Sheet 1: Processes In-Scope

	
	
	
	
	

		
ATTACHMENT D - OASCORE BUSINESS PROCESSES AND REPORTING REQUIREMENTS
		
	

		
OAS 
Division
		
Business Workflow
(Epic)
		
Business Process
(Feature)
		
Process Definition
	
	

		
DP
		
Expenses Report to Reimbursement
		
Define Expense Policies
		
Configure corporate expense policies, templates, approval rules and audit processes. Maintain the terms and conditions to be accepted before expense report submission.For instance: GS/OAS has a business requirement to pay for ‘advance’ travel. Currently, and agreed during previous implementation, hotel and plane tickets are bought through a centralized procurement process by requisition and PO, as opposed to being processed in arrears on an expense report.   
	
	

		
DFS
		
Process Expense Reports
		
Submit expense reports on-the-go with any mobile device. Snap receipts, use voice, and leverage calendar events to create expense reports.
	
	

		
DP
		
Process Credit Card Feeds
		
Secure and automated availability of credit card transactions for expense reporting enabling timely approval of reports and payments.
	
	

		
DFS
		
Manage Cash Advances
		
Self-service submission of expense reports and processing of cash advance requests. Actively monitor and follow-up on overdue cash advance balances with automated notifications. This functionality must also provide automated capabilities to request, issue, report submission, and track: 
*Travel Advances
*Petty Cash Advances
*Accountable Advances

	
	

		
DP
		
Manage Employee Travel
		
Integration with GETHERE enables direct access to travel booking sites, rules-based reservations, automated itinerary downloads and automated creation of expense reports.
	
	

		
SAF
		
Analyze and Audit
		
Leverage audit policies, lists and selection criteria to automate expense report audit processes in accordance with business policies.
	
	

		
DFS
		
Supplier Invoice to Payment
		
Manage Supplier Invoices
		
Process electronically or scan invoices (OCR) with rules-driven routing to automate invoice processing. ensure the proper workflows and/or processes are in place to manage invoice automation:
1) Use programs/spreadsheets to upload invoices, using the PO Number and Vendor as key to match them, for the following:
*Travel expenses from TMC
*Credit card transactions P-Cards
*Invoices from Consultants (CPRs) and Suppliers. Currently, DFS uploads suppliers and consultants invoices using programs/upload, but it is expected that both suppliers and consultants will be able to submit their invoices through self-service capabilities in a Supplier Portal with the appropriate validations configured. 
*Invoices for National Offices. Currently, DFS uploads invoices for National Offices disbursements. However, deployment of functionality to the Offices is expected to allow them enter their own transactions including invoices in local currency. 
2) Use programs to fully invoice POs and automatically generate invoices. Currently, DFS uses programs that selected POs under certain criteria to fully match and invoice, generating the invoice in the system for the following:
*Travel Advances (if not handled by Expense Module)
*Travel Reimbursements from Travel Expense Claims (if not handled by Expense Module/Other)
*Common Costs for DOITS
3) Automation of Inter-Departmental Charges/Transfers. Currently, these have a workflow that includes expense charge and revenue collection/recognition:
*General Common Costs (Photocopy, Courier, Postage, etc.) 
*Conference Services (Coffee, Meeting Rooms, Translators, etc.
*ICR Charges, (if AP is part of the workflow).
* Other Areas Internal Payments/Fees: Press & Communications, Museum, Interns' DHR, Audit Fees, etc.
	
	

		
DFS
		
Manage Audits, Disputes and Approvals
		
Manage rules-driven approvals across any device or desktop. Resolve disputes and holds via a role-based dashboard and secure social interaction.
	
	

		
DFS
		
Manage Prepayments and Discounts
		
Manage prepayments across multiple devices and leverage competitive payment terms to optimize discount opportunities.
	
	

		
DFS
		
Settle Liabilities
		
Thresholds to restrict maximum allowable amount per transaction per disbursement officer. 
Actively monitor and process supplier and statutory liabilities via secure interaction. Process electronic payments and automated transmittal to bank, automated pay runs or off-cycle payments.
*ISO20022 XML File automated generation of one single payment file that contains all: ACH PPD, ACH CCD, US Wires, FXWires. 
*PPI Payee file to report check issuances to the bank.
 Processing of Direct Debit Payments.

	
	

		
DFS
		
Manage Exchange Rates 
		
Exchange rate loading and usage: UN Rate, Daily Rate, Spot Rate, and Monthly Average Rate.
Manage FX impact on POs, POs Receipt, AP Invoice, Payment, and Revaluations. 
Manage exchange rate for invoices/disbursements transactions to ensure compliance with applicable policies i.e.: realized gains and losses.  
Automated Recording of Realized/Unrealized Gain and Losses due to Exchange Rate fluctuations. 

	
	

		
DFS
		
Multi-Currency Payments
		
Manage Multi-Currency Payments: FXWires and Online Payments in HQ and National Offices. 
Handle recorded payment amount in the system vs. effective payment amount in bank statement with particular attention to FXWires File generation and transmittal to bank.
	
	

		
DFS
		
Invoice Receipt 
		
POs 3-Way-Match required for all vendors/providers and all POs including National Offices. 
Daily automatic receipt notifications/alerts for all registered invoices without PO receipts and under exception. 
Alerts required for users to enter their receipts.
	
	

		
DFS
		
Definition of Payment Site
		
POs must contain method of payment and where the payment will be issued (Payment Site). This data must flow to the invoice. Requestor is responsible to decide where and how the supplier will be paid thus required information flows from Requisition to PO to Invoice to Payment.
	
	

		
DFS
		
Invoice on Hold Reports
		
Manage invoices on Hold based on set holds criteria including: Aging, Unpaid Invoices, Insufficient Funds, Quantity Order, etc. 
	
	

		
DFS
		
Payment Notification/Alerts
		
Manage Payment Notifications/Alerts to vendors to notify payment issues with details (Remittance)
	
	

		
DFS
		
Manage Voided Payments 
		
Manage voided payments, outstanding checks, cancel stale dated and issue replacements.
	
	

		
DFS
		
Manage Credits/Refunds
		
Manage credit memos/refunds from vendors/providers.
	
	

		
DFS
		
Manage AP Tolerances
		
Manage Invoice thresholds, Receipt thresholds, etc.
	
	

		
DFS
		
AP Adjustments
		
Manage payment adjustments, bank account reconciliation adjustments, etc.
	
	

		
DFS
		
Review Daily Activity
		
Review and analyze the day’s financial activity and monthly progress.
	
	

		
DFS
		
Schedule Payables Close
		
Stay on predetermined close schedule. Use integrated inquiry, reporting and analysis tools to review and reconcile account balances and identify anomalies. Review payables register, trial balance and reconciliation reports. Reconcile with General Ledger and Projects.  Post period close entries and close payables period.
	
	

		
DFS
		
Customer Invoice to Receipt
		
Create and Manage Customers
		
Create and update Customer billing and related information.
	
	

		
DFS
		
Create and Manage Transactions
		
Automatically generate customer invoices, credit and debit memos from sales fulfillment transactions based on business rules. Review status via role-based dashboards. 
	
	

		
DFS
		
Send Invoices to Customers
		
Able to generate invoice with institutional official logo, format, and requirements ENG. and SP. Send customers discrete invoicing documents or consolidated statements via preferred format and delivery method (mail, e-mail, or e-commerce message).
	
