UN
Project Project Cost Project for
WBSE WBSE’s Assignments
Definition Plan Budgeting

You can also manually release individual WBS elements.

Expand the entire project structure by clicking the Expand All icon. Select the WBS element to be
release and navigate to the following menu item: Edit > Status > Release.

Please note that the release within a project structure works top-down. When you release a WBS, all
the subordinate ones are also released.

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Budget Project
Let’s see what happens during budgeting a project.

Procure
Monitor
Create Budget Goods Settle Close
and
Project Project and Project Project
Report
Services

Create a Project Create a Purchase Monitor Actual Run Report on

Set Status TECO
Definition Requisition Costs Posted Actual Costs

Final Cost
Update WBS for Cost Settlement
Create a WBSE Create a PO Settlement
Change Order (month-end)
(project end)

Determine Issue Goods

Create a Project Update Project Run Settlement
Budget Receipt for Run Final Reports
Cost Plan Cost Plan Report for Project
Availability Goods/Services

Release Project Create Budget Post Costs to the Activities within Budget and Finance
Run Reports
for Budgeting Allotment Project

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Procure Goods & Services
Let’s see what happens during procurement of goods and services.

Procure
Monitor
Create Budget Goods Settle Close
and
Project Project and Project Project
Report
Services

Create a Project Create a Purchase Monitor Actual Run Report on

Set Status TECO
Definition Requisition Costs Posted Actual Costs

Final Cost
Update WBS for Cost Settlement
Create a WBSE Create a PO Settlement
Change Order (month-end)
(project end)

Determine Issue Goods

Create a Project Update Project Run Settlement
Budget Receipt for Run Final Reports
Cost Plan Cost Plan Report for Project
Availability Goods/Services

Release Project Create Budget Post Costs to the Activities within Budget and Finance
Run Reports
for Budgeting Allotment Project
Activities within Supply Chain

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Requisitioning & WBSE's
Within SRM (Procurement) a Purchase Requisition or Purchase Order will reference a WBSE when the
associated Cost Center is funded by a grant managed through projects. When the Requisitioner selects
the WBSE option in the Cost Center field, the screen refreshes with a required field entitled WBS
Element. Budgets allocated to individual WBSE's are impacted by financial postings such as funds
commitments, travel commitments, payroll expenses and purchase orders/requisitions.

Copyright © United Nations 120

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

Copyright © United Nations 121

Activity 1
Transaction Name: Create a Project Peace Talks Darfur

Transaction Code: CJ20N

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-
1.11.3769?mode=EU&originalContext=1.11.3762

Copyright © United Nations 122

Activity 2
Transaction Name: Create a Project Profile

Transaction Code: CJ20N

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-
1.11.3773?mode=EU&originalContext=1.11.3762

Copyright © United Nations 123

Activity 3
Transaction Name: Create a Two Level Project With
Updated Budget Control WBSE's

Transaction Code: CJ20N

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-
1.11.3777?mode=EU&originalContext=1.11.3762

Copyright © United Nations 124

Activity 4
Transaction Name: Create a Two Level Project Structure
For Budgetary Approval-UNIMIL Conference

Transaction Code: CJ20N

Link to the uPerform simulation:

https://www.unumoja.net/share/page/site/OCM/docum
entlibrary#filter=path%7C%2FTraining%2F04%2520

Copyright © United Nations 125

Activity 5
Transaction Name: Create and View Three Level WBSE
Project-UNIMIL Conference

Transaction Code: CJ20N

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-
1.11.3765?mode=EU&originalContext=1.11.3762

Copyright © United Nations 126

Activity 6
Transaction Name: Create Project and Send for Budgetary
Review

Transaction Code: CJ20N

Link to the uPerform simulation:

http://unsapuperform.umoja.un.org/gm/folder-
1.11.3781?mode=EU&originalContext=1.11.3762

Copyright © United Nations 127

Activity 7
Transaction Name: Link Grant and Sponsored Program to
Already Created Project

Transaction Code: CJ20N

Link to the uPerform simulation:

https://www.unumoja.net/share/page/site/OCM/docum
entlibrary#filter=path%7C%2FTraining%2F04%2520

Copyright © United Nations 128

Learning Checkpoint 1
Which of the following roles is responsible for releasing a project for approval?

