atlas presentation to executive board

Atlas presentation to Atlas presentation to Executive BoardExecutive Board

29 November 2005

Informal EB sessionInformal EB session

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Rolled out to 145 UNDP offices and 119 UNFPA offices took place in January 2004

There are currently 8,000 users across 3 UN partner agencies.

The UNDP/UNFPA/UNOPS partnership has contracted UNISYS/IBM to host and manage hardware and PeopleSoft application

21.4% increase in UNFPA program expenditure, 17% program increase in 2004 in UNDP with a total turnover of USD$4billion

Underpins admin/payroll support for more than 8,000 staff (for 40 UN agencies/missions and after service medical insurance for 1,300 retirees

External access capability will be offered to partner agencies and governments

Implementation Status of PeopleSoftImplementation Status of PeopleSoft

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Atlas2 2002-03

$26.6m $57.6m

Atlas ExpenditureAtlas Expenditure

Estimated development cost for Wave II

$12.6m

Till Mar ‘05

Source: Table I and II of Internal Audit report IAPSO0114 dated 4 Aug 2005

2 Atlas cost include Business process reengineering, IMIS assessment, ERP software Fit Gap assessment, Atlas Wave I implementation, ERP software license and installation, Helpdesk cost, ERP training etc)

3 Based on present scope

ICT support cost includes Infrastructure support, telecoms, email support, legacy system support, web/portal support, Data Center support etc

$67.8

2002-05a 2005 2006

$6.9m

$19.5m 3

a denotes projected figures for Wave I

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Implementation challengesImplementation challenges

Atlas, which in all fairness needs to be viewed as a work in progress at this juncture, has already brought appreciable gains to the organization. Finally, many of the issues we came across are surprisingly not unlike those relating to the implementation of any ERP system. Source: Extracts of Executive Summary of OAPR Report Report No. IAS0114 (4 Aug 2005)

Ongoing review further to Atlas roll out

Independent reviews by internal auditors & external professional

User feedback

Continuous dialogue across UN agencies

Lessons learned

User Training and staff competency

Data quality (Atlas Dashboard)

Projectization of Wave II (PRINCE2)

Governance

Quantification of benefits

Organizational changes including policy reviews to be in line with International accounting standards i.e. Accrual accounting

“The system works well and has clearly changed the way UNFPA is working”.

Source: Director, Div Oversight Services, UNFPA on audit of Tanzania 1 Sep 2005

“This project enabled UNDP to underpin its global network of offices with a means to standardize business processes and adopt best practices internationally across main business areas, including HR, finance, procurement and project management," said Jackie Cheng, consulting senior practice director, Oracle. "It is one of the fastest, most complex deployments of ERP software in the world.”

Source: Press release, 14 Nov 2005 http://biz.yahoo.com/prnews/051114/sfm006.html?.v=27

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Value to UN Partners & UN systemBenefit

Enhanced operational security

Improved data and process integrity

Qualitative benefitsQualitative benefits

• Single entry of data into system reduces risk of reconciliation and human error1

• More timely reporting and responsive in handling partners’ requests (to be enhanced in Wave II)1

• Data quality and integrity help reduce write offs”

• Consistent & reliable processes established for payroll and purchasing in country offices

1 Internal Audit following post implementation review of Atlas (page 9 of report IAS0114)

• Web architecture enables operations to continue in safe locations during crisis/attacks and pre reconstruction phase

• Use of electronic banking in remote sites reduces cash exposure and threats of theft

• Comprehensive implementation of internal control framework with potential for incremental improvements

• Transparent reporting based on single source of information

Management Accountability & transparency

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Benefit example: Internal Control Framework Benefit example: Internal Control Framework

Buyer Finance User

Senior Manager

Manager I/II

Finance Profiles

HR/ Payroll

Manager

HR Profiles

Payroll Admin-istrator

Position Admin-istrator

Absence Processor

General User

HR Admin-istrator

Key Features

• ICF Guidelines formalized and reinforced by regular communications

• Compliance with Financial Rules and Regulations

• Leveraged Atlas and non Atlas procedural controls

• Clear segregation of duties

• Stratified approval authority lines for PO, Vouchers etc

• Managerial accountability

• Compensating controls

• Incrementally adjusted through audit findings

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Benefit

Savings from phased out legacy systems

Corporate pay-roll for national staff & ALDs

Quantifiable benefitsQuantifiable benefits

• No need for multiple systems at country offices and HQ (partially realized)

• No need for local tape back ups

• Single centralized disaster recovery plan ensures availability of data and system

• Cost savings from the elimination of requirement for a team of staff reconciling pension

• ATLAS now ensures that one pay-roll pays staff, pension and medical benefit plan correctly

Value to UN Partners & UN system

• Improved portfolio management. Uneven across portfolio but estimated at 1% of total delivery per year (starting 2005: approximately USD 30 millions)

• E banking capability

Streamlined, more efficient processes

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Quantifiable benefitsQuantifiable benefitsIn Sri Lanka and its 11 sub-offices e-banking has led to the cutting down in payment delays from 30 – 90 days to 3 – 5 days. This has allowed for significant increase in disbursement and made the local projects more effective.Source: Extracts of upcoming Atlas Benefits Realization document

Benefits tracking process in place

Initial improvements

Decision support tool for portfolio management, allowing costs / benefits analysis

In line with Prince 2 methodology

UNDP can now efficiently and effectively exercise its role as an 'Administrative Agent' of UN Joint Programmes. Through one of such facilities (Pass-through method of Joint Programming), UNDP has been able to disburse a total of $500 million dollars of Donor funds to other UN agencies in 2004.