	

		
DFS
		
Address Billing Issues
		
Manage customer disputes and billing issues with role-based dashboard. Collaborate on investigations via a secure social platform. Apply corrections (credit or debit memos) and overpayments/refunds after required review and approval. Refunds must workflow to Accounts Payables with related Customer Info to process and issue refund thru AP. 
	
	

		
DFS
		
Process Payments/Receipts
		
Automatically match receipts to invoices even without remittance advice using configurable rules or scoring engine in US and Foreign Currency. 
Handle necessary workflow for receipts related to Projects/Grants. 
Able to upload receipts with spreadsheet to automate recording of transactions: Remote Deposit and Credit Card Collections.
Allow National Offices to record their receipts independently.
Able to generate receipt with institutional official logo, format, and requirements ENG. and SP.
Able to generate individual (ad-hoc) invoices for multi-customer.. 
	
	

		


		
Process Miscellaneous Receipts
		
Able to record miscellaneous receipts (No invoices needed) including unidentified and unapplied receipts, among others. 
	
	

		
DFS
		
Manage Adjustments
		
Close receipts and invoices with remaining balances based on company policy and approval limits. Process Prepaids/Discounts/Credit Memos.
	
	

		
DFS
		
Post Receivables Activities
		
Automatically post all approved receivables activities to the general ledger to ensure current account balances.
Generate auto accounting and complete/balanced interfund accounting. 
	
	

		
DFS
		
Schedule Receivables Close
		
Stay on predetermined close schedule. Use integrated inquiry, reporting and analysis tools to review and reconcile account balances and identify anomalies. Review receivables register, trial balance and reconciliation reports. Reconcile with Grants and General Ledger. Post period close entries and close receivables period.
	
	

		
DFS
		
Bank Transaction to Cash Position/Cash Management
		
Review Activities
		
Reconcile activities including pro-forma bank reconciliation with General Ledger. Review automated aggregation of disbursements, payroll, collections, investments and borrowing. View highlighted differences and variances to plan via secure role-based dashboards. Automate integration of core financial system and/or new payroll system with bank (s) system. (ACH, Wire transfers, etc.…)
	
	

		
DFS
		
Bank Validation
		
Daily interfaces with banks featuring automatic comparison of records, automatic adjustment of fees and minor differences. Align daily balances.
*BAI2 File implementation to load automated data bank and automatically reconcile activity in bank accounts. 
	
	

		
DFS
		
Initiate Interbank Activities
		
Execute global cash management. Optimize balances across accounts using zero balance schemes, etc. Real-time review of bank positions.
	
	

		
DFS
		
Manage End of Period Positions
		
Automated month end statement reconciliation. Balance sheet optimization with automatic updates to forecasts and plans.
	
	

		
DFS
		
Daily Close to Financial Forecast
		
Post Sub-ledger Activity
		
Automatically post all approved sub ledger activity to the general ledger to ensure current account balances configuring validation criteria.
	
	

		
DFS
		
Identify Anomalies
		
Automatic notification of irregular transactions. Review and research using integrated inquiry, reporting and analysis tools to review and reconcile account balances. 
	
	

		
DFS
		
Convert to Corporate Standard
		
Automatically revalue, translate, and convert subsidiary balances to corporate currency and chart of accounts. Automatically calculate and generate entries for revaluation for foreign cash accounts.
	
	

		
DFS
		
Review Daily Activity
		
Secure real-time review, analysis, and collaboration on daily financial activity and progress via any device.
	
	

		
DFS
		
Set Financial Forecasts
		
Securely share forecasts and financial plans and make modifications based on posted daily activities.
	
	

		
DFS
		
Period Close to Financial Reports
		
Period Close Entries
		
Allow automation generation of recurring entries for period close.
	
	

		
DFS
		
Close Sub-ledgers
		
Monitor enterprise-wide close status. Collaborate and  finalize outstanding sub-ledger transactions and exceptions identified in reports. 
	
	

		
DFS
		
Pro-Forma Close Ledgers
		
Prepare and review preliminary financial statements. Prioritize outstanding transactions based on initial results.
	
	

		
DFS
		
Reconcile Accounts and Sub-ledger/Modules
		
Reconcile sub-ledgers to general ledger, automatically matching transactions to entries and identify anomalies and rejected transactions. Reconcile sub-ledgers/modules interfaces.
	
	

		
DFS
		
Close Ledgers
		
Route close tasks to task owners automatically. Collaborate to streamline the close for each entity. Monitor enterprise-wide close status.
	
	

		
DFS
		
Consolidate Subsidiaries
		
Transform each subsidiary’s results to the corporate chart of accounts. Eliminate intercompany activity.
	
	

		
DFS
		
Review and Confirm Financial and Management Reports
		
Review consolidated results using the same reports as each subsidiary where applicable. Enter final adjustments.
	
	

		
DFS
		
Publish and Securely Share Financial Statements
		
Distribute financial statements to all interested parties, leveraging collaboration to incorporate feedback.
	
	

		
DFS
		
Update Financial Forecast
		
Modify forecasts and financial plans in light of the results from the just closed period.
	
	

		
DFS
		
Year End Close
		
Close Sub-ledgers
		
Monitor enterprise-wide close status. Collaborate and  finalize outstanding sub-ledger transactions and exceptions identified in reports. 
	
	

		
DFS
		
Close Ledgers
		
Route close tasks to task owners automatically. Collaborate to streamline the close for each entity. Monitor enterprise-wide close status.
	
	

		
DFS
		
Maintain Purchasing Transactions and Encumbrances in General Ledger
		
Resolve pending AP transactions matched to POs to clear up encumbrance balances. 
Reconcile PO balance against encumbrances balances. This requires extracting complete and detail PO accounting information and encumbrances. 
	
	

		
DFS
		
Define/Create Next Year Calendar
		
Define and create the new year's budgets (Original Appropriation, Modified Appropriation, Allotment, Carry-Forward) and new year's calendar.
	
	

		
DFS
		
Open Next Encumbrance Year
		
Open encumbrance year.
	
	

		
DFS
		
New Year Budgetary Controls
		
Define the Summary Templates for Funds Available verifications and Account Balance Summarization. 
	
	

		
DFS
		
Carry-Forward Encumbrance Balances
		
Run the process to transfer the encumbrances balances and their budget to the next fiscal year.
	
	

		
DFS
		
Carry-Forward Funds Available
		
Create journals to transfer the accounts balances from the closed  fiscal year to the next fiscal year.
	
	

		
DFS
		
Setups for Next Year
		
Define next year's setups for all Modules.
	
	

		
DFS
		
Encumbrance Accounting 
		
Budgetary Controls
		
Implements these controls on spending to restrict expenditures within budget constraints Projects and GL, i.e. if there are funds available for that expenditure. Allow specific roles to overwrite budgetary controls based on certain scenarios, i.e: forced expenditures.
	
	

		
DFS
		
Funds Check
		
Implement Funds Check to prevent overspending budgets by verifying available funds online in real-time.
	
	

		
DFS
		
Funds Reservation
		
An obligation thru a PO must ensure funds reservation for the future expenditure and immediately update the funds available. Immediate update of the Funds Available in GL (Inquiry –> Funds Available)  when funds are reserved.
	
