pj315 Umoja Project Management Process Ilt PPT v20

PJ315 – Umoja Project
Management Process
(Non-Peacekeeping Mission Version)
Umoja Project Management – Version 20

Last Modified:
Copyright 12-Dec-2017
© United Nations 1
Introduction
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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
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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

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

Agenda
Course Introduction
Module 1: Introduction to Project Management
Module 2: Project Creation and Maintenance
Module 3: Project Implementation
Module 4: Project Systems Reporting
Course Summary
Course Assessment
Course Survey

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

Key Terminology
Key Term Description
It is an organized effort to produce a defined output within
a set of constraints concerning scope, time, budget and
Project quality. The temporary nature of projects stands in 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
Work Breakdown Structure
for the organization and coordination in the project.
(WBS)
Each WBS shows the work, time, and the costs involved in
completing a specific project component or task.
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.

Key Terminology
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 collects costs which may be further
Account Assignment settled to a final financial object. An example is a project
WBSE.

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 HQ level
Maintainer • Receives and analyzes existing template change requests
• Maintains Thematic Assignments for each biennium

Project Management (PJ) – Introduction
The Umoja Project Management (PJ) module is used within the 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

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, results-
based 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 UN 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 common 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

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

Key Changes
Given below are the major changes to the PJ process as a result of Umoja implementation:
Tracking Fund Cost Reporting

Trust Fund Robust Donor
Expenditures on Trust Fund
Allotment Reporting
Through Projects Expenditures
Allotment of Each entity will The reports can be Donor Reporting will
trust fund budget to create their projects run by project or come from Grants
a project in Umoja. to track trust fund groups of projects Management (GM);
expenditures at the or by Grant. in combination with
desired/ required PS if needed to
level of granularity. support detailed
reporting
requirements.
Managed by:
PJ User
GM Budget User Unreleased PJ User GM Account User
PJ Approver
GM Budget User Released PJ Approver GM Grants Creator
GM Accounts User
GM Budget Approver Unreleased
GB Budget Approver Released

Understanding Key Terminology
Given below are some important terms with their brief
descriptions:
• Trust Fund: A trust fund is an account established
with specific terms of reference or under specific
donor agreement to record receipt and expenditure
of voluntary contributions for the purpose of
financing fully or in part the cost of activities
consistent with the United Nations aims and
policies
• 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
Understanding Key Terminology
• budget as Purchase Requisitions and/or Purchase
Orders are created; and prevent budget overruns
by causing hard stops when funds are depleted
• Sponsored Program: It identifies the purpose of
the donor contribution and specifies the level of
earmarking of the fund. It also represents the
programmatic view of the donor.
• Funded Program: programs within FM with an
operational purpose and defined time frame.
Funded programs enable to record and control
budget, and monitor the performance of
projects
• 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

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 and Special

Funds and Programmes
Political Missions
Early research and set-up of Special
SOURCE BOOK ON TECHNOLOGIES FOR
Political Missions (Example: Syria, Mali,
AUGMENTING FRESHWATER RESOURCES
Kenya (2008) – no funding from
IN SM
DPA/UNHQ)
Special Peacekeeping
Preparation for the World Urban Forum II
Mediations/Discussions in conflict zones
(Austria)
(Example: Syria)
UNHQ gives funding to UNDP as Regional conferences on topics such as

implementing partner environmental pollution

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 Project Use Internal Order

• Complex set of
activities that need to • Group of activities, no
tracked individually need to track
• Implemented by individually
multiple Resp. Cost • Implemented by one
Center Resp. Cost Center
• Funded by multiple • Funded by one Grant
Grants • Addressing one
• Addressing multiple Functional Area
Functional Areas
Project Management Internal Order

Note: Both CO objects – Projects and Internal Orders – can be used as cost collectors for investment activities to be
capitalised as Assets under Construction (AuCs).

