UN-CS-RAI-USAA-DB01-2005-00050

Annex 4 Systems List

UNICEF  United Nations Children’s Fund

 

Within the context of this project, the following definition of terms should be applied:

·         Emergency Mission Critical : these systems and records are most critical to the PO for emergency operation, in the sense that they would need to be restarted or replicated in 24 hours and would also be a first priority concern for any disaster recovery efforts required,

·         Vital Records: these systems  contain vital records but for which a immediate [24 to 48 hours] access is not mandatory and

·         Archival – Long Term Value: these systems contain or support information/data of long term value to the PO [potentially more than 10? years].

 

UNPO

System Title

Description – Types of processes, records etc

Types of users & system owner /sponsor/

Vender  or in-house

Date Start

Interface to other systems

Emergency Mission Critical

Vital Records

Archival – Long Term Value

comments

UNICEF

PROMS: Programme Management System

Programme and administrative transactions, including planning, personnel, payroll, procurement, budget, accounting, for Field Offices]

All UNICEF field offices.  Central Help Desk.  Owners: Programme Division, DFAM, Supply Division

In House

1998

UNICEF FLS

UN-IMIS [HR]

2nd day

Y

Y

Archiving project on-going

UNICEF

FLS: Financial & Logistics [Supply] System

All UNICEF transactional systems related to Finance, Accounting, Logistics [Supply]. SAP modules

DFAM, Supply Division, PSD (NY & Geneva), Programme Division, PFO. Five HQ locations

SAP  (product is R/3), configured application

1999

UNICEF-IMIS, ProMS, CMS, UN-Pension

2nd day

Y

Y

Archiving Project ongoing

UNICEF

UN-IMIS; UNICEF interface with

Human Resource Modules related to Organisation table, Post Authorisations and Payroll

Division of  HRM Human Res. Manage

UN & UNICEF

1998

PROMS

FLS

RAMP-TRIM

 

Y

Y

Will be discontinued by mid 2005

UNICEF

RAMP-TRIM Record and archive management System

System used at NYHQ for registering and retrieving paper file folders, monitoring box transfers and disposals as well as registering items for correspondence tracking. Repository for electric version of UNICEF Executive Board documents and other internal issuances [directives, instructions].

About 200 people at Hqs have been trained.

Tower Software, NSI with HP for scanning

 

UN-IMIS Org table

 

Y

Y

Detailed Description available

UNICEF

Priority  Divisional Records Series

Most important UNICEF identified Record Series from WGARM Appraisal Decision Assistance Project

All Divisions at UNICEF hqs

 

 

Via RAMP-TRIM

 

Y

Y

 

UNICEF

Standard Office Desktop App.

MS Office 95, 98, XP...Visio

All UNICEF offices world wide

 

 

Some items registered / attached  via RAMP-TRIM

 

 

 

 

UNICEF

Lotus Notes mail [e-mail]

The email programme contains items from all major record series

All UNICEF offices world wide access

Lotus/

IBM

1997

Attachments from desktop systems, some items logged / attached in RAMP-TRIM

Y

Y

?

Depends on agreed procedure for transfer / selection of data for archival system

UNICEF

Lotus Notes Databases

The database cover various subjects Some contain records from major UNICEF record Series, and the contained data may be used to populate other the UNICEF information sources such as the internet or intranet

Staff at HQS have access some are replicated for various locations

Lotus & UNICEF

 

Internet, Intranet, Extranet?

Y

Y

?

Depends on agreed procedure for transfer / selection of data for archival system

UNICEF

Telecommunications System

Communications Systems which link UNICEF offices world wide

 

 

 

 

Y

Y

 

 

UNICEF

Internet, Intranet & Extranet

UNICEF Sites used by staff, National Committees, some vendors

 

 

 

 

Y

Y

Y (some elements)

 

UNICEF

Budget system

 

 

 

 

 

 

 

 

 

UNICEF

Evaluation database

Previous Evaluations of UNICEF Programmes or Projects [to be better described]

 

 

 

 

 

 

 

 

UNICEF

PSD – Card Sizes

Macintosh system information, may contain information or links to  UNICEF agreements with artists etc

 

 

 

 

 

 

 

 

UNICEF

Supply Catalogue

Derived from FLS, daily updates

Supply Divisions, field offices world wide

 

 

 

 

 

 

 

UNICEF

Legacy systems

Legacy Systems information and documentation transferred to flat files

In 1998 / 1999, operation elements migrated to FLS and to ProMS

HQ Divs.

1999

 

 

 

 

 

UNICEF

DOC Photo Archive System

 

 

 

 

 

 

?

Y

 

UNICEF

DPP/Statistical information

UNCEF statistical information, contained in various stand alone or linked applications. The legacy data is sometimes copied to various directories. This data or derived analysis appears in various UNICEF outlets and requires verification/authentication in response to various queries and follow up studies.

 

 

 

 

 

 

 

 

UNICEF

PFO Contribution Management System

UNICEF information on Contributions from donors linked to specific Country projects or programmes and status reports  MS Access [To be in UNICEF SAP]

PFO, DFAM, GRO

In house

2000

Fls

2nd day

Y

Y

To be replaced by SAP Grants Model in  2005/2006

UNICEF

Interfaces

Data exchange between various systems to derived a single integrated application

Indirectly, users of all systems that are interfaces

in house, plus using mechanisms provided in SAP, Mercator and Tidal SysAdmiral

1999

FLS, ProMS, IMIS, CMS, UN-Pension, UN Exchange rates...

2nd day

Y

Y?

 

UNICEF

Corporate Reporting

Reporting tool with web interface (BI component)

NYHQ, Field offices

Cognos

1999

SAP, ProMS, IMIS

 

 

 

 

UNICEF

Human Resources

Org Management, Personal Management, Time Management, Payroll

NYHQ

SAP

April 2005

Proms, WebHRIS, IMIS

2nd day

Y

Y

 

UNICEF

HP Service Desk

Help Desk call tracking system

NYHQ

HP

2002
(+/-)

Lotus Notes, e-mail

2nd Day

Y

Y