	

		
DFS
		
Flex Field Value  
		
Define, Create and Assign Security Rules
		
Capability to restrict the set of values a user can use during data entry.
	
	

		
DFS
		
Define, Create and Assign Cross-Validation Rules
		
Capability to control segment combinations based on defined criteria.
	
	

		
DFS
		
Budget Planning to Approval
		
Budgetary Formulation and Control
		
*Ability to run what-if scenarios for budgeting, different iterations and upload final budget
*Ability to record budget transfers (decreases/ increases) as needed.
	
	

		
DFS
		
Indirect Cost Recovery
		
Indirect Cost Recovery
		
*Ability to systematically calculate and charge Indirect costs based on a percentage of total Direct costs, instead of a % of total contribution. Charges to Projects and/or GL.
*Ability to record those charges collections/revenue automatically into a unique GL string.
*Ability to manage various rates (i.e. depending source of financing, total amount spent, type of direct expense).
*All workflow must be automated to ensure transactions are generated atonality in the system and do not require manual entry, including: budgets, expenses, revenue.
	
	

		
DFS
		
Interest Distribution
		
Interest Distribution
		
*Ability to systematically calculate and credit interest allocation to Projects, based on Cash Balance and a defined  interest % rate.
*Ability to manage various rates.
*Ability to manage accreditation criteria and exceptions based on interest distribution policy.
*All workflow must be automated to ensure transactions are generated automatically in the system and do not require manual entry, including: revenue and budgets.

	
	

		
DFS
		
Transfer costs
		
Transfer costs
		
Allow cost transfer, or reallocation, from where it was originally recorded to a different project,award, organization, and/or fund. 
	
	

		
DGS
		
Assets Acquisition to Retirement
		
Acquire Assets
		
Global recording of all asset acquisitions at all locations via purchases, projects, contracts and secure interaction via social network on open issues, questions and approvals.
This process differs from best business/standard practices: Asset additions are created via Accounts Payable, however the cost gets immediately expensed (as opposed to being capitalized on the Balance Sheet). 
• Assets shall be capitalized by DGS when specific piece of property possesses the three following attributes: (a) Tangible nature (b) useful life longer than a fiscal period (c) value of $5000 or more.
• Assets shall be depreciated on the straight-line basis over their estimated useful life as per the following standardized depreciation table show below.
• STL Depreciation rules are as follows: (FA Major Category: Useful life)
o Collections: Not depreciated
o Works of Art: Not depreciated
o Land: Not depreciated
o Buildings: 50 years
o Furniture and Fixtures: 10 years
o General Equipment: 10 years
o Computer Equipment: 5 years
o Technical Equipment: 5 years
o Vehicles: 5 years
• All fixed assets will be recorded in USD regardless of purchasing location.
	
	

		
DGS
		
Recognize and Register
		
Automated recognition of assets on purchase. Dashboard driven placement into service, useful life definition and tax valuation. Asset delivery is matched to PO and vendor invoice.
	
	

		
DGS
		
Automated recognition of assets on purchase. Dashboard driven placement into service, useful life definition and tax valuation
	
	

		
DGS
		
Automated recognition of assets on purchase. Dashboard driven placement into service, useful life definition and tax valuation
	
	

		
DGS
		
Automated recognition of assets on purchase. Dashboard driven placement into service, useful life definition and tax valuation. When recording the asset, the category (major, minor), location and other details of the asset are recorded. Same categories are available when creating the requisition, so the Category determines depreciation and amortization rates.
	
	

		
DGS
		
Assign Amortization
		
Automated calculation of depreciation and rules-based assignment to cost center(s) etc. Automatically track depreciation tax breaks and deferrals. There are special reporting requirements. Depreciation must be included in yearly Financial Statements as a footnote.  will be calculated in the “OAS Fund Book” so that this information can be disclosed in the (The “OAS Fund Book’ is essentially a tax book, copied from the corporate book. ) Depreciation/amortization rates are defined by the category (major/ minor) selected for the asset. 
	
	

		
DGS
		
Transfer Assets
		
Automatic transfer of assets between employees or locations. Transfer process is initiated by areas / AMS through an external system. AMS sends a service request to inform FA section of any changes in asset details. 
	
	

		
DGS
		
Automatic transfer of assets between employees or locations. Mass transfer of assets  can be used to mass -update any asset detail. Currently,  process is done by selecting the details that need to be updated for a set of assets and  generating a report in current legacy OASES.
	
	

		
DGS
		
Automatic transfer of assets between employees or locations. Transfer process is initiated by areas / AMS. AMS sends a service request to inform FA section of any changes in asset details. 
	
	

		
DGS
		
De-recognition and Disposal
		
Manage valuations, disposals, de-recognition and retirements in compliance with legal requirements—maintaining account and tax position alignment. Retire asset request is initiated by the area / AMS. This request is initiated when the asset is obsolete and no longer can be used, or the asset has been sold.
Currently, FA module is NOT related to other ERP modules. When an asset is sold, the income/payment  for the asset is recorded in an account, but this process is not related to the FA module in any way. 
	
	

		
DGS
		
Manage valuations, disposals, de-recognition and retirements in compliance with legal requirements—maintaining account and tax position alignment.
	
	

		
DGS
		
Physical Inventory Count
		
Physical inventory count is conducted every 2 years to keep all asset details updated. This process is done using the PIMS system: 
- The inventory details are downloaded from ORACLE. 
- The FA Preparers scan all assets and record any changes to locations or assigned users. 
-  These changes are uploaded and recorded in the inventory.  
This is done every 2 years. 
	
	

		
DGS
		
Manage Asset Insights
		
Manage actively fixed assets via secure role-based dashboard allowing centralized monitoring, alerts, reassignment and period close for all locations.
	
	

		
DGS
		
Manage actively fixed assets via secure role-based dashboard allowing centralized monitoring, alerts, reassignment and period close for all locations. Currently, DFS is responsible for closing accounting periods.
	
	

		
DP
		
Supplier Registration to Supplier Performance
		
Register Supplier
		
Send prospective suppliers secured links to collect company data and provided goods/services in structured format. Approve/reject registration after internal review. Registration process through self-service registration site and by a supplier register. 
DP requires different registration processes (approval workflows and data requirements differ) for different types of suppliers. 
GS/OAS handles internal and external payment transactions through the creation supplier records and purchase orders that do not require DP's approval or review. For example:
- contract payments to natural and legal CPRs, and Local Personnel,
- travel expenses of OAS staff and non-OAS meeting participants
- interdepartmental payments for services provided within OAS departments.
	
	

		
DP
		
Begin Collaboration
		
Suppliers share information on social tool, participate sourcing events, advise changes on quantities and shipments, and manage invoices and payments, all on a secure portal and accessible from any device.DP would also like to have social tools to facilitate communication with suppliers and with other DP team members.
	
	

		
DP
		
Register Supplier
		
Supplier register submits new supplier requests  and supplier profile update requests for Supplier Admin approval. Currently, GS/OAS areas submit supplier registration requests to DP for approval through Service Requests (OAS intranet). DP registers and activates suppliers in OASES. In the future, DP would like areas to be able to register their suppliers and DP to perform a validation on the supplier before is active in the system. This validation process needs to be defined for different types of suppliers.
Supplier registration and information validation by DP is  done through OAS Customer service tickets. 
	
