Fieldglass IT SOW Automation

Transcription

1 October 2018 Fieldglass IT Automation Workflow Diagrams

2 IT Services High-level Process Overview Creator Creates Reviews Time Invoice Invoice submitted to Accounts Payable for payment Mgt Approval Chain ($ amount) Procurement IT Finance Negotiates / Executed Negotiates Submits Time Submits Invoice

3 IT Bid Creation Creator 1. Create Bid 4. Reviews / Compares s Responses 5. Selects (s) from Responses and Create final Close IT Creation Workflow IT Vendor Mgt Procurement Need Reviews / Edits 2. Reviews Bid 2. Reviews Bid Need Reviews / Edits *Defined by Buyer and : - Selects currency, classification, suppliers and template for Bid - Name, Description, dates, defined by and other rules - Enter Posting information - Enter Accounting information - Enter Cost Allocation - Attachments - Defines the Payment (could be supplier) Characteristics (Clauses, Management Event, Schedule, Fee, and/or Workers) - Submit 3. Reviews Bid and Submits Responses / Proposed Budget

4 IT Creation Creator 1. Create 3. Reviews & Submits 4. Finalizes / Submits for Approval Edits/ re-review needed Edits/Submits for approval 6.1 Edits/ Closes? Close 11. Activates Worker / Work Order Payment Characteristics Activity Item or Worker T&E Mgt Approval Chain ($ amount) Sent for Approval 8. Payment Characteristics include: Management Event, Schedule, or Fee Collaborate Procurement IT Finance Reviewed Send back to 5. Reviews & Submits Procurement enters into Apttus outside the Fieldglass system to obtain Legal approvals prior to approving in Fieldglass. 2. Reviews Submits Response. Adds Workers

5 IT Management Event Process Flow (milestones/deliverables) 1.MSI Buyer Actor Mgt Event? 2. Responds to Event. Enters Completed Date 3. Actual Spend > Committed Spend? 7. Reviews Mgt. Event 8. or? Owner If the Actual Spend Exceeds the Committed Spend, the Owner/Creator cannot approve the Event until a (R) is created by MSI and approved. 6. Creates (R) Rejected d From 3. Actor Mgt. Event? 4. Responds to Event. Enters Completed Date 9. Receives Mgt. Event Invoice

6 IT Creator 1. Create 3. Reviews & Submits 4. Finalizes / Submits for Approval 6.1 Edits/ Closes? Close 11. Activates Worker / Work Order Payment Characteristics Activity Item or Worker T&E Mgt Approval Chain ($ amount) Sent for Approval 8. Payment Characteristics include: Management Event, Schedule, or Fee Collaborate Procurement IT Finance Reviewed Send back to 5. Reviews & Submits Reviews Submits Response. Adds Workers

7 IT Invoice (automatically generated) Owner 2. Fieldglass System generates invoice file Invoice File delivered to Accounts Payable SFTP Server Accounting Reject 3. Remits Payment to s 4. Remits Payment to s From Payment Characteristics (system) 1. Submits / Edits Milestones & Deliverables 5. Remits Payment to SAP Fieldglass End

8 Credit/Debit Memo Process Flow Owner 2. Actual Spend > Committed Spend? 3. Creates (R) 4. or? Worker Supervisor Invoice d 5. or? Rejected Credit/Debit Memo (CRDB) Required 1. Creates and Submits CRDB Memo 6. Edits or Closes Closed Process End (Misc Inv. Closed)

9 IT Team Member Onboard Activity Checklist Process Flow / Team Member From 1. Receives Tasks to Complete Activity Items(s) 3. Receives Registration Fieldglass will auto-retrieve a CoreId & for new workers 4. Registers in SAP Fieldglass Team Member T&E Owner 2. Activity Item(s) Complete?

10 IT Team Member Offboard Activity Checklist Process Flow / Team Member 3. Receives Tasks to Complete Offboarding Activity Item(s) 4. Submits Final Time / Expense Sheets IT Owner / MSI Worker Supervisor will need to manually disable the CoreId to Inactive status in Active Directory and submit an Exist Checklist. Reach out to your IT Resource Manager if you need further assistance. End Owner 1. Close Worker 3. Offboarding Complete?

11 IT Team Member Timesheet Process Flow / Team Member Starts from Team Member Onboarding 1. Edits and Submits Timesheet 1. Edits and Submits Timesheet or Expense Report Owner If the Actual Spend exceeds the Committed Spend, the Hiring Manager Cannot approve the Timesheet until the (R) is created by the Owner and approved. 2. Actual Spend > Committed Spend? 3. Creates () (R) Team Member Supervisor 4. Reviews Timesheet 5. or? n-billable (Reporting/ Tracking purposes only)