Uw quality manual management procurement by ABMLQ

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Unified Workforce Quality Manual Management, Procurement QMS Control Number: QMS-ABM-0005f Version 1.3 March 2015 Developed by: ABM Learning and Quality

Unified Workforce Quality Manual Management, Procurement φτυω 3.6 Management, Procurement

Description: Ability to procure and account for materials while working within UW field work activities. Under the hood a PO Proxy has been built to allow multiple purchasing systems the ability to integrate with the UW platform. Purpose: From Field Work Activity and while in a work order, a worker can view all vendors in the area using geo coded locations in Bing Maps. The decision of picking which vendor to use can be made simple based on their standing, the ranking of which is evident through color coded indicators. Functions: Color coded supplier map ranking

Purchasing summary view (by office)

Compelled collaboration

Supplier groups/forums engagement

Competitive framework, supplier

Supplier ranking (cost, proximity, standing)

Dynamic BI, procurement activity intelligence (individual)

UW standing inputs, 39 (PO management)

Dynamic BI, procurement activity intelligence (team)

http://www.abmlq.com/uwpoints

Unified Workforce Quality Manual Management, Procurement φτυω 1.

Color coded supplier map ranking Material suppliers are sent from GEP in a cost based rank order. Once they hit UW this ranking is combined with their community points to establish their position as good, fair, poor. When using a map feature these partners will appear on the map as green (good), yellow (fair) and poor (red) indicators.

Compelled collaboration Field, Office and Client roles are all encouraged to gain points by consuming and/or contributing points of information. Our material supplier partners are strongly encouraged as these points represent the majority of points opportunities which will determine their positioning as good, fair or poor in the field users view.

Competitive framework, supplier (materials) As with the competitive frameworks for local labor and peer to peer the suppliers are assessed in the same manner. However, the impact for a supplier is considerably different. As the procurement system provides the possible suppliers for material requests they pass over to UW where they are combined with the suppliers community score (standing). The result produces a "good-fair-poor" ranking for the field user to choose. Good provides positive field user points, poor provides negative field user points.

Dynamic BI, Procurement activity intelligence (individual) An individual can see what is pending approval, been purchased or in process.

Dynamic BI, Procurement activity intelligence (team) An office person can see what is pending approval, been purchased or in process for all field employees associated to the office.

Purchasing summary view (by office) Similar to the labor summary view, this view, provided from the PO management module, allows the office to see purchasing information for all field employees associated to the office.

Supplier groups / forums engagement ABMLQ.com provides an environment for material and labor suppliers to collaborate with UW members. These interactions all count towards community points and influence the display of suppliers as good, fair, poor when the field requests materials. Please note that field service personnel are incentivized with community points to choose material suppliers in the "good" grouping.

Supplier ranking (cost, proximity, standing) Material suppliers are sent from GEP in a cost based rank order. When the list of candidate suppliers are sent back to UW based on the user request, they take the cost based sorting and add immediate points for proximity (supplier to current active work activity) and community points. The result produces a "good-fair-poor" ranking for the field user to choose. Good provides positive field user points, poor provides negative field user points.

UW standing inputs, 39 (PO mgmt.) | see all inputs: http://www.abmlq.com/uwpoints Community standing points, which may be viewed in the information bar (upper right), are constantly being updated. Hundreds of inputs contribute events which have positive or negative total points impact. Outside of the psychological impact of community viewed points, users compete for position and the UW hopper based work activity favors those with the highest standing (as measured by their UW points). Community standing events are dependent upon input variables pulling from UW native and connected UW environments.

CONTROLLED DOCUMENT: WI-ABM-1116

QMS STANDARDS

BUSINESS UNIT:

ABM 551 Fifth Avenue, Suite 300, New York, NY 10176

STANDARD TYPE:

Work Instruction

PROCEDURE TITLE: UW Procurement Management â&#x20AC;&#x201C; Onboarding

AREA: Operations TYPE OF PROCEDURE:

Profile Customer

DOCUMENT NUMBER: WI-ABM-1116 REVISION: 1.1

PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE

Released 03/09/15 03/09/15

UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0 PURPOSE/SCOPE The Procurement Management component in UW gives the ability to procure and account for materials while working within UW field work activities. A Purchase Order Management Proxy (expedites integration work) has been built to allow multiple purchasing systems the ability to integrate with the UW platform. ABM leverages procurement and procure to pay platforms. These systems are integrated with UW and the PO Proxy to facilitate materials procurement during the work activity cycle. This Work Instruction (WI) defines the onboarding process for the primary users of Procurement Management: x Vendors that provide labor, materials or both x Field Worker x Office Worker 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES x x x

It is the responsibility of all participants of UW and Procurement Management to read, understand and abide by the provisions of this WI. It is the responsibility of managers from locations or divisions that will implement the use of UW to read and abide by the provision of this WI. It is the responsibility of the UW Support Team to ensure the validity and effectiveness of the configuration process.

