Procuring a Contingent Worker in SAP Fieldglass

Objective

After completing this lesson, you will be able to create a Job Posting and explain the Contingent procurement workflow in SAP Fieldglass.

Create a Job Posting using the Full Service method

Now that you understand the Contingent module and Job Posting workflows, let’s quickly recap at a high level:

Start by creating a Job Posting by using a Job Posting Template.
Once created, the new Job Posting is routed for approvals to ensure budget and compliance with standards and policies.
Next, the fully approved Job Posting is distributed to a predefined list of suppliers who submit their candidates to it.
Finally, Buyers review and hire the submitted candidates.

Now, let’s go through a real world scenario.

Mavis, the manager of network engineering for WorkingNet Networking Inc. a leading manufacturer of data networking equipment, needs to hire a Network Engineer to help with a short-term project. Since it’s her first time navigating this process, Brian from the Program Office agrees to help her submit the full Job Posting on her behalf.

This means all four steps of creating the Job Posting will be completed by Brian.

ExerciseStart Exercise

Job Posting Approvals

After Brian submits the Job Posting from the prior scenario, it then enters an Approval chain – a pre-defined workflow that determines which users or roles must review and approve the request before it can be distributed to WorkingNet’s suppliers.

In SAP Fieldglass, the Approval routing functionality ensures that items, like Job Postings, meet organizational requirements and standards before moving forward. This not only reduces risk and cost but also ensures that the right stakeholders are informed and involved. In SAP Fieldglass, these approvals are fully configurable and can be tailored to reflect a buyer organization’s internal policies, hierarchies, and spend controls.

Approval routing can be customized in various ways, including:

Sequential Approvals: Approvals occur in a defined order. One user must approve before the next is notified.
Parallel Approvals: Multiple approvers are notified at the same time. All must approve before the posting proceeds.
Thresholds: Approval routing can vary based on configurable thresholds, such as rate limits or total estimated spend.
Role-Based Routing: Approvals can be routed to individuals based on their user role (e.g., Program Manager, Finance Officer).
Escalations and Delegations: If an approver is unavailable, the system can escalate to another user or allow temporary delegates.
Custom Approval Rules: Organizations can define more advanced approval logic based on specific data elements, such as job category, site, contingent type, or other custom fields.

Supplier Submits Job Seekers

WorkingNet has set a distribution rule to automatically Distribute fully approved Job Postings to a predefined list of Suppliers they have partnered with for positions like the one Mavis is trying to fill. So, once Mavis’ Job Posting is fully approved in the system, SAP Fieldglass will automatically distribute it to the required suppliers.

These Suppliers are notified that WorkingNet has released a new Job Posting to them in SAP Fieldglass. Sheila over at the supplier re:CrewIT, for instance, can then review the details for the Network Engineer position for Mavis’ team. Sheila feels she has the perfect candidate—Joe—so she decides to Submit him to the open position.

When responding, Sheila includes Joe’s information such as:

the supplier’s setup page of the job posting showing that Joe Worker has been added as a job seeker

1	His first and last name;
2	A unique Security ID defined by WorkingNet, comprised of his birthdate and the first two letters for his first name;
3	The date he is available to start;
4	Whether he is going to be submitted for other positions;
5	If his Workforce record should be visible to the buyer;
6	And his resume.

On the next page, Sheila will enter the rate information for Joe, based on what was requested by WorkingNet. Once she completes all the necessary information, she clicks submit to send Joes application to WorkingNet to review.

If other Suppliers have received the Network Engineer job positing, they would respond and submit their own job seeker applications in the same way.

Review Job Seekers

When Mavis receives the Job Seeker submitted by Sheila at re:CrewIT, Mavis has the opportunity to thoroughly review the application and determine whether or not she wants to move forward with the candidate.

ExerciseStart Exercise

Summary

The first half of the process to procure a Contingent Worker follows the below order:

Job Posting Creation: Start by creating a Job Posting using SAP Fieldglass. This includes selecting a template, and setting details like start date, duration, and description. Utilize Enhance with AI features to generate thorough and detailed Job Descriptions, improving clarity and comprehension.
Approval Workflow: After the Job Posting is created, it is routed through an Approval chain to ensure budget and compliance with standards and policies.
Supplier Engagement: Once fully Approved, the Job Posting is distributed to a predefined list of suppliers who review the posting and submit candidates that match the requirements.
Candidate Review and Hiring: Buyers review submitted candidates from suppliers. They may reject, interview, or hire candidates by creating a Work Order, which finalizes the procurement process.

Next lesson