Program Overview Webinar. May 4th, 2016

Transcription

1 Program Overview Webinar May 4th, 2016

2 Agenda Introductions Web Portal Overview Program Workflow Process SLA s Electronic Right to Represent Roles and Responsibilities Onboarding Process Best Practices 2

3 Introductions Ellen Sigl CAI Director for Contingent Labor Elijah Beckwith CAI MiSAM Contract Manager Trent Vondrasek CAI MiSAM Contract Manager Amy MacDonald CAI Contingent Labor Manager Chris Tilley CAI Operations Analyst 3

4 Web Portal Overview Web portal includes relevant contract information, including: Criteria for Participation Subcontractor Agreement FAQs Job Titles Resume Template and Electronic Right to Represent Template/Info Invoicing Process 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 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 Reporting / metrics 9

10 Supplier s Role Respond to PeopleFluent requirements when posted by CAI Submit quality candidates Under program, suppliers are held to performance-based SLAs Maintain industry standards for technical screening of candidates Resumes need to be grammatically correct, updated, and accurate Clear, concise resumes presenting talent understanding requisition managers will receive exactly what is sent Careful attention to any/all PeopleFluent notifications regarding updates to requisitions and candidates Ensure that engaged resources submit timesheets on time Pay resources in a timely manner Work with CAI to resolve any personnel issues 10

11 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 11

12 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 Information regarding requisitions needed ASAP 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 12

13 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; update as necessary 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 E-RTR will be used in dual-submittal situation(s) 13

14 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 Manage candidate expectations to understand that CAI may be contacting them within that window 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 14

15 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: 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 15

16 Contact Points Elijah Beckwith Phone: Trent Vondrasek Phone: Amy MacDonald Phone: MSP Operations Help Desk 16