2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Vice President of Learning and Quality is the point of escalation for all matters contested or inquired upon this WI.

Procedure Title: Procurement Management Onboarding

Page 1 of 6

CONTROLLED DOCUMENT: WI-ABM-1116

QMS STANDARDS

3.0 PROCEDURE (SOP OR WI STEPS) 3.1 PROCUREMENT AND FIELD WORK ACTIVITY The ability to procure materials and/or labor while on a work activity and associate procured materials to a specific equipment is a powerful, efficient and practical feature that users can leverage from the Procurement Management component of UW. While in a work activity (via the UW Field work activity component), a worker can view all vendors in the area using geo coded locations displayed within the activity. The decision of picking which vendor to use can be made simple based on their standing, the ranking of which is evident through color coded indicators. Therefore, the use of the Procurement Management component for the field is possible through Field Work Activity. Office workers may access the procurement management component via a tile on various UW screens based on their role. This also means that the onboarding and configuration processes for Procurement Management begins with Field Work Activity. See Section 5.0 to read the following work instructions for additional information on Procurement and Field Work Activity: x WI-ABM-1117 UW Procurement Management Configuration x WI-ABM-1118 UW Procurement Management Usage and Adoption x WI-ABM-1108 UW Field Work Activity Onboarding x WI-ABM-1111 UW Field Work Activity Configuration x WI-ABM-1109 UW Field Work Activity Usage and Adoption 3.2 VENDOR ONBOARDING VIA P2P OR MRO SPEND The onboarding process for vendors is based on the origin of their initial participation in the network of ABM vendors. x Internal – vendors providing materials to ABM employees; they are onboarded via Procure to Pay (P2P) which is the ABM eProcurement system x External – franchisees and subcontractors that provide services or labor to the service network; they are onboarded via MRO Spend 3.3 VENDOR TYPES There are three types of vendors who can participate in UW based on what they can provide to ABM and its clients: x Labor x Material x Labor and Material The vendor type is easily identified by the UW user with a distinguishing icon in the user interface: Labor Material Labor and Material 3.4 VENDOR PROFILE a. Primary Vendor Data – is managed (add, edit, delete) in the UW Admin Portal and includes: x Vendor ID (automatically assigned) x Name x Type x Address, City, State and Zip x Country x Phone x Email Procedure Title: Procurement Management Onboarding

Page 2 of 6

CONTROLLED DOCUMENT: WI-ABM-1116

x x

QMS STANDARDS

Description Hours

b. Secondary Vendor Data – is also managed and configured in the UW Admin Portal, includes: x Certificate of Insurance x Contractor License x Certifications x Security Clearance x Pensioner x Union Affiliation x Specialized PPE x Service Tools See WI-ABM-1117 Procurement Management Configuration in Section 5.0 to learn more about the configuration process. 3.5 ONBOARDING PROCESS The onboarding process for the use of the Procurement Component of UW begins in external applications based on the vendor’s initial entry point (see section 3.1 above). STEP

WHAT

WHEN

COMPETENCY (WHO) New or first time users (field/office/ client) of UW

UW users are onboarded into UW

Prior to initial use

UW users are onboarded into Field Work Activity Vendor is onboarded into P2P or MRO Spend

Prior to initial use

Vendor data is automatically read

System

Vendor address is automatically converted to a GEO code Ensure end user enables the “use of current location” feature to access geo-location service

As data is passed through to UW As data is passed through to UW If user’s device has GPS

UW Support Team Field Worker Office Worker

Dependent on whether internal or external

Procedure Title: Procurement Management Onboarding

New or first time users (field/office/ client) of UW Vendor

System

HOW (TOOLS) General Onboarding: http://www.abmlq.com/wiabm1102 Location Onboarding: http://www.abmlq.com/wiabm1103 Individual Onboarding: http://www.abmlq.com/wiabm1104 Field Work Activity Onboarding: http://www.abmlq.com/wiabm1108

See Section 3.1 above

http://www.abmlq.com/pages/mrosp end.aspx http://www.abmlq.com/abmp2p See Reference Documents: http://www.abmlq.com/wiabm1116a http://www.abmlq.com/wiabm1116b

This will provide the Bing Map User Interface to easily pinpoint available vendors in the area If user’s device does not have GPS, UW will recognize the zip code of the user’s address of current or last work activity

