sc110 umoja requisitioning overview

Copyright © United Nations

SC110 – Umoja Requisitioning Overview

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Umoja Requisitioning Overview – Version 14.2 Last Modified: 23 July 2015

Copyright © United Nations Copyright © United Nations

Agenda

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Course Introduction

Module 1: Requisitioning in Umoja

Module 2: Creating Requisitions

Module 3: Low Value Acquisitions

Course Summary

Course Assessment

Course Survey



Course Overview

The purpose of the Umoja Requisitioning Overview course is to explain the Requisitioning process in Umoja. This course will also explain the concept of Shopping Carts and introduce the concept of Low Value Acquisitions (LVAs).

Prerequisite Review

You should have completed the following prerequisite course:

• Umoja Overview

• Umoja Master Data & Coding Block Overview

• Umoja Material Master Data Overview

• Umoja Funds Management Overview

• Umoja ECC Navigation

• Umoja SRM Navigation

Course Duration: 2 hours

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Course Objectives

After completing this course, you will be able to:

• Identify the important changes and benefits of Umoja for the Requisitioning process

• Describe the impact of Umoja Supplier Relationship Management (SRM) on the Requisitioning process

• List the key Enterprise Roles and responsibilities in the Requisitioning process

• Describe the concept and use of Shopping Carts

• Identify the different types of Master Data relevant for requisitioning

• Describe the new process for Low Value Acquisitions (LVAs)

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Agenda

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Course Introduction




Course Summary

Course Assessment

Course Survey



Module 1 Objectives

After completing this module, you will be able to:

• Identify the important changes and benefits of Umoja for the Requisitioning process

• Describe the impact of Umoja SRM on the Requisitioning process

• List the key Enterprise Roles and responsibilities in the Requisitioning process

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Key Terminology

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Key Term Description

Contract Catalog It is a searchable database of goods and services sourced from the existing Systems and Local Contracts from which Requisitioners can add items to their Shopping Carts.

ERP Central Component (ECC)

The main Umoja component comprising various modules.

Goods Receipt It is a document generated to acknowledge the receipt of delivered goods.

Low Value Acquisition (LVA)

It is a Purchase Order (PO) used for requirements that not exceeding $4,000 USD, issued without the direct involvement of Procurement. This replaces the current Short Form PO and Direct Expenditure processes.

Material Master

Material Master records contain all the information about the materials that the UN procures, stores and ships (Product Categories, Product IDs, etc.). The integration of all information about a material into a single record eliminates redundancy and makes it possible to store material data for all relevant system components in a single, central database. It is used to populate Shopping Carts, identify the goods required and is used in many other Supply Chain and Finance processes.


Key Terminology

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Product Category Represents the general type of product or material and is part of the Material or Service Master Record. Product categories are a subset of United Nations Standard Products and Services Code (UNSPSC) classifications. A Product Category usually contains multiple Product IDs.

Product ID

It is the unique, specific ID number of a particular material or service that is a sub-set of a Product Category. This is identical to the Material or Service Number fields in ECC and is part of the Material or Service Master Record. The Product ID is not derived from the Product Category, but created by the UN during codification.

RFx It is a generic term for a Solicitation document. The ‘x’ signifies that the solicitation document could either be an RFQ , RFP or ITB.

Service Master Is equivalent to the Material Master, but is for all services procured by UN. Service Master Records are also stored in the same central database as Material Master Records.

Shopping Cart It is a term used in Umoja SRM for what is currently referred to as a Purchase Requisition.

Supplier Relationship Management (SRM)

It is a Web-based Umoja application/component used specifically for procurement and requisitioning activities.


Roles & Responsibilities

The following Umoja Source to Acquire (SA) Enterprise Roles are involved in the Requisitioning/Procurement process:

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Requisitioner (SA.01a & SA.01b)

SA.01a – Creates: Shopping Carts (previously referred to as Purchase Requisitions) for goods (for consumption) and services; ‘Reservations’ for items to be obtained from inventory; and Service Entry Sheets for receipt of services in ECC. SA.01b - Creates Shopping Carts for Consultants and Independent

Contractors; and Service Entry Sheets for receipt of services in ECC.

