HOW PROGRAM SPONSORS CAN ACHIEVE ADOPTION: IMPROVING THE HIRING MANAGER EXPERIENCE

Transcription

1 1 HOW PROGRAM SPONSORS CAN ACHIEVE ADOPTION: IMPROVING THE HIRING MANAGER EXPERIENCE

2 Working long hours. Approaching deadlines. Juggling multiple projects at once. Hiring managers face a multitude of stresses stemming from their day jobs. The hassle of sourcing, hiring and onboarding flexible workers can t be another one. 2 As a program sponsor, you face internal pressure from hiring managers who have limited time and resources and don t want to be burdened with logging into another application. While the bells and whistles of a Vendor Management System (VMS) are attractive to the Program Management Office (PMO) and other power users, hiring managers have a much simpler mission to bring on contract workers in as little time and with as little stress as possible. And a positive end user experience is an increasingly important requirement of B2B technology solutions. Organizations are realizing that an easy-to-use solution is almost as important as one that saves money. Following this, SAP Fieldglass offers a uniquely guided interface to steer hiring managers through the application for a seamless user experience. The high-touch interface features a personalized dashboard, two-click requisitions, streamlined candidate review and simplified timesheet approvals. One customer in the publishing industry talked about the simplicity of the SAP Fieldglass interface being an impetus for program adoption among users. Part of our difficulty in our organization is just getting people to buy in to these programs, the customer explained. So when we have a technology that s stable and that works and is pretty intuitive, it goes a long way toward what we re trying to do.

3 To achieve buy-in, hiring managers must be comfortable using VMS technology from their first use. The following are typical questions from hiring managers about a VMS and how SAP Fieldglass addresses these issues. 3 If I ve never logged into a VMS, how do I know what I need to do? How will I know I m not in the wrong place or doing the wrong thing? How do I create a job requisition? Do I have to start from scratch? How do I know where I am in the process? How do I get help if I need it? Can I perform tasks without logging in? How can I be assured I m getting quality talent at the right price? How do I review candidates once they ve been submitted? What happens after I ve found the candidate I want to hire? How can I approve time quickly and easily? If I have more than one timesheet to approve, can I do it all at once? How do I know if there are abnormalities in a worker s timesheet?

4 QIf I ve never logged into a VMS, how do I know what I need to do? How will I know I m not in the wrong place or doing the wrong thing? 4 Logging into a new technology can be intimidating. You re faced with unfamiliar language, unexplained terminology and uncertainty about where to start. When hiring managers log in to SAP Fieldglass, they re greeted with a homepage tailored to their role with the company logo and language. They can easily customize the dashboard from the homepage so it includes only information they want to see upfront. Hiring managers are immediately presented with relevant information such as warnings for workers whose tenures are about to expire as well as a to do list of any outstanding tasks. Any pending action items are immediately visible and they will only see issues requiring attention such as pending timesheet and expense approvals. alerts can be sent throughout the process so hiring managers can see the workflow progress without having to log in to the application. Hiring managers are never in danger of doing the wrong thing.

5 5 QHow do I create a job requisition? Do I have to start from scratch? Creating a job requisition starts on the homepage with a Create menu that walks the hiring manager through each step of the process. They are immediately presented with a keyword search bar to find and select the appropriate job title from a preconfigured list. This functionality utilizes familiar terminology and eliminates the need to start from scratch. Additionally, the job description and organizational data such as business units, cost centers and home sites are automatically pre-populated, re-useable and can help ensure consistency among candidates. Because job templates are already preconfigured, the hiring manager simply needs to select a job title and then choose the start and end dates. The two-click requisition means no s back and forth. No need for hiring managers to compose a new job description. No need to click through several pages before finding what they need. The two-click requisition means no s back and forth. Our hiring managers love the tool and have a good experience. A person can go from novice to power user pretty quickly. Source: SAP Fieldglass Client Brand Survey, 2013.

6 QHow do I know where I am in the process? How do I get help if I need it? 6 The First Time User Guide automatically pops up when hiring managers create a job requisition to guide them through the process. If they need help, the Ask an Expert feature allows them to post an inquiry that will be routed to the appropriate internal resource for a quick response. Other social features such as Chat allow the hiring manager to post additional commentary about the requisition to the PMO and others within the organization. As a requisition is created, SAP Fieldglass displays the next steps, showing hiring managers where they are in the process and what needs to be done along the way. If hiring managers encounter an issue or if they are confused about next steps, help is easily accessible on the homepage. Contact information and help are continuously provided. SAP Fieldglass offers help as it s needed so hiring managers are never lost in the application. Ease of use was critically important to us and vastly different from one vendor to another. The interface functionality for end users did not require three hours of training to use. Source: SAP Fieldglass Client Brand Survey, 2013.

