Supplier Program Kickoff Session. March 2 nd, 2016

Transcription

1 Supplier Program Kickoff Session March 2 nd, 2016

2 Introductions CAI Implementation Team Ellen Sigl, CCWP Director for Public Sector Contingent Labor PMO Oversight for seven state MSP programs Mike Park, MSIS, PMP Director for Transition Services Lead for Implementation and Transition 2

3 CAI Corporate Overview MSP Experience 3

4 Key Program Components Uniform procurement model for the entire enterprise Michigan controls the entire process Competitive rates based on local market conditions Performance-based SLAs that demand speed, quality, and accuracy Open supplier network that can provide all types of IT resources Page 4

5 Program Workflow Process 5

6 Service Level Agreements CAI Performance-based Service Level Agreements (SLA) ensure service to the State As the MSP, CAI is held to the following SLAs: Metric Description Target Resume Submittal Response Measures response time from receipt of request to delivery of candidate resumes to hiring manager. 92% within four business days Round 1 Fill Rate Resource Dismissal Accurate Billing Customer Satisfaction Measures ability to satisfactorily fulfill request with first round of resumes submitted to Agency (top 3-5 candidates). Measures number of resources dismissed due to inadequate resource performance. Monthly invoice is complete and correct, submitted on time. Satisfaction surveys are provided at the beginning, annually, and at the conclusion of each resource assignment. 92% filled by first round of candidates 5% or lower of total headcount 99% of invoices are correct 100% of the time System Availability VMS is available to hiring managers and subcontractors. 99% of up-time Resource Quality Provided resources and resumes must meet technical requirements. 99% of resources Contractor Satisfaction Measures Agency satisfaction with VMS performance. 80% satisfaction Page 6

7 Service Level Agreements Suppliers Performance-based Service Level Agreements (SLA) ensure speed, quality and accuracy Suppliers are held to the following SLAs: Metric Description Target Percentage of Timesheets Submitted on Time Resource Dismissal Attrition Rate Timesheets will be submitted to State Agency for approval by defined deadline, based on all timesheets submitted. Measures number of resources dismissed due to inadequate resource performance. Measures resource turnover due to unplanned situations that are not caused by the State of Michigan. 95% of timesheets 5% or lower of headcount 5% or lower of headcount Candidates Interviewed Measures the number of candidates who fulfill interview requests. 80% of interviews accepted Candidates Fulfilling Offers of Engagement Measures the number of candidates who start engagements after offer acceptance. 95% of candidates offered engagement Page 7

8 Electronic Right to Represent Process Electronic Right to Represent (E-RTR), to streamline candidate submission and supplier validation process Page 8

9 Supplier Enrollment CAI will contact suppliers to begin enrollment Enrollment materials will be posted on supplier-facing portal, Portal will also contain contract and other relevant information Screenshot shows example of portal CAI s help desk team will review documentation and will set up suppliers within PeopleFluent Documentation continually tracked by CAI to ensure compliance with contract requirements Page 9

10 CAI s Role Consult with agencies to understand initiatives and assist with creation of job requirements Review and post task orders to the supplier network Resume and Candidate screening Manage supplier network Documentation tracking Ongoing training and coaching opportunities Manage the engagement process Administer the offers of engagement Onboard and off-board resources Payment of suppliers Administer PeopleFluent Maintain service desk for PeopleFluent users Manage job titles Tracking and reporting through the Quarterly Report cycles Reporting / metrics 10

11 Supplier s Role Maintain industry standards for technical screening of candidates Perform pre-employment technical screening for quality control Respond to PeopleFluent requirements when posted by CAI Submit quality candidates Under program, suppliers are held to performance-based SLAs Ensure that engaged resources submit timesheets on time Pay resources in a timely manner Work with CAI to resolve any personnel issues 11

12 Agency s Role Make sure PeopleFluent job requirement is as detailed as possible Provide a complete list of tasks and responsibilities List all required/desired skills and corresponding experience levels Note work week specifics (days per week, hours per week) Provide the exact work location and specify any travel requirements Conduct interviews within in a timely manner after receiving the candidates Provide CAI with interview dates/times even before the req. is released Return candidate feedback to CAI within one day of interview Select candidate for engagement CAI will facilitate on-boarding procedure with the selected Supplier Allow candidate to start as soon as possible The labor market is tight, and candidates aren t available for long 12

13 Agency s Role Prepare for candidate s first day Procure space and equipment Conduct a brief orientation session Manage candidate s daily tasks and performance Ensure candidates meet deadlines Approve time in PeopleFluent Time approvers receive alerts when approval is needed Status reports can be attached to timesheets Use the PeopleFluent system to complete scheduled candidate evaluations Evaluations remain in PeopleFluent for future reference 13

