First-hand knowledge.

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In this chapter, you’ll explore the core modules that form the SAP Field-
glass architecture. You’ll see how process modules like statements of
work and profile workers support procurement, and you’ll learn about
peripheral modules like decision forms and wizards.

“System Architecture: Processes and Modules”

Contents

Index

The Authors

Richard Wanless, Jutta Villet, Shane McGough

SAP Fieldglass: Functionality and Implementa-

tion
587 pages, 2022, $89.95
ISBN 978-1-4932-2070-0

www.sap-press.com/5239
 Chapter 2
2
System Architecture:
Processes and Modules
SAP Fieldglass is built up in modules that define the structure of the sys-
tem. Together, all modules form the system architecture and ensure
that procurement processes run smoothly.

SAP Fieldglass is a vendor management system (VMS) that you use to manage external
workers. These nonpermanent and nonpayroll workers can be categorized into three
types: contingent workers, statement of work (SOW) workers, and profile workers. The
procurement and administration process of these external workers is mapped in pro-
curement processes that follow the specific needs of each of these worker types.
For these processes to be captured in SAP Fieldglass, it’s necessary to have a system
architecture that controls settings and functions. This structure is represented by mod-
ules. All modules together form the architecture of SAP Fieldglass and enable the exe-
cution of the procurement processes. In this chapter, you’ll learn how modules deter-
mine the SAP Fieldglass architecture and their role in defining procurement processes.

2.1 Access and Modules

With a little imagination, the combination of processes and modules can be explained
using a house as an example. To get to your house, you can go different ways. You can
either be guided by signposts in the form of decision forms or wizards, or you can use
projects (see Section 2.3).
Alternatively, go directly to the entrance that you know contains the correct process for
you. There are three entrances to your SAP Fieldglass “house” that allow external work-
ers to “come in,” one for each procurement process: contingent labor (see Section 2.2.1
and Chapter 3), SOW (see Section 2.2.2 and Chapter 4), and profile workers in the profile
workers module (see Section 2.2.3).
The foundation of your system architecture is the company structure (see Chapter 5).
The walls are made up of base modules that you use to build rate settings (see Chapter
6), time sheets and expense sheets (see Chapter 7), and compliance (see Chapter 9). You
can decorate your house with custom fields and use approval groups to control access.

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2 System Architecture: Processes and Modules 2.2 Procurement Processes

Your “home phone,” which you use to communicate inside and outside the system, is The concept of modules is essential, and if you’ve embraced it, you’ll improve not only
made up of the messaging and the principle of social enterprise (see Chapter 8). Your your understanding of SAP Fieldglass but also your organizational structure, your
2
“roof” is composed of the reports and analytics (see Chapter 10) that give you an over- users, and your reports.
view of what’s happening in the system. You can clean up your house and remove data
from the data retention or dispose of it altogether (see Chapter 11). And last but not
least, you can connect your own house to other houses in your wider system landscape 2.2 Procurement Processes
using integrations (see Chapters 12–15).
Process modules are central components of work processes that cover core procure-
As mentioned previously, you use SAP Fieldglass to map procurement processes. To do
ment processes and map the process steps. The procure-to-pay process includes contin-
this, you must configure the system in many individual modules. Modules are all basic
gent labor as process modules such as job postings, job seekers, work orders, workers,
settings and records in SAP Fieldglass. Configuring the system means setting up and
and time sheets. They are basic prerequisites for using SAP Fieldglass and can’t be
aligning all these modules. For the sake of simplicity, the modules can be divided into
skipped. This means that if you don’t formulate job postings, job seekers can’t be sub-
three types:
mitted against them, and if you don’t create a work order, workers won’t be able to sub-
 Process modules mit time sheets.
Process modules are parts of procurement processes that, if properly assembled, cre-
Modules are essential when creating reports, creating custom fields, and configuring
ate an effortless system flow to create and manage the contingent workforce (see
user roles. By selecting the base modules or process modules, you define the starting
Chapter 3), SOW workers (see Chapter 4), and profile worker modules (see Section
point for assigning and accessing the data (see also Chapter 3, Chapter 4, and Part II of
2.2). Transactions and documents that describe a process always have a unique sys-
this book).
tem ID that can be used to reference and search with in SAP Fieldglass. For a work
order, this is, for example, COREWO00000027 (see Section 2.2). Worker records and process documents can be accessed in SAP Fieldglass at any time
using a unique system ID that consists of a four-digit company code (e.g., CORE), a two-
 Peripheral modules
character module reference (e.g., WO for work order), and a consecutive eight-digit num-
Peripheral modules accompany and support process modules: decision forms (with
ber. See Table 2.1 for a list of the most-used module references. English abbreviations
wizards) and projects. They are used to help users select the procurement process.
are often used to refer to the items, such as TS for time sheet.
These secondary processes aren’t necessarily essential in every company and are pri-
marily used to initiate processes, guide users through the system, and adhere to Module Reference Module Name
company policies. These peripheral modules also have a system ID. All peripheral
CI Consolidated invoice
modules are described in Section 2.3.
 Base modules PA Decision form
Base modules are standard configurations and features that are required to enable ES Expense sheet
the processes. To do this, they must be set up and maintained according to the com-
pany requirements. All nonprocess modules are base modules. Base modules have a IN Invoice

special meaning because they are used across all procurement processes and are set JP Job posting
up centrally in the admin configuration. They don’t have a system ID, but a unique
JS Job seeker
code that can only be used once in each module. If you, for example, want to create
a site (e.g., Toronto in Canada), you can only use the CAN_Toronto once as the site code. MI Miscellaneous invoice
Base modules include all enterprise structure modules, rates, and invoicing, as well
PW Profile worker
as users and user roles. They can be configured independently of processes. The spe-
cial features of the base modules are their associations that decide, for example, PJ Project
which settings are available in which country, in which currency, and in which busi-
TQ Statement of work
ness unit. In Part II of this book, you’ll read more about the main functions and the
configuration of the base modules. Table 2.1 Reference Codes for Documents and Transactions,
Supplemented by a Sequential Eight-Digit Number

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2 System Architecture: Processes and Modules 2.2 Procurement Processes

For the sake of simplicity, all system IDs that are logically assigned to the system ID
Module Reference Module Name
COREWK00000020 are displayed in the data record of this worker. For quick access, they are
2
RW Wizard linked to the respective document (blue background).
TS Time sheet

WO Work order

WK Worker

WF Workforce

Table 2.1 Reference Codes for Documents and Transactions,

Supplemented by a Sequential Eight-Digit Number (Cont.)

Figure 2.1 shows an example of an SAP Fieldglass system ID of a work order (WO). This
combination is only assigned once in the system and can be searched for at any time
Figure 2.2 Displaying a Worker Record with System IDs, Status, Engagement Period, and
using the search function or the digital assistant to process the relevant document.
Supplier

Company When you search for transactions and documents in the system, you don’t have to
code Ascending number enter the complete system ID, for example, COREWO00000027, but the module reference
and the unique number, for example, WO27.
COREWO00000006 In the next three sections, we’ll use process examples to show you how base and pro-
cess modules interact with SAP Fieldglass in daily work.
Module reference

Figure 2.1 System ID Consisting of Company Code, Module Reference,

and Sequential Number
2.2.1 Contingent
External workers are most often classified as contingent workers, but they can also fall
In Figure 2.2, you can see the header of a worker record created in SAP Fieldglass. Here in the categories of external consultants, independent contractors, or freelancers. The
you can see the following system IDs and information: process of procuring external workers involves more than the actual recruitment pro-
 Andrew is a contingent temporary worker (T WORKER) with the COREWK00000020
cess, so a number of modules that manage the supporting processes and data are set up
Worker ID. and used in the system background.

 The ID is associated with a specific job posting with the COREJP00000044 Job Posting The core of the contingent lifecycle is this: to request external workers, you first create
ID. a job posting that is distributed to selected suppliers. A job posting includes the esti-
mated duration and period of the engagement, a description of the tasks and require-
 The worker has a work order assigned with the COREWO00000027 Work Order ID.
ments, and the site. The supplier can then submit suitable job seekers who, after they
 The worker’s Status is Open, which means his work order is currently valid and con-
have been selected by you, receive a work order and become external workers. During
tinues until the end of the engagement period.
their assignment, these workers can submit time sheets (times) and expense sheets
 Period displays the date range in which the external worker is engaged. (expenses) from which invoices are generated. At the end of the contract’s term, the
 Supplier indicates the provider who supplied the external worker to the buyer com- work order can be extended or closed. (For details and options about this process, see
pany. Chapter 3; in this chapter, it’s important that you recognize the process in the process
 For ease of reference, the Master Worker Record ID and the Earliest Start Date are dis- modules in Figure 2.3.)
played. If used, these functionalities can support compliance and tenure tracking.

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 2 System Architecture: Processes and Modules 2.2 Procurement Processes

In the lower area of Figure 2.3, you can see the base modules that are used to procure 2.2.2 Statements of Work
external workers. In the upper area, you can see process modules and peripheral mod-
The SOW module captures contract types for the use of external workers in service con- 2
ules and how they are linked to each other.
tracts. The operational sourcing for the ideal supplier is supported by a SOW bid func-
tionality, which precedes the SOW creation.

Wizard
Decision form Activity
Worker
Miscellaneous
invoice
The main difference between the contingent and SOW processes is that the SOW mod-
template item
ule can use alternative invoicing methods, apart from time sheets and expense sheets.
Credit/debit Consolidated
Project Decision form Interview
memo invoice
SOW invoicing can be triggered outside of the worker-specific work order, based on
deliverables such as through schedules, events, or fees. In addition, contract elements
Expense sheet are captured in management events and clauses. A detailed description of these char-
Job posting Supplier Job seeker Work order Invoice
acteristics (also known as line items) and their invoicing can be found in Chapter 4.
Time sheet
Job posting Distribution Work order In the SOW module, the base modules, specifically the company structure (site, cost
Workforce revision
template list
center, legal entity, and business unit) that you see in the lower part of Figure 2.4, pro-
Contingent SAP Fieldglass
vide the foundation for the process above. You can trigger the creation of a SOW con-
type candidate portal
tract through a project or decision form with embedded wizard (peripheral modules) or
directly as a SOW bid (process modules). When creating a SOW, you first specify details
Labor type/
User
job code
Location Rates Custom such as time period, scope of work, and site. You also enter the characteristics, such as
fields

General Business Cost

Task
code and
fees, events, schedules, management events, or clauses. When you add SOW workers to
User role General
Site
ledger unit center expense ledger the SOW, they receive a work order and can submit time sheets and expense sheets, if
code account
Legal entity
permitted. All these line items can be the basis for invoice creation.
Legend:
Process module Periphery module Base module

Decision form Activity Miscellaneous

Wizard Worker invoice
template item
Figure 2.3 Systems Architecture and Modules of Contingent Workforce Procurement
Time sheet Consolidated
Credit/
Project Decision form Work order debit memo invoice
Peripheral modules are decision forms, wizards, or projects that help users select and Expense
Schedule/ sheet
create their requests. Global, regional, and local settings are entered in the base mod- events
Character-
ules. Of course, this includes the company structure (see Chapter 5), but other settings SOW bid SOW
istics
Invoice
Fees
also play a role, which you’ll learn more about in Part II. For example, the supplier is
Management
associated with a distribution list, which is anchored to a job posting template. Rates are SOW type
SOW
event
template
grouped together in a grid and group (see Chapter 6), and custom fields are managed
Clauses
centrally (see Chapter 8). Classification Supplier

Processes and the associated modules are subject to a module hierarchy and can only be
set up and viewed in sequence. The logic can’t be skipped or run backwards; it can only User Job code Location Rates Custom
fields
be run hierarchically and sequentially (continuous). This means that you can’t create a Task
General Business Cost code and General
work order without a job posting record or create an invoice without a related time User role
ledger unit
Site
center expense ledger
code account
sheet or expense sheet. You should also refrain from building a report to view pending Legal entity

external workers on the workers module and rather select the work order module, as Legend:

worker records are only created after the work order is fully approved and the (auto- Process module Periphery module Base module

matic) external worker registration is completed. Keeping the module hierarchy in

Figure 2.4 Systems Architecture and Services Procurement Modules: Bid and SOW
mind will make it easier for you to use functions such as linking custom fields (see
Chapter 8) and creating reports (see Chapter 10).

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2 System Architecture: Processes and Modules 2.2 Procurement Processes

SOW bids and SOWs are determined using classifications, SOW types, and SOW tem- The supplier and activity items base models can be included. The base modules at the
plates. For information on how to set them up, see Chapter 4, where you’ll also see a bottom of the graphic are similar for contingent and SOW workers; they are the foun-
2
detailed view of the workflow. dation of the system, the company structure, and your processes.
Profile workers aren’t associated with a job posting or SOW and don’t enter time sheets
2.2.3 Profile Worker (time) or expense sheets (expenses). Therefore, they typically don’t log in to SAP Field-
glass unless they complete activity items as part of their onboarding or offboarding.
Most companies have external workers that they want to have sight of but don’t man-
age through the procurement and invoicing process in SAP Fieldglass. Examples In addition to no invoicing for profile workers, there is a second major difference: pro-
include staff in cafeterias, call center agents, auditors, consulting doctors, professors, file workers can be created and managed by transactional and nontransactional suppli-
and even researchers or visitors. Companies want to know who these externals are, and, ers, whereas other external workers can only be managed by transactional suppliers.
most importantly, they want to ensure that everyone goes through appropriate There are two types of suppliers in SAP Fieldglass: transactional suppliers and non-
onboarding and exit processes (see Chapter 9 for details on compliance). transactional suppliers. Transactional suppliers actively use SAP Fieldglass to manage
A worker who is simply tracked is referred to as a profile worker in SAP Fieldglass. These their workers and work items. They are mandatory to engage in contingent worker
workers’ profiles are created by companies for tracking and compliance purposes only. requirements and SOWs. Nontransactional suppliers, on the other hand, are for refer-
Their personal profiles are kept in the system for visibility, tracking, and documenting ence only and don’t have their own company profile. For more information about cre-
overall headcount, holistic reporting, and traceability of activity items. ating and managing suppliers, see Chapter 5.

