Configuring SOW Worker Characteristics

If SOW workers are included on an SOW, there are a number of options that determine the level of detail in tracking and billing, such as:

• Time Sheet Tracking
• Billable vs Non-billable
• Headcount Cap
• Auto-activate
• Auto-register

SOW Type Settings

Within the Form Page Configuration of an SOW Type, the option to Track Time Sheets as part of the Worker Rules is defaulted to Yes.

When this setting is enabled for SOW Workers, there are two additional options related to billing that appear on the configuration pages of the SOW Type:

1	Allow Invoicing from approved Time Sheets, which, if not enabled, then time sheets will be tracked for SOW Workers but will not be billed to the buyer. If this configuration setting is not locked or hidden at the SOW Type level, it can also be enabled at the SOW Template level.
2	Allow rates on SOW Worker roles without invoicing. This setting allows users to define rates for SOW Worker Roles on SOWs or SOW bids that do not allow invoicing from approved time sheets.

There is also capability to include SOW Workers without time tracking as part of the overall SOW.

There is a setting on the SOW Type Template Configuration page that allows the supplier to disable 'Track Time Sheet' flag on an SOW Worker, overriding any Site Configuration.

When using SOW Workers, the 'Enable SOW Headcount Cap' rule is available on the SOW Type. Use of this setting works in combination with the Worker rule 'SOW Worker Spend estimation' based on number of positions and period'. If both are utilized on an SOW and the sum of the Number of Positions is greater than the headcount cap, a warning message is displayed to the user.

An additional feature available for billable SOW Workers on a given Statement of Work is 'SOW Worker Spend estimation based on number of positions and period'. This rule is available on the SOW Type and Template itself, if not locked or hidden at the Type level.

If enabled, SAP Fieldglass uses the average of the rate amounts, number of positions and the period worked to calculate an estimated spend for each Role. This allows buyers to see the estimated spend for SOW Workers while creating the SOW.

Workers that are part of a crew or team can have their time tracked & approved for the entire team or crew at once, as opposed to individual time sheets. This is pertinent to certain industries such as Transportation and Oil and Gas.

A crew may consist of workers with various roles, supervisors, and other resources, such as equipment. Having individual work orders and time sheets for each crew members can be difficult to manage, especially when a buyer must allocate amounts to multiple cost centers. It's more efficient for a manager to review and approve the entire crew's time sheet.

Crew-based billing is facilitated using SOW fees, meaning the Supplier can submit a single fee response that includes all workers and other resources defined within a crew. The configuration of an SOW Worker Role dictates whether fees should be used to bill the worker's time as part of a crew, rather than time sheets as an individual.

A combination of SOW Template rules and setup of the relevant SOW Worker Roles for a project, enables a buyer to use crew-based billing.

If SOW workers are included on an SOW, there are a number of options that determine the level of detail in tracking and billing.

Key Points:

• Time Sheet Tracking Options: SOW Workers can be tracked using time sheets, with settings to include billable vs non-billable hours.
• Configuration Flexibility: Tracking time sheets can be enabled or disabled at different levels, offering flexibility in SOW Worker management.
• Billing Settings: Configurations allow invoicing from approved time sheets or setting rates without invoicing for non-billable tasks.
• Headcount Cap: The 'Enable SOW Headcount Cap' rule helps manage worker numbers, providing warnings if exceeded.
• Crew-based Tracking: Time tracking and billing for crew members can be managed collectively, facilitating efficient approval and allocation.