ProFi is a comprehensive and proven solution available from UNODC for United Nations agencies planning to manage all aspects of the implementation of their programmes, projects and field operations. ProFi is the ideal solution for organizations seeking to:

• Track every donor dollar from pledge to expenditure (fund raising, pledges, collections, budgets, allocations, financial authorizations, expenditures, project closure)

• Track all extra-budgetary funded programme/project documents from cradle-to-grave (project ideas, project documents, approval workflow, execution, evaluation)

• Provide a full suite of customizable Web-based reports from the finance, substantive and results perspectives for internal and Member States’ use

• Integrate fully with the UN’s IMIS and UNDP’s Atlas systems

• Provide integrated/consolidated reports in near real-time, including global overviews combining all locations worldwide and with drill-down capability to the individual transaction level for both financial and substantive document-based information

• Globally manage and track staff, payroll, leave recording, asset inventory, imprest, petty cash, etc., to the transaction level

• Automate reconciliation with UNDP’s Atlas eIOVs

• Provide a managed way to use and validate UNDP services and charges in any country

• Operate in locations with poor quality and/or low bandwidth communications

• Rapidly deploy a comprehensive, cost effective solution with strong central management of IT services

Programme and Financial Information Management System

What is needed to implement ProFi globally?

• Indicative time 18 months• Indicative cost US$ 2.5 million• Implementation Support Provided by UNODC

Winner 2006 Un21 commendation award

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What is ProFi?ProFi is a comprehensive solution providing enterprise resource planning (ERP), document management and automated workflow functionality. Since 2003, ProFi has provided financial (pledges, collections, budgets, expenditures) and substantive (project ideas, documents, progress reports, evaluations) information for drugs and crime technical cooperation projects executed by UNODC.

In line with the on-line process-control features of ProFi, the system promotes transparency and accountability, providing accurate, timely and detailed financial and substantive operational information on UNODC activities to Member States and UNODC staff in headquarters and Field Offices worldwide.

Project life cycle The ProFi technical and functional structure supports, monitors and reports on all UNODC project life cycle processes, including:

Information at all stages of the project life cycle is reported to users through an intuitive and easy to use Web interface (more than 100 different reports), Lotus Notes-based reports or via monthly email through a subscription service (ProFi Push).

ProFi Financials ProFi Financials addresses the fundamental accounting and financial management requirements of the UNODC’s activities. It focuses on capturing and delivering financial data related to pledges, collections, budgets, allocations and expenditures. ProFi Financials produces certified and audited financial statements for the UNODC Drugs Fund.

ProFi Substantive ProFi Substantive is the fundamental workflow instrument and document management repository of information relating to operational activities through all phases of the UNODC project life cycle. It addresses the non-financial aspects of UNODC project activities, their formulation, approval, implementation and progress reporting on results and impact.

ProFi Transactions ProFi Transactions enables UNODC Field Offices to carry out financial transactions through local bank account arrangements or external counterpart agencies (i.e., UNDP). Data is available for monitoring in headquarters on a real-time basis from all corners of the world through low bandwidth connections. Reports, ledgers and automated reconciliation are fully integrated with on-line workflows.

ProFi Web Reports User friendly ProFi Web reports are accessible by all registered users at www.unodc.org and provide integrated and interactive financial and substantive information which can be easily sorted and filtered according to users’ individual needs.

• Project Formulation • Project Development with Funding Partners • Project Approval and Initiation

• Project Execution • Project Evaluation

Member States Headquarters Staff Field Office Staff

ProFi - Programme and Financial Information Management System

ProFi Financials ProFi Substantive

ProFi Users

Project Life Cycle

ProFi Modules ProFi Modules

Financial Accounting

Project Formulation

Project Development with Funding

Partners

Project Approval & Initiation

Project Execution

Project Evaluation

menu of Services

System analysisThe Information Technology Service (ITS) of UNODC carries out a detailed analysis of your organization’s extra-budgetary activities and the current functional workflow. ITS makes recommendations on the level of system configuration required for smooth adoption and possibly also assist in a business process re-engineering exercise to realign existing workflows with standard operating procedures.

Along with a demonstration of other ProFi live systems and in close cooperation with your organization, ITS establishes a system implementation plan outlining the various ProFi components and modules that offer solutions to immediate (a "Quick Win" implementation strategy) and medium term priorities.