Approver (SA.07a, SA.07b, SA.07d & SA.11)

Reviews and approves or rejects supply chain documents: - SA.07a: Shopping Carts, Low Value Acquisition Purchase Orders (POs) and Service Entry Sheets. - SA.07b: Solicitation Documents, POs and contracts. - SA.07d: Letters of Assist (DFS, NY Only). - SA.11: MOU POs/Contracts (FBFD, DFS, NY only). * Appropriate delegations of authority is required

Same transactions as the ‘Requisitioner’ Role, however, can also create Shopping Carts for goods that will go into inventory.

Requisitioner – Direct Procurement

(SA.02)


Roles & Responsibilities

The following Umoja Enterprise Roles are involved in the Requisitioning process:

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Processes Shopping Carts through solicitations, POs and contracts and submits for approval.

Buyer Supervisor (SA.06)

Manages groups of Buyers; performs workload redistribution; and allocates Shopping Carts to Buyers.

Buyer LOA (SA.05)

Creates Purchase Orders for Letters of Assist (DFS, New York staff only).

Buyer (SA.03)

MOU Purchaser (SA.12)

Creates Purchase Orders for goods and/or services under military MOUs (FBFD, DFS, NY only).

Low Value Acquisitioner

(SA.08)

Creates Purchase Orders under the Low Value Acquisition (LVA) process for requirements not exceeding $4,000 USD. Creates Service Entry Sheets in ECC for the receipt of LVA services.


Requisitioning in Umoja

The Requisitioning process is a self-service supply chain process wherein an authorized User identifies the need for goods or services and initiates a procurement request in the form of a Shopping Cart (replaces the previous ‘Purchasing Requisitions’). For goods, this process is initiated only after the User confirms that requirement will not be issued from existing stock.

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The ‘Requisitioning’ or ‘Requisitioning – Direct Procurement’ Enterprise Role is required to create Shopping Carts for procurement action in Umoja.

This process is designed to empower authorized Users to be more self-sufficient and leverage existing contracts. This will expedite the procurement actions and allow the procurement staff to focus on strategic procurement activities. Umoja provides Requisitioners with the functionality to search on-line for goods or services that are covered in existing UN Systems and Local Contracts through the use of the Contract Catalog.


Major Changes

A summary of the major changes in the UN Requisitioning and Procurement processes as a result of the Umoja implementation is given below:

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Workflow Approvals

System Change

LVAs Automatic PO Generation

One integrated system for all procurement activities that replaces disparate procurement systems (Mercury, ProcurePlus) that do not communicate, and allows real time financial integration, removing need for duplicate entry in legacy applications (SUN, IMIS)

The new Low Value Acquisition process enables the direct creation of Purchase Orders for requirements not exceeding $4,000 USD

Goods and services on existing contracts (Systems/Local Contracts) are stored in the Umoja Contract Catalog. Requisitioners can add these items directly to their Shopping Carts. When approved, a PO is automatically generated for review/ release by buyers.

Workflows in Umoja SRM route documents and enable Approvers to have full visibility of all items that are awaiting their approval in the ‘Work Overview’ screen. This reduces the need to follow up manually with the Requisitioners.


Major Benefits

The Umoja implementation will empower authorized users to be more self-sufficient in the Requisitioning process. The benefits for procurement are as follows:

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Increase the speed of procurement and improve efficiency and consistency

Provide an integrated procurement environment across the Secretariat

Build and maintain compliance through improved internal controls and reporting

Enable intuitive and web-based requisitioning

Facilitate easy access to the internal UN Contract Catalog containing all items from Systems and Local Contracts

Maximize the use of automated ‘Requisition to PO’ processes where a specific source of supply (existing contract) is available


Umoja SRM Functionality

Umoja uses the SRM application for all requisitioning and procurement related activities excluding Service Entry Sheet which is created/approved in ECC. Umoja SRM is accessed through a Web-based portal (via internet browser).

