Demonstrating the End-to-End Capabilities of SAP Fieldglass

Objective

After completing this lesson, you will be able to execute one key end-to-end process of SAP Fieldglass by using a solution demo.

Services Procurement in SAP Fieldglass

Statements of Work define projects and ensure payments are made upon completion of certain project milestones, such as when products are delivered, and can include SOW Workers across different roles and tasks within the project.

There are 3 methods for defining a statement of work in SAP Fieldglass:

  1. Buyer-defined, whereby the buyer company defines the project
  2. Supplier-defined, whereby a supplier company defines the project
  3. Through collaboration between both parties

Let’s briefly run through one possible workflow illustrating how WorkingNet, a leading manufacturer of data networking equipment, procures and engages services and workers using SAP Fieldglass. Mavis, the manager of data networking, begins what is a three-stage process to procure, engage, and pay a contingent worker.

WorkingNet uses the collaborative approach to defining the SOW, with both WorkingNet and their supplier, re:CrewIT, providing input and reviewing the scope and terms outlined in the SOW.

Illustration depicting the three-stage process of procuring, engaging, and paying a services worker.

Procure

Create SOWMavis initiates the creation of the statement of work in SAP Fieldglass. She will input the details of the project, including the tasks (called Characteristics), timeline, number of workers needed, deliverables, and costs, among other details.
Review/Accept SOWSheila, who works at re:CrewIT, would acknowledge receipt of the SOW. Further negotiation of the SOW terms and rates could occur with Mavis until an agreement is reached.
Accept & Submit SOWWhen an agreement is reached, Mavis accepts the SOW and submits it to the PMO for review and approval.
Approve SOWBrian, from WorkingNet’s PMO, evaluates the SOW prior to the SOW being sent to the supplier for their final acceptance. If further adjustments are required, the PMO would assist.
Accept SOWWhen the SOW is fully approved, it routes back to re:CrewIT. Sheila accepts the finalized terms on the SOW in SAP Fieldglass and the project begins.

Engage

Add SOW WorkersSheila adds workers to the defined SOW Worker Roles on the project and, if required, routes for additional approvals and confirms any onboarding activity items associated to the SOW workers are completed.
Complete CharacteristicsAs re:CrewIT completes the work for the various aspects of the project, Sheila marks the line item characteristics as complete on the SOW.
Register in SAP FieldglassWhen the SOW workers are cleared to start, they are invited to register in SAP Fieldglass.

From this point forward, both WorkingNet and re:CrewIT—the Buyer and Supplier—will use SAP Fieldglass to monitor and track progress and approve agreed upon milestones for payment once the work is completed.

Pay

Submit Time and ExpensesDuring this time the worker(s) would submit time and expenses in SAP Fieldglass for the work done to that point.
Approve Completed CharacteristicsWhen Mavis receives the notice that a characteristic line item has been marked complete, she reviews the details to confirm the work has been done, and then approves it.
Approve Time and ExpensesTime sheets and Expense sheets (and other project/worker characteristics) are also evaluated and approved by Mavis as well.
Invoices Auto-generated

Since WorkingNet has auto-invoicing enabled, SAP Fieldglass automatically generates and submits an invoice for each fully approved characteristic and/or time and expense sheet.

If auto-invoicing was not enabled, Sheila would have to manually generate the invoices based on each approved line item.

Once the invoice is processed, WorkingNet pays re:CrewIT (who pays the workers). The invoicing process can continue until all characteristics are marked complete on the SOW and re:CrewIT receives the final payment.

When all terms of the project are satisfied, the project is marked as completed.

Statement of Work Creation in SAP Fieldglass

The first step in procuring a service is to define the project expectations. The project should be thoroughly planned and the budget determined before any data is entered into the application.

Once the project is planned, the process of procuring a services worker in SAP Fieldglass mainly involves creating a statement of work, which is broken up into six phases:

The SOW setup breadcrumb trail showing the Details, Clauses, Characteristics, SOW Workers, and Review and Submit phases of SOW creation.
1The Setup, where you would select the type of project, the SOW template that will be used, and the supplier.
2The Details, where you will define the dates, location(s), and budget of the project.
3The Clauses, where you will add any necessary legal language.
4The Characteristics, where you will define the specific tasks and deliverables expected for invoicing.
5The SOW Workers, where you will define the specific SOW Worker Roles that will be necessary to complete the project.
6And finally the Review and Submit phase, where you will review the information you’ve entered to ensure it is correct before submitting the SOW to the next step of the workflow.

Defining the Services Project

The first step in any project is to define the project.

WorkingNet, a leading manufacturer of data networking equipment, has been expanding rapidly, so the company has decided to lease another floor in their Chicago headquarters building. The floor is to be completely redesigned and include a brand new state-of-the-art data networking hub, which will be linked to 50 workstations placed throughout the floor.

Mavis, who manages the data networking department at WorkingNet, will be overseeing the buildout of the data hub workstations. She will need to engage third-party vendors to help with the project. Mavis has been working with Sheila from re:CrewIT, an IT personnel and services provider, to outline and detail exactly how re:CrewIT will provide the services necessary to build out the data hub workstations.

Let’s take a closer look at the Statement of Work, which details the terms that WorkingNet and re:CrewIT have negotiated.

Milestones and Deliverables

Specifically, re:CrewIT’s SOW specifies that their portion of the project is to begin on August 1st and end on August 30th, with:

  • the data hub to be completed by August 8th
  • the floor wired and connected to the workstations by August 25th
  • the workstations built and connected by August 30th
Workers

The SOW further indicates that WorkingNet will engage 3 re:CrewIT contractors for the project:

  • 2 Network Engineers to build the data hub and connect it to the 50 workstations
  • 1 Project Manager
Costs

Finally, the SOW specifies a maximum project budget of $200,000, that WorkingNet is to pay re:CrewIT throughout the span of the project, with:

  • $75,000 due at 50% project completion
  • $100,000 due at 100% total project completion
  • an hourly rate of $175 for the Project Manager, not to exceed a total of $25,000

And because the cost of the Network Engineers is included as part of the overall service price, they will have a $0 hourly rate on the SOW. Even though their cost is included, this allows WorkingNet to track the headcount.

