BY Zumrad Sagdullaeva, Jakob Schemel | June 23, 2017
How many of you have taken Uber, Lyft or Didi Chuxing to get around town? With these apps, all you need to do is follow three easy steps: set up a pickup location, a final destination, and press “request.” What if we told you that the United Nations is getting into the car sharing business too? Our goal is not to make money, but instead to save costs, be more efficient, and reduce our carbon footprint. It all started with agencies making spontaneous phone calls and sending emails to request cars when they need to conduct project monitoring or meetings with government and civil society partners. We noticed that in Lao PDR, smaller UN agencies cannot always afford to buy vehicles and often rent cars. On the other hand, the bigger agencies own cars but do not always use them. Inspired by mobile apps that are disrupting the transportation industry, our team at the United Nations proposed a solution: a GPS-based, fleet-sharing application that allows staff from different UN agencies to book a UN vehicle and provides back-office data. Pool managers assign drivers, monitor vehicle performance, and pick up passengers as needed. In September 2016, we launched the pilot UN car sharing system. FAO, UNDP, UNFPA, UNICEF, WFP and WHO, the six largest UN agencies in Lao PDR, were the frontrunners in trying out this new system. The system tracks fleet movement in real-time, while the back-office processes allow an in-depth analysis of fleet use and performance. It also pinpoints high-risk events such as extreme acceleration, harsh braking, and accidents. It also generates automatic monthly cost-recovery reports. Imagine the data possibilities! Join the ride As people began to use the car sharing service, we faced some uphill battles. For example, most drivers employed by the UN do not have smartphones. Then there’s the unit costs of the system which is US$30 per car, per month, in addition to initial investment costs. But these issues haven’t proven prohibitive, and the indications are that we are moving in a promising direction. Our data shows a 36 per cent drop in fuel costs when comparing the car sharing pilot (October 2016-April 2017) to the same period in the previous year. And there might even be a benefit when it comes to traffic and carbon emissions: we noticed a 26 per cent reduction in kilometers driven. This is surprising because we aren't all in one office - most UN agencies are located across the city of Vientiane. With all the hype and positive results that we received, the International Fund for Agricultural Development, the International Organization of Migration, UNAIDS, and UNIDO have now also joined the fleet-sharing pilot. The UN Country Team has included the fleet-sharing system as one of the key areas of cooperation under the Business Operations Strategy 2017-2021, which is how we pool logistics and other functions across the 17 UN agencies working in Lao PDR to save money and get better services. We are planning a cost-benefit analysis after the pilot stage ends in June. The road ahead So, will the GPS enhanced car sharing app work for the UN? We are yet to find out. We do know that we can improve it by doing a few more things, such as: Systematic use of the online booking system: This will lead to using cars efficiently, which, on the long run, means more savings. Centralize the management of the pool of cars: This could be done by assigning one person a month to manage the pool of cars among UN agencies. Book cars for transfer time only: Some users still require the car to stand idle for the duration of their meeting. This makes sense for brief meetings only. Track the availability of a vehicle/driver: If drivers are unavailable, this should be noted in the system to avoid any impractical requests by users. Improve the user-friendliness of the system: Integrate a GPS-based booking function, add the possibility to book a return trip in one go, and “join the ride” auto-function. Develop a mobile application. Integrate instant user feedback feature: Upon completing a ride, the system should automatically prompt a request for feedback from users. Benefits should outweigh the costs: The monthly maintenance fee sums up to US$360 a year, per car for the post-pilot period. We should consider the functional requirements or explore using an alternate software provider. By adding these features, we believe that car sharing could bring significant savings, improve efficiency, and it could potentially be scaled-up globally. We also hope that sharing our experience will be useful to other teams trying to do things differently within the UN!
BY Clement Gba | May 25, 2017
At the UN in Viet Nam, we had a hunch that sharing costs associated with IT equipment, infrastructure, and skilled staff would improve our overall efficiency and save costs. With this hypothesis in mind, we started working on an integrated One United Nations Information Communications and Technology (One UN ICT) system as part of the reforms of the Delivering as One initiative. In April 2015, 12 UN agencies unified their information, communication and technology systems and started working under one roof at the Green One UN House. This move is part of the Deliver Green initiative which aims to make the UN a carbon neutral organization by 2020. The difficult bits Technical: Integrating 12 IT systems into one was not an easy task. We also had to ensure proper separation of our IT networks for security purposes. In the context of UN Country Office operations, this is a major achievement. Financial: The integration of IT infrastructures and systems required upfront costs, with a return on investment beyond the first years. This means that we needed to spend some time developing a strong business case and understanding of the financial and non-monetary benefits in order to get investments from the managers across 12 UN agencies. Institutional: To accommodate the administration of staff, ICT policies, compliance, and requirements, we had to create a unique set of governance and institutional arrangements. Human resources: Prior to the move, our ICT staff only supported users from their respective UN agencies. Under the new initiative, all ICT staff provide support to users from the 12 UN entities operating at the Green One UN House. To scale up the One UN ICT project, we sought help from headquarters, with two interagency missions in 2008 and 2012. We also received support from the United Nations International Computing Centre in Geneva which with us for more than a year to make the integration of the systems a success. What we got out of this effort Extension of ICT services: All UN Viet Nam staff, whether based in Vietnam or providing advisory services to the government from elsewhere, project-based staff, as well as staff living outside the capital city of Hanoi have access to telephone services. This means the whole UN system in Vietnam can now call each other for free anytime, anywhere, so long as they have an internet connection. Provision of additional ICT services: The Green One UN House, now uses Cisco Jabber, an application that enables computers and mobile devices to function as a telephone via Voice over IP technology and uses the wire/wireless network as the medium for transmitting telephone service. The application works beyond the physical compound of our office. Provision of file server storage services: UN agencies in Vietnam have a Business Continuity Plan. The new data system provides a file storage server that can also be used by other Country Offices as part of their Business Continuity Plans. Client-focused and quick turnaround for ICT requests: All ICT services and transactions are managed by Common Services. The system triggers a ticket number that assists the back-office assign a request to an IT expert. The system is benchmarked against specific key performance indicators, and helps managers track and trace users’ requests. A user feedback survey also helps measure the quality of the services. This model provides real-time updates on the operations of the team and is going to be expanded to other UN Operations Centers as well as Country Offices. We hope that sharing our experience will be useful to other teams trying to save money and optimize workflows. At the UN in Viet Nam, we are proud to be working with a highly skilled and a top-notch IT team. Yes, this is not an easy road but based on our experience, the benefits (in terms of systems upgrade) far outweigh the challenges! Photo caption: The Green One UN House IT Team/ UNCT Viet Nam
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