WBSE: Examples
A WBSE can be used regardless of whether a project is considered a capital or non-
capital project. Common attributes of projects include long-term duration, one project
output made up of multiple project components/ activities, high volume funding
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: • Workshop series (funded by
multiple donors)
• Capacity Building for Land
Mediation (funded by multiple
donors)
• Water Projects implemented with
multiple Implementing Partners
Funded Program Non-capitalized Projects
Costs
WBSE
Cost Center

Internal Order: Specifics
An Internal Order is used when the project is considered short-term, implemented by
one office only in the context of one UN Subprogramme:
• Conferences (funded by one

donor agreement)
• Smaller constructions, e.g. road
building (AuC)
• Leasehold improvement (AuC,
funded by one donor
agreement)
Specific Task/Job Capitalized Projects
Costs
Internal Order
Cost Center

Department of Political Affairs (DPA) – Project Examples
The following are suitable 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).

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
Project: Peace Talks in Darfur
Funding Sources
Donor
Donor
Assessed Budget Reporting
(Voluntary-Funded)
Internal
Reporting
Grants Management Allots UN Reporting

Funds
Funds Management Allots Funds Project Management

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

level apply to the entire project expanded to achieve the required level
structure. of detail.

Master Data in Umoja PJ
Project Profile determines the processes required for the recording of
accounting entries for the transactions charged to the project.
Project Profile
Capital Project Profile – determines the programs that would be used

to capitalize a project in the books (e.g. settlement to fixed asset)
Non-capital Project Profile – is used for projects that are not

recorded as ‘asset’ in the books

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 output of the
project. The hierarchical, tree-like nature of
WBSE’s tree structure sub-divide components of WBSE level 1
a voluntary-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
WBSE level 3 WBSE level 3 WBSE level 3
project-specific schedule development.
Essentially, it allows you to monitor project
components, costs and milestones at a more
granular and defined level.

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 (including the top level)
Project Definition Project Name
WBSE’s Responsible Cost Center

What Purpose Do WBSE's Serve?
Level 1 Level 2 Level 3 Level 4
Project Components Component further break-

break-down down?
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.

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 the UN”s own needs to manage/monitor costs and
expenditures with a certain level of granularity or to provide additional details to donor reporting.
One project can be funded by different grants since the Umoja PJ solution identifies costs at the
individual WBSE level. However, multiple grants cannot be linked to the same WBSE
Important
Facts
about Every WBSE must be assigned to a Responsible Cost Center
WBSE's
Budget could be directly released to a project if a donor is specifically interested in supporting a

particular project, GM will budget funds and released via FM
In order to give budget to a project directly, we need to have project already created and released

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 agreement requires to budget at
the component/ activity level. The use of
the project budget is more flexible if you
WBSE level 1:
post at this first level of the WBSE
(Over-arching Bucket for Budget Control )
Structure
Intermediate (Level 2) WBSE's are

utilized based on UN and donor
Level 2 WBSE: Expenses Level 2 WBSE: Expenses reporting requirements (and / or
to serve as budgetary controls for
subordinate 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

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.
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.

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

Pass-through Grant

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-000014

Water Treatment
Project
SB-000014
WBSE level 1
SB-000014.01 SB-000014.02
SB-000014.01.01 SB-000014.01.02 SB-000014.02.01


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
Definition:
Tsunami,
Disaster and donor requirement requires cost details
Climate to be more precise. The Project
Preparedness Structure is more flexible if you post at
Project Definition ID: SB-000005 this first level of the WBSE Structure
WBSE Level 1: Tsunami, Disaster

and Climate Preparedness
SB-000005 designed based on UN and donor
reporting requirements, and to
WBSE level 2: Disaster Risk WBSE level 2: Framework serve as budgetary controls for
Reduction Regional Cooperation Level 3 WBSE's
SB-000005.01 SB-000005.02
WBSE level 3: WBSE level 3: WBSE level 3: WBSE level 3: Expenses are posted at the
Regional Working Capacity Compendium – Information lowest level of the WBSE
Group Development Central Asia Sharing Structure
SB-000005.01.01 SB-000005.01.02 SB-000005.02.01 SB-000005.02.02

