Business Operations: The Engine of the UN
Dec 22, 2015
Business Operations: The Engine of the UN
The future: Post 2015 and Business Ops
Operational Excellence
Partnerships
Data Revolutio
n
Business Operations
Programme
QCPR and Business Operations
QCPR 2013-2016- Business Operations
Consolidation of support services
Greater collaboration in procurement
Decision power delegated to OMT
Common and standardized system
of cost control
Reduce the nr. of parallel project
implementation units
Increased use of national public and
private systems
Redirect efficiency
savings into programmes
(Feasibility Study) ERP Interoperability
Establishment of common premises
Prioritize the availability of financial and human resources
Funding mechanisms for innovation
11 mandates for H-BO
Most Frequent Common Services 2014
Secu
rity S
ervice
s
Trave
l Servi
ces
Cleaning S
ervice
s
Medical S
ervice
s
Courier S
ervice
s
Common Inte
rnet P
rovid
er
Telephone La
nd Line Pro
vision
Mobile Phone Pro
vision
Fuel S
ervice
s
Common Inte
rnet B
ack-up So
lution
Conference
Facili
ties
Stationary
Provis
ion
Common ICT H
elp Desk
Caterin
g Servi
ces
Common Wire
less Connecti
vity
Common Serve
r Space
IT Main
tenan
ce Se
rvice
s
Transp
ortation (C
ar/Bus R
ental)
Printing S
ervice
s
Transla
tion Servi
ces
0
10
20
30
40
50
60
70
80
90
Type of Common Service
Perc
enta
ge U
NCT
s
Most Frequent Common Services 2014Any analysis done?
Secu
rity S
ervice
s
Trave
l Serv
ices
Cleaning S
ervice
s
Medica
l Serv
ices
Courier S
ervice
s
Common Inter
net Pro
vider
Telep
hone Lan
d Line P
rovis
ion
Mobile Phone P
rovis
ion
Fuel
Servi
ces
Common Inter
net Back
-up Solution
Conferen
ce Fa
cilities
Stationary
Provis
ion
Common ICT H
elp Desk
Caterin
g Serv
ices
Common Wire
less C
onnectivit
y
Common Serve
r Space
IT Main
tenan
ce Se
rvices
Transp
ortation (C
ar/Bus R
ental
)
Printing S
ervice
s
Transla
tion Servi
ces0
10
20
30
40
50
60
70
80
90
% of countries executing analysis for Common Services
% of countries jointly providing this service % of countries doing ex ante analysis
Main Obstacles for CS Development
Operationalization QCPR
One Programme
Common Budgetary Framework+ One UN
Fund
Operating as One
Commun-icating as
One
One annual UN Country Results Report (programme, funding, operations, communications)
Result Groups OMT Country CG
One Leader (RC and UNCT)
Joint National/UN Steering Committee
HLCM
UNDG
Proc
BOS
UN
CT
ICT HR FIN …
Harmonised BO policies, procedures
Country level solutions
UN
CT
UN
CT
UN
CT
UN
CT
UN
CT
UN
CT
Dat
a, P
olic
y In
pu
tHLCM-UNDG and the BOS
Medium Term strategic framework
Derives from UNDAF/One Programme
Same cycle as UNDAF
Voluntary
Reflects only Common Operations
Flexible and scalable to local need
What is the BOS?
What is the BOS?
BoS = Scalable- Pick and chose service
lines as locally needed
Milestones BOS Development
2 weeks
3 weeks
2 weeks
4 weeks
3 days
2 weeks
2 weeks
4 days
1 hour
Aver
age
Tim
e
Why do the BOS?
Light vs regular BOS
• Baseline and Needs Analysis are mandatory• Cost Benefit Analysis
– Quantitative: more labor required, but more accurate
– Qualitative: Less labor required, but less accurate
Suggested approach: Hybrid- use quantitative for select set of services (ex. Procurement)
Modalities for BOS implementation
Lead Agency•Internal service provider•OMT led•One Agency (supplier) to other agencies (clients)•Traditional model CS
Outsourced•External service provider•One agency manages the contract•Requires min. supplier base in market
Integrated Service Center•Internal Service provider•Single service window•Dedicated unit proving services to client agencies•Requires robust analysis and min. critical mass
Challenges
• Capacity needed for development BOS• Need to scale in accordance with capacity• Political buy-in: RC, UNCT and OMT need to be
fully aware and use the BOS as a management tool• Focus should be on achievement activities-
UNDG/HLCM can help what is feasible based on global practice
• Financial investment needed for BOS implementation
Scoping the BoS
• Flexibility- based on in country capacity and need, the UNCT/OMT can select multiple or just one outcome area (ex. Procurement);
• Time Requirement: 3-6 months end-to-end over a 5 year cycle to develop the BoS, including analysis;
• Time requirement may be higher or lower depending on the scope of the BoS (depends on capacity available and need).
