Contingent Workforce Solutions Global Business Process

Transcription

1 9/06/2012 Business Process Steps (User Actions) Contingent Workforce Solutions Global Business Process Decision Points Communication System Actions Flow Connectors User Action Performed in CWS Decision Made by CWS Sent or Received In CWS Performed in CWS Connects to a different sub process flow. User Action Performed Outside of CWS Performed Either in CWS and/or Outside of CWS Decision Made by User Sent or Received Outside of CWS Sent or Received In or Outside of CWS Y.Z Connects process steps to either another page or step in the same sub process. - Y = Page number - Z = Connector number For example, 4.1 connects to page 4 using connector number 1 on page 4. Miscellaneous Symbols Swim Lanes Defines the role who performs the business process actions. R o l e Ownership/Roles 3M Contingent Workforce Solutions COE Center of Expertise responsible for management of program and service delivery model Local HR individuals who partner with 3M client to facilitate demand planning, strategize talent options & encourage adoption of global business process Sourcing specialists who negotiate supplier contracts & payment terms, strategize talent options & encourage adoption of global business process Contingent Workforce Solutions Relationship Managers (CWS RMs) group responsible for providing day-to-day fulfillment and administration of the Contingent Workforce Solutions program to 3M Business/3M Client talent requestors and owners of human capital, budget & capacity planning a third party provider of talent contracted by 3M Candidate individual not employed by 3M who may be submitted to a 3M position by a supplier Resource/Worker individual not employed by 3M who is on temporary assignment at 3M through a supplier

2 New Setup (Service & Contingent) (Page 1) Sourcing Communicate Decision to CWS RM Negotiate Agreement with Obtain Documentation from * Send Documentation to CWS RM Add to GCMS CWS RM Communication/ Hold Summit *Documentation includes: Beeline VMS Access Agreement, Network Access Agreement, Profile Form, and 3M Agreement.

3 Create Service Request (Page 2) Candidate Requestor Confirm Need for Service Worker Identify Eligible Resource Contact Service Provide Data Consent to Resource Sign Data Privacy tice and Consent Identify if Resource is Former EE/Worker Provide Name, Month & Date of Birth Verify Work Authorization and t on Prohibited Parties Lists Submit Resource & Provide Data Consent to Requestor 3.1 NOTE: Requestor may be a 3M employee or 3M contingent worker; 3M contingent worker must be assigned a UPIN to access the VMS tool. If resource is a former 3M EE and/or Worker, supplier will indicate when submitting worker to requestor.

4 Review Service Req & Submit Resource (Page 3) Resource (s) CWS RM Receive tification Identify Eligible Resource(s) Provide Data Consent to Resource(s) Sign Data Privacy tice and Consent 2.1 Create Resource Profile(s) or Select Existing Resource Profile(s)** Identify if Resource is Former 3M EE and/or Worker; verify Work Authorization Complete Access Requirements* Provide Name, Month & Date of Birth Receive Resource Submitted tification Submit Resource(s) & Attach Data Consent to Request*** Validate Data Consent has been signed**** Privacy Escalati on *Access Requirements: See Portal for applicable local access requirements. Ensure requirements are selected based upon where the worker will be physically located. **Resource profile includes resource s name and Unique ID. Unique ID will be masked from all users. ***Resource cannot be submitted without Exhibit 1 Data Consent attached and Date Signed field populated. Exhibit 1 Data Consent must be signed within 30 days of resource being submitted to request. to retain original Exhibit 1 Data Consent signed by resource. If resource is a former 3M EE and/or Worker, supplier will indicate when submitting resource to request. ****CWS RM opens request, reviews attached Exhibit 1 Data Consent to validate 1) form was not altered or edited, resource s signature and date signed is included and that date signed on Exhibit 1 Data Consent matches date populated in Date Signed field on the request.

5 Accept/Reject Offer (Page 4) CWS RM 4.1 Review Offer Accept Offer Complete Access Requirements* Start Date Confirmed with Resource and Close Requisition once Effective Onboard Process *Access Requirements: See Portal for applicable access requirements. Ensure requirements are selected based upon where worker will be physically located. te: audits conducted periodically.

6 Create/Update Timecard/Expense Report (Page 5) Contingent Worker/ Create / Update Timesheet/ Expense Report Save for Later? Save Timesheet/ Expense Report Submit Timesheet/ Expense Report for Approval Best Practice: Timesheets must be submitted promptly on a weekly basis by either the worker or supplier. manages missing timesheets and/or expense reports.

7 End an Assignment (Page 6) CWS RM Requester End an Assignment and Provide Reason(s) Receive Assignment Ended tification System(s) and/or Facilities Access Inactivated* Confirm Actual Last Day of Work with Requester, Facilities Access Inactivated and Badge Returned Participate in End of Assignment Eval Interview Requester for End of Assigment Eval Feedback to Contingent Worker Return Work Tools and Badge *If not using AREQ for facilities access, CWS RM to verify facilities access has been inactivated and badge has been returned.

8 Processing Invoices (Page 7) CWS RM Ensure worker Time Card(s)/ Expense(s)/ Milestone(s)/Units Submitted Timecard /Expense Audit Creates Invoice of Record Using VMS Data Manually Process Invoice CW System Create Invoice Data Set Is VMS Invoice of Record? Pro Forma Provide Invoice Data Set to Electronic Invoice Data File? Prepare Compliant PDF Invoice Formatted Invoice File Posted on Server and/or Application 3M Accounts Payable 7.1 Invoices Processed, Payments Scheduled, Submitted for 3M Approval 8.1 3M IT File Transfer Process Picks up Invoice File Invoice File Archived on Transfer Server and Posted to A/P 8.1

9 Processing Invoices (Page 8) 3M Accounts Payable 8,1 Issue(s)? Tax or Other Issue(s)? Other Issue(s) CWS RM 3M Tax 8.2 Receive Payment Tax Issue(s) Resolve Tax Issue(s) 7.1 Resolve Other Issue(s) Payment Reconciliation Assist s with Payment Reconciliation

10 Audit of Access Requirements (Page 9) CWS RM Run Audit Report tify of Upcoming Audit Request Documentation From Respond with Appropriate Documentation Review Documentation Pass Audit? Update Scorecard / Inform Update Scorecard & Initiate Corrective Action* Respond to Corrective Action Access requirements are defined as compliance, process and documentation requirements outlined on the Portal. *See Audit plan for audit specifics including corrective action steps.

11 Exhibit 1 Data Consent Escalation Process (Page 10) Resource (s) CWS RM Privacy Escalati on Reject Requisition and Provide Reason (Data Consent Inaccurate) Receive Rejection tification Review Request Document Update System Update Update Request with Correct Data Consent and/or Date Signed Signed Consent? Resubmit Resource Submit Ticket to Delete Resource Profile 2.1