During January and February 2013, the processes owners and experts from the relevant ADM Sections have reviewed the drafted Blueprint document, and have been meeting with CORE and expert consultants to finalize the PTS requirements for the future ERP system.
Draft Blueprint for the modules in scope (to see list of modules in scope please see Opens external link in new windowInteresting Facts) was submitted to the Director of the Administration Division on 21 December 2012.
A workshop with UNICC and WFP was held in Geneva on the 14th December 2012 to discuss and establish the final requirements with respect to PTS SAP Landscape Specifications. Among topics discussed was the finalization of the SAP license agreement. The agreement was signed and entered into force on the 28 January 2013; it represents another milestone reached in the project.
During the month of May and June 2012, WFP launched a series of workshops for the CORE team and the key focal points from the relevant Sections of the Administrative Division, discussing:
- Human Resources processes
- Payroll, Entitlements and the Education Grant
- Data Cleansing and Migration Approach and Development of Strategy
- CTBTO Enterprise Accounting Structure
- IPSAS/Finance Workshop
- Finance Processes
Further workshops are planned during the month of July on the Travel and Procurement Management.
A Memorandum of Understanding (MoU) between the Commission and the World Food Programme (WFP) was concluded on 2 February 2012. This marks a major milestone in the ERP project. Mr. Ernesto Baca, CIO and Director for IT and Management Services at WFP, personally delivered the signed MoU and presented it to the Executive Secretary in a handshake ceremony in Vienna.
WFP conducted a two-day workshop with the PTS and ERP team in Vienna, on the 16th and 17th February 2012, discussing:
- the processes and functionalities of their ERP system (WINGS II)
- the next steps in the Commission’s ERP implementation
- key success factors of an ERP implementation and WFP’s lessons learned
In addition, WFP representatives expressed their appreciation and satisfaction with what had been achieved by the ERP team so far, in particular, with regard to the Business Processes and Gap Analysis that had been conducted.
A shared internet platform has been established by the ERP team for the exchange of information between WFP and the Commission.
Since the initiation of the project, all PTS divisions, and sections and, in particular, the PTS process owners have been pro-actively assisting the team in the ERP implementation by (1) participating in the task forces meetings
- The IPSAS implementation meetings have focused on finding co-ordinated approach to the work on the Valuation and assigning Useful life’s to stations and on the valuation of Inventory
- During the Year End Cut Off processes meetings task force has been discussing the new IPSAS compliant reporting requirements. The issues include the new certification spreadsheets, events after Reporting date, Intangible assets, Voluntary contributions in kind, etc
- The Finance/IPSAS co-ordination meetings have been used to discuss transformation balances of 2011 financial statements, documents regarding IMS stations and inventories; materiality thresholds prepared for the External Auditor and substantive divisions
- The Task Force on the Regulatory Framework has been reviewing WFP’s and Commission’s Financial, as well as Staff Regulations and Rules, in order to draft changes required for IPSAS-compliant ERP. The Task Force consistently reports its findings and change requirements to the PMO to ensure they timely approval
(2) and assisting in the development of PTS TO BE processes, which build the Blueprint of the new PTS ERP system.