Example: Great Apes Survival
Suppose a donor provided funds for the survival of endangered apes in the wild. The
decision has been made to monitor this project’s costs using the Umoja PJ solution. The
project could be structured as follows:

Project donor requirement requires cost details
Definition: Great to be more precise. The Project
Apes Survival Structure is more flexible if you post at
Project Definition ID: SB-000005 this first level of the WBSE Structure
WBSE Level 1: Great Apes

Survival
SB-000005 designed based on UN and donor
reporting requirements, and to
WBSE level 2: Protection of WBSE level 2: National and serve as budgetary controls for
Critical Sites International Dialogue Level 3 WBSE's
SB-000005.01 SB-000005.02
WBSE level 3:Anti- WBSE level 3: WBSE level3: WBSE level 3: Expenses are posted at the
Poaching Partnership with GRASP Council Convention on lowest level of the WBSE
Activities Local Population Meeting Migratory Species Structure
SB-000005.01.01 SB-000005.01.02 SB-000005.02.01 SB-000005.02.02

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 Sub- Further

Components breakdown?
Outt
Project Output Project Activities Outt
Detailed Activities

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

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 you Level 4
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 Components

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:
Countering Peace Talks

Corruption - Darfur
WBSE level 1: Countering WBSE level 1: Peace

Corruption Talks - Darfur
WBSE level 2: WBSE level 2: WBSE level 2: WBSE level 2:

Ratification of Implementation and Ratification of Implementation and
UNCAC Review Mechanism UNCAC Review Mechanism
WBSE level 3:
WBSE level 3: WBSE level 3:
WBSE level 3: Country
Political Self-
Advocacy Review
consultations assessment
Reports
Note: The same voluntary-funded project may be designed using varying project structures,
depending upon the level of granularity required for UN and donor reporting requirements.

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.

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.
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
• Budget is released through FM to fund recorded
projects (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

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

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

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

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

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
Record project costs
and expenditures Project
Financial Funds
Management
Accounting Management
(PJ)
Procure Goods and

Services using
WBSE's Grants
Release funds to Management
FM
Supplier
Relationship
Management

Learning Checkpoint 1
Within Umoja PJ, what are the maximum number of WBSE levels a project structure
may have?
Select the correct option.
A. Four
B. Two
C. One
D. Three

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

Module 1 Summary
The key points covered in this module are listed below:
• The Umoja Projects (PJ) solution is designed to manage capital and non-capital,
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 can be used to manage capital and non-capital projects of substantive
value and duration
• 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
three additional 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

Agenda
Course Introduction
Module 1: Introduction to PJ
Course Summary
Course Assessment
Course Survey

Module 2 Objectives
• 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

Key Terminology
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 the WBS level. In Umoja Foundation,
the detailed cost planning layout includes the following
Cost plan
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 that can be used as default for project
Project Profile
definitions or WBSE’s during the project creation phase.

Key Terminology
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.

Create Project
Let’s discuss how to create a project in Umoja.
Procure
Monitor
and
Report
Services

Set Status TECO
Final Cost
(project end)

Release Project Create Budget Post Costs to the Activities within PJ

Run Reports

Data Required to Create Non-capitalized Project Structures
In order to create a non-capital, voluntary-funded project within the Umoja PJ solution, the
following information is needed:
Operating Structure within PJ Grants Management
• Project Profile • Grant

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

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

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

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 and 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

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

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

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

Field Descriptions: Basic data tab (Project Definition)
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
•3 Applicant: determines thematic 1
assignments available to the project
•4 Start date: Project start date
(projected or actual)
•5 Finish date: Project finish date 2
(projected or actual) 6
3
7
•6 Company code
4
•7 Business area: Business area 8
5
responsible for the WBSE
9
•8 Functional Area: Functional area
responsible for the WBSE
•9 Proj.currency

Field Descriptions: Control tab (Project Definition)
In creating a Project Definition, the
field in the Control tab to review and
denote is:
1• Project Profile: The type of
project being created (capital or
non-capital)
1
Note: Once selected, the Project Profile

cannot be changed later on.

