Configuring Profile Worker Settings and Requirements

Within SAP Fieldglass, a Job Code is a unique identifier that is used to categorize similar job functions or roles within an organization. It essentially acts as a label to group workers with similar skillsets, making it easier to find the right person for the job and provide more meaningful reporting and analytics. Examples of Job Codes include Software Engineering, Consulting, or Business Analyst.

Before a Job Code can be assigned to another item in SAP Fieldglass, such as Profile Workers, it must first be configured from the admin menu. Since this data object does not offer any of its own functionality, but rather acts as a label / connector, the only thing required to add a new Job Code is a Code value, a name, and optionally: a description.

Job Code Drop-down during Profile Worker Creation

Another optional setting, Profile Workers can be assigned a Job Code during the creation of their Profile Worker record. The buyer or supplier user adding the Profile Worker would select the Job Code dropdown field and be presented with the Job Codes values that were previously configured for this buyer tenant.

A Job Code is natively optional for Profile Workers in an SAP Fieldglass tenant. However, if a buyer prefers the Job Code field to be required for all Profile Worker records in SAP Fieldglass, they can enable this from the Company Configuration settings, which then updates the object from being Optional to then being Required during creation from that point forward. Any prior Profile Worker records created without a Job Code would not require updates, unless edited after their initial creation.

When a new Profile Worker is added to a buyer’s tenant in SAP Fieldglass, it is optional that a Cost Center and a Business Unit be associated to their worker record. While we know that transactions and billable items are not affiliated with Profile Workers in the application, and thus costs are not part of their record, they often still need to be aligned and sync with the buyer’s other enterprise programs and operational settings. Additionally, there are workflows in the application that could be based on data like Cost Centers, such as approvals, or the information may be needed for reporting purposes. Association to these key master data elements can drive downstream visibility of the worker records to users with similar associations.

The Business Unit and Cost Center values would be chosen during the Profile Worker creation from their respective drop-down menus.

Generally speaking, workers who are added to SAP Fieldglass are sent invitations to register their account on the application. This requires confirmation of their Security ID (if applicable), and the creation of a Username and Password.

For the scenarios where access to the application is not necessary, which is more often the case with Profile Workers than it is for Contingent or Services workers, the ability to auto-register workers is an option. Auto-Registration means the worker would not receive any notifications from the tool when their record is added, and the application creates a generic username for their account. Admin or PMO users can manually provide the Username and trigger a Password Reset if the worker does need access to the tenant later.

You may be asking yourself: if a Profile Worker does not transact in SAP Fieldglass, why would they ever need to register in the application? The reason is around the Activity Items, which capture onboarding and offboarding items that may be assigned to the Profile Worker. The tracking and the notification of these items would be facilitated in the SAP Fieldglass tenant, so login access would be required in that scenario.

The Auto Registration setting comes from two separate places in SAP Fieldglass: the first, from the Company Configuration

…and at Profile Worker creation.

If Auto-Register is enabled in the Company Configuration settings, then the field "Worker is automatically registered?" in the Profile Worker record is defaulted to "Yes" but can be changed to "No" during creation.

If Auto-Register is not enabled in the Company Configuration settings, then the field "Worker is automatically registered?" in the Profile Worker record is defaulted to "No" but can be changed to "Yes" during creation.

If Security ID functionality is enabled for the buyer’s tenant in SAP Fieldglass, it becomes required data for all workers, regardless of their category. The purpose of Security ID functionality is to help identify and consolidate worker information across different projects or engagements, ensuring a more complete record.

Security ID parameters are based on personal information to ensure uniqueness across all workers.

These parameters are set at the Company Configuration level.

Associating a Primary Contact is required when a Profile Worker is added to SAP Fieldglass. This field selection is reflected as a drop-down list that is comprised of users from the Buyer organization with the appropriate Profile Worker user permissions.

The Primary Contact is responsible for managing standard communication and ongoing interactions with the worker. They can also typically be used as part of the Profile Worker Create or Profile Worker Edit approval groups.

Supervisor

Assigning a Supervisor to a Profile Worker is an optional feature. The purpose of associating a Supervisor to a Profile Worker in SAP Fieldglass is to establish a reporting structure within the system and enables approval processes as needed.