Professional Documents
Culture Documents
Management Overview
Course Introduction
Module 1: Property Management Overview
Module 2: Property Management Master Data
Module 3: Property Management Process
Module 4: Property Management Integration
Course Summary
Course Assessment
Course Survey
Prerequisite Review
You should have completed the following prerequisite courses:
• Umoja Overview
• Umoja Master Data & Coding Block Overview
Course Introduction
Module 1: Property Management Overview
Module 2: Property Management Master Data
Module 3: Property Management Process
Module 4: Property Management Integration
Course Summary
Course Assessment
Course Survey
Funds Center/ Responsible for reviewing and approving service order from the
Budget Approver Fund Usage/Owner perspective for activities that consume budget.
Overview
Integrated System
• Maintenance, tracking and disposal of equipment will be integrated into one system, thereby
eliminating multiple database systems
Equipment Transfer
• It provides visibility for the receiving office/mission on the equipment history, costs and
analysis. This allows the receiving office/mission to make a cost/benefit analysis and decision
on the transfer
Increased accountability
Disposal of
Sales and Equipment by
Receipt of Distribution Sale
Equipment and/or Service
Fixed Assets Finance (FI)/
Logistics and orders
Controlling and Work
Execution
(CO) Centers
Property
Management
Course Introduction
Module 1: Property Management Overview
Module 2: Property Management Master Data
Module 3: Property Management Process
Module 4: Property Management Integration
Course Summary
Course Assessment
Course Survey
All the installations in the organization that need maintenance are structured to
facilitate sound maintenance practices. In general, the entities that require tracking of
technical, cost and installation history, are treated as functional locations or equipment.
Others are classified as either assemblies or materials.
The Master Data elements used in the Property Management process are:
Functional
Equipment Work Center
Location
Functional
Equipment Work Center
Location
A functional location represents a physical location (example building, floor or room) where
equipment can be installed and/or maintained.
The Functional Location Master Data record uses the following standard views:
• General: It displays the class, object (equipment) type, reference data and manufacturer data
• Location: It displays the location data and address
• Organization: It displays the account assignment (for example, company code or cost center)
and responsibilities (for example, Maintenance Planning plant)
• Structure: It displays the structure indicator, higher-level functional location and equipment
• Additional Data or Links: It displays additional data or links in the Master
record for the functional location (These can be activated as tab pages or
called up using push buttons)
Functional
Equipment Work Center
Location
Functional locations are automatically created in the Real Estate module of Umoja through the Umoja
process to manage UN’s real estate portfolio. The Real Estate Facilities Planner is responsible for
creating and maintaining this data.
Functional
Equipment Work Center
Location
UN Entity
Site Site
Building Building
Functional
Equipment Work Center
Location
Functional
Equipment Work Center
Location
Functional
Equipment Work Center
Location
A work center refers to the maintenance team responsible for performing the maintenance tasks in a
particular plant. Depending on the nature of work or structure of the organization, a maintenance
work center may be an individual department, a group of skilled craftsmen or a workshop.
Every piece of equipment and functional location can be allocated to a maintenance work center to
perform the maintenance tasks assigned to the object. The main functions of work centers are:
• Costing
• Scheduling
• Capacity Planning
Functional
Equipment Work Center
Location
Address, telephone
number, email and Contact Information
others Business
Partner
Banking details Banking Information
Currency, payment
terms and payment Payment Condition
method
Identification Legacy System
number Reference#
A. Functional Location
B. Equipment
C. Work Center
D. Business Partner
A. Functional Location
B. Equipment
C. Work Center
D. Business Partner
Course Introduction
Module 1: Property Management Overview
Module 2: Property Management Master Data
Module 3: Property Management Process
Module 4: Property Management Integration
Course Summary
Course Assessment
Course Survey
Equipment Property
Decommission
Assignment and Maintenance
and Disposal
Management and Operations
Process Overview
The Equipment Assignment and Management process manages the overall equipment lifecycle in a
controlled instructed way.
Note: The details of the Equipment Assignment and Management process are covered in
the Umoja Equipment Management course.
When equipment is brought into operation within UN, it can either be assigned to a UN staff
member, who assumes responsibilities for the equipment and/or it can be assigned to a functional
location, where it can be used by multiple people and maintained by a planner group or work
center. For example, a computer is a piece of equipment that can be assigned to a UN staff
member and that person assumes responsibility for the equipment. Additionally, a printer can be
installed at a floor in an office building occupied by UN, where it will be used by multiple staff
members. This printer is installed at the location corresponding to the functional location
The Assign Equipment process provides equipment and material accountability, visibility and life
cycle history.
This process updates and maintains technical master data related to Property Management
Master Data:
– Equipment Master Data
– Functional Locations*
– Work Centers/Activity Types**
Maintain Technical Master Data process is included in other processes when master data is
created and/or changed, such as in the Assign Equipment, Physical Verification, Repair/Maintain
Equipment, Transfer, Write-off and Collaborate to Dispose processes.
______________________________________________
* Functional locations will be maintained through Real Estate
**Work Centers and Activity types will be centrally maintained
The Physical Verification of Equipment process involves physically accounting for all tangible
equipment in accordance with the property management guidelines.