Umoja SRM uses ‘Shopping Carts’ instead of the current ‘Purchase Requisitions’. Umoja SRM is used to:

• Create Shopping Carts

Requisitioner

• Create LVAs

Low Value Acquisitioner

• Create RFxs

• Create Contracts

• Create POs

Buyer and Buyer Supervisor

• Approve all SRM Documents*

Approver

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Note: Documents are routed to Approvers via workflow based on their configuration in the SRM organizational structure. A Delegations of Authority is required for the Approver Role i.e. approve Shopping Carts/LVAs/Service Entry Sheets (Certifying delegation) OR RFxs, POs and Contracts (Procurement delegation) etc.


Requisitioning Process in Umoja SRM - Summary

With the introduction of the UN Contract Catalog and integrated Master Data, the Requisitioning process will be more streamlined:

• For re-occurring requirements (Systems Contracts, multi-year contracts etc.), items can be solicited and published to the Contract Catalog (includes vendor, price, Incoterms etc.)

• Contract Catalog items are added to the Shopping Carts and upon approval (SA Approver), Umoja generates a populated Purchase Order (vendor, Product Category, ID, item, price etc.) that is forwarded to the Buyer for review, approval (SA Approver) and release

• For items that are not Contract Catalog items, Material and Service Master Data allows Requisitioners to add goods/services to Shopping Carts for solicitation

• Upon approval, a Shopping Cart is forwarded to the Buyer for issuance of an RFx and resulting PO

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Requisitioning (Create & Approve a Shopping Cart (SC))

Buyer Receives the SC and Creates

an RFx (Solicitation)

Buyer Creates an Unfunded Contract

that is Approved

Buyer Receives the SC and Creates

an RFx (Solicitation)

No Contract Exists – Re-occurring

UNGM Vendors

Material/ Service Master

UN Contract Catalog

Purchase Order is Approved

and Released

Receipt, Invoice & Payment

Processing

(Unfunded SC)

(Funded SC)

Buyer Receives an Automatically

Populated Purchase Order

Purchase Order is Approved and

Released

Contract Exists

(Funded SC)

No Contract Exists – One Time Buy

Items Published to the UN Contract Catalog


Material and Service Master Data

The Material and Service Masters are Master Data objects that contain information about all services and products procured, stored and shipped by UN and are searchable in Umoja. A Product ID and corresponding Product Category are selected in Umoja to describe all goods and services: i.e. Digital Projector in Umoja = Product ID 1500001517 (Projector: Dig) and Product Category 45111600 (Projectors, Supplies). Product IDs are linked to a Product Category and have defined Material Characteristics i.e. unit of measure, Physical and Financial Characteristics in the Material and Service Masters that cannot be changed by the Requisitioner.

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Material/Service

Master Data

Records

Unique ID of a material/service linked to a Product Category

Type of material/service based on the UNSPSC

classification

Characteristics to enable Material Management

Other Physical or Financial Characteristics

Example: G/L Account

Material Characteristics Example: Unit of

Measure

Product Category Example: 45111600

(Projectors, Supplies)

Product ID Example: 1500001517

(Projector: Dig)


Learning Checkpoint 1

In Umoja, the LVA process generates what type of document(s):

Select all that are correct.

A. Purchase Requisitions

B. Shopping Carts

C. Purchase Orders

D. Solicitations

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A. Purchase Requisition

B. Shopping Cart

C. Purchase Order

D. Solicitation

In Umoja, the LVA process generates what type of document(s):

Fill in the blank with the correct option.

Option C is the correct answer. The LVAs bypass the need for a Shopping Cart and are processed as Purchase Orders.


Module 1 Summary

The key points covered in this module are listed below:

• Umoja SRM is used to create Shopping Carts, LVAs, solicitations, purchase orders

and contracts

• Umoja SRM’s Shopping Cart feature will be used for requisitioning

• Workflow in SRM automatically routes the documents

• The Approver’s Work Overview screen in Umoja SRM reduces manual follow-up for approving requisitions

• The LVA process will be used for requirements not exceeding $4,000 USD

• The key components of the Material/Service Master include Product ID, Product Category, Material Management characteristics and other physical or financial characteristics

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Agenda

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Course Introduction


Module 2: Creating Shopping Carts


Course Summary

Course Assessment

Course Survey



Module 2 Objectives


• Identify the main ways to add items to a Shopping Cart (previously referred to

as Purchase Requisitions)

• Select account assignments and funding for a Shopping Cart

• Describe the approval process for Shopping Carts

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Account Assignment It is the funding information that is needed for all Shopping Carts/LVAs (includes applicable Funds and Funds Centers) before being submitted for approval.