Select the correct option.

A. Project Analyst
B. Project Approver
C. PJ User
D. PJ Master Data Maintainer

Copyright © United Nations 129

Learning Checkpoint 1
Which of the following roles is responsible for releasing a project for approval?

Select the correct option.

A. Project Analyst
B. Project Approver
C. PJ User
D. PJ Master Data Maintainer

Option B is the correct answer. The Project

Approver is responsible for releasing a project for
approval.

Copyright © United Nations 130

Module 2 Summary
The key points covered in this module are listed below:
• In Umoja, every project is linked to a Funded Program to simplify reporting and to
allow budget control
• The Project Builder is split into different areas, such as structure tree, worklist and
template, and work area
• Project Creation and Maintenance process describes the creation or the re-planning
of a project to address an identified need or objective
• The key elements of a created project include Window for project structure and
entry mask for project definition
• The following two alternatives are available for planning project cost: Structure Cost
Planning via WBS and Detailed Cost Planning via WBS

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Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

Copyright © United Nations 132

Module 3 Objectives
After completing this module, you will be able to:
• Explain the Project Implementation process
• Update status and conduct Monitoring and Evaluation activities
• Conduct risk management and final evaluation

Copyright © United Nations 133

Key Terminology
Key Term Description
Key Performance
It is a measure used in the evaluation of performance.
Indicator (KPI)
Monitoring and These activities are concerned with monitoring, collecting and
Evaluation (M&E) analyzing evidence of change.

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Project Implementation Overview
After a project is released or partially released, it is ready for implementation.

During this process:

Project implementation activities commence and progress until completion

Real-time financial and operational reports are generated to monitor progress of the project

Throughout the process, the actual data

generated is compared with the planned
dates and costs. If appropriate, unplanned
variances are documented.

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Project Implementation: High-level Steps
The high-level steps in the Project Implementation process are:

Project Analyst Project Analyst Project Analyst Project Analyst

Run Conduct Conduct Conduct

Update
Progress M&E Risk Final
Status
Reports Activities Management Evaluation

Steps performed outside Umoja Steps performed in Umoja ECC

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Run Progress Reports
Conduct
Run Progress Conduct M&E Conduct Final
Update Status Risk
Reports Activities Evaluation
Management

During Project Implementation, the Project

Analyst runs progress reports from the
system. Based on the reports generated,
analysis should be undertaken to determine
any schedule or cost variances and to take
plan any necessary measures; for example,
stop the project, allocate more budget or
update the scheduling.

Any activities that are related to the re-

planning of the project will be carried out in
Project Creation and Maintenance.

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Update Status
Conduct
Run Progress Conduct M&E Conduct Final
Update Status Risk
Reports Activities Evaluation
Management

The Project Analyst may monitor the project by setting the status of each WBSE or activity according to
the degree of progress.

The status of each WBSE can be set to any of the following:

• Technically Completed (TECO): The TECO status indicates that a task/activity is completed, but
allows actual postings/settlements to occur. No new commitments can be created for a TECO
project. If the TECO status is cancelled on a WBSE, the status will be automatically set back to
Released for that particular WBSE only
• Closed (CLSD): The CLSD status is used for a WBS or WBSe's that have been completed from both a
logistics and an accounting point of view. The CLSD status can be cancelled for a particular WBSE
• Deletion Flag (DLFL): The DLFL status designates WBS or WBSe's that have been flagged for
deletion. This means that the object is marked for deletion, but has not yet been deleted

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Conduct M&E Activities
Conduct
Run Progress Conduct M&E Conduct Final
Update Status Risk
Reports Activities Evaluation
Management

In Umoja Foundation, the Project Analyst performs the

M&E activities outside Umoja PS.

