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This Is SAP Fieldglass
Unit 1: Staffing and Services Procurement

Staffing and Services Procurement
Buyer
A BUYER is an organization that is

looking to procure external workers.
For example, WorkingNet wants to

procure a worker temporarily to fill in for
an employee who is out on leave.
BUYER
© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2

Supplier
A SUPPLIER is an organization that

provides external workers to a buyer
organization.
For example, re:CrewIT provides Joe to

WorkingNet to temporarily to fill in for
the employee who is out on leave.
SUPPLIER

Worker
A WORKER is the person engaged to

do work. In this case, the workers are
represented by suppliers, who provide
them to buyers.
For example, Joe is provided by

re:CrewIT to WorkingNet to temporarily
to fill in for the employee who is out on
leave.
WORKER

Worker engagement
Workers can be further classified

depending upon how the buyer chooses
to engage them.

Contingent worker
For instance, if the buyer wants a

worker to essentially be a temporary
part of an internal team, the buyer will
engage him or her as a CONTINGENT
worker.
But this doesn’t mean that the worker is

a direct employee of the buyer
company. The worker’s day-to-day
tasks are under the direct management
of that company for a specified period of
time, but the worker is effectively
employed by the supplier.
CONTINGENT =

Services worker
Now if the buyer wants to hire a worker

to deliver a predefined service, the
buyer will contract with the supplier and
define the specifics of the service that SOW
the worker is to provide.
In that case, the worker is engaged as a

SERVICES worker and works to
produce a specific deliverable, for a
specific project, in a certain timeframe.
=
Thus, his or her duties are managed not
by the company but by the contract, SERVICES
called a Statement of Work (SOW).

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No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of
SAP SE or an SAP affiliate company.
The information contained herein may be changed without prior notice. Some software products marketed by SAP SE and its
distributors contain proprietary software components of other software vendors. National product specifications may vary.
These materials are provided by SAP SE or an SAP affiliate company for informational purposes only, without representation or
warranty of any kind, and SAP or its affiliated companies shall not be liable for errors or omissions with respect to the materials.
The only warranties for SAP or SAP affiliate company products and services are those that are set forth in the express warranty
statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional
warranty.
In particular, SAP SE or its affiliated companies have no obligation to pursue any course of business outlined in this document or
any related presentation, or to develop or release any functionality mentioned therein. This document, or any related presentation,
and SAP SE’s or its affiliated companies’ strategy and possible future developments, products, and/or platforms, directions, and
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SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered
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mentioned are the trademarks of their respective companies.
See www.sap.com/copyright for additional trademark information and notices.
Unit 2: Vendor Management Systems
Vendor Management Systems
Track external workforce
A vendor management system (VMS)

is a cloud-based application that allows
both a buyer company and a supplier
company to keep track of an external
workforce.

Vendor Management Systems
Provide visibility
A VMS centralizes supplier and worker

data to provide visibility into
transactions and…
▪ enforce contract compliance,
▪ manage costs,
▪ mitigate risk,
▪ ensure quality hires,
▪ create efficient hiring practices, and
▪ make better buying decisions.

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warranty.
Unit 3: The Program
The Program
The Program
A Program is a combination of
processes, people, and platforms that
helps create and maintain efficiencies
in the functions necessary for
maintaining a business.
Specific to SAP Fieldglass, it governs

the procurement and management of
+ + =
an external workforce.
PROCESS PEOPLE PLATFORM PROGRAM

The Program
Program responsibilities
When organizations determine that they ensures that buyers enter into agreements with
need a Program to govern external Cost suppliers to procure workers at the best possible
rates.
worker procurement, they usually target
one or more of the following five ensures that hiring managers are hiring top talent
business-driven objectives: cost, quality, Quality and sets appropriate metrics for worker
performance.
visibility, efficiency, and compliance.
ensures that data standards and transaction
Visibility analysis provide visibility into the supplier’s costs
and recruitment practices.
ensures that open positions are filled with the
Efficiency highest caliber of workers and that transactions are
processed in a timely manner.
monitors regulatory policies to ensure compliance to
Compliance labor practices; ensures that suppliers are adhering
to their contract.

