Contingent Workforce

What if I want to hire an exempt (salaried) worker? Can I do that via the MSP and Fieldglass?

Yes, a salaried contingent worker – that is, one whose pay does not vary from week to week regardless of how much time is worked -- can and should be managed in Fieldglass and the Managed Services Program.

However, this is only true if the role and work performed are “exempt” from overtime under the Fair Labor Standards Act (FLSA).  If the role/work is “non-exempt”, the worker cannot be salaried. S/he...

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How do proxies work?

Proxies can be assigned online in Fieldglass by hiring managers, time approvers, org- and tub-owners to act on their behalf, indefinitely or for a specific period of time (such as a vacation.)

Typically, proxies approve or reject transactions – specifically, requisitions, work order revisions and timesheets -- on behalf of the user.

Users are responsible for actions taken by proxies on their behalf, so care should be taken in making this designation.  In general, proxies should be in the same tub, and have the same Fieldglass user role and the...

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What information does a hiring manager need to know before creating a job requisition online in Fieldglass?

A hiring manager will need to know 7 key details in order to create an online requisition.

  1. The job role that the contingent worker will fill (choice of Fieldglass Job Templates listed here)
  2. Whether you have already identified the worker (to be “payrolled”) or you need someone to be “recruited” by a supplier.  If the worker is to be payrolled:
    a. What is their name, email, telephone and agreed-upon hourly pay rate?
    b. In what...
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What should I do if the Harvard chart of accounts (costing) string I want to use for a requisition is not available in Fieldglass?

Of the millions of possible Harvard Chart of Accounts (CoA) combinations (called CCIDs), a large number is selected and loaded to Fieldglass nightly so that they are available when requisitioning a contingent worker.  The CCIDs in Fieldglass include the most commonly used ones, as described in the Chart of Accounts Coding section of the Program Guidelines

However, if you need to use a chart of accounts combination that is not already in Fieldglass...

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Is SAP Fieldglass accessible?

According to SAP, the manufacturer of the Fieldglass software used to manage the contingent workforce at Harvard, “SAP Fieldglass is committed to ensuring our application meets WCAG 2.0 level AA compliance” standards.

At the end of 2018, for tested functionality, which included “all primary screens that a typical user (including buyer, supplier, and worker) would be required to use,” Fieldglass was over 90% compliant with WCAG 2.0 AA standards.

SAP says that, “Fieldglass deploys 3 major releases to production each year…and we plan for accessibility improvements and...

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When is the earliest that a time reporter can report their time? When is the earliest that a time approver can approve submitted time?

Time reporters must enter time by Monday at noon EST for the week just ended and it must be approved by Tuesday at noon EST.

However, this process can happen earlier. Time reporters can submit hours at any time before or during the work week. Time approvers can log into Fieldglass at any time to approve submitted hours that they are certain have been worked. Time approvers need not wait until the following Tuesday to approve hours for the prior week.

How do I get a supplier added to Fieldglass?

Staff in participating Harvard schools/departments may identify suppliers of hourly-billed contingent labor they wish to use – generally, or for an upcoming requisition – by contacting the Yoh PMO.

Yoh will assess the request, and if the supplier strengthens the supply base or fills a specialized need, they will begin the enrollment and contracting process. The manager will be informed when the supplier is in the program and Fieldglass system, and ready for requisitioning.  If Yoh declines to enroll the supplier, or the supplier declines to participate, the manager...

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How should Harvard hiring managers interact with suppliers?

The terms of Yoh’s contract with enrolled suppliers say that Yoh should be involved, and serve as the intermediary, in any discussion with suppliers about the needs or requirements of a Harvard hiring manager, or about potential candidates for assignment at Harvard. This is because Harvard has asked Yoh to create and sustain a vendor-neutral, competitive sourcing environment for all requisitions.

Harvard hiring managers should not receive calls from suppliers in the...

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What is the difference between a job order and a work order?

A job order refers to the job posting or requisition.  In Fieldglass, once a candidate has been selected and the terms of the assignment (e.g., start and end dates, hourly billing rate) have been mutually agreed to by the hiring manager and the supplier, the Job Order becomes a Work Order. 

A work order is specific to that worker and that job. It includes an agreed-upon hourly billing rate, cost allocation, length of assignment, and other elements used to track that specific combination of person and position.  Revisions to the assignment, such as extension of...

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What is the difference between payrolled candidates, recruited workers, and pre-identified candidates?

Payrolled candidates are individuals who are identified by the Harvard hiring manager and are not affiliated with one of the current suppliers. At Harvard’s request, they will be hired by one of the two Harvard-approved payrolling companies (AllSource or Capital Talent Partners) and would become a W-2 employee of that company. 

Recruited workers are candidates sourced by Yoh from the supplier pool, then interviewed, selected and hired by the Harvard hiring manager.

Pre-Identified Candidates are individuals identified by the hiring manager and who...

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I don't see the job description I need. How do I get one added?

There are about 75 job descriptions (templates) in Fieldglass, reflecting the roles most frequently requisitioned at Harvard.  If possible, please try to use the one closest to what you need – you can “customize” it a bit by adding an attachment or filling in the Additional Job Details field.

If you need to fill a role that is significantly different,...

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How do you process extensions?

If you realize an assignment should be extended, submit a Work Order Revision to move the end date out. The supplier will need to accept this revision and ensure the contingent worker is available and willing to continue. When this extension increases the estimated spend, it will trigger financial re-approval.

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