You can also see this in Figure 2.5. There is only one simple process module for procur-
ing profile workers, supported by the peripheral decision form module, optionally with Profile Worker Suppliers
a wizard. Nontransactional suppliers (for profile worker sourcing) can’t be retroactively trans-
formed into transactional suppliers (used for contingent labor and SOWs). Therefore,
it’s advisable to always create suppliers as transactional suppliers if you assume the
supplier might extend their scope to other modules.
Decision form
Wizard
template
Profile workers are often integrated with headcount management systems so they can
Activity be tracked as nonbillable resources as part of a total workforce management strategy.
Decision form Supplier
item The profile worker process module makes it possible to track and manage external
workers across geographic regions and across different business areas; it’s also used as
Profile worker
security as a service to keep track of external workers not only physically but also
legally.
In combination with the master worker record (MWR), external workers can be tracked
in the system across modules and assignments using security and identification
User Job code Location Custom field points. This allows customers to track contingent workers and their engagement as
contingent workers, subcontractors, or profile workers without any gaps. The benefits
General Business Cost of monitoring the (maximum) duration and type of contract are obvious as tenure
User role Site
ledger unit center tracking is an important legal requirement in many industries and regions. The Master
Legal entity Worker Record company configuration can only be enabled for companies that also use
the Enable Security Information company configuration, which enables the use of the
Legend: security ID. For more information about security ID, see Chapter 5.
Process module Periphery module Base module
If legal entities are used in the company, they can also be applied in the profile worker
module. Two validation rules are available for this: either you can use the same valida-
Figure 2.5 Systems Architecture and Modules for Profile Workers
tion used for the contingent, or you don’t use a legal entity as validation.

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2 System Architecture: Processes and Modules 2.2 Procurement Processes

5. The profile worker record is closed at the end of the engagement period either man-
Module Functionality Limitation ually or automatically by the system. The data record can then no longer be changed
2
The profile worker module is simple and straightforward in its structure. Therefore, the unless it’s opened again.
following functions that you can use for contingent and SOW workers aren’t available
As mentioned at the beginning, the module for managing profile workers is straightfor-
here:
ward and clear. The creation includes a few clicks on a single page. Depending on the
 There is no coordinator role per se, but there is a primary contact and supervisor
configuration and workflow, profile workers can be created by internal buyer users (e.g.,
who manages the profile worker.
the responsible hiring manager or PMO team) or by external supplier users. Navigate
 The module isn’t part of the program management office (PMO) dashboard that to the Create panel on the homepage, and select Profile Worker to create a profile
shows you pending approvals or outstanding activities (for more information, see
worker as an internal buyer user.
Chapter 10).
In Figure 2.7, you can see the finished record of a profile worker. There are only a few
 There is no activation of the external workers after they have been created because
mandatory fields when creating the entry: first name and last name, an email address,
profile workers only exist passively in the system.
start and end dates, site, business unit, cost center, and legal entity (if you’re using
 When using the activity checklists to map onboarding and offboarding activities, it’s
them). You may see custom fields, the Job Code field, or contextual help if it has been
not mandatory to assign them to profile workers (see Chapter 9 for more informa-
set up (see Chapter 8).
tion).

The process of managing profile workers has five steps, as shown in Figure 2.6:
1. Either the supplier, PMO, or buyer (also referred to as hiring manager) creates the
profile for the external workers.
2. Once created, the approval will follow, which is defined in an approval group (see
Chapter 8).
3. After that, the profile worker is created, and the compliance tasks in the form of
onboarding can be performed if needed.
4. Changes are easily made to the data record, for example, a new primary contact or a
new association to other business units or sites. These revisions are indicated by the
addition (Rev 1) next to the system ID. These changes are followed by possible further
approvals.

Buyer
Profile worker
Figure 2.7 View of a Profile Worker Record
Edit/
change/
Create There are two fields for selecting system roles that can be used later in messaging,
PMO/ Approval monitor Close
profile
Approver approval groups, and performing activity items: Primary Contact and Supervisor. The
worker
Primary Contact field is a mandatory field used to determine the responsible person
(manager). The selection and use of the Supervisor field is optional; a substitute man-
Supplier ager can be specified here. If you use a managed service provider (MSP) or PMO team to
manage your profile workers, it’s advisable to enter a member of the PMO in the Pri-
mary Contact field and the respective manager in the Supervisor field. As a result, the
Figure 2.6 Creating and Managing Profile Workers
workload and administration of the profile worker have been moved to the MSP team,
but the manager still has access to the data record in each case.

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2 System Architecture: Processes and Modules 2.3 Peripheral Modules

The Job Code field has two applications: (1) for integrations with other HR software and necessary, an integrated wizard or questions available within your company. Projects
for merging job titles across modules for reporting purposes, and (2) as a way to assign can be used to summarize SOW bids, SOWs, and contingent workers into one budget.
2
activity checklists to the contractor across all procurement processes. These three peripheral modules are upstream of the actual procurement process and
A Yes/No selection populates the mandatory Auto Register Worker field. If you choose act as starting points and can be configured individually. We’ll discuss each in more
Yes, the profile worker is automatically created in SAP Fieldglass. If you choose No, detail in the following sections.
external workers must register manually. The latter is necessary if a profile worker
needs to complete activity items. Classic examples of activity items are proof of quali- 2.3.1 Decision Forms
fications, safety instruction, and IT security checks.
Decision forms are mini questionnaires that enable buyers (also referred to as managers
After processing, the data record for the profile worker is created, as you can see in in this section) to make it easier to select the right procurement process. Decision forms
Figure 2.7. This record is similar to contingent and SOW worker entries. Here you also are based on templates in which an administrator determines the format, questions,
see the automatically assigned system ID (Profile Worker ID) with the company code, and answer choices.
the abbreviation PW, and a sequential eight-digit number. Approvals may be required
Decision forms are highly customizable, allowing you to capture all the company-spe-
after the profile worker record is created. They are controlled by approval groups (see
cific information needed to make external workforce procurement decisions. Various
Chapter 8).
tools are available for creating decision forms that allow you to adapt decision-making
If you’ve made changes to the data record, you see a sequence number (Rev. 1) behind processes to your business needs, including incorporating wizards and questions.
the system ID in parentheses, which you can use to track the revision version chrono-
Wizards and questions can also be used in a variety of ways, regardless of the decision
logically (you can then access and compare the different versions of the profile worker
form templates, for example, for supplier evaluations or questionnaires. The decision
data record on the Revisions tab). In the History tab, you can see the individual changes
form only supports the selection of the starting point of a matching requirement
done during the profile worker edit process. To see the tab, you need to enable the Fea-
request, for example, job posting, SOW, or SOW bid.
ture Access in the user’s individual user profile by ticking the View History Tab check-
box. (You’ll learn more about user profile settings in Chapter 5.) The Approvals/Audit In Figure 2.8, you can see the typical lifecycle of a decision form. The manager (or PMO)
Trail tab allows you to monitor the workflow. creates the decision form. It’s then routed (optionally) for approval according to your
predefined approval group. Typically, approvers are groups of people who monitor that
You can manually close the profile worker at any time by clicking Close Profile Worker
a requirement request is created in the correct procurement category.
in the Actions dropdown menu on the record. Alternatively, the record can be automat-
ically closed when the end date is reached or a specified number of days has passed. The
latter is embedded in the company configuration and must be enabled/disabled or
Hiring
changed by SAP Fieldglass support. After you close the profile worker record, you can Manager
choose Reopen to restore the record, edit it, and make changes to the end date if neces- Start
Creation procurement
sary.
process
PMO/
Use reports based on the worker or activity and offboarding activity base modules to Approver Approval Close
track and verify profile worker data. Adjust the fields and filters so that the profile work-
ers are displayed. For more information about reporting, see Chapter 10.
Figure 2.8 Creation and Management of Decision Forms

2.3 Peripheral Modules Once approved, the procurement process referenced by the decision form can be
started and subsequently closed. As you can see, the decision form isn’t a standalone
In SAP Fieldglass, there are several ways to help the buyer choose the right procure-to- procurement process, but it supports choosing the right category, getting approvals for
pay process. Buyers can directly create a request for contingent workers, SOWs, and the demand request, or helping the requester define the correct procurement type. As
profile workers. On the other hand, depending on the customer’s user group, knowl- the decision form is always bound to a procurement type, these decisions can be
edge level, and compliance requirements, you can also make decision forms and, if audited in connection to a specific sourcing event.

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To create a decision form, you must first create a decision form template. To create a  Display Procurement Types to Requestor
new template document, go to Admin Configuration • Decision Form – Template • New. This rule will display all procurement options on the decision form that can be
2
In Figure 2.9, you can see a completed template. In addition to the name and an selected there by the creator.
optional description, you can select the sourcing options you want to be available after  Show in Create Menu
completing the form, such as a project, SOW, or job posting. This rule causes the decision form template to appear as an option in the Create
menu on the user’s homepage.
 Request Budget Amount
This rule determines that a budget amount must be entered on the decision form.

Decision Forms and Templates

Here are some valuable tips on how to work with decision forms and templates:
 The decision form template can be individually associated with business units.
 Set up messaging to support the workflow with messages and work items.
 Contextual help can be used to make the decision form easier to use.
 A decision form has its own approval group, and the form can be withdrawn, closed,
or renamed.

To create a decision form, the buyer user acting as the requester must be associated
with a user role that has the Submit Decision Form permission. To create and manage
user roles, see Chapter 5.
In practical application, the decision form is conceivably easy to draw up. To do so, open
the Create menu on the homepage, and select Decision Form from the list.
The decision form captures key, mandatory information of your procurement request:
start and end date, business units, site, and cost center. In Figure 2.10, you can see how
questions and the wizard are embedded and displayed in the decision form.
The question Is the use of the worker mission-critical? doesn’t lead to a selection but is
only used to find out from the creator how important the position to be filled is. Impor-
tance can be given as an answer on a scale of 1 to 5 stars.

Figure 2.9 Decision Form Template with a Wizard and a Question The questionnaire below the question with the star rating is a wizard, embedded within
the decision form. Each question of the wizard has at least one answer option that leads
Optionally, you can add a wizard or questions to the template. You can use Rules to to another question or determines the selection of the sourcing process and completes
specify whether you want to use the following settings: the questionnaire.

 Use Scoring After you’ve filled out all the fields and answered the questions or completed the wiz-
This rule can be used to assign a score to each question. Responding to all questions ard, you can submit the decision form. An approval procedure is then triggered if
on the decision form results in an overall score that can be used to route the decision you’ve set up an approval group in advance (for information on how to do this, see
form for approval. Chapter 8, Section 8.6.3).

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2.3.2 Wizard
The wizard is used to ask users a number of company-specific questions, and, based on 2
their answers, a recommendation for the next action is made. SAP Fieldglass supports
users with the wizard as part of the decision form, for example, when deciding which
procurement option to use, the wizard directs the user to the correct procurement type
(e.g., job posting creation). When used as part of activity items, wizards can evaluate
workers or suppliers. However, wizards can also simply be used as detached assistants
to help buyer users with procurement choices without a guided action as outcome.
We’ll get started creating wizards and questions in the following sections.

Set Up a Wizard
You need to set up this assistance feature in SAP Fieldglass, and it can be tailored to your
company’s needs. Choose Admin Configuration • Wizard, and first give the new wizard
a Name. From the Starting Point dropdown list, select where in the process you want to
include the new wizard you want to create:
Figure 2.10 Completing the Decision Form from the Buyer User Perspective
 Decision Form

After creation and (optional) approval, users are then asked to start the procurement  Home Page and Create Menu
and create a sourcing document (see Figure 2.11). The module that appears is based on  Decision Form, Home Page, and Create Menu
your wizard response action settings; in our case, it’s Create Job Posting.  Job Posting
For companies that are adopting SAP Fieldglass as their new VMS, there are many ben-  Statement of Work
efits to helping users choose their procurement processes with decision forms. In addi-  Evaluate Suppliers
tion, questions and wizards can be used in a variety of ways, including entering data in
 Evaluate Worker
custom fields and evaluating suppliers and workers.
 Questionnaire

After selecting the starting point, you can add questions and custom fields that you cre-
ated in advance in the Questions and Fields panel.
Job postings and SOWs can include wizards. To do so, the job posting or SOW must be
based on a template that has an embedded wizard. To learn more about such templates,
refer to Chapter 3 and Chapter 4. When you create a job posting requisition, the default
questions and answers from the wizard become part of the job posting or SOW. This
enables you to significantly improve both the user experience (UX) and the accuracy of
the entries because the quality of the entries isn’t based solely on the interpretation of
custom fields but is guided by suitable questions.
You can also use the wizard to evaluate workers and suppliers. For this, the wizard can
be included as part of the activity items to complete a worker or supplier evaluation.
Therefore, if you create Evaluate Workers or Evaluate Suppliers as a starting point when
Figure 2.11 Decision Form with the Request to Create a Job Posting creating the wizard, the result isn’t a sourcing option, but the evaluation questions are
used to give an overall score to workers or suppliers. For more information about cre-
ating and using activity items, see Chapter 9, Section 9.1.

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Each answer to a question has an Answer Action. In Figure 2.12, you can see how a differ-
Multiple-Use Questionnaire ent Answer Action can be assigned to each Answer option of the question. For example,
2
If you selected Questionnaire as the starting point, the wizard can be added to a for question #1 Do you need the external worker as part of a project?, the answer
question-based activity item. options are Yes and No. As a response action, you can guide users to create a SOW or
point them to another question that will further qualify the action based on the
Wizards can appear directly on the homepage in the Create menu when you select response.
Home and Menu Creation or Decision Form, Home Page, and Create Menu as your start- The following is a nonexhaustive list of answer actions available to you when configur-
ing point. If you use the wizard as a freestanding guide on the homepage, it’s only used ing the wizard:
as a questionnaire, without the result it has, for example, on a decision form for creat-
 Create Decision Form
ing a job posting or SOW. For a homepage, the wizard is only a help for users without
To start a decision form.
automatically directing them to create a document. After using the help of the wizard,
 Create Project
the respective procurement process still has to be started separately on the homepage
To create a project.
in the Create menu.
 Create Job Posting, Create Statement of Work, Create SOW Bid, Create Profile Worker
However, the most common use of the wizard function is on the decision form. To cre-
To start a specific sourcing process.
ate a wizard for that purpose, you have to follow these steps:
 Go to Question
1. Create questions from the Admin Configuration menu that you want to use on the
To go to another question.
decision form (see the next section).
 Go to Wizard
2. Create the wizard that can be used in the decision template by clicking Admin Con-
To start an embedded wizard.
figuration • Wizard and using the resulting menu.
 End Wizard
3. Name the wizard, and you can see the view shown in Figure 2.12. In this case, in the
To display a text and exit the wizard.
Starting Point field, the Decision Form has been selected from the dropdown list, and
you’re now using Add Questions or Fields to add the questions or fields you created
previously. End the Wizard
In the End Wizard field, not only can you enter text but also enter a link to a URL that is
displayed to users after the wizard has been completed. To do this, use the following
format (replace the abbreviation URL with the website to which you want to link):
<a href = URL target = “_blank”>Click Here</a>

You can reuse a wizard that you’ve created in the past, for example, on another decision
form.