The Program
Program duties
1. Worker Management defines and maintains the standards by which workers are
procured and managed.
To successfully achieve its external 2. Supplier Management monitors and manages the relationship (and the contract)
worker procurement objectives, a between the buyer and it's suppliers.
Program adopts nine primary functions: 3. Transaction Monitoring ensures that all transactions follow the correct workflows and
& Auditing that they adhere to the agreements made between all
stakeholders.
4. Spend & Rate Management negotiates and manages the rates that suppliers charge for
worker's services.
5. Quality & Continuous continuously reviews and streamlines processes to ensure
Improvement that it is effectively meeting company and stakeholder goals.
6. Risk Mitigation analyzes worker data, enforces compliance policies, and
reviews the regulatory environment to mitigate the risks to
the buyer.
7. Change Management ensures that proper change communications have been sent
to internal stakeholders, as well as suppliers and workers.
Also communicates any configuration changes in the
SAP Fieldglass application.
8. Application Administration maintains WorkingNet’s instance of SAP Fieldglass and
ensures that the processes and the platform are properly
aligned.
9. End User Support acts as the first line of support for the buyer's SAP Fieldglass
users.
The Program
The Program Management Office (PMO)
The Program Management Office –

or PMO – is a group or department that
manages an organization’s external
workforce management program.
The PMO is responsible not only for

ensuring that the processes and
procedures are adhered to, but also for
the day to day operations of the
Program itself through the procurement
and management of workers.
PMO
But the PMO is also often responsible Program
for the configuration, management, and
the first line or tier one support of the Management
SAP Fieldglass application. Office

The Program
The managed service provider (MSP)
The managed service provider – or

MSP – is a 3rd-party vendor that helps
manage the external workforce
program.
Companies that do not want to manage

external labor procurement with an =
in-house PMO would use an MSP to
manage their Program.
MSP
Managed
Service
Provider

Thank you.
open@sap.com
Follow all of SAP

warranty.
Unit 4: Contingent Worker Procurement in
SAP Fieldglass
Contingent Worker Procurement in SAP Fieldglass
A contingent worker procurement process
Let’s run through one possible

workflow illustrating how to procure
and engage a contingent worker in
SAP Fieldglass.
Note this illustration represents just

one possible workflow. Every
organization that uses SAP Fieldglass
will utilize its own unique contingent
procurement workflow.

Step 1: Job posting
The first thing Mavis must do to fill

the network engineer position is JOB
to post the position as being POSTING
available.
To do that, Mavis creates a job

posting from a list of job posting
templates WorkingNet’s PMO has
made available in SAP Fieldglass.
These templates consist of job duty

descriptions, pay rates, work hours,
worksite locations, and other such
information.

Step 2: Approving the job posting
Once the job is posted in SAP

Fieldglass, it is sent for review and
approval by Brian at WorkingNet’s
PMO – or any other approvers within
WorkingNet – to verify the information
on the job posting is correct and the
budget is available. JOB
POSTING

Step 3: Distributing the job posting
When the position is approved, the

job posting is distributed to select
suppliers that WorkingNet has
partnered with.
These suppliers, like re:CrewIT,

receive and review the job posting, JOB
SEEKERS
interview potential candidates, and

submit to WorkingNet a list of job
seekers who meet Mavis’ criteria for
the position. JOB
POSTING

Step 4: Reviewing job seekers
Brian at the PMO then reviews the

list of viable job seekers and creates
a shortlist for Mavis.
JOB
SEEKERS

Step 5: Selecting job candidates
Mavis selects candidates to interview.

JOB
SEEKERS

Step 6: Creating a work order
Mavis decides she wants to hire Joe,

an experienced data network WORK
engineer, so she creates a work ORDER
order for Joe.

Step 7: Approving the work order
The work order is routed again to

Brian at the PMO and to any other
approvers at WorkingNet who may
need to sign off on Mavis’ selection.
WORK
ORDER

Step 8: Notifying the supplier
Once the work order has received all

approvals, the supplier is notified that
Joe was selected.
WORK
ORDER

Step 9: The worker registers
Joe is then directed to register in

SAP Fieldglass.

Step 10: Tracking time and expenses
Joe then uses SAP Fieldglass to

track and submit his time and
expenses, which are sent to Mavis
for approval.