Since M&E activities are not automated, it is

recommended that:
• All M&E related tasks are defined as activities in the
project plan, with defined start and end dates
• The M&E method should be defined, for example,
questionnaires or surveys, and measurement
techniques should be finalized

Note: The results of M&E activities can be qualitative or quantitative. The results are
updated in the system as metrics or KPIs. In the Umoja Foundation, a limited number of
KPIs will be calculated in the system.

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Conduct Risk Management
Conduct
Run Progress Conduct M&E Conduct Final
Update Status Risk
Reports Activities Evaluation
Management

The Project Analyst completes this activity

outside Umoja PS. The activities may include
the following:
• Identify any new risk(s)
• Assess the impact of the risk(s)
• Identify the way to reduce the risks
• Prioritize the risks
• Monitor and control the probability of
the risk occurring
• Update the project WBSe’s and tasks,
based on the changes

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Conduct Final Evaluation
Conduct
Run Progress Conduct M&E Conduct Final
Update Status Risk
Reports Activities Evaluation
Management

After the status of the project has been set to

CLSD, the following processes, outside PS, get
triggered depending on the project profile:
• Assign equiPSent
• Write-off
• Assets under construction
• Close main implementation grant

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Learning Checkpoint 1
Which of the following roles is responsible for running project reports and conducting
M&E activities?

Select the correct option.

A. Project Analyst
B. Project Approver
C. PJ User
D. PJ Master Data Maintainer

Copyright © United Nations 142

Learning Checkpoint 1
Which of the following roles is responsible for running project reports and conducting
M&E activities?

Select the correct option.

A. Project Analyst
B. Project Approver
C. PJ User
D. PJ Master Data Maintainer

Option A is the correct answer. The Project Analyst

is responsible for running project reports and
conducting M&E activities.

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Module 3 Summary
The key points covered in this module are listed below:
• The comparison of planned versus actual dates and costs is crucial for the
purpose of progress analysis
• Within Umoja Foundation, projects/WBSe's and networks are available for
utilization as account assignment objects within the integrated solution

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Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

Copyright © United Nations 145

Module 4 Objectives
After completing this module, you will be able to:
• List the standard PS reports used to monitor projects
• Run various PS reports

Copyright © United Nations 146

Running Project Reports
Let’s discuss project reports.

Procure
Monitor
Create Budget Goods Settle Close
and
Project Project and Project Project
Report
Services

Create a Project Create a Purchase Monitor Actual Run Report on

Set Status TECO
Definition Requisition Costs Posted Actual Costs

Final Cost
Update WBS for Cost Settlement
Create a WBSE Create a PO Settlement
Change Order (month-end)
(project end)

Determine Issue Goods

Create a Project Update Project Run Settlement
Budget Receipt for Run Final Reports
Cost Plan Cost Plan Report for Project
Availability Goods/Services

Release Project Create Budget Post Costs to the Activities within PJ

Run Reports
for Budgeting Allotment Project
Activities within Budget and Finance

Activities within Supply Chain

Copyright © United Nations 147

Project Reporting
Project reporting provides a comprehensive and up-to-date view of all projects.

Project reporting:
• Is integrated with financial data to show
actual costs for a project
• Provides easy drill-down to project
management details, such as individual
financial postings
• Supports financial planning, monitoring,
reporting and managing project activities

Note: For Umoja Foundation, standard SAP online reporting transactions are utilized for PS.

Copyright © United Nations 148

Project Management Report Types
UN and Donor reports vary based on the nature of the audience:

Substantive
Financial
Reports These are management
Report (PJ) These reports are cost-
(Narratives) reports, analogous to an
driven (usually created
activities or performance
by an UNHQ budget
report (usually created
officer). They focus on
by an individual in the
the financial
field who is tasked with
perspectives of a project
closing out a grant)

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Project Management Report Types
The key of reports used in PJ are :

Umoja ECC:

• Transaction Code: CJ13 – Line Item Report

• Transaction Code: ZPJBUDBAL – Budget Balance Report
• Transaction Code: CN43N – WBS Element Report
Umoja BI Portal:

• Project Systems (PS) Analysis Area Tool

Project Budget Balance WebI Report

Line Item Report

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Project Management Reports
The reports used across PJ are:

Structure Reports
These reports summarize data based on project master
data and structure information. Any attribute on the
project will be summarized so that reports can be used to
evaluate data objects as well as logistical and accounting
key figures.