Page 3 of 6

CONTROLLED DOCUMENT: WI-ABM-1116

Deliver end user training to field, office and client workers Log into UW

QMS STANDARDS

Prior to initial use of Procurement Management To use UW and its components

UW Support Team

Enroll in TLS Course | Operations | Procurement

End Users

Log into UW: https://unifiedworkforce.abm.com QuickTip: http://www.abmlq.com/firstuwlogin

5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME QMS-ABM-0005 UW Quality Manual WI-ABM-1117 UW Procurement Management Configuration WI-ABM-1118 UW Procurement Management Usage and Adoption WI-ABM-1122 GEP Onboarding WI-ABM-1123 EqualLevel Onboarding WI-ABM-1102 UW General Onboarding WI-ABM-1103 UW Location Onboarding WI-ABM-1104 UW Individual Onboarding WI-ABM-1108 UW Field Work Activity Onboarding Vendor Documentation: Requirements Vendor Documentation: Design Document

Procedure Title: Procurement Management Onboarding

LOCATION http://www.abmlq.com/qmsabm0005 http://www.abmlq.com/wiabm1117 http://www.abmlq.com/wiabm1118 http://www.abmlq.com/wiabm1122 http://www.abmlq.com/wiabm1123 http://www.abmlq.com/wiabm1102 http://www.abmlq.com/wiabm1103 http://www.abmlq.com/wiabm1104 http://www.abmlq.com/wiabm1108 http://www.abmlq.com/wiabm1116a http://www.abmlq.com/wiabm1116b

Page 4 of 6

CONTROLLED DOCUMENT: WI-ABM-1116

QMS STANDARDS

6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE QuickTip: Logging into UW

LOCATION http://www.abmlq.com/firstuwlogin

7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS MRO Spend Procure to Pay/P2P Unified Workforce

LOCATION http://www.abm.com/pages/mrospend.aspx http://www.abmlq.com/abmp2p https://unifiedworkforce.abm.com

8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)

1.1 03/09/15 03/06/15

DOCUMENT AUTHOR: Melissa Cipriani; Greg Lush

DOCUMENT MANAGER: Melissa Cipriani

REASON FOR CHANGE:

Revision 1.0 1.1

SECTION / PARAGRAPH CHANGED All All

CHANGE MADE

Initial Entry Prepare for release

Procedure Title: Procurement Management Onboarding

DATE OF REVISION MM/DD/YY 01/21/15 03/09/15

Page 5 of 6

CONTROLLED DOCUMENT: WI-ABM-1116

QMS STANDARDS

9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS

The following roles must be notified whenever this WI is revised and rereleased.

ABMLQ, Senior Vice President ABMLQ Team UW Support Team UW Deployment

10.0

APPROVALS

PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM

SECOND APPROVER NAME: MATT SEXTON BUSINESS UNIT: ABM

THIRD APPROVER NAME: MIKE WALKER BUSINESS UNIT: ABM

TITLE: SENIOR VP, LEARNING & QUALITY TITLE: UW DEPLOYMENT TITLE: PROG DIRECTOR, EMERGING INNOVATIONS SIGNATURE: ELECTRONIC APPROVAL SIGNATURE: ELECTRONIC APPROVAL SIGNATURE: ELECTRONIC APPROVAL

DOCUMENT HISTORY SECTION: Document Created on 01/21/15 by Melissa Cipriani Document Modified on 03/09/15 by Melissa Cipriani

Procedure Title: Procurement Management Onboarding

Page 6 of 6

CONTROLLED DOCUMENT: WI-ABM-1117

QMS STANDARDS

BUSINESS UNIT:

ABM 551 Fifth Avenue, Suite 300, New York, NY 10176

STANDARD TYPE:

Work Instruction

PROCEDURE TITLE: UW Procurement Management â&#x20AC;&#x201C; Configuration

AREA: Operations TYPE OF PROCEDURE:

Needs Assessment

DOCUMENT NUMBER: WI-ABM-1117 REVISION: 1.1

PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE

Released 03/09/15 03/09/15

UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0 PURPOSE/SCOPE The Procurement Management component in UW gives the ability to procure and account for materials while working within UW field work activities. A Purchase Order Management Proxy (expedites integration work) has been built to allow multiple purchasing systems the ability to integrate with the UW platform. ABM leverages procurement and procure to pay platforms. These systems are integrated with UW and the PO Proxy to facilitate materials procurement during the work activity cycle. This Work Instruction (WI) defines the configuration process for the use of Procurement Management in UW. 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES x x x

2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Vice President of Learning and Quality is the point of escalation for all matters contested or inquired upon this WI.