	

		
DP
		
Supplier  and supplier register upload required supplier documentation when creating or modifying suppliers. Request approval tracked in OAS Customer service tickets. 
	
	

		
DP
		
Manage Supplier Qualification
		
Send qualification questionnaire to identified suppliers. Review/clarify/evaluate responses. Automatically add qualifications to supplier profile. DP would like to create forms on specific supplier criteria (for example: supplier's compliance with human trafficking regulations), so they can approve or reject suppliers. OAS areas need to comply with OAS specific supplier regulations. 
	
	

		
DP
		
Manage Supplier Qualification
		
Configure Alerts and validations linked to supplier registration details /profile information. DP would like to be able to edit the supplier registration form and the information provided within as needed. 
	
	

		
DP
		
Register Supplier
		
Configure Alerts and validations linked to supplier registration details /profile information
	
	

		
DP
		
Supplier  and supplier register are able to upload required supplier documentation when creating or modifying vendors/suppliers. DP requires a vendor portal to maximize self-serve. DP would like to be able to edit the supplier registration form and the information provided within as needed. 
	
	

		
DP
		
Validate Supplier
		
Automatically verify supplier suitability against vendors sanctions lists  (by OFAC, and others). This validations is sometimes manually done by DP for sensitive vendors/suppliers, before registration.
	
	

		
DP
		
Approve Supplier Registration
		
Approve/reject supplier registration after internal review or request additional information when needed. Currently, vendors are registered by procurement. A supplier registration request is submitted by the areas, and reviewed by procurement before creating the vendor. DP would like to continue having this validation in place.
	
	

		
DP
		
Ensure Profile Accuracy
		
Send reminders to suppliers for certification renewal. Professional insurance liability and license of operation certificates are required for  building maintenance and catering services.
	
	

		
DP
		
Create and Manage Procurement Catalogs 
		
create identifiers/categories for vendors to easily identify/filter them.DP requires to add categories/identifiers for business types. This information is also required for reporting purposes, for example the CIM reports on percentage of vendors used that are women-owned businesses. 
	
	

		
DP
		
Create and maintain DP-approved  supplier catalog. These categories are only for suppliers who supply goods and services to the GS/OAS, does not apply to other suppliers currently created in the system such as CPRs and meeting participants.  
DP would like buyers / requisitioners to search for approved suppliers, based on products and services categories.  
Other GS/OAS areas (e.g. translation services offered to Conferences department) may require their own vendor catalogs.: Purchasing categories, sub-categories and accounting need to be defined.
	
	

		
DP
		
Create and maintain DP-approved  supplier catalog. Assuming that suppliers will be created and used for purposes other than purchasing goods and services (for example for CPRs, and meeting participants), DP would like to identify different supplier types (e.g. CPR, meeting participant) and be alerted when a supplier is selected for the unapproved category.
	
	

		
DP
		
Create and maintain DP-approved  supplier catalog
	
	

		
DP
		
Supplier Maintenance
		
Rule creation capabilities to run automatic periodical mainenance of suppliers records . Periodical maintenance needs to be defined. Currently these reports are generated to aid manual supplier maintenance tasks:
- Unused vendors (inactive for over 18 months)
- One-time vendors (payments completed)
- Duplicate vendors (to merge records)
	
	

		
DP
		
Rule creation capabilities to run automatic periodical mainenance of suppliers records. 'Currently one-time vendors that need to be closed are identified by a report, which is validated by DP. The report is used to mass-close vendor records. Most non-OAS meeting participants have a one-time vendor created in the system, this record should be automatically closed once 30 days have passed since payment is completed.
	
	

		
DP
		
Supplier Reports
		
Define report templates for suppliers 
	
	

		
DP
		
Monitor Supplier Performance
		
Analyze supplier performance such as on-time delivery and quantity fulfillment. Distribute more spend to high ranking suppliers. 'This performance evaluation process is only for DP's suppliers. Other performance evaluation processes need to be defined for other supplier which are used in non-purchasing transactions 
	
	

		
DP
		
Analyze supplier performance such as on-time delivery and quantity fulfillment. Distribute more spend to high ranking suppliers.'Suppliers are red-flagged by DP.
	
	

		
DP
		
Analyze supplier performance such as on-time delivery and quantity fulfillment. Distribute more spend to high ranking suppliers.
	
	

		
DP
		
Analyze supplier performance such as on-time delivery and quantity fulfillment. Distribute more spend to high ranking suppliers.
DP would like to have alerts for cases such as:
- Deadlines to complete supplier performance evaluation
- Supplier evaluation score is poor  
	
	

		
DP
		
Contract Creation to Spend Compliance
		
Author Contract
		
Create contract through guided authoring or by assembling preapproved standard terms and conditions.
	
	

		
DP
		
Ensure Policy Compliance
		
Enforce policy compliance with mandatory validation and approval. Maintain contract quality with templates formatted for consistent printing and electronic transmission.
	
	

		
DP
		
Manage Deviations
		
Capture revisions during authoring and negotiation. Recognize important deviations from standard policies and route approval automatically.
	
	

		
DP
		
Approve/Accept Contract
		
Route contract through approval hierarchy based on preset rules. Manage e-signatures.
	
	

		
DP
		
Link Deliverables
		
Gain fulfillment visibility by linking contracts to execution documents such as agreements and purchase orders. Track deliverables via status update or transaction summary.
	
	

		
DP
		
Implement Spending Rules
		
Automate order creation from contract suppliers. Monitor leakage via dashboard driven view of contract utilization vs. terms, leakage, and key performance indicators.
	
	

		
DP
		
Requisition to Receipt
		
Implement requisition creation rules and validations 
		
Implement requisition creation rules and validations.
DP would like to define validations/rules when manually creating POs to avoid human errors. For example, they would like requisitioners to not be able to create a requisition  if the requisition does not include supporting documentation or inconsistencies with founding sources (for example if the funds selected do not belong/are administered by the requesting organization).
- perdiem/traveler vs. supplier (travel solution)
- grants vs. award/organization (funding sources)
- electronic PO vs. National Office 
 - Ability for National Offices to issue payments through their local banks
These validations are important, particularly for those requisitions that will be automatically turned into POs. 
	
	

		
DP
		
Implement validations related to monitor supplier expenditures per service/good  
	
	

		
DP
		
Raise Requisitions
		
Automate order creation from contract suppliers. Monitor leakage via dashboard driven view of contract utilization vs. terms, leakage, and key performance indicators.  Currently, only AMS have access to the system to create requisitions. In the future, if so decided, all OAS personnel would be able to initiate the requisition process through self-service capabilities (this would be defined as a different role . 
	
	

		
DP
		
Automate order creation from contract suppliers. Monitor leakage via dashboard driven view of contract utilization vs. terms, leakage, and key performance indicators.
	
	

		
DP
		
Automate order creation from contract suppliers. Monitor leakage via dashboard driven view of contract utilization vs. terms, leakage, and key performance indicators.
Currently, suppliers' performance is not tracked. DP would like to be able to track vendors' performance and make this information available to GS/OAS. 
	
	

		
DP
		
Automate order creation from contract suppliers. Monitor leakage via dashboard driven view of contract utilization vs. terms, leakage, and key performance indicators.
	
