Revisiting Custom Lookups

Rates 2.0 relies on Custom Lookup tables to derive the rate values and rate components (if applicable) for your rate structure. They allow organizations to retrieve data from a table based on certain criteria and are essentially used to determine the correct value to apply in any given situation.

Custom Lookups allow organizations to retrieve data from a table based on set criteria and are used to determine what value to apply for a given situation. There are many different Custom Lookup Types available in SAP Fieldglass, and each type presents a unique set of data and criteria parameters. Custom Lookups are critical in the use of Rates 2.0 functionality.

This video explains the structure of Custom Lookups and how they are used to create rates in Rates 2.0.

Currently, there are a total of three Custom Lookups that can apply to the Rates 2.0 rate structure, depending on an organization’s needs. Two of these Custom Lookups only apply if you choose to additionally calculate Estimated Spend for Job Postings from table data:

• Rates - This required lookup works with the rate admin objects to derive a rate for both contingent and/or SOW workers. It is the most straightforward approach using a single Custom Lookup.
• Rate Components- This custom lookup is optional but can be used if you need to capture an extra level of complexity in both Contingent and/or SOW Worker rates that are not a fixed value, such as pre-defined fees, markups, operating costs, and fees for service.

The Rates custom lookup drives if and which rate component groups are to be used for a given scenario. When Rate Components are used and a Rate Component custom lookup is created, it becomes part of the Rate custom lookup table. For example, if project managers hired in Argentina must have specific components, those components aren’t attached to all project managers, just the ones in Argentina. So a Key defines the Site as Argentina, and the Rate custom lookup finds appropriate rates, then the Rate Component custom lookup finds the components appropriate to project managers in Argentina.

Defining how the final rate will be calculated, either Pay rate-based or Bill rate-based, is now accommodated when creating the rate component group itself.

A third Custom Lookup table is available if you're using the services module: the SOW Worker Roles custom lookup is available and used when a Buyer wishes to narrow the list of available roles that can be selected based on information detailed in the statement of work; Site, Supplier, Legal Entity, Business Unit, etc.

The Rates 2.0 Custom Lookups apply at these various stages throughout the workflow:

• Job Posting - Depending on the company configuration, the rate, and rate component (if applicable) lookups are applied when a job posting is created. If your company is configured to calculate estimated spend from a lookup, the Contingent: Rates for Estimated Spend and Contingent: Rate Components for Estimated Spend (if applicable) are used to determine the rates on the job posting and calculate estimated spend.
• Job Seeker - The rate and rate component (if applicable) lookups are applied again when the supplier submits a job seeker. The estimated spend lookups aren't used at this point in the workflow.
• Work Order/Work Order Revision - The rate and rate component (if applicable) lookups run only if a key used in the lookup is changed. The estimated spend lookups aren't used at this point in the workflow.
• Statement of Work - The rate and rate component (if applicable) lookups apply when a statement of work is created. The estimated spend lookups don't apply to statements of work.