Job Aid. ESS - How to add a new city in Umoja Travel System

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2 Table of Contents Overview... 3 Objectives... 3 Pre-requisites... 3 Request New city in Umoja Travel System... 4 Access the Form to add a new city... 4 Check the information and prepre data for the form... 6 Complete Travel Data Maintenance Request Form... 6 Umoja Training 2/8

3 Overview This Job documents how to add a new City in the Umoja Travel Portal. Objectives This Job will walk the Staff Member and/or Travel Administrator through the process of requesting the addition of a new city in the Umoja Travel Portal. A new city must be added if a UN traveller (staff or non-staff) is scheduled to travel to or from a city that is not listed in the Itinerary drop-down menu in Umoja. Every travel itinerary must contain a departure and arrival city. A city for this purpose is any populated location including UN camps, observation posts, villages where elections will he held or monitored etc. Recording the exact location of a UN paid travel allows UN Security to assist in case of an emergency as well as to ensure that the traveller receives the exact entitlements due to him/her. It is in the interest of the individual traveller to add cities when missing in the drop down list. Pre-requisites Access to iseek MS InfoPath Software Application. If it is not installed on your computer, follow the link below: o Umoja Training 3/8

4 Request New City in Umoja Travel System Access the Form to add a new city 1. Log into iseek and click Toolkit hyperlink. 2. Click on Umoja hyperlink 3. Use Quicklinks functionality to locate Master Data Maintenance link and select it from the dropdown menu Umoja Training 4/8

5 4. Master Data Maintenance area On the page below you will find a link to download MS InfoPath Application onto your computer if you have not already done so. 5. Scroll down to find MDM InfoPath Forms and click to open the Travel Data Maintenance Form Umoja Training 5/8

6 Umoja City Finder System (check the information and prepare data) 6. Use Umoja City Finder System to search for your missing city Visit the link to find the city: Type the city name to locate the city you want to add in Umoja If the city is found, note the following information a. Latitude b. Longitude Take a screen shot of the map and save a copy to be attached when submitting the request. Complete Travel Data Maintenance Request Form 7. Open the form as described in step 5 Header Section contains the address where to send the form and the Instructions button for your reference. Umoja Training 6/8

7 General Data Section contains general information about the requestor and the reason for the request Field Business/Duty Station Requestor Name Functional Title Phone Number Date requested Request for User must fill in with below: It is the Duty Station of the Staff Member, for example: MINUSTAH (Required) Name of the Person submitting the request (Required) Functional Title of the requestor, for example: Travel and Shipment Approver (Required) Phone number of the person submitting the request (Required) Date on which the change is requested (Optional) Either Addition or Modification or Deletion needs to be selected from the radio buttons. Below is the selection for adding a new city: Change Required in Either Cities or Events option must be chosen (Required) It is defaulted to Cities. Umoja Training 7/8

8 Cities Section The following information is requested to be filled in by the user: Field Name of the city State and Region Country Latitude Longitude User must fill in with below: Name of the city State or the region in which the City is located The country in which the City is located Can be found using the site: Can be found using the site: Complete all the information requested, save the form on your local drive and it together with the snapshot of the map taken as described in step 6 to the following address: umoja-mdm@un.org Please allow at least three business days for processing of the request. Once it is completed, an automatic notification will be sent to the requestor. Umoja Training 8/8