	

		
DP
		
Assign and Review founding source to requisition
		
Accounting details are specified for the requisition created. Balance checks are performed to ensure there are enough funds to cover for the requisition. 
	
	

		
DP
		
Accounting details are specified for the requisition created. Balance checks are performed to ensure there are enough funds to cover for the requisition. Current system automatically checks if available funds for each funding source defined are sufficient. This business requirement is defined in XXX (e.g. OAS Standards ?) 
	
	

		
DP
		
Approve Requisitions
		
Accounting details are specified for the requisition created. Balance checks are performed to ensure there are enough funds to cover for the requisition. Route approval based on approval hierarchies, and purchasing categories. Approver can be a AMS, Director, Section Chief. Purchasing approval hierarchy can be different
Currently, there are delays when processing requisitions when an approver is away. DP would like to facilitate assigning more than one approver for a requisition so that these can be processed quickly. 
- Define back-ups for approvers (delegation of authority)
- Define more than one approver depending on the type of purchase category. from OAS organizational hierarchy.
Needs to be defined: Which type of requisitions once approved, automatically generate a PO, and which types require manual PO creation. E.g. Purchases above $3000. 
Contract-related POs (if contract still have funds available, then PO can be automatically created)
	
	

		
DP
		
Create Purchase Order
		
Automate purchase order creation for approved supplier based on negotiated pricing and contract terms.
e.g. purchases below $3000. Additionally, Travel POS (to be generated by the new Travel Solution) should facilitate management of travel transaction of OAS staff, non-OAS staff (both CPRs and external meeting participants), facilitate communication with travel agency (TMC), faciliatate reconciliation of credit cards and expense report generation/processing. 
Current requisitions aut/ turned into PO:
- RBCS (payments for natural CPRS)
- Common costs (interdepartmental payments, not all of them: IT telephony, internet, LAN services provided, photocopies)
- TECS (Travel Expense Claims for OAS staff)
Pending on definition of Travel solution and creation of TECs (Travel Expense Claim), if it will be available for OA
Needs to be defined: which contract types will be automatically approved:
- Blanket Agreements with providers (based on time and rate)
- Conference services contractsS and non-OAS travelers. 
Contract types:
- Long Term Agreements (by amount) 
- Short Term Agreement 
DP would like to define validations/rules when manually creating POs to avoid human errors. For example, they would like to not be able to turn a requisition into a PO if the requisition does not include supporting documentation or inconsistencies with founding sources (for example if the funds selected do not belong/are administered by the requesting organization). There are some validations in lace for the following fields:
- perdiem/traveler vs. supplier (travel solution)
- grants vs. award/organization (funding sources)
- electronic PO vs. National Office (payments through National Offices)
	
	

		
DP
		
Approve Purchase Orders
		
Route approval automatically according to predefined business rules. 
Depending on type of Purchase Order generated, some PO creation will be autometic (interdepartmental costs, MOU, trust of the americas' payments). Processing for these transactions still needs to be defined, but it is anticipated that automatic PO creation will be required. 
- Travel solution POs (managed by DP) processing still needs to be defined.
	
	

		
DP
		
Dispatch Purchase Orders
		
Automatically deliver approved purchase orders via secure electronic channels or supplier portal.
	
	

		
DP
		
Receive Goods and Services
		
Record goods received or approve invoices for services rendered to trigger automated matching in payables.
	
	

		
DP
		
Requisition to Receipt Punch-out
		
Implement requisition creation rules and validations for punch-out requisitions 
		
Define rules and validations for requisition approvals based on purchasing categories and amounts. DP needs to be able to set up rules as to when a PO can be automatically created and when it needs to be reviewed and approved by DP. These rules would be based on purchase amount thresholds, item categories, etc.
	
	

		
DP
		
Raise Requisitions (from punch-out catalog)
		
Make purchases through punch out process paid with P-card. In these cases the requisition should be generated automatically and  require approval by AMS and/or supervisor 
	
	

		
DP
		
Approve and and Dispatch P-Card POs
		
Make purchases paid with P- card
	
	

		
DP
		
P-Card reconciliation
		
Automatically reconcile P-card statements
	
	

		
DP
		
P-Card reconciliation
		
Automatically reconcile P-card statements. DP would like to explore the possibility to integrate the credit card statement with the ERP to facilitate the reconciliation or to design a report that can bring all the information required for the reconciliation
Requires discussion for the following requirements:
- approval process
-expenditure level and limits
- POs generated automatically without intervention of DP
	
	

		
DP
		
Legal CPR Report
		
Legal CPR Report
		
On-going Legal CPRs with instituttion outside of OAS on specific period of time. It contains detailed information of the institution including nationality and location, as well as information from the area, funding sources and contract dates.
The frequency of this report is twice a year, the recipients are public and the distribution method is by Email / OAS website.
	
	

		
DFS/DP/N.O. Coord. Office
		
Requisition to Receipt for OAS National Offices
		
Requisition / PO creation process for National Offices 
		
POs for National Offices differ from HQ – Electronic PO is sent to Nat. Office and not to vendor as a tool for internal controls, also it enables the office to work in a projection of expenses to request the required funds to meet the obligations. POs for National Offices do not require receipts.
	
	

		
DP
		
Supplier catalog and payments management for Translating and Interpreting services 
		
Supplier catalog and payments management for Translating and Interpreting services 
		
Translation services are processed through POs and supplier records. Creation of POs for Conference services (translators and interpreters)  is currently done by DP. POs are created based on an Excel table provided by DCMM - without a requisition. This is needed due to very short time from meeting confirmation to need of service.  It was agreed that these payments would still be managed through Requisitions and POs, a Translators and interpreters specific supplier catalog would be created and managed by DCMM.
	
	

		
DP
		
Supplier Return to Settlement
		
Request RMA
		
Contact with supplier to authorize return. Enter return shipment and record Return Material Authorization (RMA) information.
	
	

		
DP
		
Prepare Material for Shipment
		
Consolidate and pack material to be returned for credit.
	
	

		
DP
		
Load Material
		
Load the prepared material to the dock for shipment.
	
	

		
DP
		
Ship Material
		
Ship material to be returned and notify supplier electronically.
	
	

		
DP
		
Receive Material—Supplier 
		
Receive replacement materials from suppliers to inventory or specified location.
	
	

		
DP
		
Record Returns Transactions
		
Settle outstanding balance with supplier. Record returns from supplier performance analysis.
	
	

		
DP
		
Travel Solution
		
A travel solution for GS/OAS needs to be defined. The solution should facilitate management of travel transactions for OAS staff and non-OAS staff (CPRs and external meeting participants), facilitate communication with travel agency (TMC), faciliatate reconciliation of credit cards and  facilitate expense report  generation/processing. 
	
	

		
DP
		
Travel Request to Expense
		
Travel budgeting - Expense approval for quarterly travel
		
Areas submit projected quartely travel expenses for approval and to encumber funds once expenses (budget) is approved. This is currently tracked in EARS  (Expense Authorization Request) system 
	
	

		
DP
		
Expense approval for urgent travel
		
Areas submit approval requests to fund unbudgeted travel that will occur in the next 10 days. This is currently tracked in EARS  (Expense Authorization Request) system 
	
	

		
DP
		
Funds encumbrance / Travel POs for last minute or MOE group travel
		
A generic PO with specific vendor (for example for purchase of various travel for MOE or last minute mission) is created to encumber funds and allow areas to buy several air tickets or items against said PO without need to make a requisition for each purchase. The use of these POs is exceptionally authorized when there is no enough time to create several requisitions and POs.
	
