Contingent Workforce

How are HUID’s assigned to contingent workers in the MSP?

Every job template (job description) in Fieldglass is set up initially with a flag (yes/no) to say whether people working in that job role typically need an 8-digit HUID. This flag is almost always set with a default of “yes” as the need for an HUID to obtain digital access to Harvard systems and a Harvard Key is widespread among contingent workers. There is a second flag saying whether people working in that job role typically need a HUID card, or badge. That flag is always set with a default of “no”, so an affirmative choice needs to be made if the worker needs a badge for display or...

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Can contingent workers access Harvard libraries?

Generally speaking, no. Contingent workers in the MSP are considered contractors in terms of their Harvard identity, and contractors do not have Harvard library privileges.This includes borrowing privileges, and access to the Library’s digital resources, which are typically licensed only for the use of Harvard’s staff, students and faculty. Some libraries may allow physical access (to a building and the materials housed in it) on an exception basis by the contingent worker if needed to perform their Harvard work assignment. Managers may contact the local library’s...

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Can we employ Occasional High Hour Contingent Workers (OHHCW) through the Harvard/Yoh Managed Services Program (MSP)?

No, for overtime eligible work that would be done by a union member if on our direct payroll. The use of OHHCW’s through the MSP is inconsistent with the HUCTW contract, and too complex to administer due to the need to track hours per year, weeks per year and consecutive weeks. Here are some alternatives.

  1. For in-state (Massachusetts) work that has requires occasional high hour work, with no tenure limit, the worker may be hired on the Harvard temporary payroll (Empl_Class T) in the Job Code 700012.
     
  2. For in-state...
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Do the suppliers pay the contingent workers based on approved time or reported time?

Whenever possible, the suppliers pay the workers on assignment at Harvard based on approved time for the prior week.

If the Harvard manager has not approved time for the prior week, it is sometimes necessary for the supplier to pay the worker based on reported time. They do this to comply with state payroll laws that require prompt payment of workers for the time that is reported to have been worked.

In general, the suppliers in the Managed Services Program conduct weekly (or more frequent) audits to reconcile reported,...

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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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