Showcasing the End-to-End Capabilities of SAP Fieldglass

Objective

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

Contingent Worker Procurement in SAP Fieldglass

In SAP Fieldglass, buyers can initiate a multistep procurement process for contingent labor by creating Job Postings, which detail the position, qualifications, and additional information for suppliers. The system offers various job posting types and workflow options, allowing buyers to set up different scenarios for completion, approval, and distribution, with the labor being employed, managed, and paid by the supplier.

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

illustration depicting of the three-stage process of procuring, engaging, and paying a contingent worker

Procure

A job posting is created by the hiring manager and then routes for all required approvals internally. Once fully approved, the program office (PMO) reviews the job posting and distributes it to selected suppliers, who begin sourcing potential candidates to submit.

Create Job PostingIn SAP Fieldglass, the first thing Mavis must do to fill the open network engineer role is to actually post the position. Mavis doesn’t actually post the position to a job board like CareerBuilder, LinkedIn, or Indeed. Instead, Mavis creates what’s called a job posting in SAP Fieldglass, from a list of job posting templates WorkingNet’s PMO has made available. These templates consist of job duty descriptions, bill rates, work hours, worksite locations, and other such information.
Review Job PostingOnce the job is posted in SAP Fieldglass, it is routed for review and approval to Brian, the director of WorkingNet’s PMO--or any other approvers within WorkingNet--to verify that the information on the job posting is correct and the budget is available.
Submit Job SeekersWhen the position is fully approved, the job posting is distributed to select suppliers that WorkingNet has partnered with. These suppliers, like re:CrewIT, receive and review the job posting, interview potential candidates, and then submit a list of job seekers who meet Mavis’ criteria for the position.
Review Job SeekersMavis reviews the submitted job seekers and selects the best ones to interview.

Engage

Begins when a candidate is selected for hire by the creation of a work order in SAP Fieldglass. Then, the buyer uses SAP Fieldglass to manage the worker by tracking milestones and deliverables, as well as tracking expenses and approving completed transactions.

Create Work OrderMavis decides she wants to hire Joe, an experienced data network engineer, so she creates a work order for Joe, which outlines the final terms for his new assignment.
Approve Work OrderThe work order is routed again to the PMO and any other approvers at WorkingNet to review and approve the final work order terms.
Complete OnboardingAny onboarding requirements for Joe are completed, as required by WorkingNet. Activity Items, such as the issuance of a security badge or the completion of certain reference checks, are Marked as Complete on Joe’s Work Order.
Activate the Work OrderWhen Joe is cleared to start with WorkingNet, the PMO activates the Work Order which triggers the invitation to Joe to register in SAP Fieldglass.
Register in SAP FieldglassJoe is then directed to register an account in SAP Fieldglass. Now Joe is ready to begin work!

Pay

After beginning their assignment, the worker tracks their time and expenses in SAP Fieldglass. The buyer approves a worker’s time and expenses and pays the supplier, who then pays the worker.

Submit Time and ExpensesJoe then uses SAP Fieldglass to track and submit his time sheets and any expenses, which are sent to Mavis for approval.
Approve Time and ExpensesWhen Mavis approves Joe’s time and expenses…
Submit Invoice…an invoice is auto-generated and WorkingNet pays re:CrewIT.

Job Posting Creation in SAP Fieldglass

The creation of a job posting in SAP Fieldglass is a three-step process:

  1. Setup
  2. Augment
  3. Review and Submit

In some tenant configurations, the hiring manager will complete all three steps.

However, WorkingNet follows the best practice of having what’s called the PMO Assisted workflow configured. With this workflow in place, the hiring manager would complete only the Setup step; the details required in the Augment step would be defined and owned by the program management office.

side-by-side screenshots of the creation of a job posting using the PMO Assisted workflow, whereby the hiring manager completes the setup step and the program office completes the augment and review steps
1With Setup, the information of the overall need is entered: the position, the dates the worker is needed, the location where the worker will be working, etc.
2With the Augment step specific details are added, such as the anticipated pay and bill rates, the estimated budget details, the job posting distribution rules, and any other rules that must be defined for the position. This is information that the PMO is better able to manage.
 The PMO is also responsible for the Review and Submit step.

Create a Job Posting

Example

The Job Posting Setup Page

Let’s step through the process Mavis followed to hire Joe to fill the temporary position she had open on her team.

Using the PMO Assisted workflow means that she only has to complete the Setup page of a new Job Posting; Brian at the Program Office will complete the Augment page.

ExerciseStart Exercise

Approving a Job Posting

Because WorkingNet uses the PMO Assisted workflow, once a hiring manager finishes the initial Setup step of a job posting, the Program Office steps in to review and complete the second Augment page. So, when Mavis wraps up her part of the job posting, it gets passed over to Brian in the PMO for the final touches.

