Lot Provider Supply of 1 Neutral vendor Capita Business Services Specialist contractors and interim managers

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1 UK SBS Procurement: Framework Guide Contingent Labour One Framework ref: RM960 Description The Contingent Labour ONE (CL1) framework provides access to a complete range of contingent labour services - specialist contractors, interim managers, temporary administration, clerical, operational and support workers within Finance, IT, HR, Project and Programme Management, Procurement, Communications, Digital Services, Facilities Management and other niche areas. CL1 has replaced the previous route used to procure specialist contractors and interim managers; the CIPHER Framework. Each of the service providers appointed have agreed to provide services on the basis of a standard set of terms and conditions, with a consistent operating model to provide complete transparency. The framework approach is intended to substantially reduce the cost and timescales involved in procuring contingent labour from the customer call-off on-boarding process through to the delivery and performance management of contract. Which services are provided through this agreement? Lot Provider Supply of 1 Neutral vendor Capita Business Services Specialist contractors and interim managers 2 Managed service Brook Street Temporary administration and clerical workers 3 Managed service - Hays Temporary operational and support workers How do I access this agreement? Direct access to each provider is provided via the web portal, Fieldglass, via a link on Oracle shop page. Fieldglass provides an electronic communication channel between Capita Business Services, CL1 suppliers and client hiring managers. It tracks the recruitment process, providing an auditable trail of applications, selection, offer, timesheet approval and invoicing. Before proceeding with recruitment, you will need to ensure you have budgetary approval and approval from your local HR team. Customers submit their requirements for temporary agency workers via Fieldglass to all three service providers. Customers raise a standard requisition/purchase order using the Smart Form provided on the Oracle shop page. The purchase order number should be provided to the relevant service provider via Fieldglass. Non oracle customers should contact UK SBS to discuss your temporary worker requirements via The requisition and purchase order should be raised as per your normal process. UK SBS Framework Guide: Contingent Labour One 1 P a g e

2 This quick reference guide describes how to: Register your Fieldglass User Account Log in to Fieldglass Edit My Profile and My Preferences View Work Items Create a Requirement Candidate Review / Interview Setup Work Order Approval Work Order Revision Approval Time Sheet Approval Expense Sheet Approval Time Sheet Revision Approval Credit/Debit Memo Run a Report Help 3. Paste the temporary registration code from the first into the Registration Code field. 4. Click Next. Customize your Fieldglass Home Page You can select the information that you want to display on your Fieldglass Home page. 1. On your Home page, click the Click here to customize your Home page button. 2. For each section shown, select Yes to display the section on your Home page or select No if you do not want to display the section on your Home page. 3. Click Done to return to your Home page. Edit My Profile and My Preferences You can use My Profile and My Preferences to update your contact information, enter a new password, change your secret question and answer, and change notification settings. Register your Fieldglass User Account Before you log into the Fieldglass application, you must register your user account. You will receive two s when your system administrator creates your account. The first will contain a registration code; the second will contain a link to the Fieldglass registration page. 1. Copy the registration code from the first Click the Click here link to open the registration page. 5. Create a Username and Password. 6. Create a Secret Question and Answer. 7. Click Sign In. Log in to Fieldglass After you have registered your account, you can log directly into Fieldglass to view, create, or approve transactions. 1. Navigate to from your internet browser. 2. Enter your Username and Password. 3. Click Log In. To update your contact information, enter a new password, or change your secret question and answer: 1. Click the Admin ( ) icon at the top of the page. Select My Profile in the menu that appears. 2. To update your contact information, click Edit in the section where your name is displayed. Make the necessary updates and click Update. 3. To change your password, click the Change Password link in the Account Information section. Enter your new password information and click Change. 4. To change your secret question and answer, click the Change Secret Question/Answer link in the Account Information section. Select a new secret question and enter the answer. Click Change to save your entries. Secret questions are used if you have forgotten your password. Click the Need Help Logging In? link on the sign in page, enter the answer to your secret question, and Fieldglass will you a temporary password allowing you to log in. Page 1 of 5 Version: 1.2 COPYRIGHT 2013 FIELDGLASS, INC. ALL RIGHTS RESERVED. THIS INFORMATION IS PROPRIETARY AND CONFIDENTIAL. THIS

3 5. You can select a proxy or delegate to act on your behalf. To do so, click Edit in the Proxies & Delegates section. To change the notifications that you receive by 1. Click the Admin ( ) icon at the top of the page. Select My Preferences in the menu that appears. 2. Click Edit in the Messaging Preferences section. Select the types of notification that you want to receive by and click Update. View Work Items Items requiring action, such as approving a time sheet or a work order revision can be accessed through your Work Items menu. 3. From the Work Items page, you can take action on an item (for example, Approve or Reject), or you can click an item ID to view more detail about the item. Create a Requirement When a need for a worker has been established, you begin with the creation of a requirement: 1. From the Fieldglass desktop, click the Create menu and select the requirement. 3. After a Requirement has been selected from a Template, the Template will open and you will be asked to fill in the desired values and fields for the following: 'Start Date', End Date, Number of Positions, Travel, Region and Office Site 1. From the Fieldglass desktop, click the Work Items menu, located below your name. 2. Create Requirement screen will display. Select Requirement Owner and then you will have two ways of creating a requirement. 1. Create a Requirement from a Template, 2. Create a Requirement by copying another Requirement Continue filling out all Custom Fields and after selecting a Departmental Cost Allocation 2. Click the desired action (e.g. Approve for Work Order Revisions or Mark as Complete for Offboarding items). 4. Click the Submit button and the requisition will be sent for approval, before being distributed to suppliers. Page 2 of 5 Version: 1.2 COPYRIGHT 2013 FIELDGLASS, INC. ALL RIGHTS RESERVED. THIS INFORMATION IS PROPRIETARY AND CONFIDENTIAL. THIS