Procedure Title: Procurement Management Configuration

Page 1 of 7

CONTROLLED DOCUMENT: WI-ABM-1117

QMS STANDARDS

Purchasing summary view (by office)

Compelled collaboration

Supplier groups/forums engagement

Competitive framework, supplier

Supplier ranking (cost, proximity, standing)

Dynamic BI, procurement activity intelligence (individual)

UW standing inputs, 39 (PO management)*

Dynamic BI, procurement activity intelligence (team) See Section 5.0 to view the definitions of each feature in QMS-ABM-0005 UW Quality Manual.

* See all UW standing points here:

http://www.abmlq.com/uwpoints

Feature

Function

Configuration/Review Steps

Color coded supplier map ranking

Material suppliers are sent from GEP in a cost based rank order. Once they hit UW, this ranking is combined with their community points to establish their position as good, fair, poor. When using a map feature these partners will appear on the map as green (good), yellow (fair) and poor (red) indicators

For initial UW implementations, review the color coded legend and the points calculations to ensure the logic is agreed upon by the organization. For ongoing implementations at ABM, review the logic of the UW standing points: http://www.abmlq.com/uwpoints

Competitive framework, supplier

Field, Office and Client roles are all encouraged to gain points by consuming and/or contributing points of information. Our material supplier partners are strongly encouraged as these points represent the majority of pointsâ&#x20AC;&#x2122; opportunities which will determine their positioning as good, fair or poor in the field users view.

Same as above

Procedure Title: Procurement Management Configuration

Page 2 of 7

CONTROLLED DOCUMENT: WI-ABM-1117

QMS STANDARDS

Supplier groups/forum engagement

ABM uses ABMLQ.com to provide an environment for material and labor suppliers to collaborate with UW members. These interactions all count towards community points and influence the display of suppliers as good, fair, poor when the field requests materials. Please note that field service personnel are incentivized with community points to choose material suppliers in the "good" grouping.

For initial implementations of UW, organizations must review and decide if the use of a collaborative forum provider will be leveraged; for ongoing implementations within ABM, all UW members are automatically added as members of abmlq.com

Supplier ranking (cost, proximity, standing)

Material suppliers are sent from GEP in a cost based rank order. When the list of candidate suppliers are sent back to UW based on the user request, they take the cost based sorting and add immediate points for proximity (supplier to current active work activity) and community points. The result produces a "good-fair-poor" ranking for the field user to choose. Good provides positive field user points, poor provides negative field user points.

For initial UW implementations, review the points calculations to ensure the logic is agreed upon by the organization. For ongoing implementations at ABM, review the logic of the UW standing points: http://www.abmlq.com/uwpoints

UW standing inputs, 39

Community standing points, which may be viewed in the information bar in UW (upper right), are constantly being updated. Hundreds of inputs contribute events which have positive or negative total points impact. Outside of the psychological impact of community viewed points, users compete for position and the UW hopper based work activity favors those with the highest standing (as measured by their UW points). Community standing events are dependent upon input variables pulling from UW native and connected UW environments.

3.3 PROCURE TO PAY (P2P) OR MRO SPEND The configuration process begins with the onboarding process for vendors, which is based on the origin of their initial participation in the network of ABM vendors. x Internal â&#x20AC;&#x201C; vendors providing materials to ABM employees; they are onboarded via Procure to Pay (P2P) or the eProcurement system x External â&#x20AC;&#x201C; franchisees and subcontractors that provide services or labor to the service network; they are onboarded via MRO Spend 3.4 ADMIN PORTAL CONFIGURATION The configuration of all UW components including Procurement Management takes place in the UW Admin Portal. It is where configuration for the UW platform is managed, adjusted and displayed. This administrative interface eliminates the use of third party partners to make adjustments or configure certain settings in the platform. Office (where service is administered), entity, and performance components are all available via the Admin Portal. For example: Office - distance where the UW Queue filters available labor resources.

Procedure Title: Procurement Management Configuration

Page 3 of 7

CONTROLLED DOCUMENT: WI-ABM-1117

QMS STANDARDS

For an initial configuration of Procurement Management of an organizational implementation, the following items must be reviewed and configured – see Section 5.0 to review design documents: POM Geocoding Rest URL

Bing Map API URL

Icon for Labor

Bing Map API Key

Icon for Material

POM Geocoding API Key

Geocoding Nearby Zip URL

Icon for Labor and Material

POM Geocoding Maximum # of Addresses

Geocoding Zip Lookup URL

Icon for Current Location

3.5 VENDOR PROFILE The vendor data that is passed through from P2P or MRO Spend include the following; this is where the configuration process begins as data is sent to UW. a. Primary Vendor Data – is managed (add, edit, delete) in the UW Admin Portal and includes: x Vendor ID (automatically assigned) x Name x Type x Address, City, State and Zip x Country x Phone x Email x Description x Hours b. Secondary Vendor Data – is also managed and configured in the UW Admin Portal, includes: x Certificate of Insurance x Contractor License x Certifications x Security Clearance x Pensioner x Union Affiliation x Specialized PPE x Service Tools 3.6 CONFIGURATION PROCESS STEP