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 Applicant no: This field is typically
inherited from the Project Definition
(within the Basic Data tab)
2
•4 Resp. cost cntr: The Cost Center to 5
3
which all costs associated to the WBSE
4
will reconcile to
•5 Acct asst elem.: This indicator denotes
that this WBSE permits financial
postings. Deselecting this indicator
implies that this WBSE is only being
used for reporting purposes and not
for any other purpose
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 may
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.

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 assigned to the 2
grant will be valid options in this field
3
3• Geography of the Beneficiary: This
section is identified for reporting
purposes 4
4• Thematic Assignment: This section is
identified for reporting on thematic
5
project expenditures
5• Budget Control WBSE: This field
triggers the creation of the Funded
Program for the project. It defaults the
top level WBSE ID upon creation, but
can be overwritten by the user.
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 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
Note: Budgeting activities for projects are performed in the Grants Management module
of Umoja.

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 profile, project
duration, project type, applicant and person responsible for the project (overall).
Project
Definition
WBSE level 1

Create a Project Definition: Process Steps
Project Project Project for
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.

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

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

5• Enter an appropriate
description in the Project
Def. field
6• System automatically
defaults to the Control 5
tab 6
•7 Select an appropriate
option from the Project 7
Profile drop-down list
Note: You cannot switch

between tabs until you fill
in the required fields.

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 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: To partially capitalise project expenditures,
the Capital Project Profile must be selected.

8• Click the Basic data tab 8
9• Enter appropriate data in the

following fields:
– Pers.Resp.No.: Role of the
Person in charge of the
project administration
– Applicant no.: Determine
applicant for thematic 9
9
assignments 9
– Start date: Actual/expected
start date for the project 9
9
– Finish date: Actual/
expected end date
– Business area
– Functional Area

•
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.

•
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

Create a WBSE: Process Steps
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.

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

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

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

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

8• In the Operative
indicators section, select
the appropriate Operative
Indicator
8
Note: Typically, a WBSE is

created to include the Acct
asst elem. check box.
This means that the WBS
element can record actual
8
expenditures.

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.

The third step in managing a project using Umoja PJ is creating a lower-level WBSE. 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

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.

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 2
WBSE triggers the creation of a funded
program in FM.

Schedule WBSe’s: Process Steps
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

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

1• Select a WBSE
2• Click the Tab icon
1 2

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.

A common mistake made on the

UN Assignments tab is not
pressing the Enter key on your
keyboard after locating the
appropriate Grant.
The subsequent Sponsored
Program field will not display Incorrect
applicable options until Enter is
pressed.
Note: Within the UN Assignments

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

Define UN Assignment: Thematic Assignment
The Thematic Assignment of a

project may be assigned using the
drop-down list. (The user should
have entered the UN entity in the
Applicant field of the Basic Data
during the creation of the Project
Definition to enable the
assignments.)
Note: Thematic Assignment 1

defines the Cluster and Thematic
Assignment 2 defines the Sector

Validate Entries: Process Steps
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
2

Validate Entries: Process Steps
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 additional features, which you may
explore when reviewing your overall Project Definition and WBSE hierarchy.

Simulation Activities
Throughout this training, users will have the opportunity to
conduct activities in the form of simulations. Simulations
are interactive “recordings” of the Umoja system used to
help facilitate a hands-on learning experience. The
simulation links are provided on the corresponding activity
slides.
Users can access simulations in three different modes:

• Show me: Users view a video of an entire transaction
being conducted
• Let’s do it together: Users will be prompted to input
data at key points during the transaction
(recommended)
• Try it: Users can complete an entire transaction on
their own, with no additional instructions provided

Activity 2
Transaction Name: Create a Project Definition
Transaction Code: CJ20N
Guide me: Create a Project Definition

Activity 1
Transaction Name: Create a Project - Peace Talks Darfur
Guide me: Create a Project -Peace Talks Darfur

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

Budget Control WBSE's

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

Budgetary Approval-UNIMIL Conference

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

UNIMIL Conference

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

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

Created Project

Create a Project Cost Plan: Process Steps
Umoja Foundation uses Structure Cost

Planning via WBS for project cost planning.
Structure Cost Planning via WBS requires

manual entry of costs (lump sum amount)
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.