Source: BOM/OBR

UNDP has also been able to improve its role as a service provider to other UN agencies, in disbursing an amount of $449 milion in those locations where UN agencies do not have such disbursing capacity; making use of all benefits of Atlas including EFT payments, etc, while ensuring that the amount disbursed does not exceed funds transfered to UNDP in advance by the respective UN agency HQs.

Source: BOM/OBR

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Login Portal Login Finance Login HR

Atlas SLA Transactions

Atlas Performance for January 1 - November 22 2005 - Mile 1

Jan 1 12:00AM

February

March

April

May

June

July

August

Sep

Oct

Nov 22 9:00AM

Performance Performance

• The 4 mile approach provides a structured framework for analyzing performance and specifying corrective actions

• The upgrade of some PeopleSoft modules in September already allowed for significant improvements at the servers level

Mile 1

Mile 1

Mile

2

Mile

2

Mile

4

Mile

4

Unisys Unisys / IBM/ IBM

InternetInternet

ISP/VSATISP/VSAT

CO CO LANLAN

Mile 1

Mile 1

Mile

2

Mile

2

Mile

4

Mile

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Unisys Unisys / IBM/ IBM

InternetInternet

ISP/VSATISP/VSAT

CO CO LANLAN

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• Atlas roll out has been a lever for improving infrastructure’s performance, as well as awareness

Example: UNFPA sites

Performance Performance

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Future Directions – Wave II initiativesFuture Directions – Wave II initiatives Contribution to overall corporate goals and alignment on management best practices will be further supported by the implementation of additional capabilities (Wave II programme) over the next 12 - 24 months such as:

▲ Improved Revenue management and financial policy review ▲ Donor Reporting▲ PDR enhancements▲ Results-based budgeting▲ e-Procurement, Strategic Sourcing▲ Travel management▲ Global HR management (additions of International personnel, UN Volunteers and Service Contracts, competency management)▲ Enhanced Project Management

Collaboration and sharing of information among the UNDP/UNFPA/UNOPS partnership is an ongoing priority

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Path to future benefits realizationPath to future benefits realization

Regionalization & globalization of functions

Professionalization

Organizational structures

Incentives to declare benefits

Increased levels of regionalization of process, oversight and support will allow higher levels of benefit realization – (economies of scale).

Increase skill levels by functions Approach: competency mapping and certification plans (e.g. PRINCE2, Finance and Procurement buyer certifications etc)

Align staff against business processes – flat structureInclusion of partners (Donors, UN & Govt.)

Provide offices, regions and HQ units incentives to declare and track benefits

Systematic close downof legacy systems

Close legacy systems down and harmonize around corporate platforms

Atlas presentation to Atlas presentation to Executive Board – Demo Executive Board – Demo slidesslides

29 November 2005

Informal EB sessionInformal EB session

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UNDP Dashboard (1/2)UNDP Dashboard (1/2)Improved data and process integrity


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UNDP Dashboard (1/2)UNDP Dashboard (1/2)Improved data and process integrity


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UNFPA Dashboard (1/6)UNFPA Dashboard (1/6)Improved data and process integrity


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Dashboard: Implementation RatesDashboard: Implementation Rates


Improved data and process integrity UNFPA Dashboard (2/6)UNFPA Dashboard (2/6)

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Dashboard: Implementation ReportDashboard: Implementation Report

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Executive SnapshotExecutive Snapshot

Tsunami Activities

• View by UNDP, by Region, Country

• View by resource balance

• Close to real time



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Results based management (1/6)Results based management (1/6)Project Summary Project: 00011090 (DZA10) - “Renforcement des capacites des ONGs” in Algeria



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Results based management (2/6)Results based management (2/6)Management Accountability & transparency


Project Summary Project: 00011090 (DZA10) - “Renforcement des capacites des ONGs” in Algeria

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Project Summary Project: 00012068 (COL10) - “Fighting corruption and advocacy of citizen participation” in Colombia

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Project Summary Project: 00012068 (COL10) - “Fighting corruption and advocacy of citizen participation” in Colombia

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Project tree – Project tree – MYFF and Country ProgrammeMYFF and Country Programme

DEV Output KAA Output

UNC Output

DEV OutputDEV Output

KAA Output

CP Outcome 1

CP Outcome 2

CO Management

Service Line 1

Service Line 2

Goal

MYFF

MGMT

Core Result 1

Core Result 2

Prog Sup KAA

Prog Sup DEV

Prog Sup UNC

Org Support

Service Line

Service Line

Global/ Regional/ Country Program

BU All



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Results based management (6/6)Results based management (6/6)

Project Trees

Example below: Indonesia projects



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e-Procurement (1/6)e-Procurement (1/6)Improved data and process integrity


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Important URLsImportant URLs

• Executive snapshot

• Atlas data quality dashboard

• Result based management - Award Summary

• Result based management – Project tree

atlas presentation to executive board

Documents

atlas wave

atlas cost

atlas expenditure atlas

erp system

atlas presentation

legacy system support

infrastructure support

webportal support