WHAT

Vendor is onboarded via P2P or MRO Spend

Vendor data is automatically read

Vendor address is automatically converted to a GEO code

WHEN Dependent on whether internal and/or external As data is passed through to UW As data is passed through to UW

Procedure Title: Procurement Management Configuration

COMPETENCY (WHO) Vendor

HOW (TOOLS) P2P Onboarding: http://www.abmlq.com/wiabm1122 MRO Spend Onboarding: http://www.abmlq.com/wiabm1123

System

See Reference Documents: http://www.abmlq.com/wiabm1116a http://www.abmlq.com/wiabm1116b

System

This will provide the Bing Map User Interface to easily pinpoint available vendors in the area

Page 4 of 7

CONTROLLED DOCUMENT: WI-ABM-1117

Review and make adjustments to the features listed in Section 3.2 above Review and make adjustments to the POM Configuration Attributes Review and enter all types of licenses and certifications that could be associated to all vendors

QMS STANDARDS

During configuration process

UW Support Team

Section 3.2 above UW Admin Portal | POM | POM Configuration

During configuration process

UW Support Team

See Section 3.4 above UW Admin Portal | POM | POM Configuration Attribute

During configuration process

UW Support Team Location Supporters or Subject Matter Experts

UW Admin Portal | POM | NOC Attribute Mapping

4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE LEXICON LIBRARY LINK: LEXICON LIBRARY TERM ABM LQ, Learning and Quality API, Application Program Interface Bing Map GPS, Global Positioning System MRO Spend NEBB, National Environmental Balancing Bureau OSHA, Occupational Safety and Health Administration P2P, Procure to Pay URL, Uniform Resource Locator UW, Unified Workforce WI, Work Instruction

LOCATION http://www.abmlq.com/qmsabm0005 http://www.abmlq.com/wiabm1117 http://www.abmlq.com/wiabm1118 http://www.abmlq.com/wiabm1122 Page 5 of 7

CONTROLLED DOCUMENT: WI-ABM-1117

QMS STANDARDS

DOCUMENT NAME WI-ABM-1123 EqualLevel Onboarding WI-ABM-1102 UW General Onboarding WI-ABM-1103 UW Location Onboarding WI-ABM-1104 UW Individual Onboarding WI-ABM-1108 UW Field Work Activity Onboarding Vendor Documentation: Requirements Vendor Documentation: Design Document

LOCATION http://www.abmlq.com/wiabm1123 http://www.abmlq.com/wiabm1102 http://www.abmlq.com/wiabm1103 http://www.abmlq.com/wiabm1104 http://www.abmlq.com/wiabm1108 http://www.abmlq.com/wiabm1116a http://www.abmlq.com/wiabm1116b

6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE

LOCATION

7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS MRO Spend Procure to Pay (P2P) Unified Workforce

LOCATION http://www.abm.com/pages/mrospend.aspx http://www.abmlq.com/abmp2p https://unifiedworkforce.abm.com

8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)

1.1 03/09/15 03/06/15

DOCUMENT AUTHOR: Melissa Cipriani; Greg Lush

Procedure Title: Procurement Management Configuration

DOCUMENT MANAGER: Melissa Cipriani

Page 6 of 7

CONTROLLED DOCUMENT: WI-ABM-1117

QMS STANDARDS

REASON FOR CHANGE:

Revision 1.0 1.1

SECTION / PARAGRAPH CHANGED All All

CHANGE MADE

Initial Entry Prepare for release

DATE OF REVISION MM/DD/YY 01/21/15 03/09/15

9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS

The following roles must be notified whenever this WI is revised and rereleased.