	

		
DP
		
Funds encumbrance / Travel POs for AICMA and MAPP - last minute travel /unknown traveler details.
		
A PO is created for “AICMA” or “MAPP” OAS vendor to encumber funds so AICMA or MAPP OAS areas can expedite tickets purchase or perdiem payment to travelers against that PO.
This is due to DP agreements with few OAS areas due to short term and immediate need to execute the travel of unknown personnel or victims (AICMA)
	
	

		
DP
		
Emergency Travel PO
		
To allow purchase of air tickets when there is an urgent need or during weekends or after working hours when requisitions and PO cannot be created at that moment. An incomplete PO is created without requisition to allow an area to purchase an air ticket without creating a requisition. DP provides the PO number and area later creates requisition to add funds to PO.
	
	

		
DPE
		
Initiation to Project Plan
		
Manage Project Opportunity
		
Create projects from sales opportunities to track pursuit costs and plan engagements via multiple devices during the sales cycle.
	
	

		
DPE
		
Initiate Project
		
Promote standardization and repeatability with template-driven project definition and streamlined project initiation processes.
GS/OAS multiple reporting needs are not standardized, OAS has both internal (OAS financial statements and project management activities) and external (to donors) project reporting needs, which differ in naming of activities/expense categories and grouping/clasification of expenses. 
GS/OAS also uses Projects to facilitate expense reporting of non-project activities (for example: meetings and conferences, OAS buildings maintenance), these 'projects'  do not require same planning, approval, monitoring and evaluation processes.
	
	

		
DPE
		
Create Project Scope and Deliverables
		
Specify project deliverables and prioritize requirements using flexible, multi-level requirements hierarchy.
	
	

		
DPE
		
Define Project Plan Tasks and Schedule
		
Schedule the project plan using the intuitive and interactive Gantt chart. Collaborate among the project team to ensure accuracy.
	
	

		
DPE
		
DPE Approval
		
Project planning, budget definition and approval for DPE-monitored/Donor-funded projects. 
Project planning, budget definition and approval are done in a separate system (PMS), not integrated with current ERP. Once approved, project and project budget are created in ERP. This creates data standarization and consistency issues when matching actual expenses/tasks to those originally planned/approved. Budget modifications requests and approvals are not tracked in any system, once approved, areas (AMS) submit a request to DFS to adjust project budgets accordingly.
	
	

		
DPE/DHR/AMS
		
Develop Project Staffing Plan
		
Identify resource needs, allocate resources to the project, or request best-fit resources by skills and availability. Gain visibility into project labor, resource capacity and planned utilization across all devices. 
Data is required on OAS resources' skills and availability (skills/competencies are not currently tracked for all OAS Personnel, planning and project execution needs to be standardized/systemised). Possibility to match resources based on skill would also depend on how CPRs (and other contract types) profile data is structured and stored.
	
	

		
DFS
		
Manage Project Budget
		
Automatically generate budgets from baseline project plans and expedite budget maintenance with guided processes. Prevent project overspend with securely shared budgetary control. 
Needs to be defined, budget modifications require review/approval by DFS, will dependd on how budgeting and project expenses are managed. 
	
	

		
DPE
		
Resource Deployment to Utilization
		
Review Project Talent
		
Manage global project resource pools, talent profiles and availability, including contingent workers across multiple devices. Data is required on OAS resources' skills and availability (project planning and execution needs to be standardised/systemised). Possibility to match resources based on skill would also depend on how CPRs (and other contract types) profile data is structured and stored.
	
	

		
DPE
		
Manage Resource Demand
		
Standardize and streamline resource requests, quickly and consistently to address demand via secure interactions.
	
	

		
DPE
		
Match Supply to Demand
		
Analyze resource capacity and identify surplus or shortfall.
	
	

		
DPE
		
Search and Evaluate Candidates
		
Use dashboard-driven and resume-based search for skills and availability scoring to identify best-fit candidates.
	
	

		
DPE
		
Shortlist and Assign Resources
		
Use ‘what if’ scenarios and side by side comparison to shortlist resources and ensure optimum resourcing.
	
	

		
DPE
		
Manage Resource Assignments
		
Collaborate securely to control resource assignments for project scope and date changes using mass-adjustments and cancellations.
	
	

		
DPE
		
Maximize Utilization
		
Analyze projected, targeted, actual utilization and take insight-based action to optimize resource staffing.
	
	

		
DPE
		
Project Execution to Control
		
Execute Project Tasks and Deliverables
		
Collaborate on project tasks and daily work, deliverables, documents and milestones, or propose new project scope. Manage and execute work socially, on the go and in real time.
	
	

		
DPE
		
Track Project Progress
		
Update tasks anywhere, as an integral part of work output, for immediate insight into project progress and earned value. Drive revenue and billing from progress.
	
	

		
DPE
		
Manage Project Changes
		
Use a step-by-step process to orchestrate and control changes to project scope. Raise and track change orders, assess impacts, obtain approvals and track implementation.
	
	

		
DPE
		
Determine Project Issues
		
Identify and document issues. Create action items for timely issue closure and collaborate socially to resolve issues. Use analytics to get visibility of issue status.
	
	

		
DPE
		
Create Project Forecast
		
Generate forecasts from published progress or project contracts. Evaluate impact of work estimates on forecasts to proactively take corrective action earlier.
	
	

		
DPE
		
Maintain Project Performance
		
Spot project health anomalies in real time using exception-based insight into key performance indicators and project health trends. Take action to keep projects on track.
	
	

		
DFS
		
Capture Project Costs
		
Standardize and automate cost collection for all project-related expenditures using transaction and budgetary controls. Capture billable, capital or internal project costs.
	
	

		
DFS
		
Process Project Cost Transactions
		
Streamline import, validation, pricing and burdening of project costs from multiple sources. Perform borrowed and lent processing for cross-charges.
Automate project costs transactions to include expense/charge and revenue recording for the following: 
*Internal Payments/Transfers
*Common Costs

	
	

		
DFS
		
Distribute Overhead Costs
		
Apply buildup of indirect costs to expenditure items to report and account for the total cost of a project.
	
	

		
DFS
		
Review and Adjust Project Costs
		
Compare budgets and actual costs, analyze account activity and reconcile balances. Perform online adjustments to recalculate or transfer costs.
	
	

		
DFS
		
Record Accounting for Project Costs
		
Generate and post accounting entries for direct costs, indirect costs, borrowed or lent costs, adjustments, allocations and accruals.
	
	

		
DFS
		
Record Capital Asset Costs 
		
Spot project health anomalies in real time using exception-based insight into key performance indicators and project health trends. Take action to keep projects on track.
	
	

		
DFS
		
Allocate Project Costs 
		
Allocate overhead costs such as salaries, administrative overhead and equipment charges to projects that benefited from the costs.
	
	

		
DFS
		
Project Contract to Revenue
		
Define Project Contract
		
Perform simplified, template-driven contract creation. Automate billing and revenue compliance while ensuring project management autonomy.
	