Account Availability Check (AVC)

Refers to an automated check conducted before Shopping Carts are ordered to verify if the required funds are available. If funds are not available, the Shopping Cart cannot be submitted for approval.

UNSPSC (United Nations Standard Products and Services Code)

It is a UN system used by Umoja to classify products according to their category.

Workflow It refers to Shopping Carts or other financial/procurement documents being automatically routed to the appropriate person(s) for review and/or approval.

Work Overview It is the screen in Umoja SRM that lists all the tasks that require an action by a user, such as approvals (Approver) or required revisions to Shopping Carts (Requisitioner).

Key Terminology

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• Similar to the current business practice, a Requisitioner should always determine if the required material/goods are already available, locally, in their Plant's inventory/stock prior to commencing a procurement activity (i.e. raising a Shopping Cart, previously referred to as a ‘Purchase Requisition’).

• In Umoja, the Requisitioner can run a Stock Availability Report (Stock Overview) in ECC (T-Code: ZLE_STCK_OVRVW) to verify the availability of a material at their Plant, on the required date. Additional policies and/or guidance maybe issued in this respect by the responsible authority.

• If the material is available at their Plant, the Requisitioner can create a ‘Reservation’ to request issuance of the material from stock. More information on the steps to create a Reservation is available in the Job Aid ‘Creating a Reservation’ and in the Umoja Local Inventory Goods Movement course.

• If local stock is not available, the Requisitioner can then raise a Shopping Cart to commence procurement action.

Requisitioning vs. Reservations

Check Stock Requirement

List

Create Reservation

Check Stock Requirement

List

Approve Reservation

Goods Issue or Goods Transfer

Requisitioner Inventory Manager


Requisitioning Process Flow

The diagram above depicts the process flow for creating a Shopping Cart in Umoja SRM.

As previously mentioned, the ‘Requisitioner’ or ‘Requisitioner – Direct Procurement’ Enterprise is required to create a Shopping Cart in Umoja.

The Requisitioner determines the need for a good or service. Recall, that prior to creating a Shopping Cart the Requisitioner must ensure that the requirement (goods) will not be satisfied through existing inventory and that procurement action is required.

The Requisitioner determines the quantity and estimates the total value over the lifetime of the requirement:

• If the estimated cost value is not exceeding $4,000 USD, the LVA process could

be an option. The LVA process is described in more detail later in the course.

• If the item is being added from the Contract Catalog (Systems or Local Contract) the unit pricing is typically fixed and is automatically added to the Shopping Cart

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Estimate Total Value

Create Shopping Cart

Order Shopping Cart

Approve Shopping Cart



The Requisitioner creates the Shopping Cart by adding items to it. The User must enter the item specifics such as estimated price (unless the item is added from the Contract Catalog), quantities and delivery date, as well as, Account Assignment information, such as the Cost Center and the Fund.

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Order Shopping Cart




The Requisitioner then orders the Shopping Cart. Umoja SRM will perform an Account Availability Check (AVC) to determine if funds are available. A Shopping Cart cannot be submitted for approval if the required funds are not available.* The Shopping Cart is then routed to the appropriate Approver (Certifying Officer) through Workflow. Workflow is configured in Umoja prior to go-live based on discussions with the entities and appropriate delegations of authorities. The Approver reviews and either accepts or rejects the items (line by line) in the Shopping Cart. The Approvers use the Work Overview screen in Umoja SRM to see an up-to-date list of all items waiting for their approval.

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Order Shopping Cart


Note: * It is also possible to create an ‘Unfunded’ Shopping Cart. These do not have budget impacts and replace the current ‘$1 Purchase Requisitions’ used for the creation of Systems Contracts for example.


Adding Items to a Shopping Cart

The three main ways to add an item to a Shopping Cart are as follows:

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Contract Catalog Search

Internal Goods/Services

Old Shopping Carts and Shopping Cart

Templates


Umoja UN Contract Catalog Search

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UN Contract Catalog Search



Templates

• Searching the UN Contract Catalog for an item is the easiest and most efficient way to requisition many goods and services. Items can be searched based on Product Category, product description, Contract ID or other criteria.

