The HR Mini Master Fast Entry process is an enhanced method of creating individual records. It was developed to expedite the process of creating HR Mini Master Records for participants in advisory meetings (Employee Subgroup E2). Under exceptional circumstances, Fast Entry may also be used for military contingent, and formed police unit personnel (Employee Subgroups M4 and M5), who require commercial travel for reason of emergency, medical evacuation, or other exceptional cases.
This transaction enables users to enter all required information for the HR Mini Master record on one screen, rather than creating each Infotype individually. Moreover, the HR Mini Master “Fast Entry” process generates and assigns a Personnel Number automatically to meeting participants, eliminating the requirement for requesting an Index Number through the Global Index Number system.
This HR Mini Master “Fast Entry” process can be used to create records for individuals who do not have recurring interactions with the United Nations such as meeting participants, military contingent and formed police units personnel. However, the standard process to create HR Mini Master Records (Search/Request Index Number, Approve Index Number, and Enter Non-Staff Personnel Action) can still be utilized for these Employee Groups/SubGroups if there is a possibility that this individual will interact with the organization in a different capacity (i.e. consultant, legal committee members or diplomat).
This functionality cannot be utilized to create HR Mini Master records for individuals who interact with the United Nations on a regular basis, such as individuals who fall under Employee Group X (consultants and individual contractors), Sub Groups of Employee Group E (legal committee members, diplomats or candidates/applicants), or Group M (military staff officers, military observer or UN police).
The steps involved in the HR Mini Master standard global process are:
- Upon receipt of a request to create a HR Mini Master record for a non-staff person (such as meeting participant, military contingent, and formed police unit personnel), the HR Mini Master Processor provides the HR Mini Master offline form to the non-staff individual.
- The individual non-staff fills the HR Mini Master offline form including accurate general and banking information (with the exception of these entities that have adopted a dedicated system to handle banking information) and returns it to the HR Mini Master Processor along with a copy of a personal identification document (Passport or National Id).
- The HR Mini Master Processor (who is also assigned the Global Index Number Requestor role) logs in to the Portal and performs a thorough Index Number search using the information contained in the person’s identification document and following the best practices highlight in the Global Index Number Request Role in Umoja Job Aid. In the Fast Entry process, the HR Mini Master Processor verifies if the meeting participant already has a record in Umoja.
![]()
It is critical to executing these steps prior to creating any new record in order to avoid duplication of records in Fast Entry process.
- If the record already exists, and the Source indicated is Umoja proceed to step f.
- If the record already exists, and the Source indicated is not Umoja, the HR Mini Master Processor sends a request to Confirm the existing Index Number.
- In all these cases in which the non-staff individual already has an Index Number we need to take into consideration the following scenarios:
- If the Non-staff individual returns into the organization with the same EEGroup/EESubgroup, the HR Mini Master Processor executes a Maintain All Non-Staff Personnel Action (PA) in Umoja ECC and updates the record (non-banking) to match the details in the offline form.
For example, a training consultant has delivered a workshop in UNOG, now UNON requires the services of the same consultant. As the consultant already has an HR Mini Master record in Umoja with the correct combination of EE Group/Subgroup (X/X1), UNON can immediately utilize it to create the new CIC contract. - If the individual’s previous Mini Master record had a different EEGroup/EESubgroup, the HR Mini Master Processor perform a search to ensure that no outstanding payments are due to the individual, and then executes the Maintain All Non-Staff Personnel Action (PA) and updates and changes the Employee Group/Subgroup combination. NOTE: when the combinations Employee Group/Subgroup is changed the system will not be able to disburse or recover payments any longer.
For example, a former legal committee member has been selected by ESCAP to serve the as consultant. ESCAP will execute the Personnel Action – Maintain Non-Staff, to change the EE Group/Subgroup from E/E1 to X/X1. - A HR Mini-Master Processor will not be able to execute any change or update to the record former Consultant or Individual Contractor and will require the assistance of an HR Partner ALL or an HR Partner CIC to update the record.
For example, a former consultant is traveling to attend a conference as a participant in an advisory meeting. Therefore, the Mini-Master Processor will request the HR Partner CIC at his duty station to execute the Personnel Action – Maintain Non-Staff, to change the EE Group/Subgroup from X/X1 to E/E2.
![]()
Every time a change of the combinations Employee Group/ Subgroup is required, you need to ensure that all payments to the individual have been fully disbursed; once the Employee Group/Subgroup is changed, the system will not be able to disburse or recover payments.
- If the Non-staff individual returns into the organization with the same EEGroup/EESubgroup, the HR Mini Master Processor executes a Maintain All Non-Staff Personnel Action (PA) in Umoja ECC and updates the record (non-banking) to match the details in the offline form.
- If no Index Number Record exists the HR Mini Master Processor executes a search in ECC to verify if a Mini Master executed via the Fast Entry method (PA42) already exist. Remember: the record created via the Fast Entry method starts with digits 88 and does not appear in the Global Index database.
- If the record does not exist, the HR Mini Master Processor may proceed with “Fast Entry” metho to create the HR Mini Master record using the information the information from the individual’s identification document for the biographical information and using the HR Mini Master Offline form for additional information such as an address, email and telephone number. The execution of PA42 generates a Personnel Number which is automatically linked to the HR Mini Master record of the non-staff individual. This Personnel Number is an 8-digit number that starts with 88 and it is not related to Index Numbers generated via the Global Index Number Request process. This number is restricted to travel purposes and cannot be used to move the meeting participants or contingent/police personnel to a different Employer Group /Subgroup (for example, should the individual be selected as a consultant or individual contractor).
- The HR Mini Master Processor updates the HR Mini Master form with the new/confirmed Index Number (individual’s Personnel Number, in case of “Fast Entry” method) and sends, by inter-office mail, or delivers in person, the form to the Local Cashier.
![]()
Should a local cashier not be available at the location, the form can be sent via email to one of the treasury hubs that services your location: (for example, UNOG treasury@unog.ch).
- The Local Cashier receives the HR Mini Master offline form, logs in the Umoja Portal, and enters the information provided in the offline form, creating an on-behalf request for banking record associated to the new Mini Master record.
- A two-step approval process is triggered in Umoja for the banking details. Local banking instructions are approved locally, cross border payment instructions are approved by Treasury Service Centers based on currency.
)footnote1