	

		
DFS
		
Generate Project Invoices
		
Generate external and internal invoices to bill scope of work according to contract terms. Use latest published progress to improve billing accuracy.
	
	

		
DFS
		
Review and Manage Invoices
		
Manage invoices, resolve processing exceptions, and preview pro forma invoices with tax calculation via a centralized work area. Summarize costs from multiple projects/contracts into one invoice.
	
	

		
DFS
		
Release Invoices
		
Transfer invoices for receivables processing and collection using global enterprise support for multiple currency treatments and accounting representations.
	
	

		
DFS
		
Manage Project Revenue
		
Generate external, inter-company or inter-project revenue and recognize revenue in line with financial regulations. Complete real-time revenue trend analysis.
	
	

		
DPE
		
Monitor Contract Lifecycle
		
Amend customer contracts with date-effective changes. Automatically adjust transactions to reflect new contract terms on a retroactive basis.
	
	

		
DFS
		
Grant Award Funding to Closeout
		
Receive Award and Fund Projects
		
Create awards from templates or via integration with a proposal system. Allocate funding to all eligible projects based on award period across all devices.
	
	

		
DFS
		
Manage Award and Budget
		
Apply budget by category and award period. Prevent overspend with funding cost control.
	
	

		
DFS
		
Allocate Direct and Indirect Costs
		
Calculate, apply, adjust, account, and invoice direct and indirect costs as defined by applicable GS/OAS policy
	
	

		
DFS
		
Manage Billing and Drawdown
		
Invoice sponsors in their desired format, use the SF270 form, or bill through a letter of credit.
	
	

		
DFS
		
Monitor Award Performance
		
*Allow ALL USERS to access spending status and drill into funding, budget, commitment, expenditure details, and related conversations using a dashboard on any device.

*Allow ALL USERS to access a summarized view with award budget, revenue, commitments, actuals, and funds available using a dashboard on any device.
	
	

		
DFS
		
Submit Technical and Financial Reports
		
Comply with the reporting requirements from sponsors and internal control via flexible reporting systems as defined by the GS/OAS applicable rules and as per agreements with the donor.
	
	

		
DFS
		
Close Award
		
Once all deliverables from the award have been completed and the GS/OAS has complied with the agreement the award should be closed.
	
	

		
DHR
		
Recruit to Onboard to Offboard
		
Manage Planning
		
Use workforce modeling and prediction to establish resource and budget needs. Add Workflow for Funds check, position management process for Regular Fund and Specifc Funds. 
	
	

		
DHR
		
Create Vacancies
		
Create job descriptions and requisitions. Interact on responses. Add workflow with alerts, approvals and comments (everything electronic).
	
	

		
DHR
		
Manage Sourcing / Targeted Recruiting
		
Find the right candidates through a range of sources, including social networks, referrals, job boards, and agencies. Selecting candidates with certain characteristics. The OAS requires a recruitment portal / applicant tracking workflow which we believe could be part of the BPM platform.  OAS requires ability to do recruitment campaigns based on data already within the system (past applicants, interns) and specific needs of each position.
	
	

		
DHR
		
Intelligent Screening
		
Review backgrounds, resumes, applicants, and conduct interviews.
GS/OAS has several person/contract types and each has a different selection flow, among others:
- Regular Fund Staff (requires tracking electronic voting by Committee) 
- Specific Fund Staff
- Volunteers
- Interns (currently tracked in a separate system)
- Fellows (no competition process)
- Fellows (competition process)
- Associate (paid through POs and not Payroll)
- Associate (Payroll)
- Special Missions 
- Special Missions (Direct Hire)
- CIDH Becarios / Commissioners
	
	

		
DHR/DFS
		
Check funds before contract creation
		
Validate that funds (approved budget) are available for Regular Fund positions. validation is done against approved budget, if the position has been defined in the budget, then  the position is created. Currently, this budget is not  recorded in the system so this is a manual validation. 
	
	

		
DHR/DFS
		
Validate that funds are available and encumbered for Specific Funds positions. Needs to be defined with DFS. Currently the position is created when the  employee recruitment process has been completed, and at this point  funds are validated. GS/OAS regulations requires that funds are encumbered before a position /contract is created.
	
	

		
DHR
		
Generate Offer
		
Select new hire and electronically confirm offer. 
Today, the Electronic/Digital signature, import information directly from Taleo. Workflow goes from recruitment platform to onboarding.
Establish difference between the types of recruitment flows depending on the person type. Allows electronic forms and e-signature, external access to candidates to submit their info and documents. SG/OAS is moving away from Taleo to leverage the process from the BPM platform. 
	
	

		
DHR
		
Onboard New Hires
		
Automate the completion of onboarding tasks with new hire portal and dashboards, using mobile platforms. Includes: Pre-hire and new hire checklists.
Allows electronic forms and e-signature, external access to candidates to submit their info and documents. Onboard should be separated into pre-onboarding and onboarding, Establish onboarding tasks by person type. Include alerts, reminders and preceding tasks.
	
	

		
DHR
		
Off board Existing Employees
		
Define off boarding, checklist, assets owned, training cost due, etc. Allows electronic forms and e-signature, external access to candidates to submit their info and documents.   Establish Off boarding tasks by person type. Include alerts, reminders and preceding tasks.
	
	

		
DHR/SAF
		
Natural CPRs Contracts and Payments
		
CPR expense authorization request
		
Areas submit approval requests to fund CPR contracts. This is currently tracked in EARS  (Expense Authorization Request) system.
	
	

		
DHR/DFS
		
Natural CPR Consultant contracts and payments
		
Process to hire and extend natural CPRs contracts based on GS/OAS rules and regulations. Contracts and payments for GS/OAS natural CPRs are managed through a separate system. Contractors are created as suppliers in ERP, contract funds encumbrance and service payments are managed through POs.  
	
	

		
DHR
		
Goal Setting to Performance
		
Align Goals and Business Objectives
		
Define and align employee goals to business objectives. Review appraisal progress with dashboards.
	
	

		
DHR
		
Draft Initial Objectives
		
Employee shares with manager the first draft of objectives for achieving set goals. Capability to assign specific standards to the objectives, capability to assign specific values to those standards, reporting capabilities.
	
	

		
DHR
		
Include Organizational and Technical Competencies 
		
Capability to assign specific standards to the competencies, reporting capabilities. Capability to assign specific standards to the competencies, reporting capabilities
	
	

		
DHR
		
Review and Revise Objectives
		
Manager / staff member shares feedback on objectives and identifies required updates.Capability for the staff members to register in the system their objectives, capability to assign specific values to those standards
	
	

		
DHR
		
Finalize Objectives
		
Agree and finalize objectives based on feedback.
	
	

		
DHR
		
Employee Self-Assessment
		
Employee conducts individual self-assessment of his/her performance.
	
	

		
DHR
		
Solicit Third Party Feedback
		
Employee identifies and asks third parties to provide feedback on individual performance.
	
	

		
DHR
		
Assess Employee Performance
		
Review third party feedback and update appraisal. Schedule performance review discussion and include an appeal process. 
	
	

		
DHR
		
Complete Performance Appraisal
		
Provide performance rating and finalize appraisal. Include an improvement plan in the system.
	