Questions
Decision forms are based on decision form templates, which in turn typically contain a
wizard. To be able to use the wizard in a targeted manner, you should create questions
in advance to use in the wizard.
Questions are created by clicking Question in the Admin Configuration menu. Ques-
tions must be associated with a peripheral module—decision form or wizard—when
they are created. This determines where the question can be used. Figure 2.13 shows a
Figure 2.12 Question and Answer Actions in the Wizard sample question that can be used in a Decision Form. In practical use, when creating a

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2 System Architecture: Processes and Modules 2.3 Peripheral Modules

decision form, this looks like the question with the star rating, as shown earlier in answer. A user-defined pick list can specify answers, for example: Is there a specific cer-
Figure 2.10. tification needed? The date can record when a certain action, such as accreditation, was
2
If you choose Wizard as the module instead, you can use the question in a decision form taken. A number measures numerical values, such as the number of workers the sup-
template, which is then displayed as part of the decision form wizard. You saw this vari- plier currently represents to the buyer.
ant also in Figure 2.10 in the lower area with the green notes. The Description field is useful to explain the scale of the evaluation when a 5-star rating
is used. The Exclude from Scoring option refers to the scoring of the questions. If scoring
is enabled, that is, if No is selected here, the answer is scored using a score that later
flows into an overall score. The (overall) points rating can be, for example, used to give
a rating for a question in worker or supplier evaluations and to support the repeated
use of the worker or supplier. It’s based on the following point scale:
 Yes/No: Yes = 1, No = 0
 Descriptive: No scoring
 Yes/No and Descriptive: Yes = 1, No = 0
 5-point score: 0–5
 Custom selection list: Users define a score for each predefined answer.

In Figure 2.13, you’ve seen what a question looks like after it’s been created. Here, you
Figure 2.13 Creating a New Question on the Decision Form can review all the fields and edit the question, if necessary (via the Edit button), to
change the information. Questions can never be used independently in the SAP Field-
After you’ve selected the module, enter the question. The question length can be up to glass system; they must always be associated with a wizard or decision form.
1,000 characters. You can specify whether a question must be answered or not by
selecting Yes or No in the Mandatory category (in the latter case, answering this ques-
2.3.3 Projects
tion is optional).
Wizards and decision forms are features that help buyers (also referred to as managers
The responses are collected in different formats called Answer Types, which you can
in this section) to choose the right source-to-pay process for a SOW bid. In addition,
find in Table 2.2. Depending on whether the question is asked in a decision form or wiz-
peripheral module projects support the budget planning of procurement processes.
ard, different Answer Types are available for selection.
Projects don’t lead managers to select a procurement type, but instead allow them to
Decision Form Wizard bundle a number of different procurement types into a higher-level project. You might
Yes/No Yes/No wonder why you’d want that. Imagine that you have a large IT project with a significant
overall budget that you, as a project manager, must not exceed. At the same time, you
Text Text need to manage a variety of job postings, SOWs, and SOW bids. Of course, you can use
Text Area Text Area reports and analytics to get an overview of the costs incurred to date and expected
expenses. However, these reports don’t discourage anyone from consuming more
User Defined Pick List User Defined Pick List
from the overall budget than is available.
5 Point Rating Date To actively manage the overall budget of your IT project, use the SAP Fieldglass projects
Yes/No and Text Area Number module. This will bundle all job postings, SOW bids, and SOWs into a single entry. In
addition, you can set the settings in the project so that the maximum budget can’t be
Table 2.2 Comparison of Answer Types exceeded.
If the projects module in the SAP Fieldglass business instance has been enabled in the
Text is a versatile way to capture alphanumeric values and short information in
SAP Fieldglass company configuration, you can create new projects in the user interface
responses. A text area, on the other hand, can contain a longer text for formulating the

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2 System Architecture: Processes and Modules 2.3 Peripheral Modules

(UI). To use the module effectively, you need to make sure some prerequisites are set SAP Fieldglass. Because this is a system role, it can also be included in approval groups
up. How that is done is explained in more detail in upcoming chapters: create reasons (see Chapter 8). The Define Project Suppliers option offers a choice between Yes and No
2
(see Chapter 8, Section 8.5), define approval groups (see Chapter 8, Section 8.6.3), man- and indicates how the suppliers relate to the project (as explained later in this section).
age user roles (see Chapter 5, Section 5.9.1), and set messaging (see Chapter 8, Section Finally, the project in SAP Fieldglass can have attachments, for example, budget-related
8.7.3). benchmarks or a task-defined breakdown. You can assign custom fields to the project,
The five project phases in the lifecycle of a project are shown in Figure 2.14: which are displayed here, and enter additional information, such as reference numbers
from a project management system. For more information about creating and linking
1. The hiring manager or project manager on the buyer side creates a project that spec-
custom fields, see Chapter 8.
ifies a maximum budget and selects one or more suppliers and business units to
associate with the project.
2. The project is then submitted for approval, if required.
3. Once approved, job postings, SOW bids, and SOWs can be created from the project.
Alternatively, existing documents can be linked to the project by opening and edit-
ing the corresponding document to perform the assignment afterwards.
4. During the project, the person responsible monitors project expenses. If the maxi-
mum budget, associated suppliers, or business units need to be changed, this can be
done at any time.
5. Finally, the PMO or the person responsible closes the project as soon as it’s finished.

Buyer
Associations: Job Edit/
Create Close
posting, SOW, SOW bid change/
project project
monitor
PMO

Approval Approval

Figure 2.14 Lifecycle of a Project in SAP Fieldglass

To create new projects, navigate to the homepage in SAP Fieldglass. From the Create
menu, select Project. The creation of a project is very clear and includes only core data,
as shown in Figure 2.15. In addition to the name of the project and an individual code Figure 2.15 Detailed View of a Project with the Accounting (EUR), Project Details, Edit History,
that you can assign only once, this includes its start date and end date. In the Maximum and Attachments Areas
Budget field, specify the total budget available for this project. The Business Unit field is
a dropdown list from which you can select the main business unit for this project. If After the project is created, you can associate job postings, SOW bids, and SOWs that are
you’ve activated multiple currencies in the system, you must select the currency that is referred to as Documents in this context. New requirement coverage requests can be
valid for this project from the Currency dropdown menu. created directly from a project via the Actions dropdown. Existing documents can be
assigned retroactively and managed within the project budget. Project budget is man-
In the Owner field, the person who created the project is selected by default, but you can
datory for all related documents to drive committed spend for the project.
change this using the dropdown selection. This person is the manager of the project in

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2 System Architecture: Processes and Modules 2.4 Summary

creates them. The approval of work orders and SOWs (committed spend) depend on the
Projects and Profile Worker spend remaining on the project.
2
Profile workers can’t be added to a project. This is because projects are primarily dedi- Contingent labor and SOWs can be retroactively assigned to a project, that is, after they
cated to centrally managing budgets, and profile workers don’t have a budget as they’re have been created and approved. Then, any committed spend existing on the docu-
only captured for visibility in SAP Fieldglass. ment is added to the project’s committed spend. A project’s committed spend is
updated only for the following:
 Work orders in one of the following statuses: Approved, Accepted, Activated, or Con-
Standard Upload
firmed
The default connector for SAP Fieldglass projects can be used to upload multiple proj-
 SOWs in Approved status
ects to SAP Fieldglass. This avoids the need to enter each budget individually via the UI.
A job posting with existing work orders can’t be assigned to a project if the committed
After you’ve created a project, you can edit and close the project and its documents spend of its work orders is greater than the remaining project budget.
throughout the lifecycle of the project. To monitor project budgets, on the Details tab, you can find the budget-related fields
In the Actions dropdown, select Edit Project to edit the maximum budget and end date displayed in the Accounting area, as shown in Table 2.3.
of the project when a project is in the Open status.
Budget Type Description
You can view changes in the Approvals/Audit Trail tab. Changes require approvals if the
Maximum Budget The overall budget for the project
project has approval groups defined. To learn how to create approval groups, see Chap-
ter 8, Section 8.6.3. Committed Spend The total sum of all approved work orders, SOWs, and associated
When you create a project, only one main business unit is selected. Additional business revisions for the project

units can be added or removed from the Business Units tab. Business units added to the Spend to Date The summarized spend for all approved but not yet invoiced docu-
project after creation can only be removed if they aren’t used in a related document. ments as well as all billed documents associated with the project
The business unit that was added while creating a project can’t be removed from the
Other Pending Spend The pending spend for the project, including documents that have
project. All documents assigned to a project must use one of the assigned business
been approved but not yet reached the invoice level
units.
Remaining Spend The committed spend (spend to date + other spend for pending
Supplier settings can be added using the Define Project Suppliers option during project
spend) applicable to specific contingent and SOW documents for a
creation. If you’ve selected Yes here, additional suppliers can be added or removed on project
the Suppliers tab. Only these selected suppliers can then be used for the documents cre-
ated from this project. If No is selected for this option, suppliers are defaulted from the Table 2.3 Project Accounting Budget Definitions
job posting template and SOW template (see Chapter 3 and Chapter 4, respectively).
To manage contingent and SOW on a common budget, you can create a project.
Users with appropriate user role permissions can select Actions • Change Owner to
Although the project module doesn’t allow project management in the classic sense,
change the manager for a project. This is only possible if the project has the status Open.
managers and PMO teams have the ability to effectively monitor budgets and manage
You can only close a project if it has the status Open. To close a project, select Close Proj-
spending across modules.
ect from the Actions dropdown. If there are active work orders or SOWs in the project, a
warning appears because when you close a project, you can’t increase the maximum
budget. However, you can also use the Reopen Project option in the Actions dropdown
to make changes. 2.4 Summary
The Maximum Budget must be set when a project is created. Project budgets can be In this chapter, you learned about the procurement processes of contingent labor,
mandatorily specified for related documents to control the committed spend of all SOWs, and profile workers, and which process, peripheral, and base modules are
combined documents for the project. Although job postings can be created and assigned to them. You’ve also seen why the base modules form an important founda-
approved if they exceed the project budget, a warning is displayed to the person who tion and how they are available in the system across all processes. Furthermore, we

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elaborated on the use of the peripheral modules and how they can guide and manage
the procurement processes in SAP Fieldglass.
In the next chapter, we’ll discuss contingent labor and the external temporary work-
force procurement process.

80
Contents

Foreword by Vish Baliga ...................................................................................................................... 19

Foreword by Lesleigh Seagram ......................................................................................................... 21
Foreword by Scott Wilson ................................................................................................................... 23
Preface ....................................................................................................................................................... 25
Acknowledgments ................................................................................................................................ 29

Part I SAP Fieldglass: Overview and Processes

1 Introduction to SAP Fieldglass 35

1.1 Use Cases ................................................................................................................................... 36

1.1.1 System Value and Benefits ................................................................................. 36
1.1.2 Solution Scope ......................................................................................................... 37
1.2 Positioning in the Intelligent Enterprise ..................................................................... 38

1.3 Program Organization ......................................................................................................... 40

1.3.1 Implementation Partners and Consulting ..................................................... 40
1.3.2 Managed Service Providers ................................................................................. 41
1.4 Implementation and Lifecycle Management ............................................................ 43
1.4.1 Implementation Types ......................................................................................... 44
1.4.2 Governance .............................................................................................................. 45
1.4.3 SAP Activate ............................................................................................................. 46
1.4.4 Implementation with an MSP or an SAP Partner ......................................... 47
1.4.5 Change Management and Communication ................................................. 48
1.5 User Interface .......................................................................................................................... 48

1.6 Summary ................................................................................................................................... 53

2 System Architecture: Processes and Modules 55

2.1 Access and Modules ............................................................................................................. 55

2.2 Procurement Processes ....................................................................................................... 57

2.2.1 Contingent ................................................................................................................ 59

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2.2.2 Statements of Work .............................................................................................. 61 4.2.2 SOW Types ................................................................................................................ 137

2.2.3 Profile Worker .......................................................................................................... 62 4.2.3 SOW Templates ...................................................................................................... 143
2.3 Peripheral Modules ............................................................................................................... 66 4.2.4 Further Configurations and Considerations ................................................. 149

2.3.1 Decision Forms ........................................................................................................ 67 4.3 Line Items and Libraries ...................................................................................................... 152
2.3.2 Wizard ........................................................................................................................ 71 4.3.1 Collaboration Tools ................................................................................................ 153
2.3.3 Projects ...................................................................................................................... 75 4.3.2 Clauses ....................................................................................................................... 155
2.4 Summary ................................................................................................................................... 79 4.3.3 Management Events ............................................................................................. 159
4.3.4 Events ......................................................................................................................... 160
4.3.5 Schedules .................................................................................................................. 165
4.3.6 Fees ............................................................................................................................. 169
3 Contingent: Processes and Functions 81 4.3.7 SOW Workers ........................................................................................................... 174
4.3.8 Question Library ...................................................................................................... 180
3.1 External Workforce Procurement .................................................................................. 81 4.4 Use Cases and Examples .................................................................................................... 181
3.2 Procurement Workflow Details ...................................................................................... 85 4.4.1 Use Holdback ........................................................................................................... 181
3.2.1 Create and Submit Job Postings ........................................................................ 85 4.4.2 Manage Agile Projects .......................................................................................... 182
3.2.2 Job Seeker Management ...................................................................................... 92 4.4.3 Best Practices ........................................................................................................... 182
3.2.3 Create and Approve Work Orders ..................................................................... 94 4.5 Summary ................................................................................................................................... 183
3.2.4 Time and Expense Capture and Invoicing ...................................................... 97
3.2.5 Revisions and Closing ............................................................................................ 98
3.2.6 Other Processes ....................................................................................................... 103
3.3 Contingent Types and Job Posting Templates ......................................................... 104
Part II Cross-Module Functions
3.3.1 Contingent Types ................................................................................................... 104
3.3.2 Job Posting Templates .......................................................................................... 107 5 Organizational Structures 187