Having negotiated the terms of the SOW, Mavis and Sheila are now ready to set up the Statement of Work in the SAP Fieldglass application.

Now that Mavis has drafted the overall scope of work for the project, she is ready to begin creating the Statement of Work in SAP Fieldglass to get the project started.

Depending on the scope of a project, creating an SOW can be a fairly long process.

Create a Statement of Work Step 1: Set Up the SOW

the SOW creation breadcrumb trail emphasizing the Setup phase

Set Up the Statement of Work

Mavis starts by setting the details of the project: determining the template she’ll use to create the SOW, the supplier she’ll use, and adding the foundational details of the project, such as the location, work dates, and budget.

ExerciseStart Exercise

Create a Statement of Work Step 2: Add the Project Details

the SOW creation breadcrumb trail emphasizing the Details phase

Add the Project Details

Now that Mavis has determined the SOW template required for the project, she’ll begin entering the details of the project into SAP Fieldglass.

ExerciseStart Exercise

Create a Statement of Work Step 3: Review Clauses

the SOW creation breadcrumb trail emphasizing the Clauses phase

Now that the fundamental information of the project has been entered, Mavis will review the contract clauses and determine if any additional contractual language must be added.

Clauses are used if there is legal language that needs to be captured on the SOW. They are optional.

WorkingNet has standard legal language that they use for all their projects, so they have defined clauses on their SOW Templates so that Mavis does not need to add them when she creates the SOW.

The define clauses section of the clauses page, showing a section titles 1. Definition and Interpretation, with a subsection below it called Additional Definitions, which contains a paragraph of legal text. A static bar runs along the bottom of the page containing three buttons: Continue, Complete Later, and Cancel.

She could, if needed, add additional clauses to the SOW directly on this page by selecting the Add Category link and typing in the new clause.

When she reviews and/or edits the clauses, she’ll select Continue to move to the next step.

Create a Statement of Work Step 4: Add Characteristics

the SOW creation breadcrumb trail emphasizing the Characteristics phase

Add Characteristics

With the contract clauses settles, Mavis can focus on adding characteristics, which are the specific tasks and/or deliverables expected of the supplier.

ExerciseStart Exercise

Create a Statement of Work Step 5: Add Workers

the SOW creation breadcrumb trail emphasizing the SOW Workers phase

Add SOW Workers

The next step is for Mavis to add workers to the SOW. This doesn’t necessarily mean that she is picking specific workers to add to the project; instead, it’s where she adds necessary worker roles. For this project, she has determined that a project manager is necessary, so she’ll add that worker role to the SOW.

ExerciseStart Exercise

Create a Statement of Work Step 6: Review and Submit the SOW

The final step is for Mavis to review everything she’s entered into the statement of work. The Review and Submit page displays all of the information Mavis entered on a single page for easy review.

The review and submit page, showing all of the information entered into the statement of work on a single page. A static bar runs along the bottom of the page containing three buttons: Submit, Complete Later, and Cancel.

When she completes the review, she’ll select Submit.

A modal window will appear giving her the option to add comments regarding this SOW. When she’s ready, she’ll select Submit on the modal.

Additional warnings may appear if the application finds anything she may need to know. For instance, she may get a warning about the committed spend of the network engineer role. If she needs to review once more she has that option, or she can selects Submit one more time to commit to the SOW.

At that point, the SOW will be sent through the WorkingNet approval chain, and then on to the supplier.

Supplier Reviews the Statement of Work

Once the Statement of Work is completed and all of the internal approvals have been met, the SOW is sent to the selected supplier.

Sheila at re:CrewIT gets the notification that a Statement of Work has been submitted by WorkingNet and is ready for her to review and accept. This is her opportunity to review what has been entered and make any corrections if necessary.

re:CrewIT statement of work showing the 50% complete Events being edited to 75,000 USD

In this case, Sheila notices that the amount for one of the Events is too low. She thinks Mavis may have accidentally added the incorrect amount when creating the Statement of Work, so she edits the amount, and then submits the SOW back to WorkingNet to confirm.

Accepting and Submitting the Statement of Work

Back at WorkingNet, Mavis is notified that re:CrewIT has responded to her Statement of Work and it is ready for her review.

Watch the video to see how she does that.

Approving the Statement of Work

For WorkingNet, the first approval is Brian, the program manager. He reviews the SOW and, determining that it’s appropriate, approves it. It then moves on to any other approvers in WorkingNet who must review it.

Brian’s view of the Data Hub Workstation Setup SOW highlighting the Approve button

When the SOW completes its journey through the full approval workflow in SAP Fieldglass, it then heads back over to the supplier to start adding and submitting their SOW workers to the defined SOW Worker Roles on the project.

Adding Services Workers

Sheila has the perfect Project Manager lined up for this project, Greg Finchett. To add Greg to the project, she enters all the required details, including his name, email, Security ID, rates, start date, and other required information.

the supplier SOW showing a worker name, email address, and security ID being added as a project manager

When she submits the worker, the SOW goes back to Mavis for review.

Approving Services Workers

Mavis gets a notification that a new SOW worker has been added to the Statement of Work, which she needs to review and approve.

Watch the video to see how she does that.

Log in to track your progress & complete quizzes

Learning

SAP FacebookSAP YoutubeSAP LinkedIn