• Typically, all items in the Contract Catalog are identified/defined by a combination of the appropriate Product ID (very specific description) linked to a Product Category (higher level generic description)

• All items in the Contract Catalog are tied to existing Systems Contracts, including Local Contracts (multi-fiscal period requirements etc.)

• After these Shopping Carts are approved, a PO will automatically be generated and sent to the buyer to review/release. The PO could be to undertake procurement action or to add funding to a multi-fiscal period contract such as a lease, catering contract etc.

• If there are multiple contracts available for an item, the Requisitioner has the option to select the contract to be used



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Templates

• If an item is not available from the Contract Catalog or if the items in the Contract Catalog are not appropriate, a Requisitioner can search for the Product ID and corresponding Product Category using the Material and Service Masters and add it to the Shopping Cart for solicitation

• Because the description and coding of items is standardized, identifying a product using the Material or Service Master enables faster processing of Shopping Carts through procurement and supports downstream process (e.g. goods receipt, inventory) and reporting.

• The Umoja SRM system will display a warning if the selected good/service is available through the Contract Catalog. Umoja will allow the Requisitioner to choose to select the item from the Contract Catalog or not.

Note: Umoja provides the functionality to facilitate easy on-line searches of the Material and Service Masters.


• It is also possible to add items to a Shopping Cart by copying old Shopping Carts. The items can be modified as required prior to ordering the new Shopping Cart.

• If particular items are requisitioned on a regular basis, a Shopping Cart Template can be created with the items and saved to be used as a starting point for the creation of a Shopping Cart in the future. A Shopping Cart Template will pre-populate most of the required fields for the user.

Old Shopping Carts and Shopping Cart Template

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Templates


Complete Item Details (Account Assignment)

In order to determine the funding source, all Shopping Carts need to have accurate Account Assignment information before they can be ordered. The key fields that the Requisitioner needs to validate for Account Assignment are:

Recall that when the Requisitioner attempts to submit a Shopping Cart for approval, Umoja SRM will perform an ‘AVC’ to verify if sufficient funds are available to cover the total value of the Shopping Cart. If funds are not available the Shopping Cart will not be submitted for approval.

Only after the Funded Shopping Cart has been approved will there be budgetary impacts (i.e. a 'Pre-commitment' of funds).

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Account Assignment Category

Specifies what type of object in Umoja is being charged (for example Cost Center, Internal Order, WBS, Unfunded etc.) for the Shopping Cart.

Fund

Generally the same across an entity (example: UNIFIL = 20OLA).

Funds Center

Generally, the same across a self-accounting unit. All Cost Centers have an identical Funds Center.

The Funds Center is pre-populated based on the Cost Center, which is defaulted based on the user profile.


Account Assignment Categories While the default Account Assignment Category of ‘Cost Center’ is typically used in many offices for the majority of Shopping Carts, it may be necessary to select another option. The key Account Assignment Categories to be familiar with are:

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Used for the majority of Shopping Carts, this option will charge the selected Cost Center (defaulted based on the Requisitioner’s user attributes) for the estimated amount i.e. 10076 (Supply Section).

Cost Center

Used only for larger projects associated with the Project Management module of Umoja. Users would be advised when to requisition against a WBS.

WBS (Work Breakdown Structure)

Used to collect costs and revenues for a specific event/simple project that has defined start and end dates and is usually temporary in nature and where costs should be segregated from other events or on-going operations to enable more detailed monitoring. Users would be advised when to requisition against an Internal Order.

Order (Internal Order)

Unfunded

Asset

Unfunded Shopping Carts are typically used to initiate the solicitations process to create an ‘Unfunded Contract’ i.e. Systems Contract , multi-year contract, BPO. A funded Shopping Cart will subsequently be required to issue a PO to procure items or add internal funding.

An item defined as an Asset under IPSAS i.e. valued at ≥$20,000 USD (≥$5,000 USD for specified smaller entities) and for certain items (i.e. vehicles) valued at ≥$5,000 USD.



The Account Availability Check is performed by the Umoja SRM system to check:

Select the correct option.