3.4 Qualifications .......................................................................................................................... 111

5.1 Master Data Overview ........................................................................................................ 187
3.5 Interview ................................................................................................................................... 113
5.2 Site and Location ................................................................................................................... 190
3.6 Summary ................................................................................................................................... 115 5.2.1 Site ............................................................................................................................... 190
5.2.2 Locations ................................................................................................................... 193
5.2.3 Corporate Calendar ................................................................................................ 194

4 Statement of Work: Processes and Functions 117 5.3 Business Unit ........................................................................................................................... 195
5.3.1 Create Business Units ........................................................................................... 196
4.1 SOW Bid and SOW ................................................................................................................. 119 5.3.2 Associations to Business Units .......................................................................... 198
4.1.1 Create a SOW Bid .................................................................................................... 120 5.4 Cost Center ............................................................................................................................... 199
4.1.2 Responses and Selection of Suppliers ............................................................. 124 5.4.1 Create Cost Centers ............................................................................................... 199
4.1.3 Create a SOW ........................................................................................................... 125 5.4.2 Cost Center Hierarchy ........................................................................................... 200
4.1.4 Supplier Review and Approval ........................................................................... 131 5.4.3 Segmented Object Detail ..................................................................................... 201
4.1.5 Billing .......................................................................................................................... 131 5.4.4 Design and Sustainability .................................................................................... 203
4.1.6 Revision and Closing .............................................................................................. 132 5.4.5 Create Task Code .................................................................................................... 204
4.2 Functions, Settings, and Processes ................................................................................ 132 5.5 Legal Entity ............................................................................................................................... 204
4.2.1 Classification ............................................................................................................ 133 5.5.1 Create a Legal Entity .............................................................................................. 204

8 9
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5.5.2 Associations ............................................................................................................. 205 6.3 Rate Structure ......................................................................................................................... 255

5.5.3 Application Example ............................................................................................. 206 6.3.1 Rate Category .......................................................................................................... 256
5.6 General Ledger and General Ledger Accounts .......................................................... 208 6.3.2 Rate Type ................................................................................................................... 257
6.3.3 Time Sheet Rate Group ......................................................................................... 259
5.7 Labor Type ................................................................................................................................. 208
6.3.4 Rate Components ................................................................................................... 260
5.8 User .............................................................................................................................................. 209 6.3.5 Rate Component Groups ..................................................................................... 262
5.8.1 View Users ................................................................................................................ 210 6.3.6 Rates ........................................................................................................................... 263
5.8.2 Create User ............................................................................................................... 211 6.3.7 Rate Cards ................................................................................................................. 264
5.8.3 User Access to Master Data ................................................................................ 212 6.3.8 Rate Groups .............................................................................................................. 266
5.8.4 Define the Function Access ................................................................................. 213 6.3.9 Rate Grid .................................................................................................................... 267
5.8.5 Setting Preferences ................................................................................................ 214 6.3.10 Rate Uplift ................................................................................................................. 269
5.8.6 Proxies and Delegates ........................................................................................... 216 6.3.11 Example of a Rates Card Setup .......................................................................... 269
5.9 User Role .................................................................................................................................... 216 6.4 Complex Rate Structures .................................................................................................... 272
5.9.1 Create User Roles .................................................................................................... 217 6.4.1 Worker Pay Type ..................................................................................................... 273
5.9.2 User Role Permissions ........................................................................................... 218 6.4.2 Shifts ........................................................................................................................... 273
5.10 Suppliers .................................................................................................................................... 218 6.4.3 Rate Rules .................................................................................................................. 274
5.10.1 Invite Suppliers ........................................................................................................ 219 6.4.4 Rate Schedules ........................................................................................................ 275
5.10.2 Supplier Registration ............................................................................................. 219 6.4.5 Rate Change Matrix ............................................................................................... 280
5.10.3 Associations ............................................................................................................. 221 6.5 Use Cases and Considerations ......................................................................................... 284
5.10.4 Configure Supplier Distribution Lists .............................................................. 222 6.5.1 Rate Structure Design Tips .................................................................................. 284
5.10.5 Configure Supplier Accounts .............................................................................. 224 6.5.2 Rate Negotiation ..................................................................................................... 285
5.10.6 MSPs and Multi-MSPs ........................................................................................... 226 6.5.3 Rate Guidance ......................................................................................................... 285
5.11 External Workers ................................................................................................................... 227 6.6 Summary ................................................................................................................................... 286
5.11.1 Register External Workers ................................................................................... 227
5.11.2 Set Up the Homepage for External Workers ................................................. 230
5.11.3 Create a Security ID ................................................................................................ 232
5.11.4 Configure Master Worker Records ................................................................... 235
7 Time Sheets, Expense Sheets, and Invoicing 287

5.11.5 Maximum Length of Tenure ............................................................................... 237

7.1 Time Sheets .............................................................................................................................. 288
5.12 Summary ................................................................................................................................... 239
7.1.1 Time Sheet Type ...................................................................................................... 289
7.1.2 Time Sheet Frequency ........................................................................................... 290
7.1.3 Additional Features and Settings ...................................................................... 292
6 Rates 241 7.1.4 Time Recording ....................................................................................................... 295
7.1.5 Approval of Time Sheets ...................................................................................... 299
6.1 Rates in the Procurement Process .................................................................................. 241 7.1.6 Rejecting Time Sheets ........................................................................................... 302
7.1.7 Revision of Time Sheets ....................................................................................... 303
6.2 Rate Prerequisites ................................................................................................................. 250
7.1.8 Push Time Sheets ................................................................................................... 304
6.2.1 Currency and Conversion ..................................................................................... 250
7.1.9 Daily Time Sheet Verification ............................................................................. 305
6.2.2 MSP Fee ...................................................................................................................... 250
6.2.3 Pay Rate and Bill Rate ............................................................................................ 252 7.2 Expense Sheets ....................................................................................................................... 305
6.2.4 Units of Measure and Unit Types ..................................................................... 253 7.2.1 Expense Codes and Expense Types .................................................................. 305

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7.2.2 Capture Expenses ................................................................................................... 308 8.8 System Notifications ............................................................................................................ 352
7.2.3 Approval .................................................................................................................... 310 8.8.1 Thresholds: PMO Dashboard .............................................................................. 352
7.2.4 Expense Sheet Revision ........................................................................................ 311 8.8.2 Thresholds: Alert ..................................................................................................... 353
7.3 Miscellaneous Invoice ......................................................................................................... 312 8.8.3 Thresholds: Escalation .......................................................................................... 354
7.3.1 Creation ..................................................................................................................... 312 8.8.4 View all Notifications ............................................................................................ 354
7.3.2 Approval .................................................................................................................... 313 8.8.5 System Broadcast ................................................................................................... 354
8.8.6 Homepage Announcement ................................................................................. 355
7.4 Invoicing .................................................................................................................................... 314
8.8.7 Reference Library .................................................................................................... 355
7.4.1 Auto Invoicing .......................................................................................................... 315
8.8.8 View all Work Items ............................................................................................... 356
7.4.2 Consolidated Invoicing ......................................................................................... 317
8.8.9 Custom Text ............................................................................................................. 357
7.4.3 Invoice Adjustments .............................................................................................. 319
8.8.10 Contextual Help ...................................................................................................... 357
7.4.4 Format PDF Invoice ................................................................................................ 322
8.9 Social Enterprise ..................................................................................................................... 358
7.5 Summary ................................................................................................................................... 323
8.9.1 Ask an Expert ........................................................................................................... 359
8.9.2 Chat ............................................................................................................................. 360
8.9.3 Annotations .............................................................................................................. 362
8 Other Settings 325 8.9.4 Reminders ................................................................................................................. 363
8.9.5 Starring ...................................................................................................................... 363

8.1 Custom Fields .......................................................................................................................... 326 8.10 Summary ................................................................................................................................... 364

8.1.1 Create Custom Fields ............................................................................................ 326
8.1.2 Reports ....................................................................................................................... 330
8.1.3 Integration ................................................................................................................ 330
8.1.4 Pick Lists Types ........................................................................................................ 331
9 Onboarding and Offboarding 365

8.1.5 Intelligent Fields ..................................................................................................... 334

9.1 Activity Items and Activity Checklists .......................................................................... 365
8.2 Custom Lookup ....................................................................................................................... 335
9.1.1 Create Activity Items ............................................................................................. 366
8.3 Job Codes ................................................................................................................................... 336 9.1.2 Create Activity Checklists and Assign Activity Items .................................. 369
8.4 Categories ................................................................................................................................. 337 9.1.3 Edit and Complete Activity Items ..................................................................... 373

8.5 Reasons ...................................................................................................................................... 337 9.2 Milestones ................................................................................................................................ 375

8.6 Approvals .................................................................................................................................. 338 9.3 Asset Types ............................................................................................................................... 376

8.6.1 Basic Settings: Users and User Roles ............................................................... 338 9.4 Electronic Signature with DocuSign .............................................................................. 378
8.6.2 Create Approval Rules ........................................................................................... 339 9.4.1 Create a DocuSign eSignature Template ....................................................... 378
8.6.3 Create Approval Groups ....................................................................................... 340 9.4.2 Create an XSL Template ....................................................................................... 379
8.6.4 Example of Time Sheet Approvals .................................................................... 344 9.4.3 Create Activity Items for the eSignature ........................................................ 380
8.7 Messaging and Notifications ........................................................................................... 346 9.5 Summary ................................................................................................................................... 381
8.7.1 Email Message Template ..................................................................................... 346
8.7.2 System Variables .................................................................................................... 347
8.7.3 Configure Messages .............................................................................................. 348
8.7.4 Personal User Settings .......................................................................................... 350
10 Reports and Analytics 383

8.7.5 Approval via Email .................................................................................................. 351

8.7.6 Approval via App ..................................................................................................... 351 10.1 Preferences and Prerequisites ......................................................................................... 384
8.7.7 Message Center ...................................................................................................... 352 10.1.1 Preferences ............................................................................................................... 384

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10.1.2 User Role Configuration ....................................................................................... 385 Part III Integration

10.1.3 User Profile Configuration ................................................................................... 386
10.2 Report Fields and Formulas ............................................................................................... 387 12 Standard Integrations 419
10.2.1 View Report Fields .................................................................................................. 388
10.2.2 Create and Manage Formulas ............................................................................ 389 12.1 Standard Integrations: Overview ................................................................................... 420
10.3 Reporting ................................................................................................................................... 390 12.1.1 Master Data Integrations .................................................................................... 421
10.3.1 Modules and Fields ................................................................................................ 390 12.1.2 Transactional Integrations .................................................................................. 422
10.3.2 Manage Report Filters ........................................................................................... 392 12.1.3 Data Formats ........................................................................................................... 423
10.3.3 Set Report Details ................................................................................................... 393 12.2 Standard Connectors ........................................................................................................... 424
10.3.4 Reports for Suppliers ............................................................................................. 394 12.2.1 Standard Upload Connectors ............................................................................. 424
10.3.5 Run a Report ............................................................................................................. 395 12.2.2 Standard Download Connectors ....................................................................... 427
10.4 Analysis Tools and Functions ........................................................................................... 396 12.2.3 File Transfer Methods ........................................................................................... 428
10.4.1 Create Charts ........................................................................................................... 397 12.2.4 Access Standard Integration Options .............................................................. 429
10.4.2 Assemble Pivot Tables .......................................................................................... 398 12.3 Configuration Manager ...................................................................................................... 432
10.4.3 Set Up the Homepage ........................................................................................... 399 12.3.1 Use Configuration Manager ............................................................................... 433
10.4.4 Schedule Reports .................................................................................................... 399 12.3.2 Activate and Configure Connectors ................................................................. 434
10.4.5 PMO Dashboard ...................................................................................................... 400 12.3.3 Connector Adjustments: Downloads .............................................................. 437
10.4.6 Visualizer ................................................................................................................... 402 12.3.4 Connector Adjustments: Uploads .................................................................... 438
10.4.7 SAP Analytics Cloud ............................................................................................... 403 12.3.5 Transfer Method and Connectivity .................................................................. 440
10.5 Reporting Recommendations .......................................................................................... 404 12.3.6 Integration Audit Trail .......................................................................................... 442
10.6 Summary ................................................................................................................................... 405 12.3.7 Set Up Endpoints .................................................................................................... 443
12.4 Single Sign-On ......................................................................................................................... 445
12.4.1 Unique User Identifiers ........................................................................................ 445
12.4.2 Single Sign-On Setup with the Configuration Manager ........................... 446
11 Data Retention 407
12.5 Productized Integrations .................................................................................................... 447

11.1 Manage Data Retention Policies .................................................................................... 407 12.6 SAP Fieldglass Integration Add-On 1.0 ........................................................................ 448
11.1.1 User Rights and Thresholds ................................................................................ 408 12.7 Summary ................................................................................................................................... 450
11.1.2 Custom Lookup Thresholds ................................................................................. 409
11.1.3 Erase Records That Exceed Thresholds ........................................................... 411
11.1.4 Queue Records for Erasure .................................................................................. 412
11.1.5 Search for and Erase Individual Data Records .............................................. 413 13 Integration with SAP SuccessFactors 451
11.1.6 Erased Entries .......................................................................................................... 414
11.2 Erase User Information ....................................................................................................... 415
13.1 Productized Integrations: Overview ............................................................................. 452

11.2.1 Erase Worker Information ................................................................................... 415 13.2 Master Data Integration ..................................................................................................... 454
11.2.2 Erase Supplier and Buyer Information ............................................................ 415 13.2.1 Configuration in SAP Fieldglass ......................................................................... 456
13.2.2 Configuration in SAP SuccessFactors ............................................................... 458
11.3 Summary ................................................................................................................................... 416
13.2.3 Additional Master Data Integrations ............................................................... 458
13.2.4 Data Transfer ........................................................................................................... 459