Support
• UNDG Website: https://undg.org/home/guidance-policies/business-operations/
• UNDG/DOCO:– Lars Tushuizen- [email protected]
Business Operations Specialist
Luigi de Munnik- [email protected] Business Operations Specialist
To unlock UNDG support…
• Mail to the Director of DOCO– Informing UNDG that the UNCT has decided to
move forward on the BOS– [email protected]
• Cc Chairs of UNDG Business Operations WG• Jens Wandel: [email protected]• Jean Yves le Saux: [email protected]
• Cc Chairs of DOCO advisors to UNDG Bus Ops• [email protected] • [email protected]
• 14 pilots
• LIC countries, MIC and Post Conflict Countries
• Support UNDG and HLCM- Technical, QA, Mission, Political
BOS Pilots (2013)
BOS Pilot Status – March 2015
BOS Pilot Status-Detailed
BOS completed (10)– Bosnia &
Herzegovina– Ethiopia– Jamaica– Lesotho– Liberia– Malawi– Moldova– Rwanda– Tanzania– Denmark
(Copenhagen)
On Track (4)– Afghanistan
Estimated completion: Q2 2015– Brazil
Estimated completion: Q2 2015
– South AfricaEstimated completion: Q1 2015
– Iraq (due to local dynamics- civil unrest)
Cancelled (1)
BOS Pilots per Region
BO Areas under the BOS
BOS Self-Starters
Integrated Service Center
Brazil pilot
Some notes upfront
Brazil is a unique BOS pilot
No other BOS pilot are using the Integrated Service Center concept
No other ISC planned until assessment completed
Similar set-ups: Viet Nam, Copenhagen
JOF Service lines
Eight participantsUNAIDS, UNDP, UNDSS, UNEP, UNESCO, UNFPA, UNOPS and UN Women.
Cost Benefit- Monetary & Labor
TOTAL COST (USD)- JOF Level Cost Nr of Staff Total Staff Cost JOF P4 263,051 1 263,051
NOC 147,168 1 147,168
NOB 111,492 2 222,984
NOA 94,031 1 94,031
G7 85,714 1 85,714
G6 65,343 7 457,402
G5 54,004 11 594,042
G4 44,265 3 132,794
27 1,997,187
TOTAL BENEFIT - JOF Service Line Net Monetary Gain (USD) Net Freed up labor
(after JOF staffing)
Procurement 720,853 10 FTE
ICT 65, 611 7 FTE
HR N/A 1.25 FTE
Travel 1,059,8001 Minus 3 FTE2
1,780,653 15.25 FTE
1 Based on existing LTA. Includes only JOF participating agencies and only UNDP, UNESCO and UNFPA saving averages over the period 2009-2012 . Refer to Demonstrativo Grupo ONU - Maio 2009 2012 2 Extra staff due to expansion of scope to include non-staff travel (NEX projects). Labor benefit accrues mainly to NEX projects (government)
Brazil-Single Service Window
Single Service Window
Cap. dedicated Common Operations- free up agency cap.
Single rule set for clients- simplification, transparency
Reduced cost ( leverage common volumes for services)
Less process duplication (contract, client/supplier man
Independent- Fair prioritization, accountability
Consolidation- No common operations outside the JoF
Supplements Agency, Regional and Global service models (different services)
Brazil- Integrated Service Center
BOS
Brazil Copenhagen Viet Nam
-- WARNING –
ISC NOT FOR ALL COUNTRIES
Regulatory Framework
Harmonized Regulatory Framework for Procurement, ICT, HR and Travel
Supplementary, existing agency regulatory framework
For remaining non-harmonised component:
Additional local innovations Subject senior management approval partnering agencies
For processes, procedures and institutional settings, not R&R
+
+
But do they do anything at HQ?