ABMLQ, Senior Vice President ABMLQ Team UW Support Team UW Deployment

10.0

APPROVALS

PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM

SECOND APPROVER NAME: MATT SEXTON BUSINESS UNIT: ABM

TITLE: SENIOR VP, LEARNING AND QUALITY TITLE: ABMLQ, UW DEPLOYMENT SIGNATURE: ELECTRONIC APPROVAL SIGNATURE: ELECTRONIC APPROVAL

THIRD APPROVER NAME: MIKE WALKER BUSINESS UNIT: ABM

TITLE: PROG DIR, EMERGING INNOVATIONS SIGNATURE: ELECTRONIC APPROVAL

DOCUMENT HISTORY SECTION: Document Created on 01/21/15 by Melissa Cipriani Document Modified on 03/09/15 by Melissa Cipriani

Procedure Title: Procurement Management Configuration

Page 7 of 7

CONTROLLED DOCUMENT: WI-ABM-1118

QMS STANDARDS

BUSINESS UNIT:

ABM 551 Fifth Avenue, Suite 300, New York, NY 10176

STANDARD TYPE:

Work Instruction

PROCEDURE TITLE: UW Procurement Management â&#x20AC;&#x201C; Usage and Adoption

AREA: Operations TYPE OF PROCEDURE:

Transition and Validation

DOCUMENT NUMBER: WI-ABM-1118 REVISION: 1.1

PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE

Released 03/09/15 03/09/15

UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0

PURPOSE/SCOPE The Procurement Management component in UW gives the ability to procure and account for materials while working within UW field work activities. A Purchase Order Management Proxy (expedites integration work) has been built to allow multiple purchasing systems the ability to integrate with the UW platform. ABM leverages procurement and procure to pay platforms. These systems are integrated with UW and the PO Proxy to facilitate materials procurement during the work activity cycle. The adoption of any solution that is new to its users is critical to realizing the value it provides. With UW and its components, such as Procurement Management, it is even more so. A concept that is new not only to ABM but to the Industry, can benefit from a deliberate process of compelling adoption. The advantage to using Procurement Management in conjunction with Field Work Activity in UW is once the momentum starts, the exponential realization of its value can propel and sustain its adoption. This Work Instruction (WI) defines the usage and adoption of Procurement Management.

2.0

RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES x x x

It is the responsibility of all participants of UW and Procurement Management to read, understand and abide by the provisions of this WI. It is the responsibility of managers from locations or divisions that use UW to read and abide by the provisions of this WI. It is the responsibility of the UW Support Team to ensure the validity and effectiveness of the processes defined in this WI.

Procedure Title: Procurement Management Usage and Adoption

Page 1 of 8

CONTROLLED DOCUMENT: WI-ABM-1118

QMS STANDARDS

2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Vice President of Learning and Quality is the point of escalation for all matters contested or inquired upon this WI. 3.0 PROCEDURE (SOP OR WI STEPS) 3.1 PROCUREMENT AND FIELD WORK ACTIVITY The ability to procure materials and/or labor while on a work activity and associate procured materials to a specific equipment is a powerful, efficient and practical feature that users can leverage from the Procurement Management component of UW. From Field Work Activity and while in a work order, a worker can view all vendors in the area using geo coded locations in Bing Maps. The decision of picking which vendor to use can be made simple based on their standing, the ranking of which is evident through color coded indicators. While the most powerful use of the procurement management component is realized from within a work activity; office personnel will gain access via a tile within the UW platform. See Section 5.0 to read the following work instructions for additional information on Procurement Management and Field Work Activity: x WI-ABM-1116 UW Procurement Management Onboarding x WI-ABM-1108 UW Field Work Activity Onboarding x WI-ABM-1109 UW Field Work Activity Usage and Adoption 3.2

USERS OF PROCUREMENT MANAGEMENT Any UW member with the appropriate rights can use Procurement Management in UW, namely: x

3.3

Field Worker â&#x20AC;&#x201C; a field worker can pick from multiple vendors displayed in Bing Map while in a work order, submit a purchase order for materials (or labor). Once the materials are sent to the vendor (within the procurement engine between requisition and PO) the materials are sent back to UW and populate the respective work activity. Office Worker â&#x20AC;&#x201C; an office worker can pick from multiple vendors displayed in Bing Map as a pro-active step to have the field worker pick up materials on his way to a jobsite and see purchasing information for all field employees associated to the office

ADOPTION User adoption means the acceptance and use of new systems, solutions or processes that are being implemented in an organization. Although technology plays a big part in the use of UW, adoption is much more than using its bells and whistles. The goal of user adoption within UW is to ensure the solution is effectively and consistently leveraged with its value realized and delivered in the course of its implementation and long-term use. 3.6.1

How do we achieve our user adoption goal?

Step

Application

Identify a familiar and well-defined support process

A common theme to user adoption at ABM is the use of our Evangelists, Advocates and Supporters Influence (EASI) Community. With UW, the identification of Solution Supporters is paramount to ensuring the users have a familiar colleague to guide them and sustain the momentum. Coupled with a well-defined support and notification process, the users should be able to help themselves with self-service resources as well as have access to live support when necessary. See Section 5.0 to view WI-ABM-1551 UW Support and Notifications for additional information. See Section 6.0 to learn more about the EASI Community/Program.