System configuration and ImplementationIn line with the implementation plan, ITS configures ProFi core applications according to your organization’s unique set-up and manage the implementation of relevant ProFi components/modules:

• Lotus Notes applications for the recording of pledges and funding agreements, submission of project proposals, obtaining of internal clearances, recording/disbursing of expenditures and reporting of project progress

• A complete suite of applications is specifically designed for field office use which interface seamlessly with a HQ-based application and HQ-based financial core systems, transporting all data managed in the system over secure Internet links with a maximum 20 minutes delay

• PeopleSoft-based core ERP system for the handling of all financial controls, ledgers and automatic preparation of official audited financial reports and yearly and biennial statements; the PeopleSoft core also interfaces with IMIS for nightly data downloads to ProFi

• A data warehouse and the Web reporting interface provide secure reports accessible via the Internet for all stakeholders including Member States

Systems Support and maintenanceTo ensure ProFi system sustainability and continuous high availability, ITS provides continuous support and maintenance activities as listed below:

• Routine ProFi software upgrades in line with new solutions/workflow/rules changes adopted for the larger ProFi community reaching multiple UN bodies

• Daily back-up of all data to storage/tape and the transfer to the offsite disaster recovery facilities• Regular performance reports and records • Timely second level support

TrainingTraining is core to the successful implementation of ProFi and the ITS targeted training programme is designed based on a training needs analysis for your organization. The aim of the hands-on training is to ensure that participants have the knowledge and the ability to use ProFi for the complete management of project activities throughout the entire project life cycle. ITS helps in managing all the training activities including the set-up of the training environment, preparation of training materials, scheduling of training classes and delivery of training.

As well as training courseware, ITS provides full documentation and user guides for all ProFi modules.

UNODC will work closely with UN agencies interested in configuring ProFi to meet their specific needs and offers the following services:

ProFi Portal

The ProFi Portal is the launch pad ("one-stop-shop") to start ProFi applications, accomplish tasks and access ProFi Web reports.

ProFi Web Reports

The following is an example of a ProFi web report: Management Expenditures report for ROCA – Central Asia.

Information Technology Service (ITS)The UNODC Information Technology Service (ITS) provides Information and Communications Technology (ICT) services to the United Nations Office at Vienna (UNOV), the United Nations Office on Drugs and Crime (UNODC) (in Vienna and also in 52 locations worldwide), to other UN organizations and to Member States and their governmental bodies.

Maurizio Maria Gazzola, Chief Information Management UnitInformation Technology ServiceUnited Nations Office at ViennaUnited Nations Office on Drugs and Crime

Tel: (+43-1) 26060-5157Email: maurizio.gazzola@unodc.orgWebsites: www.unov.org, www.unodc.org, profi.unodc.org

ProFi Background

The mandate of many United Nations organizations includes a substantial component of technical cooperation assistance for their Member States and/or similar projects/operations in the field.

ProFi was developed by the UNODC Information Technology Service to address UNODC’s need to have an integrated ERP system capable of ensuring strict financial control as well as providing a platform for non-finance professionals to manage their activities, programmes and projects from a substantive results-based perspective.

Additionally, ProFi provides real-time, un-edited access to UNODC technical cooperation programme information to Member States via the Web-reporting modules, reinforcing UNODC commitment to accountability and transparency.

In 2006, ProFi was awarded a UN21 commendation in the category of "process re-engineering". The UN21 Commendation award was earned in recognition of the impact ProFi has made in introducing innovative solutions and improving the way UNODC works.

ProFi Family

Given the portability of the system components and the all-in-one system approach to addressing both the substantive and financial design/implementation/monitoring/reporting requirements of technical cooperation programme or similar projects, ProFi can be adapted to meet the needs of a wide range of United Nations Systems’ Organizations. For example in 2007, ProFi was also adopted by the UN Mine Action Service (UNMAS) to support their extensive headquarters and field operations.

Additional United Nations Systems’ Organizations are considering the adoption of ProFi and are joining the growing family of organizations with similar needs to account and report on their work. The ProFi family of organizations is key to the further development of the product whose features and upgrades spurring from years of actual use and sharing of lessons learned make the system an efficient and effective tool for the management of technical cooperation activities.

Version 1, March 2008

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