Status of implementation of Procurement Network recommendations (2011, BASELINE)
AfDB
FAO
IFAD
ILO
ITU
PAHO
UNDP
UNFPA
UNHCR
UNICEF
UNOPS
UNRWA
UN Sec
WFP
WHO
WIPO
WMO
1 L 0 L N A A A L A A L L 0 A A A A
2 A 0 A N A A A 0 0 0 0 0 A A A A A
3 A 0 0 N 0 A A 0 0 0 0 0 0 0 A A A
4 0 0 0 A 0 0 0 0 0 0 0 0 A 0 0 0 0
5 A 0 A N A A A 0 A 0 0 A N A A N N6 A A A A A A A A A A A A A A A A A7 A A A A A A A A A A A A A A A A A8 A A A A A A A L A A A A A L A A A
Legend: A Action required
L Limited action required / initiated
0 No action required
1
2
3
UN Cooperation
Second review
LTAs
4
5
Restrictions
Procurement services
N No action foreseen / intended
6 Integration of ‘guidelines‘
7 Communication on ‘guidelines‘
8 Table of Contents
Status of implementation of Procurement Network recommendations (Sep 2012)
AfDB
FAO
IFAD
ILO
ITU
PAHO
UNDP
UNFPA
UNHCR
UNICEF
UNOPS
UNRWA
UN Sec
WFP
WHO
WIPO
WMO
1 L 0 L L A L L 0 A 0 L L 0 L A A A
2 A 0 A L A 0 L 0 0 0 0 0 0 A A A A
3 L 0 0 L A 0 L 0 0 0 0 0 0 0 A A A
4 0 0 L L 0 0 0 0 0 0 0 0 0 0 0 0 0
5 L N N L A L L 0 L 0 0 A N L A N N6 A A A L A L L 0 A 0 A A N A A A A7 A A A L A L L 0 L 0 A A N A A A A8 A A L L N A L 0 L A A A A L A A A
Legend: A Action required
L Limited action required / initiated
0 No action required
1
2
3
UN Cooperation
Second review
LTAs
4
5
Restrictions
Procurement services
N
6 Integration of ‘guidelines‘
7 Communication on ‘guidelines‘
8 Table of ContentsNo action foreseen / intended
Status of implementation of Procurement Network recommendations (Sep 2013)
Legend: A Action required
L Limited action required / initiated
0 No action required
1
2
3
UN Cooperation
Second review
LTAs
4
5
Restrictions
Procurement services
N
6 Integration of ‘guidelines‘
7 Communication on ‘guidelines‘
8 Table of ContentsNo action foreseen / intended
AfDB
FAOIFAD
ILO ITUPAHO
UNDP
UNFPA
UNHCR
UNICEF
UNOPS
UNRWA
UN Sec
WFP
WHO
WIPO
WMO
1 0 0 L L N L L 0 L 0 L L 0 L A L A
2 N 0 A L 0 0 0 0 0 0 0 0 0 A A N A
3 0 0 0 L N 0 0 0 0 0 0 0 0 0 A L A
4 0 0 L L 0 0 0 0 0 0 0 0 0 0 0 0 0
5 N 0 N L N L L 0 0 0 0 A N L A L N
6 N L A L N L L 0 A 0 A A N A A N A
7 N 0 A L N L L 0 0 0 A A N A A N A
8 N A L L N A L 0 L A L A A L A L A
Status of implementation of Procurement Network Recommendations (January, 2014)
Legend: A Action required
L Limited action required / initiated
0 No action required
1
2
3
UN Cooperation
Second review
LTAs
4
5
Restrictions
Procurement services
N
6 Integration of ‘guidelines‘
7 Communication on ‘guidelines‘
8 Table of ContentsNo action foreseen / intended
AfDB
FAO
IFAD
ILO ITUPAHO
UNAIDS
UNDP
UNESCO
UNFPA
UNHCR
UNICEF
UNOPS
UNRWA
UN Sec
UNWomen
WFP
WHO
WIPO
WMO
1 0 0 L L N L L L 0 0 L 0 0 L 0 0 L A L A
2 N 0 L L 0 0 N 0 0 0 0 0 0 0 0 0 A A N A
3 0 0 0 L N 0 L 0 0 0 0 0 0 0 0 0 0 A L A
4 0 0 L L 0 0 L 0 0 0 0 0 0 0 0 0 0 0 0 0
5 N 0 L L N L N L N 0 0 0 0 A N L L A L N
6 N 0 L L N 0 L L 0 0 A 0 L A N 0 A A N A
7 N 0 L L N 0 L L 0 0 0 0 0 A N 0 A A N A
8 N L L L N 0 L L L 0 L A 0 A A 0 L A L A
Newly joined agencies
Status of implementation of Procurement Network recommendations (September, 2014)
Newly joined agencies
A Action required 1. UN Cooperation 5. Procurement Services 9. Common Glossary of Terms
L Limited action required/Action initiated 2. Waive Second Review 6. Integration of "guidelines"
0 No action required 3. Sharing LTAs 7. Communication on "guidelines"N No action foreseen/intended 4. No Restrictions 8. Table of Contents
AfDB
FAO
IFAD ILO ITU PA
HO
UNAIDS
UNDP
UNESCO
UNFPA
UNHCR
UNICEF
UNOPS
UNRWA
UN Sec
UNWomen
WFP
WHO
WIPO
WMO
UNIDO
1 0 0 L 0 N L L 0 0 0 L 0 0 L 0 0 L L L A 0
2 L 0 L 0 0 0 N 0 0 0 0 0 0 0 0 0 A L L A 0
3 0 0 0 0 N 0 L 0 0 0 0 0 0 0 0 0 0 L L A 0
4 0 0 L 0 0 0 L 0 0 0 0 0 0 0 0 0 0 0 0 0 0
5 N 0 L 0 N L N 0 N 0 0 0 0 L N 0 L 0 L N 0
6 N 0 L 0 N 0 L 0 0 0 A 0 0 L N L A L 0 A L
7 N 0 L 0 N 0 L L 0 0 0 0 0 L N L A L 0 A L
8 N L L 0 N 0 L 0 L 0 L L 0 L A 0 L L L A A
9 L L 0 A L L L L 0 L L 0 0 A