Procedure Title: Procurement Management Usage and Adoption

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CONTROLLED DOCUMENT: WI-ABM-1118

Minimize user issues with proper training and onboarding process

Provide visibility to usage metrics

3.6.2

QMS STANDARDS

Adoption starts at the beginning of a “project” or “implementation”, not at its completion. The production and availability of learning content before a single user logs into UW is going to ensure a well-prepared set of users. Our objective is to minimize any user issues during the implementation process and sustain the long-term use of the solution by compelling an outcome that will meet the needs of the users and their customers. This is only attainable with a proper training and onboarding process that is reinforced by the Solution Supporters and the UW Support team. See Section 5.0 to view WI-ABM-1119 Dynamic Work Activity Onboarding for additional information. Native to UW’s features is the ability to see how each user or location is performing. By design, the merit-based method that stems from a complex point system gives visibility to each user’s ability to participate in UW. This built-in algorithm defines the user’s community standing and thus, allows us to easily identify where additional reinforcement is needed. See Section 5.0 to view WI-ABM-1111 Field Work Activity Configuration and WI-ABM-1003 Unified Workforce Quality Review for additional information.

Practical application: There are a few things that can be put into practice to compel user adoption at different phases of the implementation at the location, divisional and organizational levels when using Procurement Management.

Phase

Level

Planning

Division

Application x x

Implementation

Location

Deployment

Location

x x x x x x

Post-Deployment

Location

x x x x

Stabilization

Location, Division and Organization

x x x x

Identify executive sponsor/key divisional personnel who can provide leadership at the divisional level Communicate the value and set of expectations to the division or service line personnel Identify Solution Supporters for each location Induct into EASI Program Deliver training to Solution Supporters Deliver orientation, training and onboarding to end users Reinforcement of training and support resources by UW Support Team and Solution Supporters Consider incorporation of UW Procurement Management usage into key performance indicators (KPIs) Monitor usage of Work Activity components by Solution Supporters based on native point system features Require the strict use of vendors that are only in P2P or MRO Spend and thus available through UW Coach those whose community standings may need improvement based on a location’s use of UW Consider incorporation of UW work activity usage into performance review process Communicate the 90-day performance; highlight the value derived from UW based on activity Provide visibility to performance metrics Conduct Quality Review and follow continuous improvement process If incorporated into KPIs or performance reviews, monitor performance and implement continuous improvement methods

3.4 VENDOR ONBOARDING VIA PROCURE TO PAY (P2P) OR MRO SPEND The onboarding process for vendors is based on the origin of their initial participation in the network of ABM vendors. x Internal – vendors providing materials to ABM employees; they are onboarded via P2P or the eProcurement system x External – franchisees and subcontractors that provide services or labor to the service network; they are onboarded via MRO Spend

Procedure Title: Procurement Management Usage and Adoption

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CONTROLLED DOCUMENT: WI-ABM-1118

QMS STANDARDS

3.5 VENDOR TYPES There are three types of vendors who can participate in UW based on what they can provide to ABM and its clients: x Labor x Material x Labor and Material The following icons identify the vendor type and other practical information while using Procurement Management in UW: Labor Materials Labor & Material Current Location Selected Vendor (for information) 3.6

VENDOR RANKING Color coded supplier map ranking - material suppliers are sent from P2P in a cost based rank order. Once they hit UW this ranking is combined with their community points to establish their position as good, fair, poor. When using a map feature, these partners will appear on the map as green (good), yellow (fair) and poor (red) indicators. To learn more about the UW standing inputs or UW points, visit this link: http://www.abmlq.com/uwpoints

3.7

USAGE OF PROCUREMENT MANAGEMENT 3.7.1

STEP

Field Worker WHAT

WHEN

COMPETENCY (WHO)

Log into UW: https://unifiedworkforce. abm.com

Start of work day

>Field Worker

Ensure “Use My Current Location” is enabled

If user’s device has GPS

>UW Support Team >Field Worker

Go to Field Work Activity

Start of work day

>Field Worker

HOW (TOOLS) Logging into UW the First Time: http://www.abmlq.com/firstuwlogin Using UW in Outline Mode: http://www.abmlq.com/uwoutlinem ode Using UW in HTML5: http://www.abmlq.com/uwhtml5mo de

Updates will be listed by “total users” and “active users” QuickTip re: My Role, Rhythm and Experience: http://www.abmlq.com/wiabm1109

Procedure Title: Procurement Management Usage and Adoption

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CONTROLLED DOCUMENT: WI-ABM-1118

STEP

WHAT

QMS STANDARDS

WHEN

COMPETENCY (WHO)