A. The availability of a Systems Contract

B. The history of previous Purchase Orders

C. The workflow needed for approval

D. The availability of funds

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The Account Availability Check is performed by the Umoja SRM system to check:


A. The availability of a Systems Contract

B. The history of previous Purchase Orders

C. The workflow needed for approval

D. The availability of funds

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Option D is the correct answer. The Account Availability Check is performed to check whether the specified Fund is sufficient to cover the estimated value of the Shopping Cart.



Which of the following methods is NOT a method that can be used to add an item to a Shopping Cart?


A. Work Overview

B. Internal Goods/Services

C. Contract Catalog Search

D. Old Shopping Carts and Shopping Cart Templates

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Which of the following methods is NOT a method that can be used to add an item to a Shopping Cart?


A. Work Overview

B. Internal Goods/Services

C. UN Contract Catalog Search

D. Old Shopping Carts and Shopping Cart Templates

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Option A is the correct answer. The Work Overview screen displays all items that require action for the user. It cannot be used to add items to a Shopping Cart.


Module 2 Summary


• Umoja SRM automatically performs an Account Availability Check (AVC) to determine if funds are available for the Shopping Cart

• Shopping Carts will not be submitted for approval if funds are insufficient

• Three ways to add items to a Shopping Cart are: Contract Catalog search; Internal Goods/Services (Material/Service Masters); and Old Shopping Cart/Shopping Cart Templates

• The Approver’s Work Overview screen in Umoja SRM lists all the items pending for approval

37 Copyright © United Nations


Agenda

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Course Introduction




Course Summary

Course Assessment

Course Survey



Module 3 Objectives


• Describe when and how LVAs are used

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Key Terminology

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Low Value Acquisition (LVA)

It is a PO used for requirements not exceeding $4,000 USD, issued without the direct involvement of Procurement. This replaces the current Short Purchase Order Form and Direct Expenditure processes.


Low Value Acquisitions - Overview

• The Low Value Acquisition (LVA) process is used for ad-hoc requirements that do not exceed $4,000 USD. LVAs should typically not contain Contract Catalog Items, meaning those items linked to an existing Systems or Local Contract. The exception is if the item is a Contract Catalog Item from a Blanket Purchase Order (more to follow on this). • The Low Value Acquisitioner Enterprise Role is required to undertake the LVA process in Umoja • An approved LVA is a Purchase Order (PO) for goods or services and replaces and automates the current ‘Short Form Purchase Order’ and ‘Direct Expenditures’ processes • Once approved by the Approver (Certifying Officer of the Cost/Fund Center selected), the PO can be issued to the Supplier directly without the involvement of the Buyer/Procurement

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Low Value Acquisitions - Overview The Low Value Acquisitioner Enterprise Role can use the Low Value Acquisition (LVA) process to create a Purchase Order under the following conditions (in green below):

- the item (good/service) does not exceed $4,000 and the item is not a contract catalog item (on an existing contract) OR

- the item (good/service) does not exceed $4,000 and the item is a Blanket Purchase Order Contract Catalog Item (discuss further with the Procurement Office)

Note – only the scenario in green below is for action by the Low Value Acquisitioner Role. The red scenarios are for action by the Requisitioner or Requisitioner – Direct Procurement Roles only.

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Order ≤$4000 +

No Existing Contract*

Use LVA

Process

Order ≤$4000 + Contract Exists*

Use

Shopping Cart with Catalog

Item

Order >$4000

Use Shopping

Cart

Low Value Acquisitioner Role

Requisitioner Role

Requisitioner Role

* Excludes items from BPO Contracts

* Items from BPO Contracts can be accessed using the LVA process


Purpose of LVAs

The LVA process is designed to make users self-sufficient in procuring goods and services that are not exceeding $4,000 USD.

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Enables tracking and reporting of all LVAs across UN. This will improve visibility and allow for enhanced internal controls.