14 15
Contents Contents

13.3 Position Management Integration ................................................................................ 459 15 Integration with SAP S/4HANA 501
13.3.1 High-Level Workflow ............................................................................................. 459
13.3.2 Prerequisites ............................................................................................................ 460
15.1 Productized Integrations: Overview ............................................................................. 502
13.3.3 Configuration in SAP SuccessFactors Employee Central ........................... 462
15.1.1 Master Data and Business Partner Data ........................................................ 503
13.3.4 Configuration in SAP Fieldglass ......................................................................... 463
15.1.2 Transactional Data ................................................................................................. 504
13.4 Worker Data Integration .................................................................................................... 465 15.1.3 Methods for Integration ...................................................................................... 506
13.4.1 Integration Setup ................................................................................................... 466
15.2 Master Data Integration ..................................................................................................... 506
13.4.2 Configuration in SAP Fieldglass ......................................................................... 467
15.2.1 Configuration in SAP Fieldglass ......................................................................... 508
13.4.3 Configuration in SAP SuccessFactors ............................................................... 468
15.2.2 Configuration in SAP S/4HANA ......................................................................... 511
13.4.4 Configuration in SAP Integration Suite ........................................................... 469
15.2.3 Integration Methods ............................................................................................. 512
13.5 Summary ................................................................................................................................... 470 15.2.4 Additional Master Data Integrations ............................................................... 512
15.2.5 Configuration Considerations ............................................................................ 513
15.3 Business Partner Replication ............................................................................................ 513
14 Integration with SAP Ariba 471 15.3.1 Configuration in SAP Fieldglass ......................................................................... 514
15.3.2 Configuration in SAP S/4HANA ......................................................................... 515
15.3.3 Integration Methods ............................................................................................. 515
14.1 Productized Integrations: Overview ............................................................................. 472
14.1.1 Master Data .............................................................................................................. 473 15.4 Transactional Integrations ................................................................................................ 516
14.1.2 Procurement ............................................................................................................ 474 15.5 Procurement: Purchase Requisition/Purchase Order ............................................ 519
14.1.3 ERP Integrations ...................................................................................................... 475 15.5.1 Workflow ................................................................................................................... 519
14.1.4 Data Transfer ........................................................................................................... 476 15.5.2 Configuration in SAP Fieldglass ......................................................................... 522
14.2 Master Data Integration ..................................................................................................... 476 15.5.3 Configuration in SAP S/4HANA ......................................................................... 524
14.2.1 Configuration in SAP Fieldglass ......................................................................... 479 15.5.4 Configuration in SAP Integration Suite ........................................................... 524
14.2.2 Configuration in SAP Ariba .................................................................................. 480 15.6 Service Entry Sheet ............................................................................................................... 525
14.2.3 Configuration Considerations ............................................................................ 481 15.6.1 Workflow ................................................................................................................... 526
14.3 Transactional Integrations ................................................................................................ 481 15.6.2 Configuration in SAP Fieldglass ......................................................................... 527
15.6.3 Configuration in SAP S/4HANA ......................................................................... 529
14.4 Sourcing and Contracts ....................................................................................................... 483
15.6.4 Configuration in SAP Integration Suite ........................................................... 529
14.4.1 Configuration in SAP Fieldglass ......................................................................... 485
14.4.2 Configuration in SAP Ariba .................................................................................. 486 15.7 Invoicing .................................................................................................................................... 530
15.7.1 Workflow ................................................................................................................... 530
14.5 Procurement: Purchase Requisition/Purchase Order ............................................ 486
15.7.2 Configuration in SAP Fieldglass ......................................................................... 531
14.5.1 Integration with SAP Ariba Buying ................................................................... 487
15.7.3 Configuration in SAP S/4HANA ......................................................................... 533
14.5.2 Direct Procurement with Ariba Network ........................................................ 490
15.7.4 SAP Integration Suite ............................................................................................ 533
14.5.3 Configuration in SAP Fieldglass ......................................................................... 492
14.5.4 Configuration in SAP Ariba .................................................................................. 493 15.8 Summary ................................................................................................................................... 533

14.6 Invoicing .................................................................................................................................... 494

14.6.1 Integration with SAP Ariba Buying ................................................................... 494
14.6.2 Direct Invoice Integration with Ariba Network ............................................ 496 16 Conclusion: SAP Fieldglass Trends 535
14.6.3 Configuration in SAP Fieldglass ......................................................................... 498
14.6.4 Configuration in SAP Ariba .................................................................................. 499
16.1 Implementation and Change Management .............................................................. 535
14.7 Summary ................................................................................................................................... 500
16.2 Program Evolution ................................................................................................................ 536

16 17
Contents

16.3 The Rise of Statements of Work ..................................................................................... 537

16.4 The Future of Integrations ................................................................................................. 537

Appendices 539

A Glossary and Explanation of Terms ............................................................................... 541

B Sequence of Implementation .......................................................................................... 549

C Miscellaneous Items ............................................................................................................. 557

D The Authors .............................................................................................................................. 567

Index .......................................................................................................................................................... 571

18
Index

A Apple App Store .................................................... 351

Application programming interface
Absence ..................................................................... 295 (API) ....................................................................... 426
Accelerator ................................................................. 43 Approval ......................................................... 325, 338
Accounting .............................................................. 247 ad hoc approvers ............................................. 339
work order .............................................................. 97 bulk approval .................................................... 339
Accounts payable .................................................. 427 chaining ........................................... 212, 341, 343
Actionable email ......................................... 302, 351 condition ............................................................. 339
Active Worker Delta Single Line routing ................................................................. 338
download .................................................. 434, 465 rule ......................................................................... 339
Active Worker Download connector ............ 427 Approval group ............................................ 325, 340
Activity checklist ......................................... 365, 369 Approval Paused status ....................... 300, 311
association ......................................................... 371 business unit ............................................. 196, 198
creation ................................................................ 370 Bypass Duplicate Approvals feature ........ 341
parameter ........................................................... 369 condition ............................................................. 343
test ......................................................................... 372 creation ............................................................... 340
Activity item ........................................................... 365 editor .................................................................... 343
activity checklist ............................................... 371 job posting .................................................. 84, 110
add to worker .................................................... 373 level ....................................................................... 343
association ......................................................... 192 list view ................................................................ 340
completion type ................................................ 367 role ......................................................................... 343
connector ............................................................ 374 SAP Ariba ............................................................ 492
creation ................................................................ 368 signature authority ........................................ 212
eSignature ........................................................... 378 statement of work ........................................... 151
frequency ............................................................. 369 test ......................................................................... 344
mark as complete ............................................. 373 time sheet ........................................................... 299
master worker record ..................................... 235 Architecture ............................................................... 55
milestone ............................................................. 375 Archive data ............................................................ 436
type ........................................................................ 366 Ariba Network ............................................... 471, 481
usage ..................................................................... 369 Artificial intelligence .......................... 39, 403, 501
Add-on 1.0 Ask an expert ................................................ 358, 359
implementation guide ................................... 450 Asset type ....................................................... 365, 376
maintenance process ...................................... 449 creation ............................................................... 377
master data and invoices ............................. 449 Assignment management ................................... 38
master SOW ........................................................ 450 data retention ................................................... 410
materials management service Association ................................................................ 56
procurement ................................................. 450 Attachment
procurement document ................................ 449 activity item ....................................................... 369
SAP ERP HCM ..................................................... 450 clause (SOW) ...................................................... 158
Admin Configuration ..................................... 49, 52 contextual help ................................................ 310
Agile .............................................................................. 43 data retention ................................................... 408
Alert threshold ....................................................... 353 eSignature .......................................................... 378
Allowances ............................................................... 294 expense sheet .................................................... 307
Analytics ................................................................... 383 file format .............................................................. 89
Annotation .................................................... 358, 362 job posting ............................................................ 89
Announcement .............................................. 51, 355 milestone ............................................................ 375
Anonymized data ................................................. 407 SOW bid ............................................................... 122
AnyPremise ............................................................. 501 view restricted ...................................................... 89

571
Index Index

Attachment (Cont.) Change management ............................................ 48 Compliance ................................................................ 55 Contingent (Cont.)

visibility ................................................................... 89 Characteristic .................................................. 61, 117 asset ....................................................................... 376 labor ......................................................................... 35
Auto activate ........................................................... 142 do not use ............................................................ 139 offboarding ......................................................... 102 labor management ............................................ 81
Auto Engage Job Seeker setting ....................... 109 mandatory .......................................................... 139 profile worker ....................................................... 64 lifecycle ................................................................... 59
Auto invoice ............................................................ 315 optional ................................................................ 139 requirements ...................................................... 366 module .................................................................... 59
contingent type ................................................. 104 version control ................................................... 154 task ........................................................................ 366 PMO-supported process ............................ 82, 83
integration .......................................................... 505 Chart ........................................................................... 383 Configuration Manager ..................... 49, 419, 432 processes and functions ................................... 81
SAP S/4HANA ..................................................... 531 create ..................................................................... 397 add-on 1.0 ............................................................ 448 SAP S/4HANA integration ............................ 516
statement of work ........................................... 141 homepage ............................................................ 399 endpoint .............................................................. 456 simplified process ............................................... 82
Auto Register Job Seeker setting ..................... 109 type ......................................................................... 397 productized integration ................................ 456 supplier ................................................................ 221
Auto Register Worker field Chat ................................................................... 358, 360 rate rule ................................................................ 275 time sheet ........................................................... 287
profile worker ....................................................... 66 statement of work ............................................ 124 SAP S/4HANA ..................................................... 508 worker registration ......................................... 228
Auto-activate .......................................................... 227 user preferences ................................................ 215 user ........................................................................ 433 workforce ............................................................... 56
Auto-engage ..................................................... 85, 227 Chatbot ........................................................................ 49 Connector ................................................................ 419 Contingent type .................................................... 104
Auto-halt job posting .......................................... 108 Checkbox .................................................................. 253 active ..................................................................... 427 Classic option .................................................... 104
Auto-register .................................................... 85, 228 Classification ................................................... 62, 133 bulk full file ......................................................... 427 creation ............................................................... 104
equipment ........................................................... 180 custom lookup ................................................... 133 column transform ............................................ 438 Contractor Access Agreement ........................ 220
list ........................................................................... 133 Combine Custom Fields button .................. 437 Coordinator ........................... 84, 90, 197, 198, 214
B SOW ........................................................................ 133 custom features ................................................ 437 SOW ....................................................................... 214
SOW bid ................................................................ 120 delta ............................................................. 427, 428 Corporate calendar
Base module ............................................................ 327 SOW supplier selection ................................... 126 delta uploads ..................................................... 426 creation ............................................................... 194
Bidding process ..................................................... 119 supplier ............................................. 121, 125, 222 download variant ............................................ 419 entry ...................................................................... 194
Bill rate ............................................................ 242, 252 Clause (SOW) .......................................... 61, 128, 155 enable ................................................................... 436 Cost allocation ....................................................... 294
unit ......................................................................... 253 ad hoc .......................................................... 155, 158 endpoint creation ............................................ 443 job posting ..................................................... 87, 88
Blockchain ............................................................... 501 attachment ......................................................... 158 file header ............................................................ 438 Cost center
Broadcast .................................................................. 215 collaborator review ......................................... 158 full .......................................................................... 427 creation ............................................................... 199
Bulk approval ......................................................... 218 formatting ........................................................... 157 inclusion/triggering criteria ........................ 427 hierarchy ............................................................. 200
Bulk connector type ............................................ 426 library .......................................................... 144, 155 integration audit trail .................................... 442 integration ................................................ 428, 507
Business partner integration ........................... 502 mandatory .......................................................... 157 output ................................................................... 429 internal order .................................................... 203
Business unit nonbillable .......................................................... 153 run .......................................................................... 426 owner .................................................................... 199
approval group ................................................. 342 read only .............................................................. 157 schedule ............................................................... 429 SAP Ariba ............................................................ 477
association ............................................... 110, 198 red lining .............................................................. 155 security ................................................................. 436 segmented object detail ................................ 201
creation ................................................................ 196 restricted .............................................................. 157 single-line variant ............................................ 428 task code .................................................... 199, 294
integration .......................................................... 507 template ............................................................... 144 specification document ....................... 426, 430 WBS ....................................................................... 203
SAP Ariba ............................................................. 477 translation .......................................................... 144 upload variant .................................................. 419 Cost objects ............................................................. 203
SOW template .................................................... 145 version control ................................................... 158 variant ............................................... 425, 434, 438 Cost of Living Index ............................................ 191
Button label ................................................................ 94 Client federation system .................................... 445 Connector format Cost of service (COS) ........................................... 261
Buyer Collective bargaining agreement ..................... 41 data row .................................................... 424, 427 Credit/Debit Memo function .......................... 311
reference field ....................................................... 90 Color theme empty row ........................................................... 424 Crew ........................................................................... 173
reference library ............................................... 356 Fiori 3 ..................................................................... 216 file header ............................................................ 424 fee ........................................................................... 292
high contrast black .......................................... 216 header row ................................................ 424, 427 Crew time sheet .................................................... 292
C Company Connector/Subscription Statistics Cross-Application Time Sheet
code .......................................................................... 57 option ................................................................... 430 (CATS) .......................................................... 105, 298
C5 Attestation ........................................................... 40 configuration ....................................................... 75 Consolidated invoice ........................................... 317 CSA STAR Certified .................................................. 40
Calculated rate ....................................................... 244 logo .......................................................................... 51 creation ................................................................ 317 CSV ............................................................................. 423
Calendar .................................................................... 115 Company structure ...................................... 55, 187 Contextual help ..................................................... 357 Currency .................................................................. 250
Candidate business unit ....................................................... 188 attachment ......................................................... 310 add ......................................................................... 250
anonymity .......................................................... 192 cost center ........................................................... 189 decision form ........................................................ 69 approval group ................................................. 342
portal ............................................................. 81, 103 integration .......................................................... 452 Contingent ................................................................. 55 job posting ............................................................ 86
Category .................................................. 87, 325, 337 legal entity .......................................................... 189 hiring manager-led process ............................ 82 site ......................................................................... 192
creation ................................................................ 337 site .......................................................................... 188 invoice .................................................................. 315 SOW bid billing currency .............................. 120
CATSXT ...................................................................... 422 user ......................................................................... 189 invoice adjustment .......................................... 319 SOW template .......................................... 143, 145

