Timesheets Express by dnq34267

VIEWS: 807 PAGES: 7

More Info
									                          Frequently Asked Questions (FAQs)

             Click one of the links below to navigate to the corresponding section:

                                                General
                                              Job Postings
                                              Work Orders
                                           Contractor Express
                                          Approving Timesheets
                                                 Proxies


General
How do I log into Fieldglass?
To access InSite by Fieldglass, use the following navigation path: Frontier > HRdirect > Contractor/
Project Labor. The UnitedHealth Group’s Contingent Worker Program page displays. Select the Click
here link within the Requesting a Contingent Worker section. The Common Logon page will display. Enter
your Employee ID and Password, and then click Login.

Can we use FIeldglass for Statement of Work (SOW) projects?
Please contact Katie Tolsma at 952-936-1371.

If we didn’t use Chimes, is it safe to say we won’t use Fieldglass?
The process managers use to request and hire contractors has changed. Effective December 2008,
UnitedHealth Group is using the Fieldglass tool to support external labor management, including
requisitioning, recruiting, time tracking and payment, for contingent and temporary workers. The
Fieldglass application will be supported by an internal UnitedHealth Group Contract Labor Program
Office team available to assist with your questions



Who will have access to the Fieldglass site?
All Hiring Managers with pay grade 27 or higher will have access to Fieldglass through Common Log-on.
To access Fieldglass, please see “How do I log into Fieldglass?”

How do I navigate back to the Desktop page?
Click the InSite logo from anywhere in the application to return to the Fieldglass Desktop page.

Is there a way to change my time zone (for interviewing purposes)?
To specify a different time zone for your user profile, follow these steps:
    1. From the Fieldglass Desktop page, click the Edit My Preferences icon
    2. Click the Edit button
    3. Navigate to the time zone field and enter the appropriate value
    4. Click Update to save your changes

Are there any “hot keys” or shortcuts within Fieldglass?
You may enter partial search words in drop-down lists for Fieldglass fields.

How can I attach supporting documentation?
Use the Manage button to attach any supporting documentation for the Job Posting.




Updated 9/25/2008                             Page 1
                          Frequently Asked Questions (FAQs)
Can we run reports out of Fieldglass or Contractor Express?
The suite of reports within Fieldglass can be accessed by clicking View>Reports/Graphs.

How do we define Distributors and/or Coordinators? Who displays in the
Distributor/Coordinator drop-down lists?
The coordinator and distributor are Recruiters within the Program Office who have been mapped to
receive your Job Posting based on the Business Unit on your requirement. This field should already have
a default coordinator/distributor listed.

How do we handle Ambassador-type contractors? Are they loaded into
Fieldglass?
All Ambassadors must be coordinated through:
Linda Bjorkstrand 952-931-5437 or lbjorkstrand@uhc.com
The hiring manager is responsible for notifying Lynn of their prospective Ambassador and opening a Job
Posting through Fieldglass. Lynn will work with the manager to complete necessary paperwork and
coordinate onboarding.

What should we do if we have a pre-identified candidate (contractor)?
Please reach out to the Contract Labor Program Office at 1-866-257-0659 and work with your appropriate
Segment Recruiter to coordinate this effort.




Who should I call with questions or help?
If you have questions regarding Fieldglass functionality, contact the Fieldglass Help Desk at 1-866-467-
4833 or send an e-mail to helpdesk@fieldglass.com. Fieldglass will respond to voicemails that are left by
3:00 p.m. Central by close of business (7:00 p.m. Central). Expect email responses within 2 hours of
receipt. For technical or security issues, contact the UnitedSupport Center at 1-888-848-3375.
You may also call the internal Contract Labor Program Office at 1-866-257-0659.


How do we convert a contingent worker to a permanent employee?
Contacting HRDirect will start the process of converting a contingent worker.

How do we share resumes or candidates with others without sharing information
such as hourly rate? Is there partial delegation?
The Fieldglass application currently does not have a “partial delegation” feature. Currently a full proxy
user will have full access to view candidates within Fieldglass.



Job Postings
How do we add a contractor?
Please reach out to the Contract Labor Program Office at 1-866-257-0659 to help coordinate this effort.


Who should approve my Job Postings?
Fieldglass routes Job Postings up the Owner’s supervisory chain to the 1st manager, grade level of 29 or
above, for approval. Automated e-mails from Fieldglass are sent to approvers requesting that action be


Updated 9/25/2008                              Page 2
                          Frequently Asked Questions (FAQs)
taken. If the Job Posting and/or Work Order request value is greater than $500,000, further approvals as
designated in the approval path are required. The Contract Labor Program Office manages the setup
and maintenance of the Job Posting and Work Order approval paths within Fieldglass. Approval paths
may potentially include Finance, Business, and Governance approvers for the Segment.

Does an approval go by the Governance Team first? What is the turn-around
time? Approval paths include Finance and Human Capital. The Business Approver gets involved when
the committed spend for the worker exceeds $500,000. Turnaround time varies per Segment and would
depend on the review of the committee.