Hierarchy Reports
These are similar to structure reports. They summarize at
the WBS level, but do not include any master data
information. Hierarchy reports are drill-down reports for
evaluating the costs, revenues and payments of one or
more projects interactively.

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Project Management Reports

Cost Element Reports

These reports display costs by element, which are
mapped to G/L accounts. The element to be evaluated
can be chosen and structured in the navigation panel.

Line Item Reports

These reports show every debit/credit transaction that
hits the project. All line items are evaluated allowing the
user to select columns, calculate subtotals and drill down
to the original entry documents.

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Project Management Reports

Progress Analysis, Progress Tracking Reports

These reports are suitable both for the internal control of
a project and for external reporting. They can either help
to estimate the Percentage of Completion (POC) of the
WBSe's, activities and activity elements or the values can
be calculated automatically on the basis of existing data.

Milestone Trend Analysis Reports

These reports track progress using milestones and
confirmations to record completion or partial completion
of an activity.

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Typical Reports for Each Project Type
A set of typical reports is usually generated for a specific project type. The following table
identifies such project reporting requirements and the standard PS reports that cover them.

Cost Progress
Structure Hierarchy Line Item
Projects By: Element Analysis
Report Report Report
Report Report
Structure

Status, both at the project

definition and WBSE level
Activities or actuals posted against
the WBSE
Assigned attributes including
organization, responsible person
and other reporting fields included
Progress in relation to dates
(start/finish)
Actuals versus Planned costs

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Structure Report
A Structure report appears as follows. Let’s explore its layout.

Copyright © United Nations 155

Actual Cost Report
The T-code CJ13 is used to view an Actual Cost report. Let’s explore its layout.

Copyright © United Nations 156

Project Budget Balance Report
This Umoja BI Report will provide a complete perspective of all WBSE structures within all Umoja
Projects.

Projects may be filtered by WBSE's, commitment items, consumed budget and grant.

Only Budget Control WBSE's will be shown, expenses shown only at control WBSE level (actual
expenses logged against all WBSE's), Indirect costs

Reports can be filtered by Projects, Commitment Items WBSE

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Cost Element Report
The T-code ZPJCostElement is used to view an Actual Cost report. Let’s explore its layout.

Cost Element Report ZPJCostElement

Cost Element Report (expenses by cost element and how
they were settled and settlement receiver)

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Project Budget Balance Report
The T-code ZPJPRJBIDBAL is used to view an Actual Cost report. Let’s explore its layout.

Project Budget Balance Report (ZPJPRJBIDBAL)

This report can be viewed after budget is posted on
funded program.

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Master Data Report
The T-code CN43N is used to access the Project Info System: WBS Elements Initial Screen Report. This
report is used to view all projects and associated WBSE's related to.. Let’s explore its layout.

Master Data Deport – CN43N

This report can be viewed ….<TBD>

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Funds Management AVC Report
The T-code CN43N ….is used to view …. Let’s explore its layout.

Funds Management AVC Report – FMAVCR02

This report can be viewed ….<TBD>

Copyright © United Nations 161

Reports from Business Warehouse
To include the required UN budgetary view, standard Business Warehouse (BW) reports
need to be defined in order to link PS data to FM and GM data.

Projects and funds/grants can have a

one-to-many relationship. Depending
on the structure and the level of
budget control, different funds and/or
grants can be assigned to WBSe's at
different levels of the project
hierarchy.

Therefore, the reports should display

the WBS hierarchy comparing
planned, actuals and budget on the
level where budget control is being
performed.