7 QCan I perform tasks without logging in? 7 Hiring managers can view reports, approve timesheets and receive information outside of the application with familiar tools such as and mobile devices. Reports can be ed to them on a regular basis and they never need to log in to SAP Fieldglass to see them. With busy schedules and frequent travel, hiring managers can see these reports on the fly. Hiring managers can also receive triggered notifications based on an event or pre-set threshold leading them to the appropriate action. For example, they might want to receive an notification when timesheets or expenses are submitted. When it pops into their inbox, they can approve directly from the without having to log in to the VMS. These s and subject lines can be customized so if an action is required, hiring managers see that information immediately from their smartphone or tablet. With the influx of s today, this customized messaging is another way the solution will prompt hiring managers to take action only when necessary. Hiring managers can view reports on the fly and receive notifications.

8 QHow can I be assured I m getting quality talent at the right price? 8 SAP Fieldglass provides real-time Rate Guidance based on the job title and location so hiring managers can easily see comparable rates and plug them into the job posting. The rate guidance tool provides a view into past rates paid for a similar position. As a result, hiring managers are assured they re getting a quality candidate without going too much over or under the market rate. In fact, they can also continue to work with their favorite suppliers within the solution the tool can be configured to ensure hiring managers preferred suppliers will receive job requisitions before anyone else. Instead of printing out and sifting through paper resumes, SAP Fieldglass automated review process allows hiring managers to easily review and share resumes and cover letters, all within the application. View past rates paid for similar positions to assure quality candidates at market rate. SAP Fieldglass is a complete system and user-friendly. It is a good tool with great capability for many different industries. Source: SAP Fieldglass Client Brand Survey, 2013.

9 QHow do I review candidates once they ve been submitted? 9 They can also track which candidates they ve viewed and those they haven t. At the same time, they re able to compare candidate qualifications easily. Using the side-by-side review functionality, hiring managers can compare candidates rates, qualifications and experience. For example, if a job requires specific expertise in a certain area like JAVA development, SAP Fieldglass displays how many years of experience each candidate has versus how many were required in the original description. QWhat happens after I ve found the candidate I want to hire? Hiring a candidate is as easy as clicking a button. Once a worker is selected, all onboarding activities can be assigned to ensure the worker has completed all necessary tasks before even walking through the door. The ability to score candidates and compare them side-by-side is a really good feature that other products could not provide. A work order appears on the hiring manager s desktop and essentially serves as the virtual handshake between the buyer and the supplier. It includes details such as the start date, end date, rate, site and other information a hiring manager might want to know on a regular basis. Mobility is key. Hiring managers are able to approve timesheets anywhere, anytime without having to Source: SAP Fieldglass Client Brand Survey, 2013.

10 QHow can I approve time quickly and easily? If I have more than one timesheet to approve, can I do it all at once? 10 log in to the VMS. When a worker submits a timesheet, the hiring manager automatically receives an alert and can approve time directly from a smartphone or tablet. Whether they re on a plane or in a coffee shop, hiring managers can approve time without ever leaving their inbox. With a large external workforce, hiring managers could potentially be responsible for approving dozens of timesheets for each pay period. In SAP Fieldglass, they are able to approve timesheets in bulk without having to click through several fields on timesheet after timesheet. QHow do I know if there are abnormalities in a worker s timesheet? Hiring managers are alerted to any irregularities in a timesheet such as overtime or workers approaching tenure. They can also see the remaining budget and overtime hours. The timesheet includes visual signals for other information like company holidays and rate data so managers can verify that the timesheet is accurate. Receive visual cues to any timesheet irregularities and verify accuracy.

11 11 SAP Fieldglass uniquely guided interface escorts hiring managers through the solution from the moment they log in. From creating a job requisition to approving timesheets, hiring managers have help readily accessible every step of the way. Because of this seamless user experience, external workforce programs operate more smoothly and efficiently. Related Resources ebook: The Social VMS Video: A Hiring Manager s Journey About SAP Fieldglass SAP Fieldglass provides the industry s leading cloud technology for services procurement and external workforce management. More than 400 global businesses leverage SAP Fieldglass intuitive Vendor Management System (VMS) to gain visibility into its external labor, project-based services including Statements of Work (SOWs), independent contractors and additional flexible talent pools. Contact To learn more about SAP Fieldglass or how to achieve higher adoption of your VMS, please don t hesitate to contact us at fieldglassinfo@sap.com or visit

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