Worker or Work Item Closure Requirements:

Closure refers to finalizing or ending a worker's engagement or completing a work item in SAP Fieldglass.

Mandatory Details for Closure:

Defined Reason:The system requires a predefined reason code for tracking and auditing purposes.

Closure Date:A specific end date must be provided to indicate when the worker or work item engagement terminates.

Non-Mandatory Details:

Supervisory Approval:While approvals may be part of workflow setups, they are not a mandatory step for closure.

Specific Comments:Comments are optional and depend on organizational policy.

References:SAP Fieldglass Workflow Management – Worker Closure Requirements

Work Order Overview:

In SAP Fieldglass, aWork Orderis a structured dataset that contains all relevant information for a specific assignment, contract, or engagement.

It includes key details such as job description, rates, duration, worker information, and approval workflows.

Purpose:

It acts as the central document for managing the terms of an engagement between the buyer organization and the worker (via the supplier).

Ensures transparency and compliance with organizational and legal requirements.

References:SAP Fieldglass – Work Order Overview

Approval Group Requirements

A. Approval Groups for each currency: This ensures compliance with financial policies specific to regional or currency differences.

D. Approval Groups for different modules: Each SAP Fieldglass module (e.g., Contingent Workforce or Services Procurement) requires dedicated Approval Groups due to unique workflows.

Excluded Options

B. The same Approval Group for multiple modules: This is not recommended as modules have distinct transaction types and workflows.

C. Specific Users must be assigned: While users are crucial, this is not a mandatory configuration requirement for creating Approval Groups.

Reference

SAP Fieldglass documentation: "Approval Groups – Configuration and Best Practices."

Use of Invoiced Time/Expense Sheets

A. Buyers run Reports or download the Invoices to process payments externally: Most buyers use external financial systems to process payments based on reports or downloaded invoices.

B. Buyers consolidate the Invoices to create bulk Supplier invoices: Consolidation allows efficient management of multiple expenses into a single invoice for payment.

Excluded Options

C. Invoices are used to calculate tax adjustments within SAP Fieldglass: SAP Fieldglass does not typically handle detailed tax adjustments directly.

D. Buyers submit payments in SAP Fieldglass to Suppliers for the generated Invoices: Payments are processed externally, not directly through SAP Fieldglass.

Reference from SAP Fieldglass Documentation

Refer to "Invoice Management and Reporting" for detailed use cases.

Worker Pay Type Configuration

Worker Pay Type defines rates based on the type of worker selected for a position.

This ensures that pay structures align with worker classifications, such as hourly, salaried, or project-based rates.

Excluded Options

B. Unit Type: Relates to units of work (e.g., hours, days), not worker-specific rates.

C. Labor Type: Categorizes labor but does not directly control rates.

D. Contingent Type: Governs workflow and templates, not rate structures.

Reference

SAP Fieldglass documentation: "Configuring Worker Pay Types and Rates."

Default Scheduling Limits:

SAP Fieldglass allows a maximum of 25 scheduled reports per company by default.

Increasing the Limit:

To increase this limit, a request must be made to theSAP Fieldglass Support Teamvia a support ticket.

This ensures the system's performance is not impacted and the requested change aligns with SAP's best practices.

Non-Applicable Options:

Configuration changes (via the Dashboard, Upload Connector, or Admin Menu) do not provide the functionality to adjust report scheduling limits.

References:SAP Fieldglass Support Documentation – Report Configuration

Setting Program Office Contact Details

TheEmail Message Templateallows administrators to include Program Office contact details in the footer of all automated emails sent by SAP Fieldglass.

This ensures consistent communication and provides recipients with a direct point of contact.

Excluded Options

B. Program Office User's Account: User account settings do not control footer content in messages.

C. Home Page Announcement: This is for displaying messages on the platform's homepage, not in emails.

D. Message Center: Used for in-platform messaging, not email communication.

Reference

SAP Fieldglass documentation: "Customizing Email Message Templates."

Program Office Assisted Workflow Overview:

This workflow involves collaboration between the Program Office and the Job Posting Creator to complete and submit a job posting.

Steps in Workflow:

TheProgram Officecompletes theSetuppage, which includes basic job details and initial configuration.