Copyright © United Nations 162

Learning Checkpoint 1
Which of the following reports shows every debit/credit transaction that hits the
project?

Select the correct option.

A. Line Item Report

B. Structure Report
C. Hierarchy Report
D. Cost Element Report

Copyright © United Nations 163

Learning Checkpoint 1
Which of the following reports shows every debit/credit transaction that hits the
project?

Select the correct option.

A. Line Item Report

B. Structure Report
C. Hierarchy Report
D. Cost Element Report

Option A is the correct answer. The Line Item

Report shows every debit/credit transaction that
hits the project.

Copyright © United Nations 164

Module 4 Summary
The key points covered in this module are listed below:
• Project reporting provides a comprehensive and up-to-date view of all projects
• For Umoja Foundation, standard SAP online reporting transactions are utilized for PS
• Types of PS reports include structure reports, hierarchy reports, cost element
reports, line item reports and progress analysis reports
• BW reports need to be defined in order to link PS data to FM and GM data

Copyright © United Nations 165

Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

Copyright © United Nations 166

Module 5 Objectives
After completing this module, you will be able to:
• Explain project templates and their usage
• Describe project profiles
• Describe standard WBS
• Create and use project templates and profiles

Copyright © United Nations 167

Key Terminology
Key Term Description
It represents a neutral WBS that can be used to design future
Standard WBS hierarchical project structures to support the different project
categories at the UN.

Copyright © United Nations 168

Project Templates
Standard project templates are defined to support more efficient and consistent creation
of project structures. Instead of creating each project from scratch, these templates can
be copied into the Project Builder and updated to meet the project’s requirements.

As with an operating project, project templates consist of two joined master data objects:

Standard
Standard
Project
WBSe's
Definition

Templates are designed and used

to ease and standardize the
day-to-day creation of WBS for
capital and substantive projects.

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Project Templates
In Umoja Foundation, the system status to be defaulted at the level of the standard
project definition will be standard created; the system will issue a warning message if
the standard WBS is used in this initial status.

At this point in time, the following standard WBS templates are envisioned but may be
subject to change after unit testing:

Substantive project template for one funding source

Substantive project template for multiple funding sources

Copyright © United Nations 170

Project Profiles
Project profiles are defined to facilitate key default information and controls necessary
to facilitate accurate usage and accounting for a project.

Custom project profiles have been defined after gathering requirements to allow
accurate defaults based on business requirements.

The following project profiles are available in Umoja Foundation:

Capital Project Non-Capital

Profile Project Profile

Note: For Umoja Foundation, the Umoja PJ solution will only manage non-capitalized projects
(Non-Capital Project Profile).

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Standard WBS
Standard WBS consists of a standard project definition and Standard WBSe's that can be
used as a template for actual projects.

Standard WBS must have a reference to a project profile already set up in configuration.
The project profile contains values and profiles that can be used as default values for
project definitions or WBSe's during the creation phase.

Once created with an embedded project

profile, a standard WBS already
contains default values and a control
profile in the master data of the project
elements.

Examples of master data are the project

definition and milestones, default
values would be the Factory Calendar
and the Time Unit.

Copyright © United Nations 172

Project Templates & Profiles Maintenance
The Project Templates and Profiles Maintenance process involves the creation/update
of project templates and project profiles to support future projects in PS. PS provides
standard WBS’s and standard networks.

As part of completing a project, lessons learned are

collected. The lessons learned can be incorporated in
future project templates by either creating new
project structures or updating the templates in use.

In this process, templates and project profiles will be

updated or created as needed. This is done to reduce
the effort required when creating a new project
structure, and providing a degree of consistency in
the structures created.

