Leveraging ICT for Smart Delivery at UNDP

Leveraging ICT At-a-Glance Office of Information Systems and Technology Fall 2014 UNDP will make better use of information and communications technology solutions to enhance business analytics, increase productivity, reduce transaction costs, facilitate sustainability as well as provide direct programme/project support. UNDP Strategic Plan 2014-2017

Agenda 1. Country Office in a Box and Solar Power Solutions 2. Fast Track, Accelerated Delivery for Ebola Outbreak 3. Collaboration and Productivity Enhancements 4. What s New in Atlas

How We Can Leverage ICT for Smart Delivery 1. 2. 3. 4. 5. Drive Innovation Connect People Optimize Work Help the Business Run Make Information Available Support Programme 6. Fast Facts 22,000 UNDP user base $29.62M - ICT spend 2013 $25M over 4 years, ICT Medium-term investment plan 40,188 inter-Agency users and payroll recipients $60M value in ICT procurement with 34 global LTAs Over 13 UN Agencies, funds and programmes rely on UNDP ICT support

Country Office Office in a Box - Solar Power Solutions The CO-in-a-Box is a rapidly-deployable modular infrastructure kit for offices, to ensure full business continuity and a lean, green office network setup with almost all components in the cloud, with integrated hardware, integrated services, and operational efficiency. No more flooding data centers or tangle of cables in a closet! CO-in-a-Box has already been deployed to DRC, Liberia, Sierra Leone, Guinea, South Sudan, Solomon Islands, the Philippines, with notable interest in Argentina, Zambia, Sao Tome, Mali, Togo, Nigeria, Fiji, and Saudi Arabia. Global ICT Advisory Services in Copenhagen Solar Power - How would UNDP CO offices benefit from solar power supply? Countries that use diesel generators are greatly dependent on diesel prices Switching to solar power will reduce volatility towards fluctuation in diesel prices and diesel shortages Abundant hours of sun in African countries allows maximum utilization of solar power to ensure that COs will have electricity in emergency situations

kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kk Fast Track, Accelerated Delivery for Ebola Outbreak Who: Joint team: OIST/BoM, our Global ICT Advisory unit in Copenhagen, Security office, BCP team, and SURGE What: proactively supporting the Ebola outbreak Tier One - Guinea- Liberia - Sierra Leone, Tier Two - DRC, Senegal, and Nigeria Tier Three - Ghana, Guinea Bissau, Togo, Benin, and Burkina Faso How: Tiger team, plan, and equipment to provide urgent support for resilient power and ICT services, including : o Mobile solar power kits for individuals o High capacity and solar power for the offices, and for projects and medical clinics. o CO-in-a Box o Polycom $.25M in-kind contribution of videoconferencing kits o ICT advisory support through missions ICT Response to the Ebola Outbreak nearly $1M in equipment and support 1. Country Office in a Box (rapidly deployable modular infrastructure for power, phones, Internet connectivity, backup, cabling for networks, etc. Solar Power ICT Kits Polycom videoconferencing equipment Missions with ICT advisory and support planned Speed of Delivery: First delivery to Tier One COs: One week from initial mobilization Follow-up deliveries to Tier One and Tier Two COs: One month (videoconferencing and CO-in-a-Box) By mid-November all ICT equipment and support were in place. 2. 3. 4. 5. Office staff say that this has been critical to maintain operations and communications. See UN City article on CO-in-Box and Polycom s In-kind contribution