TheJob Posting Creatorthen finalizes the job posting by completing the remaining details and submitting it for approval.

Purpose:

Enables shared responsibility and ensures compliance with organizational hiring policies.

References:SAP Fieldglass Workflow Configuration – Program Office Assisted Workflow

Work Order Lifecycle

Once a Work Order is activated, the job seeker associated with the order receives an invitation to register in SAP Fieldglass.

This step initiates onboarding, allowing the worker to access relevant tools and functionalities within the platform.

Excluded Options

A. The Work Order is pending action from the buyer: At the Activated status, no action is pending from the buyer.

C. The Worker is now automatically registered and can enter Time and Expense Sheets: Registration requires the worker to accept the invitation.

D. The Work Order is pending action from the Supplier: Supplier actions are completed before activation.

Reference

Refer to the "Work Order Lifecycle" section in SAP Fieldglass documentation for detailed process steps.

Discount Method and MSP Fee:

TheDiscount Methodcalculates the Managed Service Provider (MSP) fee by applying a discount directly to theBuyer Bill Rate(the rate billed to the buyer).

Impact on Fees:

The buyer pays a reduced rate (discounted amount) because the MSP fee is deducted. This ensures accurate billing while reflecting the fee adjustments.

Non-Applicable Options:

The fee is not subtracted from the Pay Rate or Supplier Bill Rate, as these are not directly tied to the Discount Method for calculating MSP fees.

References:SAP Fieldglass Billing – MSP Fee Calculation Methods

Job Posting Template Overview:

AJob Posting Templateprovides a standardized framework for creating job postings for contingent workers.

It predefines the fields, rules, and configurations available for creating contingent requests, ensuring consistency across job postings.

Purpose:

Facilitates efficient creation of job postings by removing the need to input repetitive information manually.

Ensures compliance with organizational hiring policies and requirements.

References:SAP Fieldglass Job Posting Guide – Job Posting Template Configuration

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Purpose of Transaction ID

TheTransaction IDis a unique identifier assigned to each integration transaction in SAP Fieldglass.

It ensures seamless tracking and differentiation between multiple integrations, especially in cases where several processes are triggered simultaneously.

Excluded Options

A. Client Message: Refers to specific integration messages, not unique identifiers.

B. Server Status: Indicates the operational status, not a distinguishing factor for transactions.

D. Initiator: Refers to the user or system triggering the process, not a unique identifier.

Reference

SAP Fieldglass documentation: "Integration Management – Understanding Transaction IDs."

Steps in Building a Full Rate Structure

After creating individual Rates, the next step is to group them intoRate Groupsto facilitate their application across workflows and Time Sheets.

Rate Groups ensure logical organization and alignment with job postings or contingent engagements.

Excluded Options

A. Create Rate Grid: This follows the creation of Rate Groups.

C. Create Worker Pay Type: Pay Types are part of earlier configuration stages.

D. Create Rate Category: Categories are predefined and precede rate creation.

Reference

SAP Fieldglass documentation: "Rate Structures – Best Practices for Configuration."

Automatic Allocation of Overtime in Time Sheets:

ARate Scheduledefines how different types of rates (e.g., standard, overtime, double-time) are applied based on working hours.

By setting thresholds (e.g., 40 hours/week), the system automatically applies the overtime rate to any excess hours.

Configuration Steps:

Navigate toAdmin > Rate Management > Rate Schedules.

Define standard and overtime rates, and configure thresholds for when overtime applies.

References:SAP Fieldglass Time Sheet and Rate Management – Overtime Configuration

Role-Based Permission Assignment:

In SAP Fieldglass, user roles are mapped to workflows and determine the permissions assigned to users.

Roles (e.g., Buyer, Approver, Supplier Contact) are configured during system setup based on organizational needs.

How Permissions Are Assigned:

When a user is assigned to a specific role, their permissions are automatically aligned to the role’s predefined attributes.

Permissions define what the user can view, edit, or approve within the system.

Role Setup Process:

Administrators configure workflows and assign roles during the implementation or user onboarding process.

Changes to roles or permissions can be made via theAdmin > User Accountssection.

References:SAP Fieldglass Configuration Guide – User Role Management