How can we see the approval status of a Job Posting?
Within each Job Posting contains a “lifecycle” tab that shows where the approval is currently pending.
Simply clicking on the hyperlink name, will give you access to their email.



Can multiple locations be entered?
Work Location defaults to the Site field – only one work Location/Site may correspond to a Job Posting.


Can the rate be edited on a Job Posting?
The Minimum and Maximum Rate ranges default from the Job Template. Only the Program Office can
increase a rate on a JP.


How does a Job Seeker get short-listed?
The Contract Labor Program Office will continue to review all Job Seekers and pass on (or short-list) only
the most qualified Job Seekers for hiring manager review.

Can we search for a Job Seeker who has applied for multiple Job Postings?
Managers can search by Job Seeker name, only for candidates that have been short-listed.


How does a manager set up an interview?
Navigate to the specific Job Seeker (View > Job Seeker > Job Seeker ID link), and then select the
Interview tab. Click the Schedule Interview button, and then specify the interview date, and enter
available times.
Interview requests will be routed directly to the Supplier. Utilize the Details section of the interview
request to indicate the name of the interviewer and the specifics of work location, such as floor, suite#,
etc., to ensure the timely arrival of the Job Seeker.

Can we view the responses to the Job Posting?
From the Fieldglass Desktop page, select Job Posting from the View menu. This menu option allows you
to see all candidates submitted against a single job posting at once. Click the Job Posting ID, and then
click the Responses tab. To review multiple Job Seekers at once, click the check boxes for each desired
Job Seeker in the Status column. The Compare button performs a side-by-side comparison of all
candidates selected.
How do we specify a contractor for hire?
A Job Seeker must be selected for hire in order to create a Work Order. A Job Seeker may be selected as
follows:


Updated 9/25/2008                              Page 3
                          Frequently Asked Questions (FAQs)
    •   from the side-by-side Job Posting Compare page,
    •   in the List displayed on the Job Posting Responses tab, or
    •   from an individual Job Seeker display by clicking the Actions button, and then Select for Hire
Using the Create Work Order page, you may update Work Order dates, accounting-related information
(Base Rate, Committed Spend), cost center allocation, and general information, such as Issue Warning if
Hours per Day are exceeded on Timesheet, etc. Once you click Submit from the Work Order page, the
final terms will be sent to the Program Office for review, and sent on for approval if needed. Final terms
must be approved by the supplier.
Is the Duration field (Days, Months) reportable?
Yes. If the report you are currently running does not have this column listed, you will need to add this
additional filter to your report.


Is there a required business justification for entering a Job Posting?
Yes. A required field will be available on each new Job Positing creation screen. This will allow you to
enter your justification for Governance to review. This field is very important and their opportunity to
convey to Governance the need for the position.


Are approval groups designated by business unit?
Fieldglass sends the Job Posting request up the Owner’s supervisory chain to the 1st manager, grade
level of 29 or above, for approval. If the Job Posting request value is greater than $500,000, further
approvals as designated in the approval path are required. The Contract Labor Program Office manages
the setup and maintenance of the Job Posting and Work Order approval paths within Fieldglass. Approval
paths may potentially include Finance, Business, and Human Capital approvers for the Segment.


Can one Job Posting yield multiple Work Orders?
Yes, a Work Order will be generated for every Job Seeker hired on the Job Posting. For example, if the
Job Posting was for six Job Seekers, six Work Orders would be associated to that one Job Posting.

How should Job Postings be handled if there are multiple locations that need to
be considered for a specific supplier?
This would require that multiple Job Posting’s be created within Fieldglass specific to each location where
recruiting is needed.

Do the Job Posting Templates and Descriptions match those in eHire?
No they do not match what’s in eHire. The majority of the JP Templates within Fieldglass have
descriptions loaded into the functionality. This is completely editable for the Hiring Manger, if needed.



Work Orders
How do we specify a contractor for hire?
A Job Seeker must be selected for hire in order to create a Work Order. A Job Seeker may be selected as
follows:
    •   from the side-by-side Job Posting Compare page,
    •   in the List displayed on the Job Posting Responses tab, or


Updated 9/25/2008                              Page 4
                          Frequently Asked Questions (FAQs)
    •   from an individual Job Seeker display by clicking the Actions button, and then Select for Hire
Using the Create Work Order page, you may update Work Order dates, accounting-related information
(Base Rate, Committed Spend), cost center allocation, and general information, such as Issue Warning if
Hours per Day are exceeded on Timesheet, etc. Once you click Submit from the Work Order page, the
final terms will be sent to the supplier.


What happens if the Committed Spend on the Work Order is different from the
Estimated Spend on the Job Posting?
Fieldglass will issue a warning message in the event the Committed Spend differs from the Estimated
Spend. If accepted by the Owner, the Work Order will be re-routed through the approval process.

Will contractors have to enter time into the TRS (Time Reporting System)? Will
managers have to approve time in both systems?
Applicable contractors must register to enter time into TRS; managers must approve time in both
Fieldglass and TRS, if applicable.

What if the start and end dates are incorrect for a contractor?
We would ask that you contact the Contract Labor Program Office at 1-866-257-0659 immediately.