During this process, all equipment that are in use (assigned to a location, entity or person) or
available for use are accounted for through the Physical Verification process. Pertinent detail such
as physical location, equipment status and person responsible are validated. Any discrepancies
found during the Physical Verification process are resolved and documented.
Process Overview
The Property Maintenance and Operations process puts in place a program that optimizes the
useful life of a piece of equipment through the implementation of an effective corrective and
preventive maintenance program.
Note: The details of the Property Maintenance and Operations process are covered in the
Umoja Preventative Maintenance and Umoja Corrective Maintenance courses.
The plan is scheduled and based on the scheduling rules and Preventative Maintenance orders are
created. The Preventative Maintenance orders are scheduled, assigned and executed through the
service order Management process. The work performed is registered in
the Preventative Maintenance plan to run reports and set alarms if the
required work is not performed as planned.
Corrective maintenance on equipment refers to maintenance tasks performed to restore the ideal
condition of a piece of equipment. There are two types of unplanned maintenance:
• Corrective Maintenance
• Breakdown Maintenance
The Corrective Equipment Repair process describes how equipment breakdowns and emergencies
are identified and corrective actions are taken. For example, a vehicle could undergo corrective
maintenance if it is involved in an accident and requires repairs to fix the damaged sustained.
Similar maintenance could also be performed on a computer if, for example, the screen cracked or
the computer froze.
Corrective Corrective
Preventative
Maintenance on Maintenance on
Maintenance
Equipment Functional Location
The process to perform corrective maintenance on a functional location is used when a functional
location sustains damages or requires repairs. For example, if the roof of a building was leaking
after a hurricane, repairs to this functional location would be required. Alternatively, this process
could also be used if a functional location, such as a room needs to be painted or a building’s
windows need to be washed.
Process Overview
The Decommission and Disposal process optimizes the utilization of the equipment throughout its
life and then manages its transfer, write-off and disposal.
Collaborate to
Transfer Write-off
Dispose
Note: The details of the Decommission and Disposal process are covered in the Umoja
Decommission and Disposal Process course.
Collaborate to
Transfer Write-off
Dispose
Collaborate to
Transfer Write-off
Dispose
The Write-off process covers the steps required to write off or remove the equipment, which is at
the end of its useful life, from available use in Umoja.
In the Write-off Equipment process, the equipment is identified for write-off along with an
associated disposal method. Depending on the reason for write-off and residual financial value of
the equipment, a recommendation for write-off and disposal might need to be endorsed by the
appropriate property survey boards. This process needs to be transparent, objective and auditable.
Collaborate to
Transfer Write-off
Dispose
The Collaborate to Dispose process covers the steps required to dispose an equipment. It is the
final set of activities that are performed at the end of an equipment’s lifecycle. The write-off
reason and disposal method are determined through the Write-off Equipment process and the
equipment can be disposed via the approved method.
The five disposal methods that are available to dispose an equipment are:
Cannibalize
Sale Trade In Donate for Spare Destroy
Parts
The Equipment Manager tracks the progress of the disposal case by creating a Disposal request and
attaching a predefined set of tasks relevant to the type of equipment and disposal method. The
appropriate Environmental Health and Safety procedures are identified and tracked for each
disposal case.
Course Introduction
Module 1: Property Management Overview
Module 2: Property Management Master Data
Module 3: Property Management Process
Module 4: Property Management Integration
Course Summary
Course Assessment
Course Survey
The process flows in the succeeding slides outline the steps in Umoja and the
responsible users.
Equipment
Create/ Approve assigned to
Notification functional location
requesting or user
Property Equipment responsible
Management
Create
Yes Approval Process Goods
Reservation for Local
(see next slide) Issue
Plant
Check Stock In
Requirement system
Logistics List ?
Procurement
Steps
Procurement
PM Planner
Inv. Manager Inv. Manager Log. Coord. Inv. Manager Inv. User
Uninstall Transfer
to Create STO Release STO Monitor Approve
Equipment (non-budget (non-budget Outbound Goods Issue
from Sending Receiving Reservation
Plant relevant) relevant) Delivery*
Plant
*Where inventory management processes are not deployed, a PM managed process will be used
Cannibalize/
Trade-in/Scrap
Create write-off/ Deactivate
Update equipment Disposal Dispose
disposal requests equipment
status Method equipment
notification
Sale/Donation
Uninstall
equipment
Course Introduction
Module 1: Property Management Overview
Module 2: Property Management Master Data
Module 3: Property Management Process
Module 4: Property Management Integration
Course Summary
Course Assessment
Course Survey
Course Introduction
Module 1: Property Management Overview
Module 2: Property Management Master Data
Module 3: Property Management Process
Module 4: Property Management Integration
Course Summary
Course Assessment
Course Survey
To receive credit for completing this course, you must pass this assessment with a
minimum score of 90%.
To complete the assessment you must return to the Learning Management System:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course assessment
5. Click the Submit button once you have completed the assessment
Course Introduction
Module 1: Property Management Overview
Module 2: Property Management Master Data
Module 3: Property Management Process
Module 4: Property Management Integration
Course Summary
Course Assessment
Course Survey
Please complete the evaluation for this course using the following steps:
1. Log into Inspira
2. Navigate to Main Menu -> Self-Service -> Learning -> My Learning
3. Search for the name of the course under the My Learning Activities section
4. Click the Start link of the course survey
5. Click the Submit button once you have completed the course survey