572 573
Index Index

Currency conversion ........................................... 250 Data transfer ................................................. 453, 510 Email format ........................................................... 350 External talent strategy ..................................... 535
exchange rate .................................................... 250 API 1.0 to 3.0 ....................................................... 510 Email message template .......................... 231, 346 External worker ....................................................... 35
Oanda ................................................................... 250 bulk delta load ................................................... 511 Encoding ................................................................... 445 system access .................................................... 227
Custom field ..................................................... 55, 325 bulk full load ....................................................... 511 ISO-8859-1 ............................................................ 445 External workforce program ........................... 535
creation ................................................................ 326 SAP Ariba ............................................................. 476 UTF-8 ..................................................................... 445 Extrinsics
data migration .................................................. 328 Date format ............................................................. 426 Endpoint ................................................................... 429 SAP Ariba ............................................................ 493
data retention ................................................... 408 report ..................................................................... 387 creation ................................................................ 443 setup ..................................................................... 499
integration ................................................ 437, 458 Decision form .................................................... 55, 67 eSignature ........................................................... 378
job posting .......................................................... 107 creation .................................................................. 68 Enterprise resource planning (ERP) ............... 475 F
mandatory .......................................................... 329 question .................................................................. 69 copy invoice ....................................................... 497
module ................................................................. 327 statement of work ............................................ 132 Equipment ............................................................... 117 Feature access ........................................................ 213
native field .......................................................... 326 Decision form template Erase record, data retention ............................. 411 Fee (SOW) ................................................. 61, 129, 169
pick list ....................................................... 328, 331 association ............................................................ 69 Escalation ....................................................... 198, 343 billable ................................................................. 153
rate schedule ...................................................... 276 Deep linking ............................................................ 349 message ............................................................... 349 close ...................................................................... 174
read only .............................................................. 329 Defined by ................................................................ 154 preference ............................................................ 197 creation ............................................................... 169
SAP Ariba ............................................................. 477 buyer ...................................................................... 154 threshold .............................................................. 354 crew ....................................................................... 173
site .......................................................................... 192 buyer and supplier ........................................... 154 eSignature ...................................................... 378, 380 fee library ............................................................ 170
source pick list ................................................... 331 supplier ....................................................... 154, 170 Estimated and committed spend ................... 108 maximum units ............................................... 171
SOW line item .................................................... 164 Delegate .................................................................... 216 Estimated spend .................................................... 246 recurring .............................................................. 167
SOW template .................................................... 144 Delimiter ................................................................... 436 job seeker ................................................................ 94 restrictions ......................................................... 170
Custom lookup ................................... 256, 325, 335 Digest ......................................................................... 350 Evaluator .................................................................. 124 revision ................................................................ 174
classification ...................................................... 133 Direct connectivity ..................................... 503, 506 Event ............................................................................. 61 service entry sheet ........................................... 525
fee with SOW worker ....................................... 172 Discount .................................................................... 319 hierarchy ............................................................. 162 single .................................................................... 167
invoice adjustment .......................................... 319 Distribution library ................................................................... 162 SOW worker .............................................. 153, 171
PII threshold ....................................................... 408 contingent type ................................................. 105 service entry sheet ........................................... 525 submission ......................................................... 173
qualification ....................................................... 113 rule .......................................................................... 198 Event (SOW) .................................................. 129, 160 File transfer method ........................................... 428
SOW coordinator .................................... 126, 150 Distribution list .............................................. 60, 222 ad hoc creation ................................................. 161 Firewall ..................................................................... 445
tenure policy ...................................................... 237 automatic distribution ................................... 223 billable .................................................................. 153 Fit-to-standard .......................................................... 44
tenure warning ................................................. 238 creation ................................................................ 222 event hierarchy ................................................. 162 Flat adjustment ..................................................... 244
Custom text ............................................................ 357 custom lookup ................................................... 335 integration .......................................................... 164 Flow-through model .............................................. 42
cost center ........................................................... 204 distribution rule .................................................. 84 library ................................................................... 162 Freeze period .......................................................... 188
SOW ....................................................................... 118 job posting ............................................................ 91 revision ................................................................. 164
Cutover plan ........................................................... 188 level ........................................................................ 223 submission .......................................................... 163 G
rule .......................................................................... 223 Event trigger ........................................................... 476
D Distributor ........................... 84, 197, 198, 214, 223 Event-driven connector ..................................... 423 G Suite ....................................................................... 115
Do not rehire ........................................................... 337 Expense code .......................................................... 306 General ledger integration ............................... 507
Data Document Expense sheet ................................. 55, 59, 287, 305 Google
collection ............................................................. 407 category ............................................................... 337 app ......................................................................... 311 Calendar .............................................................. 113
exchange ............................................................. 419 reference library ................................................ 356 approval .............................................................. 311 Play Store ............................................................ 351
field populate ..................................................... 335 DocuSign ................................................................... 378 expense code ...................................................... 305 Workspace .......................................................... 115
migration ........................................... 47, 328, 420 recipient role ....................................................... 378 expense type ...................................................... 306
protection ............................................................ 407 Download Data option ........................................ 430 integration .......................................................... 423 H
security .................................................................... 40 Download Draft Rejected Timesheets invoice integration .......................................... 530
synchronization ................................................ 420 option .................................................................... 431 revision ................................................................. 311 Help Menu ................................................................. 49
Data retention ................................................. 56, 407 Download Rate Schedule Based service entry sheet ........................................... 525 Hire ............................................................................... 94
activity item ....................................................... 414 Timesheets option ........................................... 431 SOW worker ........................................................ 174 Holdback ......................................................... 128, 181
custom field .............................................. 329, 413 Duplicate submittal .............................................. 234 submission ................................................ 231, 308 Homepage .................................................................. 50
erase record ........................................................ 411 supplier upload ................................................. 225 Homepage announcement .............................. 355
queued record .................................................... 412 E work order .............................................................. 96 worker .................................................................. 230
search record ..................................................... 413 Experience Human capital management .......................... 451
threshold .................................................... 335, 408 Electronic signature ............................................. 378 data .......................................................................... 39 Hyperscaler ............................................................. 501
Email digest ............................................................. 350 management ........................................................ 39

574 575
Index Index

I Integration (Cont.) Invoice adjustment (Cont.) K

SOW invoice .............................................. 131, 141 usage ..................................................................... 321
Identity provider ................................................... 462 standard ............................................................... 419 Invoice integration .............................................. 314 Key performance indicator ................................. 36
Implementation ....................................................... 44 statement of work .................................. 132, 152 Ariba Network ................................................... 494
brownfield .............................................................. 44 time sheet ............................................................ 298 SAP Ariba Buying ............................................. 494 L
communication ................................................... 48 time sheet revision upload ........................... 304 ISO 9001:2015 Certified ........................................ 40
continuous improvement ................................ 45 timing .......................................................... 429, 459 ISO standards ............................................................ 40 Label ........................................................................... 357
functional enhancement .................................. 44 Transaction option .......................................... 425 Label set ........................................................... 142, 357
geographical expansion ................................... 44 transfer method ...................................... 428, 440 J label set type ...................................................... 143
greenfield ................................................................ 44 translation .......................................................... 144 SOW .............................................................. 118, 133
messaging ................................................. 215, 350 user role ................................................................ 216 Job code ........................................................... 325, 336 Labor type ................................................................ 208
net new implementation ................................. 44 web service call .................................................. 429 creation ................................................................ 336 Language
project ...................................................................... 45 worker ................................................................... 452 profile worker ....................................................... 65 label set ................................................................ 143
SAP Activate methodology ............................. 44 Integration audit trail .......................................... 424 SOW worker role ............................................... 177 messaging .......................................................... 346
stakeholder ............................................................ 48 option .................................................................... 431 Job posting .................................................................. 59 statement of work ........................................... 133
weekly status meeting ...................................... 48 Integration Center Definition ................ 454, 458 category ............................................................... 337 translation ......................................................... 144
Independent contractor ................................ 35, 38 Intelligent enterprise ........ 35, 39, 132, 403, 419, creation ................................................................... 85 Leading practices .................................................. 118
Information Security Management 501, 535 distribution ......................................................... 223 Lean procurement ............................................... 519
System ..................................................................... 40 Intelligent field ....................................................... 334 integration ....................................... 422, 453, 463 Legal entity ............................................................. 204
Integration ........................................................ 56, 419 Intelligent Spend Group ....................................... 39 job posting template ............................... 86, 107 association ......................................................... 205
add-on 1.0 ............................................................ 448 Intelligent Spend Management ........................ 35 named job posting .............................................. 87 creation ............................................................... 204
architecture ........................................................ 447 Internal order .......................................................... 203 number of positions ........................................... 87 integration ......................................................... 507
batch ..................................................................... 442 Internal reference ................................................. 334 owner ....................................................................... 85 SAP Ariba ............................................................ 477
catalog .................................................................. 434 integration .......................................................... 524 position integration ........................................ 459 validation ........................................................... 205
column transformation ................................. 458 Internet of Things ................................................... 39 potential candidate ......................................... 336 Light messaging structure ................................ 423
Configuration Manager ................................ 419 Interview ................................................................... 113 project ...................................................................... 75 Limited company ................................................. 252
cost center ........................................................... 200 completed ............................................................ 115 rate ............................................................... 241, 243 Line item ........................................................... 61, 117
custom field .............................................. 330, 426 in person .............................................................. 113 title ............................................................................ 87 integration ......................................................... 423
data format ........................................................ 423 phone ..................................................................... 113 total spend ............................................................. 91 List view
endpoint .............................................................. 429 schedule ................................................................ 113 Job posting template ........................................... 104 PII – job seeker list ........................................... 411
expense sheet ..................................................... 310 user ......................................................................... 214 configuration ..................................................... 106 user ........................................................................ 210
extension ............................................................. 477 video conference ............................................... 113 contingent type ................................................. 104 Location .......................................................... 190, 193
extract .................................................................. 477 Interviewer ............................................................... 113 creation ................................................................ 107 creation ............................................................... 193
frequency ............................................................. 459 Invoice ...................................................... 59, 287, 314 distribution rule ......................................... 84, 223 Login options ............................................................ 49
future .................................................................... 537 auto invoice ........................................................ 315 rate ......................................................................... 264
invoice .................................................................. 314 consolidated ....................................................... 317 rate schedule ...................................................... 277 M
language ................................. 420, 451, 472, 502 integration ................................................ 423, 530 rule ............................................................................ 92
mandatory field ................................................ 426 manual ................................................................. 315 selectable ............................................................. 108 Machine learning ................................. 39, 403, 501
master data .............................................. 421, 452 PDF format .......................................................... 322 Job seeker .................................................................... 92 Managed service provider
modification ...................................................... 426 sample ................................................................... 248 bill rate .................................................................... 94 flow-through model .......................................... 42
optional field ...................................................... 426 SAP Ariba ................................................... 477, 481 compare ............................................................... 246 funding model ..................................................... 41
payload ................................................................ 442 SAP S/4HANA ..................................................... 504 data retention ................................................... 409 MSP fee ......................................................... 41, 250
productized ......................................................... 419 SOW characteristics ......................................... 131 do not rehire ....................................................... 235 MSP user .............................................................. 226
project ...................................................................... 78 XML message ..................................................... 505 duplicate submission ...................................... 233 multi-MSP ........................................................... 226
rate ......................................................................... 256 Invoice adjustment .................................... 246, 319 interview ................................................................. 94 operating margin ............................................ 252
real time ............................................................... 442 flat fee ................................................................... 320 potential match ................................................ 233 setup ..................................................................... 219
reason ................................................................... 420 group ..................................................................... 532 qualification ....................................................... 111 three-party model .............................................. 42
SAP Ariba ............................................................. 471 integration .......................................................... 532 rating interview ................................................ 115 Management event (SOW) ................ 61, 129, 159
SAP S/4HANA ..................................................... 501 SAP Ariba ............................................................. 498 JSON message format ................................ 429, 441 creation ............................................................... 160
SAP SuccessFactors .......................................... 451 site .......................................................................... 192 nonbillable ................................................ 153, 159
scheduling ........................................................... 459 type ......................................................................... 320 Manager Hub app ................................................. 351
self-service ........................................................... 424 unit ......................................................................... 320 Market type ............................................................ 286