14 On-boarding Process Suppliers and CAI Contract Managers ensure that resources selected for engagement complete all required on-boarding items prior to engagement start ICHAT background check is the standard on-boarding item Required items may differ between agencies, depending on each agency s policies Once required items have been completed, they are provided to the Contract Manager and also uploaded into PeopleFluent Items can be stored in PeopleFluent s Compliance Manager and also provided to agency contacts Whenever possible, the selected resource is walked-in by the CAI Contract Manager on the first day of the engagement Page 14

15 CAI Invoicing and Payment Process Engaged resources enter time in PeopleFluent State managers approve time Supplier sends invoice to CAI for payment CAI submits invoice to the State Agency State processes invoice and submits payment to CAI CAI distributes payments to suppliers in accordance with selected payment terms (does not depend on payment from State) Suppliers pay employees 15

16 Best Practices Watch for s entitled Peopleclick VMS Notification Requisition releases (Create date is not the same as release date) Updates on current reqs. Request for additional information/candidates Information on upcoming needs Look for weekly updates from the CAI team, also sent via PeopleFluent These updates will provide information on upcoming opportunities, as well as information about currently-open requisitions Use them to set recruiting priorities and manage job postings Focus on the requisitions that still need resumes 16

17 Best Practices Upon release, review the PeopleFluent requisition carefully The requisition contains important information related to day to day tasks, work location, travel requirements, work schedule, projected duration, parking costs, etc. The Required/Desired Skills section lists the technical and professional skills essential for the assignment Submit your top candidates Ensure candidate s full, legal name is used during submission Candidate s personal address must be also entered in PeopleFluent during the submission process Provide valid phone numbers for your candidates Ensure Required/Desired Skills section is filled out accurately and honestly Use Resume Template (on portal site) when submitting candidate Send candidate the E-RTR template (on portal site) E-RTR must be in MI_RTR mailbox and filled out correctly in order for candidate to be considered 17

18 Best Practices Communicate with your candidates Inform them of specifics of the requisition and confirm interview availability Let them know that they may receive a phone call from CAI during SLA window (4 days) Candidate must validate your company during the call Finalize all compensation details prior to submittal After submission, remain in contact with your candidates Change their status to Reject Not Available if they are no longer on the market Similarly, inform candidates if they are no longer being considered Make yourself available to the CAI Contract Managers You will be contacted via the contact points in the Vendor Contact Information section of the candidate submittal if information is needed or an interview is requested Notify CAI Contract Managers immediately if any issues or concerns arise following submittal Manage your engagements Make sure candidates submit time into PeopleFluent Resource is required to submit a weekly time report Resource must enter a zero hour timesheet even if they do not work 18

19 Best Practices Keep all contract-related documentation up-to-date Provide CAI with updated insurance certificates Set-up automatic insurance certificate renewal with your provider If not possible, send certificates via the following methods before insurance lapses: Phone : MSP_VendorMgmt@compaid.com Mail: CAI, Attn: MSP Vendor Management, 470 Friendship Rd., Suite 300, Harrisburg, PA Notify CAI of company address and/or name changes Keep your PeopleFluent user list and contact information current Inactivate users no longer with the company Make sure your company has more than one Admin user to reset passwords Keep PeopleFluent Default User information correct Click on Admin, Vendor Information, and then edit the Contact Information section Will ensure that your users get the important notifications previously mentioned 19

20 Performance-based Tiering Current suppliers will remain in their Acro-designated tiers for six months after the beginning of the contract During this time, performance will be tracked Criteria will include: Speed of response Candidates submitted and number of unique candidates Forwarded candidates Engagements won Attrition/terminations of engaged resources Interview/engagement no-shows At the end of the six month period, tiers will be adjusted and top-performing suppliers will be placed in Tier 1 (top tier) All others will be placed into Tier 2 Tier 1 suppliers will have a head start on requisitions The network will undergo regular performance evaluation periods and tiers will be adjusted accordingly Page 20

21 Next Steps Contract go-live date is April 4 th, 2016 Requirements will begin being released through the PeopleFluent VMS on this date Suppliers will be set up within the VMS system When you are provided with your login information, please ensure that you are able to access the system prior to the go-live date If you are not able to access it, please contact CAI s Vendor Management team as soon as possible (MSP_VendorMgmt@compaid.com) Training will be offered as part of onboarding process Contract web portal is located at Portal contains information on contract and CAI processes Watch for s from the CAI team Page 21

22 Resource Transition High-level transition overview: Program will go live on April 4 th, 2016 All existing purchase orders that have been completed will be valid until either all hours have been exhausted, or September 30 th, 2016; whichever comes first All current engagements that still have hours remaining on September 30 th, 2016, will be transitioned on October 1 st CAI will work with the State to answer questions regarding transitions Questions can be sent to Michigan_Help@compaid.com Page 22

23 Questions Questions? Page 23