The steps to access the Change Cost

Planning: Initial Screen are as follows:
1• Enter CJ40 in the Command field 2 1
Change Cost Planning: Initial
Screen is displayed

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

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

3• Click the Edit menu. Select the

Select > Select All menu item 3
All line items in the Annual Values

section are selected

•4 Click the Edit menu 4

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

6• Click the Check icon to

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

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

4• The Copy view window is displayed.

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

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

7• Click the Save

icon 7
The successful status

of the check is
indicated in the status
bar.
Copyright © United Nations

Project System Status
The following system statuses can

Project
Definition be changed from Project Definition
WBSE
level:
REL (Released)
WBSE WBSE
PREL (Partially Released)
WBSE WBSE WBSE
DLFL (Flagged for Deletion)
TECO (Technically Completed)
Change status of Project in CLSD (Closed) .
One-go from Project
Definition Alternatively, system status change
can be done from a lower level.

Project User Status
The following user statuses can only

Project
Definition be changed from Level One or from
WBSE
a lower level
WBSE WBSE
UBR – Under Budget Review
WBSE WBSE WBSE
RFR – Ready for Release
RAB – Released and Budgeted
MEC – Month-end Closing Status
.
Change User Status in One-
go from Level One

Change User Status to Ready for Release: Process Steps
Before releasing the project for

budgeting, change the user status to
Ready for Release.
To change the User Status, click the

Edit menu. Select the Status > User
Status > Set > Ready for Release
(RFR) menu item.
From the User Status screen, select the user status and confirm by clicking the Continue icon.
Note: Only the Project Management Approver can assign this user status in order to release
the project thereafter.

Release the Project for Budgeting: Process Steps
If the user status update applies to

one WBS element only, click the Edit
menu. Select the Status > User
Status > Set menu item.
If the user status update applies to all

WBS elements subordinate to the
selected WBS element, click the Edit
menu. Select the Status > User
Status > Set & Pass On menu item.
From the User Status screen, select the user status and confirm by clicking the Continue icon.
Select the appropriate User Status.

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

•
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

A whole project can be released by selecting and

releasing the Project Definition. This Level 1
Release will change the status of all subordinate
WBS Elements.
If you do not wish to release an entire project, Incorrect

subordinate levels can be released individually,
by completing the subsequent steps. If WBS
Elements are released individually, the Project
Definition will show PREL – Partially Released.
You must highlight a WBSE with your cursor in

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

Releasing a Project for Use – Approval Methods
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.

Approving WBSE’s – 2 Methods
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.

The steps to release the project for

budgeting are as follows:
1• Enter CJ20N in the Command 3
field
Project Builder screen is
displayed
3• Select the project to be
released from the Project
Structure area of the screen
4• Click the Edit menu
5• Select the Status > Release
menu item
This releases the entire project.

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.

Budget Project
Let’s see what happens during budgeting a project.
Procure
Monitor
and
Report
Services

Set Status TECO
Final Cost
(project end)

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

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

Set Status TECO
Final Cost
(project end)

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

Requisitioning & WBSE's
Within SRM (Procurement) a Purchase Requisition or Purchase Order will reference a WBSE when
something is procured directly to a project. When the Requisitioner selects the WBSE option in the
Account Assignment Category field, the screen refreshes with a required field entitled WBS Element
(instead of Cost Center). Budgets allocated to individual WBSE's are impacted by financial postings
such as funds commitments, travel commitments, payroll expenses and purchase orders/requisitions.