576 577
Index Index

Master data .............................................................. 187 MSP fee (Cont.) Personal data .......................................................... 407 Profile worker (Cont.)
integration ....................................... 420, 421, 455 statement of work ............................................ 251 Personally identifiable information ............. 407 PMO dashboard .................................................. 64
mapping .............................................................. 455 MSP User flag .......................................................... 226 user ........................................................................ 214 primary contact .................................................. 64
restriction ............................................................ 205 Multi-MSP ................................................................ 143 Pick list ...................................................................... 325 project ..................................................................... 78
SAP S/4HANA ..................................................... 506 My Group user role ............................................... 217 segmented object detail ................................ 201 registration ........................................................ 228
SAP SuccessFactors .......................................... 459 My Own user role .................................................. 217 type ........................................................................ 331 revision ............................................................ 64, 66
Master services agreement .............. 42, 153, 266 Pivot table ................................................................ 383 supervisor .............................................................. 64
Master SOW ............................................................. 146 N Plant ................................................................. 193, 421 supplier ....................................................... 219, 221
integration .......................................................... 146 Plant maintenance ............................................... 449 time sheet ........................................................... 287
nonbillable .......................................................... 148 Native field ............................................................... 326 PMO dashboard .............................................. 50, 400 Program evolution .............................................. 536
Master worker record .................. 58, 63, 102, 235 integration .......................................................... 458 activity item ....................................................... 374 Program management office ............................. 38
custom field ........................................................ 330 Nontransactional supplier .................................. 63 email ..................................................................... 401 job seeker selection ............................................ 93
data retention ................................................... 408 Notification ............................................................. 346 note ........................................................................ 402 project team ......................................................... 45
security ID ........................................................... 232 view all .................................................................. 354 threshold .................................................... 352, 400 Project ................................................................... 55, 75
tenure .................................................................... 237 Number format ...................................................... 425 Position ..................................................................... 459 accounting area .................................................. 79
Maximum budget Position management .............................. 452, 462 budget ..................................................................... 76
nonbillable SOW ............................................... 147 O integration .......................................................... 454 document association ...................................... 79
SOW type ............................................................. 140 vacant position ................................................. 453 lifecycle ................................................................... 76
Mediated connectivity ............................. 503, 506 OData ......................................................................... 454 Position org chart ................................................. 459 statement of work ........................................... 132
Message Center ......................................................... 49 authentication ................................................... 441 Possible match ....................................................... 337 Project code ............................................................ 201
Message center ...................................................... 352 Offboarding ................................................... 102, 365 Potential candidate .............................................. 336 Proxies and delegates ............................................ 52
Messaging ............................................... 56, 325, 346 OK-to-pay file .......................................................... 499 Potential match ........................................... 233, 234 Proxy ......................................................................... 216
activity item ....................................................... 369 Onboarding ............................................................. 365 Preferred approach ................................................. 43 Purchase order
configuration ..................................................... 348 One Platform strategy ......................................... 448 Primary supervisor .............................................. 212 change .................................................................. 522
escalation .................................................. 199, 369 One procurement .................................................... 39 Process module ..................................................... 327 SAP Ariba ......................................... 477, 487, 490
implementation ................................................ 215 Operating margin .................................................. 252 Procurement .................................................... 55, 419 SAP S/4HANA ........................................... 504, 516
language .............................................................. 350 Operational data ...................................................... 39 integration .......................................................... 422 XML message .................................................... 504
rate negotiation ............................................... 285 Oracle ......................................................................... 475 rate ......................................................................... 241 Purchase requisition
schedule (SOW) .................................................. 168 Organizational structure ...................................... 52 SAP Ariba ............................................................. 481 SAP Ariba ......................................... 477, 487, 490
user preferences ...................................... 214, 350 business unit ....................................................... 195 Procurement integration .................................. 486 SAP S/4HANA ........................................... 504, 516
view all ................................................................. 354 Outbound web service ........................................ 429 approval group ................................................. 522 XML message .................................................... 504
Microsoft Outlook ................................................ 113 Outsourcing ............................................................... 62 Ariba Network ......................................... 487, 490
Middleware ............................................................. 465 custom Field ....................................................... 523 Q
field ........................................................................ 437 P SAP Ariba Buying ............................................. 487
SAP Ariba ............................................................. 498 SAP Ariba Buying and Invoicing ................ 487 Qualification
Milestone creation ............................................... 375 Password Procurement model custom lookup .................................................. 335
Miscellaneous invoice ........................................ 312 policy ....................................................................... 49 lean procurement ............................................ 525 job posting .................................................. 90, 111
adjustment ......................................................... 319 reset .......................................................................... 49 standard procurement ................................... 525 Qualification category ........................................ 111
approval .............................................................. 313 Pay as you earn ...................................................... 252 Procure-to-pay ....................................................... 471 assessment scale .............................................. 111
creation ................................................................ 312 Pay rate ............................................................ 242, 252 Productized integration ..................................... 419 creation ............................................................... 111
Module ............................................................... 55, 564 rate component ................................................. 260 definition ............................................................. 447 Qualtrics ...................................................................... 39
hierarchy ................................................................ 60 unit ......................................................................... 253 SAP Ariba ............................................................. 472 Question ......................................................... 123, 124
name ........................................................................ 57 Payload ...................................................................... 532 SAP S/4HANA ..................................................... 516 answer type ........................................................... 74
reference ID ........................................................... 57 Payroll type .............................................................. 273 SAP SuccessFactors .......................................... 451 creation .................................................................. 73
reporting .............................................................. 390 Payrolling agent ....................................................... 38 Profile worker ............................................. 55, 56, 62 Question library ........................................... 123, 180
MSP fee ............................................................... 41, 250 PeopleSoft ................................................................ 475 activation ............................................................... 64 evaluator ............................................................. 181
configuration ..................................................... 251 Peripheral module .................................................. 66 activity checklist .................................................. 64 Questionnaire ........................................................... 72
custom lookup .................................................. 252 custom field ........................................................ 327 asset ....................................................................... 377 Quick Hire .................................................................. 94
discount method .............................................. 251 decision form ....................................................... 66 close .......................................................................... 66 Quick Revision option ........................................... 98
markup method ................................................ 250 project ..................................................................... 67 creation ................................................................... 65
rate component ................................................ 261 questions ................................................................ 67 limitations ............................................................. 64
service ................................................................... 221 wizard ...................................................................... 67 module .................................................................... 62

578 579
Index Index

R Rate rule .................................................................... 274 Report (Cont.) SAP Ariba (Cont.)

time sheet ............................................................ 292 publish .................................................................. 394 Buying and Invoicing ..................................... 471
Rate ................................................................... 241, 256 Rate schedule .......................................................... 275 remove .................................................................. 396 Cloud Integration Gateway ......................... 472
code ....................................................................... 243 CATS ....................................................................... 298 schedule ............................................................... 399 Cloud Integrator .............................................. 472
complex ............................................................... 256 creation ................................................................ 275 Top X Filter button .......................................... 393 contract connector ......................................... 485
corporate calendar .......................................... 194 shift ........................................................................ 273 user preferences ................................................ 211 contract integration .................... 472, 474, 483
creation ...................................................... 263, 264 SOW worker ........................................................ 179 Reporting .......................................................... 56, 383 contracts ............................................................. 471
job posting ................................................ 110, 243 time sheet ............................................................ 292 consolidated report ......................................... 396 cost center .......................................................... 477
naming convention ......................................... 263 Rate structure ......................................................... 255 custom field ........................................................ 330 integration toolkit ........................................... 475
negotiation ......................................................... 285 complex ................................................................ 272 Data Dictionary menu ................................... 387 internal order .................................................... 477
simple .................................................................... 256 design tips ........................................................... 284 default field ........................................................ 385 invoice integration ................................ 472, 474
uplift ...................................................................... 269 example ................................................................ 269 formula ...................................................... 383, 387 master data integration ...................... 472, 473
view for suppliers ............................................. 109 SOW workers with fees ................................... 173 formula creation .............................................. 389 master data services ........... 472, 473, 476, 477
Rate card ................................................................... 264 Rate type ......................................................... 256, 257 predefined ........................................................... 384 master SOW contract ..................................... 146
complex ............................................................... 265 accruable ............................................................. 259 prerequisites ....................................................... 384 payment .............................................................. 481
example ............................................................... 269 bill rate .................................................................. 258 rate ......................................................................... 248 procurement integration .................... 472, 474
simple .................................................................... 265 calculated ............................................................ 258 recommendations ........................................... 404 purchase order ......................................... 474, 476
Rate category .......................................................... 256 coefficient ............................................................ 258 Report Fields option ........................................ 387 purchase requisition .............................. 474, 476
creation ................................................................ 256 factor ..................................................................... 258 report folder ....................................................... 385 purchasing objects .......................................... 472
double time ......................................................... 256 markup ................................................................. 258 report output ..................................................... 396 realm .................................................................... 481
overtime ............................................................... 256 pay rate ................................................................ 258 security ID ........................................................... 232 service entry sheet ........................................... 476
sequence .............................................................. 257 rate ......................................................................... 258 statement of work ........................................... 152 service procurement ....................................... 132
standard time .................................................... 256 unit ......................................................................... 259 summary field ................................................... 388 sourcing ............................................................... 132
Rate change Reason ....................................................................... 337 supplier ................................................................. 225 supplier ANID number ................................... 486
frequency ............................................................. 282 creation ................................................................ 337 user role ............................................................... 218 workspace ID ..................................................... 484
type ........................................................................ 282 do not rehire ....................................................... 235 visualizer ............................................................. 402 SAP Business Technology Platform ....... 39, 448
Rate change matrix .................................... 280, 325 miscellaneous invoice ..................................... 313 Representational State Transfer (REST) ....... 429 SAP Concur ................................................................ 39
buyer-defined ..................................................... 280 rating ..................................................................... 337 Request for information .................................... 119 SAP data center ........................................................ 40
custom lookup .................................................. 335 supplier ................................................................. 224 Request for proposal ........................................... 119 backup .................................................................... 40
job posting ............................................................. 87 worker close ........................................................ 101 Request for quote ................................................. 119 disaster recovery ................................................. 40
job posting template ...................................... 108 Recruiting process .................................................. 82 REST web service ......................................... 429, 441 physical security ................................................. 40
supplier-defined ...................................... 280, 282 Reference code ....................................................... 564 Résumé/CV ................................................................. 92 sustainability ....................................................... 40
Rate component .......................................... 256, 260 Reference library ......................................... 325, 355 Revisions tab, work order ..................................... 99 SAP Enable Now ....................................................... 39
cost of service .................................................... 261 document category .......................................... 337 SAP ERP ................................................. 419, 450, 455
creation ................................................................ 260 homepage announcement ........................... 355 S 6.0 ................................................................. 448, 475
editing values .................................................... 261 worker ................................................................... 231 SAP ERP HCM ......................................................... 450
fee ........................................................................... 261 Reminder ........................................................ 358, 363 SAML assertion ...................................................... 445 SAP Fieldglass ........................................................... 39
margin .................................................................. 261 Remit-to address ................................................... 197 SAML message exchange ................................... 445 benefits ................................................................... 36
MSP fee ................................................................. 261 Report SAML Response Signing Certificate ............... 447 candidate portal ....................................... 81, 103
tax .......................................................................... 261 access ..................................................................... 393 SAP Activate history ..................................................................... 35
Rate component group ................... 256, 260, 262 chart ....................................................................... 397 deploy phase ......................................................... 47 implementation ............................................... 187
creation ................................................................ 262 compare filter ..................................................... 393 discover phase ...................................................... 46 languages .............................................................. 35
Rate grid .......................................................... 256, 267 copy ........................................................................ 396 explore phase ........................................................ 47 solution ................................................................... 37
association ......................................................... 267 creation ................................................................ 390 go-live ...................................................................... 47 training ................................................................... 48
creation ................................................................ 267 data retention .................................................... 415 methodology ......................................................... 43 use case ................................................................... 36
detail ..................................................................... 256 execute .................................................................. 395 prepare phase ....................................................... 46 visualizer ............................................................. 402
SOW worker ........................................................ 179 filter .................................................... 390, 392, 396 quality gate ........................................................... 47 SAP HANA .................................................................. 39
supplier ................................................................. 221 module .................................................................. 390 realize phase ......................................................... 47 SAP HANA Enterprise Cloud ............................ 501
Rate group ..................................................... 256, 266 module hierarchy ............................................... 60 SAP Analytics Cloud ............................ 39, 383, 403 SAP Help Portal integration ............................. 425
creation ................................................................ 266 output format .................................................... 393 SAP API Business Hub ............................... 458, 511 SAP Identity Management ............................... 450
detail ..................................................................... 256 pivot table ........................................................... 398 SAP Ariba ........................................ 39, 419, 450, 471 SAP Integration Suite ................................. 448, 503
naming convention ......................................... 266 predefined ............................................................ 384 Buying ................................................................... 471 iFlow ..................................................................... 506

580 581
Index Index

SAP Integration Suite (Cont.) Schedule library ..................................................... 165 Simple messaging structure ............................. 423 SOW template (Cont.)
invoice integration .......................................... 533 creation ................................................................ 167 Simple Object Access Protocol (SOAP) ......... 429 selection .............................................................. 125
mediated connectivity ................................... 503 Secure File Transfer Protocol .................. 423, 454 web service .......................................................... 428 SOW worker ....................................................... 130
SAP Intelligent Robotic Process Security as a service ............................................... 63 Simplified workflow ............................................... 84 statement of work ........................................... 133
Automation ........................................................ 501 Security ID ........................................................ 63, 232 Single sign-on .................................................. 49, 445 SOW type ................................................. 62, 118, 137
SAP leading practices ............................................. 43 country of origin ............................................... 232 certificate expiry warning ............................ 354 association ......................................................... 137
SAP NetWeaver ...................................................... 450 equipment ........................................................... 180 deep linking .............................................. 349, 446 characteristic ..................................................... 154
add-on for event enablement 1.0 ............... 448 format ................................................................... 232 HTTP Post method ........................................... 447 form page configuration ..................... 138, 141
SAP partner ........................................................ 41, 47 integration .......................................................... 467 HTTP Redirect method ................................... 447 locked/open ....................................................... 138
SAP Plant Maintenance ...................................... 449 job seeker ............................................................... 92 IdP-initiated ....................................................... 445 shown/hidden ................................................... 138
SAP Project System .............................................. 449 visibility ................................................................ 232 productized Integration ................................ 453 SOW rules ............................................................ 139
SAP S/4HANA ..................... 39, 419, 450, 455, 501 worker registration .......................................... 229 Service Provider Entity ID option .............. 447 SOW worker ....................................................... 130
business partner ..................................... 502, 513 Segmented object detail ........................... 201, 334 static link ............................................................. 446 statement of work ........................................... 133
cloud ......................................................................... 39 creation ................................................................ 201 user suffix ............................................................ 445 template configuration ................................. 138
custom field ........................................................ 523 grid ............................................................... 331, 334 Site .............................................................................. 190 SOW worker ............................................ 56, 153, 174
data replication framework .............. 503, 511 Segmented pick list .............................................. 331 creation ................................................................ 190 close ...................................................................... 149
general ledger account .................................. 513 creation ................................................................ 332 integration .......................................................... 507 closure .................................................................. 132
iFlow ...................................................................... 506 header ................................................................... 333 market type ........................................................ 285 crew ....................................................................... 173
invoice ........................................................ 502, 530 prepopulated value .......................................... 334 rate association ................................................ 267 equipment ................................................. 118, 153
master data ..................................... 455, 502, 506 Select for hire ............................................................ 94 SAP Ariba ............................................................. 477 expense sheet .................................................... 118
minimum release product ............................ 511 Self-service dashboard ........................................ 433 selectable ............................................................. 193 fee ........................................................................... 171
outbound implementation .......................... 512 Sensitive data ................................................ 407, 436 Smart search .................................................... 86, 126 rate ........................................................................ 130
purchase order .................................................. 502 Server Message option ........................................ 431 SO 27001:2013 Certified ....................................... 40 registration ........................................................ 228
purchase requisition ....................................... 502 Server Status option ............................................. 431 SOC 1 ............................................................................. 40 time sheet ........................................................... 118
service entry sheet ................................. 502, 529 Service ........................................................................ 117 SOC 2 ............................................................................. 40 SOW worker role .......................................... 130, 177
tax information ................................................ 532 components ........................................................ 139 Social enterprise ................................... 56, 326, 358 creation ............................................................... 177
transactional data ........................................... 504 example ................................................................ 118 report .................................................................... 396 equipment .......................................................... 179
vendor master ................................................... 507 procurement ....................................................... 471 user preferences ................................................ 216 fee with SOW worker ...................................... 173
web service call ................................................. 509 provider ................................................................ 462 Software as a service .................. 35, 188, 420, 501 head count cap ................................................. 179
SAP SuccessFactors .................... 39, 419, 450, 451 Service deliverable ................................................ 117 Solution integration test ...................................... 47 job code ............................................................... 177
Employee Central Admin Center ................ 462 flat rate ................................................................. 117 Solution validation test ......................................... 47 rate grid ...................................................... 179, 267
Employee Central APIs ................................... 469 time and material ............................................ 118 Source-to-pay ............................................... 471, 481 rate schedule ..................................................... 179
employee class .................................................. 461 unit price .............................................................. 117 Sourcing supplier ................................................................ 222
endpoint .............................................................. 456 Service entry sheet SAP Ariba ............................................................. 481 Spend
integration .......................................................... 451 approval group .................................................. 527 supplier ................................................................. 122 calculation ......................................................... 244
Integration Center ........................................... 458 connector ............................................................. 528 SOW bid ............................................................. 61, 117 management ..................................................... 419
master data ........................................................ 454 custom field ........................................................ 528 clause .................................................................... 123 Split
pay grade ............................................................. 461 integration .......................................................... 525 distribution ......................................................... 124 accounting ............................................................ 88
position ................................................................ 453 SAP Ariba ............................................................. 476 master data ........................................................ 121 costs ...................................................................... 199
position integration ........................................ 459 SAP S/4HANA ..................................................... 504 Maximum Budget setting ............................. 122 Standard
single sign-on ..................................................... 462 XML message ..................................................... 505 process .................................................................. 119 batch connector ............................................... 428
subscription ........................................................ 456 SFTP ............................................................................. 428 project ...................................................................... 75 download connector ...................................... 427
vendor ................................................................... 468 customer SFTP server ...................................... 429 question ..................................................... 123, 181 rate ........................................................................ 243
worker data ........................................................ 465 data transfer ....................................................... 429 response ............................................................... 124 Worker Upload OData ................................... 454
Schedule (SOW) ..................................... 61, 129, 165 integration .......................................................... 431 sourcing supplier .............................................. 219 Standard connector
billable .................................................................. 153 schedule ................................................................ 454 supplier ................................................................. 121 download ............................................................ 424
creation ................................................................ 165 Shift ............................................................................. 273 SOW Revision Rules setting .............................. 140 rate ........................................................................ 256
fee ........................................................................... 169 creation ................................................................ 273 SOW template ....................................... 62, 118, 143 upload ......................................................... 424, 454
revision ................................................................. 169 Shift Manager function ....................................... 292 characteristic ..................................................... 154 Standard integration ................................... 48, 419
schedule library ................................................ 165 Shortlist ............................................................. 92, 113 clause (SOW) ...................................................... 157 business unit ...................................................... 421
service entry sheet ........................................... 525 unshortlist ............................................................. 94 creation ................................................................ 144 cost center .......................................................... 421
submission .......................................................... 168 Signature authority .................................... 212, 338 naming convention ......................................... 144 eSignature .......................................................... 378