How can a contractor’s end date be modified?
To modify a contractor’s end date, navigate as follows: View > Work Order > Work Order Number link >
Actions > Revise. Enter the revised End Date of the contractor, and then click Update. NOTE: This date
can be before or after the original End Date to shorten or lengthen the assignment. A change in the
contractor’s assignment will trigger an automated approval process. You will be required to enter a
Business Justification for your extension.

Post-interview, can we specify the reasons the candidate was not selected?
Navigate to the Job Seeker page (View > Job Seeker > Job Seeker ID > Actions > Enter Ratings and
Comments) to specify the reasons the candidate was not selected. NOTE: These comments are not
visible to the supplier. For the supplier to view comments, click Actions > Reject, enter the Reason and
Comments, and then select Reject.

Can we transfer a contractor to another manager?
Navigate to the Change Owner, Business Unit, Location page: View > Work Order > Work Order ID link >
Actions > Revise > Change Setup. Select the new Job Posting Owner from the drop-down list.

Should the supplier contact the hiring manager directly?
Suppliers primary contact should be the Program Office for any changes pertaining to their consultants in
Fieldglass.

Can we add a function code to a Work Order?
Function codes can be added to Hiring Manager’s profiles. Each user of Fiedlglass function code is
defaulted to their own, but can be changed. If another function code is needed, please reach out to your
contact within the Program Office or calling 1-866-257-0659.

Can a contractor be moved to a different function code?
To add/change function codes for a worker, click the Worker ID link from the My Workers section of the




Updated 9/25/2008                             Page 5
                           Frequently Asked Questions (FAQs)
Desktop page. Click Actions, and then select Manage Functions. Add/change the Supervisor/Function,
and click Update to save your changes.

What does it mean to “close a worker”?
Closing a worker means ending a contractor's assignment and thus terminating building and systems
access.



Contractor Express
Should we continue to use Contractor Express?
Contractor Express is still used to onboard non-Fieldglass supplied contractors i.e. Xerox, Aramark, etc.
For contractors entered through Fieldglass, the Contractor Express application should only be used to
update a contractor phone number, emergency contact information, and e-mail address (only if the
extension is something other than “uhc.com”).




Approving Timesheets
How will contractors know how to access Fieldglass and to enter their time?
Suppliers all received job-aids to pass along to candidates needing to input Fieldglass timesheets. Please
direct contractors with timesheet questions to their suppliers for help.

Do time in/time out punches have to be entered into timesheets? To what level of
detail does time have to be entered (minutes)?
Time within Fieldglass is measured by quarter hours. If a contractor needs to add hrs in quarter or half
hours, it can be entered as 0.25 or 0.5.

How do we track the overtime rate?
Overtime is a pre-negitiated term with all Fieldglass vendors. Currently Non-IT OT rates are 1.4 times the
hourly rate. IT and IC suppliers bill at straight time for all Overtime. Overtime is accrued after a 40 hr work
week, except for California. Overtime in CA is calculated once 8 hrs/day is reached.

Can a contractor enter time into Fieldglass for one or more Task Codes with
associated GL strings that are appropriate?
Yes. Please reach out to your contact within the Program Office, or call 1-866-257-0659 to coordinate.



How do we approve timesheets within Fieldglass?
From the Fieldglass Desktop page, access the Work Item quick link to view a timesheet. Timesheets are
displayed in a List view. A summary of the submitted time appears in the columns at the right. The detail
of the highlighted timesheet displays at the bottom of the page. Individual timesheet detail is displayed for
review and disposition. Click either the Approve or Reject button. Rejected timesheets are returned to
the submitter for edit and re-submittal.




Updated 9/25/2008                               Page 6
                           Frequently Asked Questions (FAQs)
NOTE: Multiple timesheets may be approved at one time using the Select All feature (check box at the
top of all timesheets). Once the Select All box is checked, all timesheets are selected; click the Approve
button to approve all timesheets.


Proxies

Can I have a backup (proxy)?
To specify a Proxy User, follow these steps:
    1. From the Fieldglass Desktop page, click the Edit My Preferences icon
    2. Click the Edit button
    3. Navigate to the Proxy User field, and choose a name from the drop-down list. NOTE: A
       designated Proxy User should be a peer.
    4. Click Update to save your changes


What if a manager is going to be out of the office for a month?
Specify a Proxy User in your User Profile (see the Can I have a backup (proxy)? question above).

How do we get a delegate added to the Proxy User drop-down list?
If the Proxy User you’re searching for is not in the drop-down list, call the internal Contract Labor Program
Office at 1-866-257-0659.


Is a Proxy User the same as a Delegate?
Yes. If you set up a proxy user to your profile, that person will be receiving all notifications and work items
as if it were you.


How do we create multiple proxies?
Currently the Fieldglass application has a 1:1 ratio when creating a proxy. Multiple proxies are currently
not available.


If a manager set up a delegate, such as their administrative assistant, in the
former system, will the manager have to redo this in Fieldglass?
Yes. This will need to be re-done within Fieldglass. Please see “Can I have a Proxy” under General on
the how-to’s.




Updated 9/25/2008                               Page 7

								
To top