Watch the video to learn what Brian needs to do to finalize and submit the job posting.

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 approved in the system, SAP Fieldglass will automatically distribute it.

These Suppliers are notified that WorkingNet has released a new Job Posting. Sheila over at re:CrewIT, for instance, can then review the details of the Network Engineer position that Mavis created. Sheila feels she has the perfect candidate—Joe—so she decides to submit him to the open position.

When responding, Sheila includes information such as:

the supplier’s setup page of the job posting showing that Joe Worker has been added as a job seeker
1His first and last name;
2His unique Security ID, comprised of his birthdate and the first two letters for his first name;
3The date he is available to start;
4Whether he is going to be submitted for other positions;
5If his Workforce record should be visible to the buyer;
6And his resume.

Next, Sheila enters 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

Example

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

Creating the Work Order

Now that we are moving ahead to the Engage stage of our contingent workflow, the next step in the process of procuring the worker is to create the Work Order. The work order is the document that officially secures the worker from the supplier and sets the final terms of their assignment.

Creating a work order is generally easy, as most of the information is pulled directly from both the job posting and job seeker records. The Setup page of the work order will appear immediately after the Hire button is selected on the job posting. For the most part, all that needs to be done on this page is to review the information and, if necessary, make changes.

the setup page of the work order for Joe highlighting the Final Terms dates of employment
1The Final Terms column indicates what the final terms are for this Work Order. This information can be edited if circumstances have changed between when the job posting was submitted and the job seeker was presented.
2What Mavis sees as Requested is information that came from the Job Posting. It is used as reference to compare any changes made to the work order to the information stated in the job posting.

When Mavis submits the Work Order for Joe, it goes through all of the reviews and approvals that have been configured for WorkingNet.

Approving the Work Order

The budget indicated on a Job Posting can dictate whether the work order is routed for approvals.

Within the contingent type, there is a rule named "Work Order Approvals" within the Work Order section. This section lists the people within the organization that must approve work orders.

In the case of WorkingNet, the work order is routed again to the PMO and any other approvers at WorkingNet to review and approve the final work order terms. When all approvals are made, the work order is sent to the supplier and onboarding activities can begin.

Onboarding the Worker

After a work order is created, a number of activities, assets, or tasks may require completion if the buyer has configured them to be part of the onboarding and activation process. These elements can include background checks, signing documentation, and requesting building access, among other things, and their completion may require review by the buyer.

Once these activities are completed, the work order can be activated, allowing the new hire to access SAP Fieldglass.

Activating the Work Order

At WorkingNet, the Program Office is responsible for clearing all new contingent workers to start. Brian reviews the completed onboarding Activity Items for Joe and Activates the Work Order.

Watch the video to see what Brian must do to activate Joe’s work order SAP Fieldglass.

Worker Registers in SAP Fieldglass

After the PMO has activated the Work Order, Joe is directed to register an account in SAP Fieldglass. Once he’s done that, he is ready to begin work!

Review and Approve a Time Sheet

After Joe has started his new assignment, he will need to log into his SAP Fieldglass account in order to submit his Time Sheet.

Joe’s time sheet showing 8 hours entered for each weekday, but including manual entries of 2 double time hours for Sunday, 1 overtime hour on Tuesday, and a half overtime hour on Thursday

WorkingNet has configured SAP Fieldglass to help their contingent workers with this process by prepopulating the standard daily hours on a Time Sheet, so submitting his hours is much simpler for Joe. That said, if he works a different schedule, he can always manually update the hours that default.

Once Joe has completed and submitted his time sheet, it is sent to Mavis for review and approval. Here’s how Mavis will review and approve Joe’s time sheet.

ExerciseStart Exercise

Generating the Invoice

The final step in any SAP Fieldglass contingent workflow is invoicing. From an application perspective, an invoice is essentially a file that includes all data required for the buyer company to pay a supplier and the supplier to pay their worker. These invoices can be associated to a submitted timesheet or an expense sheet, but will reflect compensation that is owed to the contingent worker. The specific data included in an invoice file will depend on the organization’s specific requirements, but the process flow and configuration options will follow a similar set up.

Auto-invoicing

In SAP Fieldglass, invoices can be created manually: either the Buyer determines the invoice billing schedule (by currency), or the Supplier is responsible for creating invoices by running an invoice file each time.

However, the recommended practice is to configure auto invoicing.

When auto invoice is enabled, as soon as the item (time sheet or expense sheet) is fully approved, an invoice is generated. No manual intervention is needed from the supplier, and no approval will take place in order for this invoice to be paid.

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