582 583
Index Index

Standard integration (Cont.) Subscription .................................................. 457, 459 T Time sheet (Cont.)
location ................................................................ 421 Activity feature .................................................. 431 type ........................................................................... 97
site .......................................................................... 421 Supervisor .................................................................. 65 Talent channel integration ............................... 429 withdraw ............................................................. 302
user ........................................................................ 421 Supplier Task code ........................................................ 204, 294 work order ............................................................. 96
Standard upload connector .............................. 424 association .......................................................... 221 creation ................................................................ 204 Time sheet frequency ......................................... 290
template ............................................................... 426 chat ........................................................................ 360 Tax .................................................................... 261, 319 biweekly ............................................................... 291
Starring ........................................................... 358, 363 classification ...................................................... 125 integration ................................................ 498, 532 eight-day ............................................................. 291
Statement of work ........................................... 35, 55 configuration ..................................................... 224 invoice .................................................................. 314 monthly ............................................................... 291
agile project ........................................................ 182 Contractor Access Agreement ..................... 220 Tendering ................................................................. 119 semimonthly ..................................................... 291
bid .............................................................................. 61 custom field ........................................................ 330 Tenure weekly .................................................................. 291
billable .................................................................. 126 dashbaord ........................................................... 225 master worker record ..................................... 235 Time sheet rate group ............................... 256, 259
billing .................................................................... 131 data retention .................................................... 415 threshold .............................................................. 237 creation ............................................................... 259
characteristic ..................................................... 129 event (SOW) submission ................................ 163 Tenure policy .......................................................... 237 rate schedule ..................................................... 277
clause review ...................................................... 158 fee submission ................................................... 173 custom lookup .................................................. 335 Time sheet type ..................................................... 289
close ....................................................................... 149 integration ................................................ 297, 468 warning ................................................................ 238 standard .............................................................. 289
closure .................................................................. 132 invitation ............................................................. 219 Tenure tracking ........................................................ 63 time in/time out ............................................... 289
collaborator/evaluator ........................ 155, 158 markup ................................................................. 252 security ID ........................................................... 232 Time sheet upload ............................................... 298
compare version ............................................... 131 MSP fee ................................................................. 250 Three-party model .................................................. 42 rate schedule ..................................................... 298
component ......................................................... 153 nontransactional .............................................. 219 Threshold ................................................................. 325 standard .............................................................. 298
coordinator .............................................. 325, 335 project ..................................................................... 77 alert ....................................................................... 353 Total spend management ...... 37, 118, 419, 448,
copy ....................................................................... 148 rate card ............................................................... 269 data retention ................................................... 335 471, 535
creation ...................................................... 124, 125 rate grid ................................................................ 267 escalation ............................................................ 354 Total talent management ................ 37, 190, 448,
data retention ................................................... 410 reason .................................................................... 338 PMO dashboard ................................................ 352 451, 535
defined by ............................... 121, 126, 130, 154 recruiter ................................................................ 103 Time recording ...................................................... 295 Total workforce management ......... 37, 63, 118,
holdback .............................................................. 181 reference library ................................................ 356 Time sheet ................................................. 55, 59, 287 419, 470
integration ................................................ 422, 471 registration ......................................................... 219 allotment ................................................... 260, 294 Training and support .......................................... 536
invoice .................................................................. 315 report ..................................................................... 394 approval ........................................... 299, 300, 344 Transaction integration ..................................... 421
invoice adjustment .......................................... 319 respond by date ................................................... 91 bulk approval .................................................... 300 SAP S/4HANA .................................................... 516
invoice integration .......................................... 530 SAP S/4HANA ........................................... 507, 514 buyer ..................................................................... 298 Transactional data ............................................... 422
leading practice ................................................ 181 schedule (SOW) submission .......................... 168 comment ............................................................. 294 Transactional integration .............. 422, 452, 458
Maximum Budget setting ............................. 128 service provided ................................................ 150 corporate calendar .......................................... 194 expense sheet .................................................... 423
messaging ........................................................... 131 sourcing supplier .............................................. 121 daily verification .............................................. 305 invoice .................................................................. 423
module .................................................................... 61 statement of work ............................................ 133 frequency ................................................................ 97 job posting ......................................................... 422
MSP fee ................................................................. 251 system broadcast .............................................. 354 hours per day ..................................................... 296 line item ............................................................... 423
nonbillable .......................................................... 147 time sheet ............................................................ 297 integration .......................................................... 422 SOW ....................................................................... 422
process .................................................................. 119 Supplier network ..................................................... 39 invoice integration .......................................... 530 time sheet ........................................................... 422
process example ............................................... 118 Supply chain ............................................................ 471 push time sheet ................................................. 304 work order .......................................................... 422
project ...................................................................... 75 System architecture ............................................... 55 rate rule ................................................................ 292 worker .................................................................. 422
renew ..................................................................... 149 System audit trail .................................................. 338 rate schedule ...................................................... 292 Transactional supplier .......................................... 63
revise ........................................................... 132, 149 data retention .................................................... 416 rejection ............................................................... 302 Transfer method
SAP Ariba Contracts integration ............... 481 System broadcast .................................................. 354 revision ................................................................. 303 manual ................................................................ 441
service entry sheet ........................................... 525 buyer ...................................................................... 354 revision upload ................................................. 304 SFTP .............................................................. 441, 457
SOW coordinator .................................... 126, 150 supplier ................................................................. 354 service entry sheet ........................................... 525 SOAP web service ............................................. 441
SOW owner ......................................................... 126 worker ......................................................... 231, 355 shift ........................................................................ 273 TrustSeed ................................................................. 378
SOW worker ........................................................ 174 System communication ..................................... 326 SOW worker ........................................................ 174 Two-factor authentication .................................. 49
supplier ................................................................. 221 System ID ................................................................... 56 standard .............................................................. 248
supplier review .................................................. 131 data retention .................................................... 414 start date ............................................................. 296 U
time sheet ............................................................ 287 System notification .................................... 325, 352 Start Day of Week option .............................. 290
version control .................................................. 154 System role .............................................................. 369 submission ................................................ 230, 296 Unit of measure .................................................... 253
Statutory duties ..................................................... 253 System variable ...................................................... 347 supplier ................................................................. 297 day ......................................................................... 253
Steering committee ................................................ 45 supplier upload ................................................. 225 hour ....................................................................... 253
Strictly defined message type .......................... 423 time in/time out ............................................... 273 month ................................................................... 253

584 585
Index Index

Unit type ......................................................... 253, 256 User role (Cont.) Worker (Cont.) Workforce ......................................................... 87, 103
expense code ...................................................... 307 starring ................................................................. 363 expense sheet submission ............................ 308 allow buyer to add .......................................... 103
fee (SOW) ............................................................. 169 supplier ................................................................. 224 integration .......................................................... 466 management ..................................................... 419
SOW fee ................................................................ 167 system role .......................................................... 343 reference library ............................................... 356 prequalified ........................................................ 103
UNSPSC code .......................................................... 104 user permissions ............................................... 218 registration ............................................................ 60 record ................................................................... 180
Upload data ............................................................. 431 work order ............................................................. 97 security ID ........................................................... 229
User ............................................................................ 209 UTF-8 .......................................................................... 436 status .................................................................... 102 X
approval .............................................................. 338 system broadcast ............................................. 355
ask an expert ...................................................... 359 V time sheet ............................................................ 296 XML format ............................................................. 493
association ......................................................... 212 type integration ................................................ 467 XML message ......................................................... 484
coordinator ........................................................ 198 Vacant Position Upload connector ................ 466 Worker classification XSL template ................................................. 378, 380
creation ................................................................ 211 Value-added tax ..................................................... 246 assignment management ............................... 38 baseline template ............................................ 379
delegate ................................................................ 216 Vendor ....................................................................... 218 contingent .............................................................. 37 creation ............................................................... 379
legal entity .......................................................... 206 Vendor management system ...................... 35, 55 profile worker ....................................................... 37 custom field ....................................................... 335
list view ................................................................ 210 Vendor master .............................................. 507, 513 statement of work .............................................. 37 invoice .................................................................. 322
manage PII information ............................... 408 Visualizer .................................................................. 383 Worker pay type .................................................... 273 site ......................................................................... 192
master worker record ..................................... 235 user ......................................................................... 214 creation ................................................................ 273
messaging preference .................................... 350
pick list ................................................................. 332 W
preferences ....................................... 113, 214, 425
primary supervisor .......................................... 212 Warranty ................................................................... 128
proxy ..................................................................... 216 Web assistant ..................................................... 39, 49
report access ...................................................... 387 Web service
SAP Ariba ............................................................. 477 connector ............................................................. 512
story .......................................................................... 43 credentials ........................................................... 441
User acceptance test ............................................... 47 license key ............................................................ 467
User experience .............................................. 71, 451 Web Services Description Language .............. 429
design .................................................................... 216 Wizard ................................................................... 55, 71
User interface .................................................. 50, 425 answer action ....................................................... 73
company-branded theme ................................ 51 configuration ....................................................... 71
high contrast ......................................................... 51 Work breakdown structure ..................... 201, 477
SAP Fiori 3 .............................................................. 51 Work item ............................... 49, 92, 325, 346, 356
User profile ................................................................. 49 activity item ........................................................ 369
preferences ............................................................. 52 configuration ..................................................... 348
User role ......................................................... 209, 216 Work order ................................................................. 59
activity item ....................................................... 369 activation ............................................................ 228
administrative permissions ......................... 218 approval ................................................................. 97
annotation .......................................................... 362 change request .................................................. 100
approval .............................................................. 338 creation .................................................................. 95
associations ........................................................ 218 dates ........................................................................ 95
bulk approval .......................................... 300, 311 hire ............................................................................ 94
chat ........................................................................ 360 integration ............................................................ 97
custom field ........................................................ 329 rate ............................................................... 242, 247
master worker record ..................................... 235 rate schedule ...................................................... 277
payment data .................................................... 217 revision ................................................................... 98
procurement data ............................................ 217 Work Order Delta Download connector ...... 428
rate uplift ............................................................. 269 Work stream .............................................................. 45
reminder .............................................................. 363 Worker ......................................................................... 59
report access ...................................................... 385 activity item ........................................................ 373
reports and charts ........................................... 385 asset ....................................................................... 376
résumé/CV ............................................................. 92 close ....................................................................... 100
SOW clause ......................................................... 157 data retention .................................................... 409

586 587
 First-hand knowledge.

Richard Wanless has been at the forefront of deploying tech-

nology to support external workforce programs since 2005. After
consulting with a broad spectrum of global SAP clients, Richard
founded Aventi, a specialized consulting firm and SAP Partner.
Aventi focuses on implementing SAP Fieldglass with an emphasis
on continuous improvement as technology evolves (https://aventisolutions.
com). His personal expertise spans from core functionality and business pro-
cess optimization to the end-to-end integration of SAP Fieldglass into on-pre-
mise and cloud platforms.

Jutta Villet is a senior consultant at SAP Fieldglass and an expert

in the implementation of vendor management systems (VMS)
across industries and on a global scale. She has led a variety of
technical and operational teams in large corporations and global
enterprises before joining SAP Fieldglass in 2018. As a well-ver-
sed technical consultant, her skillset includes process optimization, intelligent
robotic process automation, and integration between SAP Fieldglass and SAP
systems as well as other major enterprise systems.

Shane McGough is a cloud integration expert with in-depth

knowledge of how to best integrate SAP Fieldglass with key
enterprise software systems. He has built up a broad knowledge
of system integrations for more than 15 years while working in
technology across a range of industries, including 8 years working
on complex projects for some of the world’s largest financial services institu-
tions prior to joining SAP Fieldglass. In 2013, he joined SAP Fieldglass in EMEA,
where he built up and headed their integration services department for the
region.
Richard Wanless, Jutta Villet, Shane McGough

SAP Fieldglass: Functionality and Implementa-

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