Harvard will no longer receive paper invoices from suppliers in this model. This is one of the key advantages of the new process. Weekly approved time and expenses will automatically (electronically) flow to Harvard Accounts Payable from our Managed Service Provider (MSP), DZConneX, and the invoice will be paid. We estimate the new process will eliminate the manual processing of 20,000+ paper invoices annually.

An approved time sheet will be automatically converted to an invoice that is electronically sent from Fieldglass to Oracle Accounts Payable. Harvard will issue payment to DZConneX for the invoice, typically taking a 1% quick pay discount. Information about the payment will flow back to Fieldglass, and, as with any other paid invoice, to the Harvard General Ledger and Data Warehouse.

The Hiring Manager or an assigned Time Sheet Approver will approve the contingent worker’s weekly time sheet.  Approvals should be done by Tuesday at noon EST, for hours reported in the prior week.

The Fieldglass requisition, and the related work order, can be set up to be split-coded to two or more Harvard account code combinations in the same chart of accounts tub. Once done, these code combinations are available for selection on the worker's timesheet. The worker will need to select the right one and report hours against it, typically with guidance from the Harvard manager.  If a contingent worker's assignment will be charged to two different tubs, two separate requisitions will need to be created.

One or more 33-digit billing codes will be associated with every requisition. When the contingent worker is hired, the requisition becomes a work order with the same coding. When the worker reports time, s/he will be prompted to report hours worked against the available billing codes, which have "flowed down" from the Work Order to the timesheet.

Harvard schools and departments (tubs) will authorize specific hiring managers to use Fieldglass to requisition contingent workers -- initially, and on an ongoing basis through HR authorized requestors. Hiring managers are assumed to have the authority to hire a contingent worker with an estimated cost below $10K.  For a contingent worker assignment with a cost >$10K, additional financial approvals are required.

Harvard has formed a business partnership and executed a Master Services Agreement (MSA) with a Managed Service Provider (MSP), DZConneX (formerly, Yoh). DZConneX enrolls qualified suppliers to the Harvard program, and executes supplier agreements (contracts) with conditions that "flow down" from Harvard's MSA. The supplier agreements specify standardized mark-ups on contingent talent that will be provided to Harvard through DZConneX.

The Harvard Hiring Manager reviews the candidates proposed by the supplier(s) for assignment at Harvard, and...

Read more about How does the model work financially?

DZConneX (formerly, Yoh) and Harvard HR conducted a market pricing analysis to build the rate card for all the contingent worker job roles. This provides a range of rates typical for the Boston area. The rate card will be updated periodically. Price quotations from competing suppliers for each requisition will be an important source of feedback. Harvard-wide analytics that pinpoint what we are paying, on average, for each role will help Harvard refine the rate card and help everyone better understand fair market prices for the roles and level of talent we need.

Instead of contacting suppliers (staffing and temp agencies) directly to fill requisitions for contingent workers, Harvard managers will submit requisitions electronically via the new Vendor Management System, Fieldglass. The requisitions will be routed by Harvard’s Managed Service Provider, DZConneX (formerly, Yoh).  As the process is vendor-neutral, all qualified, enrolled suppliers receive the requisition. Suppliers propose candidates, and managers select the one they prefer. 

Once onboard, the worker reports hours worked online in Fieldglass, and...

Read more about How does the model work in terms of hiring and paying contingent workers?