LOCAL PROCUREMENT

AUTHORITY
Introduction to the Unite Self service platform for the submission, processing
and tracking of requests for Local Procurement Authority.

Prepared by the Office of Supply Chain Management in collaboration with:

• Enabling and Outreach Service (EOS)
• Procurement Division (PD)
• Office of Information and Communications Technology (OICT)

27 May 2020

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Agenda

• Introduction by EOS and PD (5 minutes)

• iNeed Process Overview (5 minutes)

• Demonstration (30 minutes)

– Raising a Service Request (Client)
– Approval by Head of Entity

• Discussion (20 minutes)

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Video Recording of the Meeting

https://web.microsoftstream.com/video/c43000e3-4865-4bcc-a463-add701602be4

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Background

• USG DOS memoranda to all Heads of Departments, Offices, Regional Commissions, Offices Away
from Headquarters and Field Missions

– November 19th, 2019: Issuance of a new Local Procurement Authority Process

– March 24, 2020: Further changes to procurement process

• ASG – Office of Supply Chain Management

– May 15, 2020: Automation of Local Procurement Authority (LPA) process through Unite Self
Service
– Effective 1 June 2020, all ad hoc requests for LPA shall be routed and processed via iNeed.

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Requirements
As outlined in USG’s November 2019 memorandum:

• Implement a solution for obtaining LPA when new ad-hoc requirements emerge.

– Collect self-certified information from requestor;

– Automate actions to be taken by UNGSC, PD and technical offices;
– Produce templated communications;
– Enable reporting of Key Performance Indicators.

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Why Unite Self Service?

• Leverage corporate solution:

– Available to any entity / user with Unite Identity credentials (https://uniteid.un.org/)

– Users and “Agents” are already familiar with iNeed process;
– Single platform for data collection and communication with clients;
– Eliminates need to send written communication (fax / memo)
– Supported by standard service request form and templated emails from PD and UNGSC
– Supports identified requirements including KPIs.

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Process Overview

1. Client: Through Unite Self Service, a client raises a Service Request (SR)
2. System: Sends approval notification to Approver (Head of Entity)
3. Approver: Logs into Unite Self-Service and approves request
4. System: Releases SR and creates three Work Orders (WOs)
– UNGSC Review
– PD Review
– Technical Review
5. UNGSC:
– Submits SR and drills down to their WO
– Performs review, and on completion updates WO category (status) and closes WO
6. PD and Technical Teams perform review
– On approval, PD emails the client (within the system)
– Both update the WO category and close Wos
7. System: On WO closures, automatically resolves SR
– SR auto-closes after 14 days

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Process Overview

LPA Process

Submit request
Client

Start for LPA via Unite

Self-Service
iNeed (system)

Sends approval On WO closures,

Releases SR and SR auto-closes
notification to automatically resolves End
creates WOs after 14 days
HoE SR
Head of Entity

Logs into Unite

Self-Service and
approves request
Customer Service
UNGSC – SCS –

UNGSC submits Perform review, and on

SR and drills completion update WO
down to their WO category and close WO

Updates the WO
PD team

On approval, PD
Performs PD review category and closes
emails the client
WO
Technical team

Performs technical review

and updates WO category
and closes WO

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The Form
– Available in the Client Service Centre Catalogue under “Source
to Acquire” > Procurement

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The Form
– Associated Strategic Category: Determines which team will be
assigned to the Work Order.

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