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Project Templates & Profiles Maintenance
The high-level steps in the Project Templates and Profiles Maintenance process are:

Request for
Create/update
new/updated Review request Close request
template/profile
template/profile

Steps performed in Umoja ECC

When the need has been identified to create a new template or project profile, or update
templates or project profiles, the operational area will request:
• Creation of a new template or project profile
• Updation of a current in-use template or project profile

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Project Templates & Profiles Maintenance
If the request is rejected, a review of the request will be undertaken by the Requestor.
If the request is approved, the standard template or project profile will be updated or
created and the process will then be complete.

The template or project profile becomes available for immediate use in creating new
projects.

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Learning Checkpoint 1
Which of the following roles undertakes the review of a rejected template creation
request?

Select the correct option.

A. User
B. Requestor
C. Analyst
D. Approver

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Learning Checkpoint 1
Which of the following roles undertakes the review of a rejected template creation
request?

Select the correct option.

A. User
B. Requestor
C. Analyst
D. Approver

Option B is the correct answer. The Requestor

undertakes the review of a rejected template
creation request.

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Module 5 Summary
The key points covered in this module are listed below:
• Standard project templates are defined to support more efficient and consistent
creation of project structures
• Templates are designed and used to ease and standardize the day-to-day creation
of WBS for capital and substantive projects
• Project profiles are defined to facilitate key default information and controls
necessary to facilitate accurate usage and accounting for a project

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Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

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Module 6 Objectives
After completing this module, you will be able to:
• Define project milestones
• Create a project milestone

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Key Terminology
Key Term Description
They signify the completion of an event which is usually
associated with a transition from one phase to another, a
Milestones
handoff between departments or for billing. Milestones may
be associated with either WBSe's or network activities.

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Define Project Milestones
A project milestone is an event in the project that receives special attention. A
milestone signifies the completion of an event that is usually associated with transition
from one phase to another, or a handoff between departments or transition to Billing.

The high-level steps to define Project Milestones are as follows:

Create a Enter Save the

View the Project
Project Milestone Project
Planning Board
Milestone Data Milestone

Steps performed in Umoja ECC

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Create a Project Milestone: Process Steps

Create a Project Enter Milestone View the Project Save the Project
Milestone Data Planning Board Milestone

The steps to create a project 1

milestone are as follows:
1• Access the Project Builder
screen using the T-code CJ20N
2• Open the project for which
you wish to define the 2 3
milestone using the Open
icon
3• Click the Expand All icon
to expand the project
structure in the Project
Builder screen

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Create a Project Milestone: Process Steps

Create a Project Enter Milestone View the Project Save the Project
Milestone Data Planning Board Milestone

4• Click the Milestone icon from the

Templates section and drag it to the
first-level WBSE in the Project Structure
section
5• Drop the Milestone icon below the
first-level WBSE. The milestone entry 5
mask is displayed with the default WBSE
ID

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Enter Milestone Data: Process Steps

Create a Project Enter Milestone View the Project Save the Project
Milestone Data Planning Board Milestone

The steps to enter milestone data

are as follows:
1
1• Enter appropriate information 2
in the Milestone Description
field
2• Enter appropriate value in the
Usage field
3• Enter appropriate date in the
Basic fix. date field 3

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Enter Milestone Data: Process Steps

Create a Project Enter Milestone View the Project Save the Project
Milestone Data Planning Board Milestone

4• Click the Enter icon

4

The milestone is displayed in

the Project Structure section
and a Milestone no. is
automatically created.

Note: You can enter

separate milestones
for each WBSE by
following the steps
detailed earlier.

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View the Project Planning Board: Process Steps

Create a Project Enter Milestone View the Project Save the Project
Milestone Data Planning Board Milestone

The steps to view the Project Planning Board are

as follows:
1• Select the first-level WBSE from the Project
Structure
2• Click the Project Planning Board icon
available in the menu bar 2

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View the Project Planning Board: Process Steps

Create a Project Enter Milestone View the Project Save the Project
Milestone Data Planning Board Milestone

The Project Planning

Board is displayed.
3• Click the Back
icon to return to
the Project 3
Builder screen

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Save the Project Milestone: Process Steps

Create a Project Enter Milestone View the Project Save the Project
Milestone Data Planning Board Milestone

The steps to save a

project milestone are as 1
follows:
•
1 Click the Save
icon to save the
project
milestones
created

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Learning Checkpoint 1
________ signify the completion of an event which is usually associated with a
transition from one phase to another, a handoff between departments or for billing.

