Exploring the Contingent Module Workflow

Objective

After completing this lesson, you will be able to explain the process and methods for procuring a Contingent worker in SAP Fieldglass.

The Contingent Worker Procurement Process 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.

Here's a common workflow illustrating how a buyer company procures and engages a contingent worker using SAP Fieldglass.

An illustration depicting of the steps involved in the three-stage process of procuring, engaging, and paying a contingent worker. The process depicted is described below.

Procure

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

Create Job Posting	The first thing the hiring manager must do to fill an open position is to actually post the position. To do that, the hiring manager creates what’s called a Job Posting by selecting from among a list of Job Posting Templates. These templates consist of job duty descriptions, bill rates, work hours, worksite locations, and other such information.
Review Job Posting	Once the job is posted, it then routes internally for any necessary approvals. These Approvers will review the details to verify the information on the job posting is correct and the budget is available.
Submit Job Seekers	When the Job Posting is fully approved, it is then distributed to select suppliers on a Distribution List that the company has partnered with. These suppliers receive and review the new Job Posting, interview potential candidates, and then submit any Job Seekers who meet the hiring manager’s criteria for the position.
Review Job Seekers	The hiring manager reviews the submitted Job Seekers from all of their suppliers and selects the best ones to interview.

Engage

This phase begins when a candidate is selected for hire by the hiring manager, when they create a Work Order in SAP Fieldglass. The Work Order then routes for any required approvals internally, before it is sent to the supplier who then makes the formal offer to their candidate. If the terms of the assignment are accepted, the Work Order is accepted by the supplier in the system and the new hire onboarding process begins.

Create Work Order	The hiring manger decides to hire a particular candidate so they create a Work Order, which outlines the final terms for the assignment.
Approve Work Order	The Work Order is routed internally for review and approval for the finalized terms. Once fully approved, the supplier receives the Work Order details and confirms acceptance.
Complete Onboarding	Any onboarding requirements for the new Worker are released. Activity Items, such as the issuance of a security badge or the completion of certain reference checks, are Marked as Complete on the Work Order in the system.
Work Order Activated	When the new worker is cleared to start with the company, the PMO activates the Work Order, which triggers the invitation to the worker to register their account in SAP Fieldglass.
Register in SAP Fieldglass	The new Worker completes their account registration in SAP Fieldglass. Now they are ready to begin work!

Pay

After beginning their assignment, the Worker tracks their time worked and expenses in SAP Fieldglass. The hiring manager will then approve the submitted Time Sheets and Expense Sheets to ensure the supplier is paid, who then pays their worker.

Submit Time and Expenses	The worker uses SAP Fieldglass to track and submit time sheets and any expenses, which are sent to the hiring manager for approval.
Approve Time and Expenses	When the hiring manager approves the worker’s Time Sheets and Expense Sheets…
Submit Invoice	…an invoice is auto-generated and the buyer company pays the supplier.

Navigating the Job Posting

In SAP Fieldglass, a Job Posting is made up of different sections, each defining the specific details of a Contingent labor request. Typical data elements include things such as job title, start and end date, site, and cost center – as well as operational data elements, including rates, applicable overtime factors, and expense limits.

While the data contained in a Job Posting doesn't necessarily determine the workflow, it is important to understand that depending upon a buyer's configuration, the workflows themselves drive the appropriate users and roles that are permitted and responsible for completing specific aspects of creating a Job Posting in the application.

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

The Job Posting creation progress bar trail showing the Setup, Details, Augment, and Review and Submit phases of Job Posting creation.

1	Setup, whereby the Job Posting creator will select the Template that matches the position that needs to be filled.
2	Details, which is where the details of the worker need are input, such as the expected assignment duration, location, job description, etc.
3	Augment, where the operational details, such as rates, are added.
4	Review and Submit, where all of the entered information is presented on one page for review. Submitting the review sends the Job Posting into the approval chain configured by the buyer company.

In some tenant configurations, the hiring manager will complete all four steps. More commonly, the hiring manager will complete only the setup step, and the company's PMO will complete the remaining steps.

Methods for Creating Job Postings in SAP Fieldglass

There are three main workflows for creating and submitting Job Postings:

Full Service, whereby the Job Posting creator enters information on both the Setup and Augment pages of the Job Posting, and then can make changes to that content on the Review and Submit page.
Program Office Assisted, in which the Job Posting creator enters information on the Setup page only and submits the Job Posting to the PMO. The details required in the Augment and Review and Submit steps would be defined and owned by the Program Management Office.
Simplified, whereby the Job Posting creator enters information on the Setup page only and then simply submits the Job Posting for final approval. With this workflow, all of the information needed on the Augment page has already been defined on the Job Posting Template, so neither the creator nor anyone from the PMO is required to fill in the details of this page.

The method used is determined by the tenant configuration, which will drive the creator's visibility and dictate which fields and pages are available. Within each of the procurement steps, there's a lot of information to be configured ahead of time and completed throughout the transaction.

Summary

Contingent worker procurement is a multi-step process involving three main stages: Procure, Engage, and Pay.

Key Points

Job Posting Creation: The hiring manager initiates the process by creating a job posting using templates, which includes job details, bill rates, and other information.
Approval Workflow: The job posting is routed internally for approvals. Once approved, it is distributed to selected suppliers who submit potential candidates.
Worker Engagement: Upon selecting a candidate, the hiring manager creates a Work Order, which is approved internally and sent to the supplier for a formal offer.
Payment Process: Workers track their time and expenses in SAP Fieldglass, which are approved by the hiring manager, leading to the generation of invoices and subsequent payment.
Job Posting Methods: There are three main workflows for creating job postings: Full Service, Program Office Assisted, and Simplified, each with different levels of involvement from the hiring manager and PMO.

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