ZPJWBS
This functionality allows the user to edit data when user and system status has changed to Released
and Budgeted. On the Mass Edit screen, users can then define the values to be updated . This could
either be a Grant and Sponsored Program combination, the Country of the Beneficiary or the Budget
Control WBSE

Which of the following roles is responsible for releasing a project for approval?
A. Project Analyst
B. Project Approver
C. PJ User
D. PJ Master Data Maintainer

Which of the following roles is responsible for releasing a project for approval?
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.

Module 2 Summary
• 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

Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

Module 3 Objectives
• Explain the Project Implementation process
• Update status and conduct monitoring and evaluation activities
• Conduct risk management and final evaluation

Key Terminology
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.

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.

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

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 is done to determine any schedule
or cost variances and to plan 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.

Update Status
Conduct
Update Status Risk
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 WBSE or WBSE's that have been completed from a
logistics and accounting point of view. The CLSD status can be cancelled for a particular WBSE
• Deletion Flag (DLFL): The DLFL status designates WBSE or WBSE's that have been flagged for
deletion. This means that the object is marked for deletion, but has not yet been deleted

Conduct M&E Activities
Conduct
Update Status Risk
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 KPI’s. In the Umoja Foundation, a limited number of
KPI’s will be calculated in the system.

Conduct Risk Management
Conduct
Update Status Risk
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 ways 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

Conduct Final Evaluation
Conduct
Update Status Risk
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 equipment
• Write-off
• Assets under construction
• Close main implementation grant

Which of the following statuses indicates that a task/activity is completed, but allows
actual postings/settlements to occur?
A. Technically Completed (TECO)

B. Closed (CLSD)
C. Deletion Flag (DLFL)
D. Technically Completed (TECO) and Closed (CLSD)

Which of the following statuses indicates that a task/activity is completed, but allows
actual postings/settlements to occur?
A. Technically Completed (TECO)

B. Closed (CLSD)
C. Deletion Flag (DLFL)
D. Technically Completed (TECO) and Closed (CLSD)
Option A is the correct answer. 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.

Module 3 Summary
• 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

Agenda
Course Introduction
Course Summary
Course Assessment
Course Survey

Module 4 Objectives
• List the standard PS reports used to monitor projects
• Run various PS reports

Running Project Reports
Let’s discuss project reports.
Procure
Monitor
and
Report
Services

Set Status TECO
Final Cost
(project end)

Release Project Create Budget Post Costs to the

Run Reports
Activities within PJ
Activities within Budget and Finance

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.

Project Management Report Types
UN and Donor reports vary based on the nature of the audience:
Substantive Reports
Financial Report (PJ)
(Narratives)
These are management

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

Project Management Report Types
The key reports used in PJ are :
Umoja ECC:
• Transaction Code: CJI3 – Line Item Report

• Transaction Code: ZPJPRJBUDBAL – Budget Balance Report
• Transaction Code: ZPJCOSTELEMENT- Expenditure Report
• Transaction Code: CN43N – WBS Element Report (master data)
• Transaction Code: FMAVCR02 – Control Object Values: Overall Data Report
• Transaction Code: FMRP_RW_Budget – Budget Report
• Transaction Code: FMRP_RW_BudCon – Budget Consumption Report
Umoja BI Portal:
• ZZFM_M01_R0021 – Project Budget Balance Report

• ZZPS_M01_R0001 – Project System Analysis Area

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.

Cost Element Reports

These reports display costs by cost element, which are
mapped to G/L accounts. The cost 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.

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.

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

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

Actual Cost Report
The T-code CJI3 is used to view an Actual Cost report. Let’s explore its layout.

Project Budget Balance Report
This report can be viewed after budget is posted on funded program. To be certain of the available
budget on a project, it is recommended that report FMEDD be run to see if there is any budget
committed in the pre-posting stage.
The T-code ZPJPRJBUDBAL is used to view an Actual Cost report. Let’s explore its layout.