Step 11: Approving the worker’s time and expenses
When Mavis approves Joe’s time

and expenses…

Step 12: Generating the invoice
…an invoice is auto-generated on

behalf of re:CrewIT…

Step 13: Paying the worker
…who then pays Joe.

Thank you.
open@sap.com
Follow all of SAP

warranty.
Unit 5: Services Procurement
Services Procurement
Procuring services
Services procurement is the

acquisition and engagement of external
resources to perform certain functions
or complete certain projects for an
organization.
There are many reasons why an

organization would use external service
providers, the most common being that
it has a business need that falls outside
of its core expertise. The organization
would then rely on an external provider
to deliver that particular service so that
the organization can remain focused on
its business.

Service categories
The manner in which an organization Information

engages with a service provider is Technology
driven in part by the category of service
that is required by the organization.
These service categories often

Finance Architecture
indicate the type of industry that is being
engaged, or the type of work that is
being requested – such as IT services,
financial services, construction, or
dozens of other services. Advertising
Construction
Design

Engagement patterns
Engagement patterns indicate, in a

sense, how the service provider will
interact with the buyer.
Will it, for instance, be a short-term

project or a long-term, continuing
service? Will the provider be embedded
within the organization or remain
completely independent?
Engagement patterns define the

relationship between the buyer and the
service provider.

The statement of work (SOW)
The duties and expectations of the

service providers are actually managed Statement
by the terms of the statement of work of Work
– or SOW – the contract under which

they were engaged.
Statement Statement
of Work of Work
A statement of work prescribes, among

other things, what work will be done,
What you’re doing When you’re doing it
when, and what will result from that
work. Most services are directed by the
Statement
SOW rather than by any direct, day-to- Statement
of Work of Work
day involvement of the buyer.
Statement
of Work
What we get

Thank you.
open@sap.com
Follow all of SAP

warranty.
Unit 6: Services Procurement in SAP Fieldglass
Services Procurement in SAP Fieldglass
A services procurement process
Let’s run through one possible

workflow illustrating how to procure
and engage services in
SAP Fieldglass.
Note, this illustration represents just

one possible workflow. Every
organization that uses SAP Fieldglass
will utilize its own unique services
procurement workflow.

The project
WorkingNet has decided to redesign

a floor in their headquarters building
and include a brand-new state-of-the-
art data networking hub to be linked
to 500 workstations.
Mavis, who manages the data

networking department at
WorkingNet, will be overseeing the
buildout of the data hub workstations
using third-party vendors to help with
the project.
Mavis is working with Sheila to

determine how re:CrewIT will provide
the services necessary to build out
the data hub workstations.

Step 1: Create the SOW
Mavis initiates the creation of the

statement of work. She uses an
SOW
appropriate SOW template to begin

the process.
She will input the details of the

project, including the
▪ tasks,
▪ timeline,
▪ number of workers needed,
▪ deliverables, and
▪ costs,
among other details.

Step 2: Submit the SOW to vendors
Mavis has now defined everything on

the statement of work. She reviews
and submits it to re:CrewIT for review.
This gives her the opportunity to

review what has been entered and
make any corrections, if necessary.
SOW

Step 3: Vendor reviews/edits SOW
Sheila reviews the events (tasks)

defined by WorkingNet and notices
SOW
the cost of one of the events is too
low. She thinks Mavis may have
accidentally added the incorrect
amount when creating the statement
of work.
So she edits the amount on the event

and submits the changes back to
Mavis for review.
SOW

Step 4: Buyer reviews edits to SOW
Mavis reviews the SOW to see if

re:CrewIT made any changes to the
SOW
statement of work, so she compares
versions. If she needs to, she can
make changes and propose those
back to re:CrewIT.
SOW
Mavis sees that re:CrewIT increased

the event amount to $75,000.00. She
double-checks her copy of the SOW
and realizes this is the correct amount.
No changes are necessary, so Mavis

submits the SOW to WorkingNet’s
approvers.

Step 5: Buyer approvers review SOW
The statement of work is routed

through all approvals at WorkingNet,
starting with approval by Brian at the
Program Management Office.
SOW

Step 6: Supplier approves and adds worker(s)
When the statement of work is fully

approved by WorkingNet, it goes back
to re:CrewIT for a final review and
acceptance.
Sheila accepts the SOW. Because

she has accepted the terms, she can
no longer edit the SOW.
However, she can still add workers,

and since she has the perfect project
SOW
manager (PM) lined up for this

project, she adds him to the SOW.
She includes all the required details

for the PM, including the rates for his
services.