4 Candidate Review / Interview Setup When Candidates are submitted by the Supplier and Shortlisted by FMO you will receive a Candidate Review Work Item. 1. Click on the Review hyperlink and a new screen will appear allowing you to view the details of the submitted Candidates. You can either Schedule an Interview directly here. Once the Candidate Interview has been scheduled 1. Enter the details of the interview (if you wish to add multiple time frames, simply click the tab button when you are in the end time field) and click Create. 2. When the Interview Process has ended and you decided on a suitable candidate to hire, Click Offer Candidate. This action will end the interview process and initiate the Hiring Process/Work Order Creation. Work Order. Upon completion of the approval from your end the Work Order will follow further approvals from FMO and Supplier. Work Order Revision Approval In the case that changes are required for existing Work Orders, a Work Order Revision will be created and pending approval. 1. Open your Work Items and Click the Approve hyperlink under Work Order Revision otherwise 2. Click on View > Requirement 3. Select Requirement with Submitted status. This will guide you to the Requirements Details section. 4. Select the Responses Tab Work Order Approval Once a Candidate has been Select(ed) for Hire, a Work Order is automatically created and will be in pending approval status 1. Click the Approve hyperlink under Work Order in your Work Items list and you can view the Work Order Details. 2. When Details page is displayed, approve the Work Order Revision by clicking on the Approve button. Enter some comments and then Approve Once you are in the responses tab, 5. Select a Candidate that you would like to interview by clicking the Check Box on the left hand side of the candidate and then click on the yellow Schedule Interview button. 2. Once you have reviewed the Work Order Details, you may choose to either Approve or Reject the Page 3 of 5 Version: 1.2 COPYRIGHT 2013 FIELDGLASS, INC. ALL RIGHTS RESERVED. THIS INFORMATION IS PROPRIETARY AND CONFIDENTIAL. THIS

5 Once completed the Work Order Revision will be routed for further review and approval if needed. When completely approved, the Supplier will receive the revision to accept. Time Sheet Approval When the worker starts submitting Times Sheets they will be routed to your Work Items for Approval. Expense Sheet Approval Similar to Time Sheets, Expense Sheets will be approved by you. Follow the same process. 1. Click on your Work Items > select the Approve hyperlink under Expense Sheet. 1. Click on the Work Items menu, then click on the Approve hyperlink under Time Sheet 2.. Select the Time Sheet you wish to review/approve. Click on the appropriate button to Approve or Reject the Time Sheet. 2. Select the timesheet you wish to review/ approve. Click on the appropriate button to approve or reject the Expense Sheet. Time Sheet Revision Approval In some cases the Worker revises his/her Time Sheet and corrects the values. This causes a Time Sheet Revision to be created, which will appear in you Work Items under Time Sheet. 1. Click on the Work Items menu, then click on the Approve hyperlink under Time Sheet. The Time Sheet Revision details page will open allowing you to choose which Time Sheet Revision you want to choose. 2. Select the Time Sheet Revision you wish to review/approve. Click on the appropriate button to Approve or Reject the Time Sheet Revision. Credit/Debit Memo Approval In the occasion that an adjustment needs to be made by the Supplier on an Invoiced Expense Sheet, a Credit/Debit Memo is created which is in pending approval and will appear in your Work Items. 1. Click on the Work Items menu, then click on the Approve hyperlink under Credit/Debit Memo. 2. This will lead you to the Credit/Debit Memo details page, where you click on the appropriate button to Approve or Reject the Credit/Debit Memo Page 4 of 5 Version: 1.2 COPYRIGHT 2013 FIELDGLASS, INC. ALL RIGHTS RESERVED. THIS INFORMATION IS PROPRIETARY AND CONFIDENTIAL. THIS

6 Run Reports Users with the appropriate user role permissions can run reports. Reporting access and visibility is controlled by your Fieldglass System Administrator. To run a report: 1. From the Report menu, click All Reports/Graphs. 2. Use the search fields and Filter button to search for the report you want to view. 3. Click the Name of the desired report. 4. Enter fields and select filters and output formats as appropriate. The filters and fields that are available will vary based on the report you selected. 5. Click Run. Page 5 of 5 Version: 1.2 COPYRIGHT 2013 FIELDGLASS, INC. ALL RIGHTS RESERVED. THIS INFORMATION IS PROPRIETARY AND CONFIDENTIAL. THIS

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