Reduces paperwork and processing times for LVAs

It will also allow for a more detailed analysis of low value spending, potentially leading to the creation of new Systems Contracts

The LVA process


LVA Process

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LVAs can only be created by users with the Low Value Acquisitioner Role • If a User does not have this Enterprise Role, they will

not be able to create an LVA in Umoja SRM

• If a User has both the Requisitioner and Low Value Acquisitioner roles, they will have access to create both a Shopping Cart and an LVA

• The Supplier must be assigned when creating the LVA

Generally, there are two sets of vendors available

• All vendors registered through the United Nations Global Market Place (UNGM) are available for both the LVA process and the regular Requisitioning and Procurement processes

• There is a separate set of vendors available for only the LVA process. These vendors did not enter through UNGM registration. More information on this subject is provided in the detailed LVA course.


• A vendor must be assigned to the LVA prior to submission for approval

LVA Process

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During the creation of an LVA, the user can attach documents or enter details related to the informal quotations received from the vendors and/or other documentation required as specified by the appropriate authority.

The LVA process results in the automatic creation of a PO. This has two implications:

• When the LVA is approved, a Funds Commitment (i.e. previously referred to as an obligation) is created since a PO is created. This is different from a Shopping Cart which creates only a Funds Pre-Commitment on approval and upon the approval of a PO, a Funds Commitment is created.



Which of the following is true regarding the LVA process:


A. The LVA process creates a Shopping Cart that is approved by the Buyer as long as the cost does not exceed $4000 USD

B. A user with the Requisitioner Enterprise Role can create an LVA as long as it does not exceed $4000 USD

C. The Low Value Acquisitioner can create a Purchase Order up to $4,000 that is approved by the Approver (Certifying Officer) and issued directly to the supplier

D. The LVA process creates a Purchase Order that is approved by the Approver (Certifying Officer) and the hard copy Purchase Order must be signed by the Buyer

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Which of the following is true regarding the LVA process:


A. The LVA process creates a Shopping Cart that is approved by the Buyer as long as the cost does not exceed $4000 USD

B. A user with the Requisitioner Enterprise Role can create an LVA as long as it does not exceed $4000 USD

C. The Low Value Acquisitioner can create a Purchase Order not exceeding $4,000 that is approved by the Approver (Certifying Officer) and issued directly to the supplier

D. The LVA process creates a Purchase Order that is approved by the Approver (Certifying Officer) and the hard copy Purchase Order must be signed by the Buyer

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Option C is the correct answer. LVAs are POs and once approved (by Certifying Officer) are issued directly to the supplier with no required involvement from Procurement.


Module 3 Summary


• LVAs are forms of Purchase Orders

• The new LVA process enables tracking and reporting of all LVAs

• Vendors selection must be finalized for the LVA process

48 Copyright © United Nations


Agenda

49

Course Introduction




Course Summary

Course Assessment

Course Survey



Course Summary

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The key points covered in this course are listed below:

• Umoja SRM is used to create Shopping Carts, LVAs, solicitations, purchase orders, contracts and for approvals

• Umoja SRM’s Shopping Cart feature will be used for Requisitioning

• LVA can be used for most requirements not exceeding $4,000 USD

• Umoja SRM automatically performs an AVC to determine if funds are available to fund the Shopping Cart prior to releasing for approval

• Key components of the Material/Service Master include: Product ID, Product Category, Material Management Characteristics and other physical or financial characteristics

• Three ways to add items to a Shopping Cart are: Contract Catalog; Internal Goods/Services; and Old Shopping Carts/Shopping Cart Templates


• The Approver’s Work Overview screen in Umoja SRM lists all the items pending for approval

• The LVA process enables tracking and reporting of all LVAs

• Supplier selection must be finalized for the LVA process

• Upon approval, funds are ‘committed’ in the LVA process as

opposed to a ‘pre-commitment’ in the Shopping Cart process


Agenda

51

Course Introduction




Course Summary

Course Assessment

Course Survey



Course Assessment

Now that you have completed all the modules in this course, you can test your knowledge by completing the Course Assessment.

To receive credit for completing this course, you must pass this assessment with a minimum score of 80%.

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

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Course Introduction




Course Summary

Course Assessment

Course Survey



Course Survey

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Your feedback is important to the continuous improvement of our training program.

Please complete the evaluation for this course using the following steps:

1. Log into Inspira

2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning

3. Search for the name of the course under the My Learning Activities section

4. Click 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 Requisitioning Overview course.

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