Configuring SOW Worker Role

Objective

After completing this lesson, you will be able to create SOW Worker Roles in SAP Fieldglass, including configuring and associating rates and using the role to track equipment.

SOW Worker Roles

Depending on the nature and volume of a service being provided, the buyer will need to engage multiple workers to complete the tasks and activities related to the service deliverables. But the buyer does not assign individual workers to the SOW. Instead, the buyer assigns SOW Worker Roles, and the supplier then assigns the workers to those roles. SOW Worker Roles allow SOW creators to specify certain types of workers that are required for a project.

When SOW Workers are added to an SOW, they are assigned to defined roles that have been predetermined and configured by the buyer company.

Roles are used for reporting purposes and help ensure the worker's rate is accurate. Administrators can create and maintain a list of SOW worker roles for use on statements of work.

SOW creation page showing the SOW Workers step. The page displays the SOW Worker Setup section, where the template creator indicates whether specific roles are to be added to the SOW, and whether the workers should be auto activated and auto registered. Below that are section where specific Worker Roles have been added. For each role, rate information is displayed.

Navigating the SOW Worker Role Object

Services section of the Admin Menu, the Schedule Library link is highlighted.
1To view the list of SOW Worker Roles in the tenant, select SOW Worker Role from the Services section of the admin menu.

SOW Worker Role List Page

SOW Worker Role List page displaying the list of SOW Worker Roles added to the tenant. For each worker role, columns display the Code, Name, Description, Equipment, Rate Grid, and Job Code. The Codes and Rate Grods are selectable links. The Equipment column, the Rate Grid column, the Job Code column, and the Network Engineer link in the Code column are highlighted.

Workers can only be assigned to roles that are associated with the SOW, and roles can be limited by the supplier selected.

2Equipment can be tracked in the same way as workers—by using SOW Worker Roles. When an SOW worker role is flagged as equipment, the associated equipment worker records are managed similarly to human worker records.
3If enabled on the company configuration, a Rate Grid can be associated to the worker role. If this is used, the workers' rates are derived from the grid.
4Associating a Job Code can help with finding users or workers with similar qualifications who are working or have worked at the company. This is an optional setting.
5To view the details of an SOW Worker Role, select an appropriate link in the Code column.

SOW Worker Role Details Page

SOW Worker Role Details page displaying the information for that worker role. Beside the information contained on the list page, the details page also includes information for Use Fees for Billing and Associate to all Suppliers who services SOW.The Use Fees for Billing and Associate to all Suppliers rows in the Details section are highlighted..

An SOW Worker Role record displays the same information available on the list page, with a few additional details.

6If Use Fees for Billing is selected, this role can only be used for crew work. Workers with the role will be able to submit expense sheets but not time sheets, and their spend will be tracked using fees.
7Associate to all Suppliers who service SOW indicates if the worker role is associated to all of the suppliers who service an associated SOW. If this is not selected, buyers will have to manually associate the role to individual suppliers.

Create an SOW Worker Role

WorkingNet Networking, Inc., a global manufacturer of data networking equipment, is building several new distribution centers in several countries, while simultaneously implementing new logistics software and processes.

Their first new distribution center is being built in a suburb of Atlanta, so WorkingNet will use the new Atlanta hub as their base of operations. They're going to engage CarryAll Consulting, a logistics design and implementation firm, to both help streamline their logistics processes as well as implement the new software.

In order to engage CarryAll, WorkingNet will use SAP Fieldglass to create the statement of work. However, they've never engaged a services provider for this type of work before, so WorkingNet has created a new SOW Template to accommodate this project.

However, WorkingNet has identified a new SOW Worker Role that needs to be created to accommodate the logistics project: Implementation Consultants.

As the SAP Fieldglass administrator for WorkingNet, you are tasked with creating the new SOW Worker Role.

ExerciseStart Exercise

SOW Worker Role Rate Configuration

There are a multitude of options when it comes to how rates are configured for SOW Workers based on buyer requirements.

  • Rate Grids can be used if a rate card is already in place and the SOW Worker rate needs to be determined based on Supplier and Site combination. This is configured on the SOW Worker Role and can apply regardless of whether the Roles are being used to capture physical workers, or equipment.
  • Additionally, the buyer has the ability on the SOW Template to grant the Supplier access to reduce and potentially increase the rate from the Rate Grid. The Buyer can also select whether changes to the Site and Location are permitted on the SOW Work Order or SOW Worker, which could also impact rates.
  • Rate Schedules, with or without Rate Grids, can also be used for SOW Workers and enabled on the SOW Template.
  • A Custom Lookup may be used for SOW Worker Rates based on the SOW Worker Role along with the Site they are assigned to on a given project.
  • If Rate Grids are not used for SOW Workers, then rate values are added manually at the time of SOW Creation against each SOW Worker Role selected for inclusion on the project.
  • Rates can also be defined for SOW Worker Roles without invoicing, if desired. This applies to both SOW Bids and SOWs.

Tracking Equipment Through the SOW Worker Role

In some instances, a supplier may determine that to achieve successful delivery of their SOW, not only do they require SOW Workers performing services within their designated roles, but they may need to utilize additional equipment to complete their milestones. In SAP Fieldglass, the SOW worker object can also be used to track equipment as well as workers.

The Details section of an SOW Worker Role creation page emphasizing the Equipment field with the Yes checkbox selected.

In SAP Fieldglass, SOW Workers can be used to track more than just labor—equipment can also be managed through this functionality. Unlike individual workers who typically log time or expenses, SOW Worker roles can also be designated as equipment which allows project-related assets such as construction machinery or other large-scale equipment to be tracked, billed, and maintained within the SAP Fieldglass system. By assigning equipment as SOW Workers, organizations can monitor utilization, apply costs and fees, and ensure alignment with field teams. Equipment entries can even have rate cards that reflect location-based pricing and have onboarding activity items, such as licenses or permits, just like workers do.

Default Configuration

When a worker is hired to a role with the equipment flag enabled:

  • The worker (equipment) is auto-registered with the worker ID as the username.
  • Security ID and Security Information custom fields are not populated and not required.
  • Activity items that apply to SOW workers are generated. Those activity items where the actor is the worker are sent to the supplier.
  • Time sheets are completed by the supplier.
  • A workforce record is created for the equipment that can later be used by the supplier to add the equipment to additional SOWs.
  • The equipment workers are listed with the other SOW workers on the SOW Worker tab. The Equipment column can be used to sort the list of workers by type if needed.
  • Amounts incurred on time sheets and expense sheets for equipment will not be counted against the Cap on worker spend.

Summary

SOW Worker Roles are specified by the buyer to define the types of workers needed for a project. However, the actual workers are assigned to these roles by the supplier. Creating and managing these roles involves configuring rate grids, deciding whether to track equipment, and associating the roles with relevant suppliers.

Key Points:

  • SOW Worker Roles Specified by Buyer: Buyers specify worker roles needed for a project, and suppliers assign actual workers to these roles.
  • Creation of SOW Worker Roles: Can be created in SAP Fieldglass by specifying details like the role name, rate grid, and whether equipment tracking is needed.
  • Association with Suppliers: Once created, SOW Worker Roles need to be associated with relevant suppliers for use in SOWs.
  • Rate Configuration: Rates for SOW Worker Roles can be managed using rate grids, rate schedules, or manual entry, depending on buyer requirements.
  • Equipment Tracking: SOW Worker Roles can be used to track equipment needed for projects, including associated costs and maintenance.

Learning

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