Step 7: Buyer approves worker(s)
Mavis reviews the proposed project

manager’s information and thinks he
SOW
is a good fit, so she approves him.

Step 8: Worker registers in SAP Fieldglass
Now that Mavis has approved the PM,

he will receive an email to register in
SAP Fieldglass.
During this time, if WorkingNet has

any onboarding activities that are
configured for services workers, such
as badging or background checks,
they would be initiated in the SAP
Fieldglass application as well.

Step 9: Worker submits time and expenses
After the project manager registers in

SAP Fieldglass, he can enter his time
worked. The time sheet entry process
looks the same for services workers
as it does for contingent workers.
Because the PM is working under the

SOW, when he submits his
timesheet, it is automatically
approved and an invoice is auto-
generated by the application.

Step 10: Supplier completes milestone
Two weeks later, the buildout of

WorkingNet’s workstations is well
underway. In fact, they are 50%
complete!
As per the statement of work, this

milestone triggers a payment to
re:CrewIT. Sheila marks this event
complete in SAP Fieldglass.

Step 11: Buyer approves milestone
Mavis has been keeping a close eye

on the workstation setup and is
delighted that re:CrewIT is delivering
on time. She is notified that Sheila
has marked the 50% event complete
in SAP Fieldglass.
She approves the event.

Step 12: Supplier is paid
An invoice is automatically created in

SAP Fieldglass so that WorkingNet
can pay re:CrewIT for the services
rendered.

Thank you.
open@sap.com
Follow all of SAP

warranty.
Unit 7: Worker Profile Management in SAP Fieldglass
Worker Profile Management in SAP Fieldglass
Procuring services
A profile worker is a worker who is

entered into SAP Fieldglass for tracking
purposes only. No job postings, work
orders, invoices, or SOWs are attached
to the profile worker.
A worker profile is created in SAP

Fieldglass to accommodate workers
who may perform a service for that
organization but are not contracted,
managed, or paid by that organization.
PROFILE
Worker

Worker Profile Management in SAP Fieldglass
Example of procuring services
A common example is a worker who is

hired by the management of an office
building to clean a building of which a
company is a tenant.
The company must provide access to

the company's offices in order for them
to be cleaned. The company would then
create a worker profile in SAP
Fieldglass in order to provide that
access, as well as to track when the
cleaning crew was in the office.

Thank you.
open@sap.com
Follow all of SAP

warranty.

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This Is SAP Fieldglass

Unit 1: Staffing and Services Procurement

A BUYER is an organization that is

For example, WorkingNet wants to

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2

A SUPPLIER is an organization that

For example, re:CrewIT provides Joe to

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 3

A WORKER is the person engaged to

For example, Joe is provided by

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 4

Workers can be further classified

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 5

For instance, if the buyer wants a

But this doesn’t mean that the worker is

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 6

Now if the buyer wants to hire a worker

In that case, the worker is engaged as a

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 7

© 2020 SAP SE or an SAP affiliate company. All rights reserved.

A vendor management system (VMS)

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2

A VMS centralizes supplier and worker

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 3

© 2020 SAP SE or an SAP affiliate company. All rights reserved.

Specific to SAP Fieldglass, it governs

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 3

The Program Management Office –

The PMO is responsible not only for

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 5

The managed service provider – or

Companies that do not want to manage

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 6

© 2020 SAP SE or an SAP affiliate company. All rights reserved.

Let’s run through one possible

Note this illustration represents just

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 2

The first thing Mavis must do to fill

to post the position as being POSTING

To do that, Mavis creates a job

These templates consist of job duty

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 3

Once the job is posted in SAP

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 4

When the position is approved, the

These suppliers, like re:CrewIT,

interview potential candidates, and

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 5

Brian at the PMO then reviews the

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 6

Mavis selects candidates to interview.

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 7

Mavis decides she wants to hire Joe,

engineer, so she creates a work ORDER

order for Joe.

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 8

The work order is routed again to

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 9

Once the work order has received all

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 10

Joe is then directed to register in

© 2020 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 11

Joe then uses SAP Fieldglass to