Fill in the blank with the correct option.

A. Projects
B. WBSE's
C. Milestones
D. Templates

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Learning Checkpoint 1
________ signify the completion of an event which is usually associated with a
transition from one phase to another, a handoff between departments or for billing.

Fill in the blank with the correct option.

A. Projects
B. WBSE's
C. Milestones
D. Templates

Option C is the correct answer. Milestones signify

the completion of an event which is usually
associated with a transition from one phase to
another, a handoff between departments or for
billing.

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Module 6 Summary
The key points covered in this module are listed below:
• A milestone signifies the completion of an event that is usually associated with
transition from one phase to another, or a handoff between departments or
transition to Billing

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Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

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Course Summary
The key points covered in this course are listed below:
• Umoja PJ is an enterprise-wide solution that helps manage a range of portfolios,
including product innovation, professional services and enterprise IT
• The SAP PJ module is a tool that provides the organization with a method of planning,
controlling and monitoring projects that are large, small, simple or complex
• Project Creation and Maintenance process describes the creation or the re-planning
of a project to address an identified need or objective
• Project reporting provides a comprehensive and up-to-date view of all projects
• Templates are designed and used to ease and standardize the day-to-day creation of
WBS for capital and substantive projects
• Project profiles are defined to facilitate key default information and controls
necessary to facilitate accurate usage and accounting for a project

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Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

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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

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Agenda

Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

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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

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Congratulations! You have successfully completed the
Umoja Project Management course.

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NOTES

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Notes
• Sponsored Class – group of expense accounts – do they need to be at a certain
WBSE level? NO
• For every WBSE there is a custom data tab, we enter the grant and the sponsored
program. For every posting on that WBSE, the sponsored class is derived (check with
Elsa on this)
• AA-000020 – two different grants funding it
• For every posting on WBSE derives Grant/sponsored program. Sponsored class is
also being derived

• Need relationship between WBSE and expense account (so when you spend how
does it work)
• Every expense account – fund, grant, functional area derived (no cost center, WBSE
is used)
• Instead of cost center – we have a WBSE within projects

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Notes
• Each major activity will have its own project definition and WBSE’s
• Laura’s view vs. GM view
• Donor reporting – taken care of by Grants
• Specific requirements, different views of spending, then PJ involved for reporting
purposes
• For general purposes, it needs PJ too – we need to spend time on this to clarify with
GM
• We debit the expense the minute we give the Implementing partner money to
spend on our defined task the WBSE is debited then
• If you gave me $50,000 bye bye, then its an expense right then

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Notes
• Transfer money to fund center
• Commit money for Quick impact project
• First payment – post an invoice without having an invoice (expense account)
• Second payment – post an invoice without having an invoice (expense account)
• UNSOA only mission using Implementing Partner
• Quick impact projects are not donor funded, they are from assessed budget they are
done on internal orders (never grant managed)
• Recommend– budget to be at highest level
• Recommend - post expenses on the LOWST level (what happens when you post at
every level – need example)
• What happens when you create a WBSE level between levels?

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Notes
• Sponsored class in grants document??
• Q1E230
• We would like projects to be used as activity-controller (focused on activity-costs)
• Questions project answers:
• What do all my projects cost across all donors?
• This is y our trust fund, and these are the activities you are funding - > UNSCOL
• One project for public information, distinguishing between radio and media, and
then map donors to WBSE

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Notes
• The structure of your project will depend on reporting structure
• Layers and examples
• Scenarios need to be visually shown to tell them how templates may not be
available
• Project by region
• Project with only 1-2 sub sections
• Reporting is affected by structure of project, so you need to explain this further in
your reporting section
• Have all your activities at level 3, and keep the level 4’s option for passthrough
grants

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