	

		
DHR
		
Reporting Capabilities 
		
Identification of outstanding performers and performance indicators across the organization
	
	

		
DHR
		
Absence Management and Planning
		
Create Absence Rules and Controls
		
 Configure different criteria, rules, accrual definitions and absences. Absence policies are defined for OAS employees only and vary depending on contract type, position, contract length, gender, nationality, etc.
GS/OAS is not required to follow any Country requirements, including US policies.
OAS staff is entitled to their National Independence day, national independence day of each OAS member state must be configured.
	
	

		
DHR
		
Enable Employee Self-Service
		
Optimize employee absence entry and supervisor approval through self-service dialogues and configure absence types, accessible across any mobile device. 
Current system does not validate leave requests are within an employee's defined work schedule, as configuring alternative  work schedules is not possible, only one work schedule is defined for all employees. 
Approver is employee's supervisor/manager as defined in the organizational hierarchy.
Staff members are required to submit a Monthly Leave Reports (MLR)  approved   by their supervisor. Failure to submit 2 consecutive MLRs results in withholding of salary payment  until the reports are submitted to DFS.
MLRs must be submitted even if no leaves were taken during the preceding month. 
MLRs include all leaves submitted and approved during the month as well as leave accrual balances. 
Monthly Leave Reports are automatically transmitted to DFS for processing. Once the monthly leave report is approved, the approved leave requests for the period are recorded in Oracle, 'Other'  leave type is recorded manually by DFS.DFS uses this information to withhold salary payment to employees who have not submitted their Monthly Leave Reports in over 2 months. 
Leave policies, tracking and monitoring are only available/enforced for OAS staff members. 
Already approved requests must be reviewed/ approved by supervisor before cancelled. 


	
	

		
DHR
		
Manage Entitlements and Payment
		
 Rules based calculation of absence accruals, eligibility and pay based on rules. GS/OAS does not transmit absence details to Payroll for payment and instead pays the full salary.  
GS/OAS maintains absence balances and manually updates liabilities through an encumbrance process.   
	
	

		
DHR
		
Monitor Absence, Trends and Analysis
		
Track, monitor and gain visibility and insight into employee absences via dashboards
	
	

		
DHR
		
Manage Preventative Actions
		
 Review absence trends to improve or develop new employee wellness programs. No process in place to review/analyze absence trends.
	
	

		
DHR
		
Benefits to Payroll
		
Define Benefits Programs
		
Define plans and eligibility and assess likely cost. Reuse plan elements across organization as needed.
No process/tool in place to project benefits cost based on new plans/eligibility. 
	
	

		
DHR
		
Process Enrollment
		
Schedule annual/periodic enrollments for employees. Efficiently process life events and on-demand requests.
GS/OAS does not currently use an Open Enrollment Period where an employee must select new benefits or be reenrolled in their current elections. This is mostly because GS/OAS does the manual entry of paper election forms into EBS.  
GS/OAS does not currently do any life event or on-demand request benefit processing within EBS. All elections are manually entered and manually maintained.  
	
	

		
DHR
		
Administer Employee Benefits
		
Prepare plans and manage employee self-service enrollments. Alerts and reminders capability.
	
	

		
DHR
		
Notify Providers
		
Submit employee benefit enrollment information to third party benefit providers
	
	

		
DHR
		
Automated Post to Payroll
		
Automated processing to payroll for the designated pay run.
	
	

		
DHR
		
Step Increase
		
Make changes of salary scales, step increase, post-adjustment, national offices 
integration
	
	

		
DHR
		
Payroll to Payment
		
Manage and Monitor Payroll Processes
		
Proactively monitor global payroll status and processes via interactive dashboard.
	
	

		
DHR
		
Rules-Based Validation
		
Data-driven verification of earnings, hours, local taxes and deductions ensure payroll accuracy.
	
	

		
DHR
		
Schedule and Distribute Payments
		
Generate and distribute employee payments.
	
	

		
DHR
		
Finalize Payroll Reporting
		
Generate and securely share payroll reports and synchronize with general ledger.
	
	

		
DHR
		
Tax and Social Compliance
		
Determine tax liabilities, prepare tax filings and deposits.
	
	

		
DHR
		
Maintain Personal Profile
		
Secure employee access to profile information, pay slips, and other personal data.
	
	

		
DHR
		
Training, Knowledge Management/Succession Planning 
		
User Training
		
Centralize training requests for all employees, validate completion, validation of  exam scores,  integrate with training platform and make real-time updates
 for goal completion. 
	
	

		
DHR
		
Succession/ career Planning
		
Knowledge transfer, cross-training, automatic updates (Avoid Brain-Drain)
	
	

		
DHR
		
Position Descriptions (PD)
		
Ability to track, monitor and update Position Descriptions in a self-serve manner  for the organization based on the needs of each Secretariat
	
	

		
DHR
		
Skills Assessment
		
Track skills and credentials of all employees as attributes of the employee in the HR system and allow self-serve ability for employees to update skills, credentials with proper validation controls from the HR system.  
	
	

		
DHR
		
Course Authoring
		
Publish and offer courses specific for the OAS needs and provide access to  external course material for training purpose.
	
	

		
DHR
		
Organizational Structure
		
Organizational Structure Definition
		
Human Capital at the center of the organization's transformation. The system must be able to define Top-Bottom the organization structure and any updates must be done real-time. Regular Fund Positions:  These positions are funded by the quota payments of Member States and are approved via  budget on a annual basis.  Positions are fixed once approved.
In the future  DHR wishes to define approved Regular Fund positions at the beginning on the year, when the budget is approved, so areas can review their organizational structure  and   easily identify vacant posts and request  the publication of the post  or other actions (request funds from that position for other purposes)
Specific Fund  Positions:  These positions are  voluntary contributions  made by either Member States, observer countries,  to perform specific tasks/projects. Positions are dependent on the availability of funds provided which in turn depend on the conditions  of the agreements. 

	
	

		
DHR
		
Administer HR services
		
Manage employee requests through electronic approvals.
	
	

		
DHR
		
Work Certificates
		
Obtain work certificates electronically. Currently certain HR certificates templates are generated automatically for Staff Members only for G-4 visa holders, in the future we would like to expand all certificate categories including for staff members, incluiding CPR, fellows and interns.  In order to generate certificates for US Citizens and PR the UN Salary Scales and Conversion Tables need to be uploaded into the system. 
An HR Admin will be able to create and edit the templates / HR Admin Generate the Template.  This process requires to integrate the UN Salary Scales in order to be generated automatically.  (VOE for staff members only). In the future HR would like to extend the VOE for CPRs.
	
	

		
DHR
		
Employment verifications
		
VOE Automatic Template
	
	

		
DHR
		
Non-Eligibility Letter / 
DMV Letters
		
Self-Service Non-Eligibility Letter Request Process.  Info in order to request a Non-inegibility letter:  Name as it appears on passport, Date of Birth, Current Address and PID number. Applies only for G-4 Visa holders and does not apply for interns. 
	
	

		
DHR
		
G-4/G-5 Visa requests and registration process, 
Notification of Appointment (NOA), Notification of Change (NOC) and Notification of Termination (NOT)
		
Onboarding G-4 visa request. Only for Non U.S. citizens or U.S. residents. Elegibles are: Staff members, CPR, Interns, fellows, ICHR comissioners. Currently the process is manual and DHR would like to have this process available elecronically instead of using a form sent by e-mail.