Cost Element Report
This report displays expenses by cost element and how they were settled and settlement receiver.
The T-code ZPJCostElement is used to view an Actual Cost report. Let’s explore its layout.

Master Data Report
The T-code CN43N runs a report that shows a summary of the WBSEs.
For example, one can pull a list of all AA projects or SB projects. The default report layout can be
enriched by changing the report layout and add more data elements. The new layout can be saved as
individual default layout which will be used the next time the T-Code is run.

Funds Management AVC Report
The T-code FMAVCR02 is used to view the hierarchy of availability control objects, such as budget and
posting addresses, as well as overall AVC values for specific account assignments.
For each selected control object, the report displays the overall values of the Consumable Budget,
Consumed Amount and the difference between these two values - the Available Amount - for a
selected availability control ledger. Let’s explore its layout.

FM Budget Report
The T-code FMRP_RW_Budget is used to view the Budget for a project. Let’s explore its layout.

FM Budget Usage Report
The T-code FMRP_RW_BudCon is used to view the Budget consumption of a project. Let’s explore its
layout.

BI Reports
BI Reports can be found by navigating the BI Portal. Details about the BI portal can be found in the BI
Navigation course. An example of reports in the portal can be seen below.

Project Budget Balance Report
This Umoja BI Report, ZZFM_M01_R0021: Project Budget Balance 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
are shown only at control WBSE level (actual expenses logged against all WBSE's). Reports can be
filtered by Projects, Commitment Items and WBSEs.

Project System Analysis Area
This Umoja BI Report, ZZPS_M01_R0001: Project System Analysis Area is similar to CJI3 in ECC. The
rebuilding of the CJI3 report in Business Intelligence allows Project System users to analyze these
datasets in the SAP Business Objects reporting tools, which offer more flexibility and options for
navigating, layout and formatting than the standard delivered CJI3 report. Additionally, Business
Intelligence reports are known for having very strong integration with master data of the main
reporting elements, making it very straightforward to include any attribute of WBSE or Project to the
report, and display in a hierarchical structure.

Which of the following reports shows every debit/credit transaction that hits the
project?
A. Line Item Report

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

Which of the following reports shows every debit/credit transaction that hits the
project?
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.

Module 4 Summary
• 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

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

Agenda
Course Introduction
Module 5: Appendix – Project Templates and Profiles
Module 6: Appendix – Define Project Milestones
Course Summary
Course Assessment
Course Survey

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

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

pj315 Umoja Project Management Process Ilt PPT v20

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PJ315 – Umoja Project

Umoja Project Management – Version 20

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No Phones Do Not Access Participate Ask Questions Breaks

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Course Duration: 7.5 hours

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• Creates and updates the project and the cost plan

• Reviews the project information and associated cost

• Creates, maintains and updates pre-defined, standard

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Utilizing the Umoja PJ module enables the UN to:

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

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

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Modified controlling/budgeting for projects

Enhanced transparency and accuracy of voluntary-funded projects

Standardized project management and oversight of voluntary-funded

Initial foundation for establishing global, system-generated reports for

Streamlined integration between Grants Management & Project Management

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Tracking Fund Cost Reporting

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UNHQ Peacekeeping and Special

UNHQ gives funding to UNDP as Regional conferences on topics such as

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Use a Project Use Internal Order

Project Management Internal Order

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Funded Program Non-capitalized Projects

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• Conferences (funded by one

Specific Task/Job Capitalized Projects

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Project: Peace Talks in Darfur

Grants Management Allots UN Reporting

Funds Management Allots Funds Project Management

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Project WBS Elements

Values defined at the Project Definition Hierarchy of WBSE's can be further

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Capital Project Profile – determines the programs that would be used

Non-capital Project Profile – is used for projects that are not

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A project can be broken down to WBSE, which Project

A WBSE can also provide the framework for

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Project Definition Project Name

WBSE’s Responsible Cost Center

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Level 1 Level 2 Level 3 Level 4

Project Components Component further break-

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Budget could be directly released to a project if a donor is specifically interested in supporting a

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