Collaboration and Productivity - eRegistry 7 pilot COs, including Kenya Global rollout in 2015 Key capabilities: Register and manage documents that are received in physical, paper format, as well as emailed documents Route and track documents to ensure the proper person is notified to take the appropriate action Automation: Replaces paper-based with electronic routing Converts scanned documents to text- readable with OCR Auto-tag with default UNDP metadata and UNDP Document content types, machine learning Rules-based routing: can auto-file docs into the right libraries Customizable workflows for approval, review, distribution, and more Strengthen doc management by filing documents into the right places/locations. Post a document ONLY to one place, not duplicating in many silos Register documents received Route and track docs ensure they are actioned by right person Physical (paper) Electronic (email) Automation Doc Mgmt Searchable PDF Auto-classification Business workflows Leverage SharePoint Proper storage locations for project, programme, operations docs For more information, see eRegistry presentation

kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kk Collaboration and Productivity - Intranet Starter Kit The kit has been serving the needs of many Country Offices and Regional Centers since the Intranet launch, but now with the new template, all offices can jump on board to take advantage of this tool immediately. The kit provides a ready-to-use Intranet site for each and every Country Office. The kit is centrally hosted and managed, for full security and business continuity. What Can the Starter Kit Do For You: Work offline when away from the office, for example when on mission, or traveling to/from one Save data and records online, securely and reliably Eliminate more tedious paper-based processes for common CO business workflows Reuse content, workflows, forms, templates and shared business applications Find data and documents through powerful search Set up email alerts Reduce administration and IT development costs Benefits: Reduced operational costs (hardware, server licensing, backup, green ICT, support and training) Mobility: ability to access files and content even while travelling Integration with HQ tools such as managed metadata and the upcoming "App Store" for business applications Feature and functional upgrades: regular updates for new tools and content Ready-to-use architecture, business workflow templates and content already developed For more information, see Intranet Starter Kit information site

kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kk Collaboration and Productivity - OneDrive for Business As part of the cloud computing project, OneDrive for Business is now available for all UNDP users. Think of this as your corporate DropBox. Take advantage of: 1TB of data capacity for all of your personal working files (replacing office file servers Synching your laptop files to this corporate, secure cloud storage Easy backup for full business continuity Anytime, anywhere access Share your files easily with anyone in UNDP Share with external users Use your smart devices For more information, see Join the Cloud website

kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kk What s New in Atlas eServices - Easy access to personnel information Access personal information easily online View pension, salary, insurance information View dependency, address, emergency information Submit and review leave entirely online Choose Annual Leave, Sick Leave, Home Leave Choose Special Leave, Maternity-Paternity Leave Apply for rental subsidy/education grants online Rest and Recuperation, Compensatory Time Off Organizational identity and business continuity (keeps contact numbers for emergencies) Talent Map Pilot in RBAP; global rollout on 2015 Key capabilities: Workforce analytics and mentoring Networks, knowledge-sharing, and problem solving teams 2 levels of expertise: Advisor/Specialist 40 expertise areas 5 criteria for measuring level: application of knowledge; relevant degree; contribution to knowledge; innovative project design; management of teams and resources For more information, see Overview

kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kkkkkkk kk What s New in Atlas Project Closure Fast Facts: Project Closure There are 11,585 projects (outputs) in Atlas with Ongoing status As of 31/03/2013 we have 5,981 projects (outputs) in Atlas that are expired based on the end date but still with Ongoing status As of 31/03/2013 we have 2,192 projects (outputs) in Atlas that are closed operationally prior to 31/03/2012 (More than 12 months) but not yet closed financially Pilot with OFRM in Headquarters New York; global rollout late 2014 Key capabilities: Enhances, simplifies project closure processes (operationally and financially) by ensuring that: All POPP policies are adhered to Closure checklists are used, providing core indicators to reduce manual labor and ensure effectiveness Audit stamp for full accountability Global Travel and Expense Pilot proposed for RSCA in Addis Ababa, underway in Georgia, Thailand RSC, Nicaragua, Cambodia, Chile; global rollout 2015 Key capabilities: Retire use of purchase orders in Country Offices Extend Travel and Expense module to Country Offices: o Raise Travel requests after receiving the quotes from Travel Desk (Amex) or local agents o Once funds are committed and requests approved, the travel desk is Automated travel request workflow; no more purchase orders for travel! notified through an email to confirm the booking. The currency for payment for all travel is limited to USD today (local to come)