HOW (TOOLS) b

Click on work order for which activity is being performed Click left facing arrow (right side) to expose all charms; click “Nearby” charm to view all vendors in the area

To order parts or labor

>Field Worker

To order parts or labor

>Field Worker

Click “Parts” charm to submit PO for materials or labor Log out of Field Work Activity

To order parts or labor

>Office Worker

At the end of work day

>Field/Mobile Worker

Overview Video: http://www.abmlq.com/pomovervie w See Section 3.5 above to view legend for icons See Section 3.6 to read how vendors are ranked Overview Video: http://www.abmlq.com/pomovervie w

3.7.2 Office Worker The Office Worker can leverage the following Procurement Management features to easily manage costs associated to an equipment, a work order or their entire location. The logic for the Office Worker using UW is that their default industry/service pre-filters content within the procurement platforms to enhance their experience and speed. Some features can also encourage a collaborative culture within the location and organization. x

Dynamic BI, Procurement activity intelligence (individual) An individual can see what is pending approval, been purchased or in process

Dynamic BI, Procurement activity intelligence (team) An office person can see what is pending approval, been purchased or in process for all field employees associated to the office

Procedure Title: Procurement Management Usage and Adoption

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CONTROLLED DOCUMENT: WI-ABM-1118

QMS STANDARDS

4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE LEXICON LIBRARY LINK: LEXICON LIBRARY TERM Admin Portal EASI, Evangelists, Advocates and Supporters Influence Field Work Activity GPS, Global Positioning System MRO Spend Onboarding Procurement Management Procure to Pay (P2P) UW, Unified Workforce WOM, Work Order Management

5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME QMS-ABM-0005 UW Quality Manual WI-ABM-1116 UW Procurement Management Onboarding WI-ABM-1117 UW Procurement Management Configuration WI-ABM-1122 GEP Onboarding WI-ABM-1123 EqualLevel Onboarding WI-ABM-1102 UW General Onboarding WI-ABM-1103 UW Location Onboarding WI-ABM-1104 UW Individual Onboarding WI-ABM-1108 UW Field Work Activity Onboarding WI-ABM-1111 UW Field Work Activity Configuration WI-ABM-1109 UW Field Work Activity Usage and Adoption

Procedure Title: Procurement Management Usage and Adoption

LOCATION http://www.abmlq.com/qmsabm0005 http://www.abmlq.com/wiabm1116 http://www.abmlq.com/wiabm1117 http://www.abmlq.com/wiabm1122 http://www.abmlq.com/wiabm1123 http://www.abmlq.com/wiabm1102 http://www.abmlq.com/wiabm1103 http://www.abmlq.com/wiabm1104 http://www.abmlq.com/wiabm1108 http://www.abmlq.com/wiabm1111 http://www.abmlq.com/wiabm1109

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CONTROLLED DOCUMENT: WI-ABM-1118

QMS STANDARDS

6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE QuickTip: Logging into UW Video: Procurement Management Overview

LOCATION http://www.abmlq.com/firstuwlogin http://www.abmlq.com/pomoverview

7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS MRO Spend Procure to Pay (P2P) Unified Workforce

LOCATION http://www.abm.com/pages/mrospend.aspx http://www.abmlq.com/abmp2p https://unifiedworkforce.abm.com

8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)

1.1 03/09/15 03/06/15

DOCUMENT AUTHORS: Melissa Cipriani; Mike Walker; Greg Lush

DOCUMENT MANAGER: Melissa Cipriani

REASON FOR CHANGE:

Revision 1.0 1.1

SECTION / PARAGRAPH CHANGED All All

CHANGE MADE

Initial Entry Prepare for release

Procedure Title: Procurement Management Usage and Adoption

DATE OF REVISION MM/DD/YY 01/26/15 03/09/15

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CONTROLLED DOCUMENT: WI-ABM-1118

QMS STANDARDS

9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS PERSONNEL IN THESE ROLES MUST BE NOTIFIED WHEN THIS WI IS UPDATED OR RE-RELEASED: ABMLQ, Senior Vice President ABMLQ Team ABMLQ UW Support Team UW Solution or Location Supporters

10.0

APPROVALS

PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM

SECOND APPROVER NAME: MATT SEXTON BUSINESS UNIT: ABM

TITLE: SENIOR VP, LEARNING AND QUALITY TITLE: ABMLQ, UW DEPLOYMENT SIGNATURE: ELECTRONIC APPROVAL SIGNATURE: ELECTRONIC APPROVAL

THIRD APPROVER NAME: MIKE WALKER BUSINESS UNIT: ABM

TITLE: PROG DIR, EMERGING INNOVATIONS SIGNATURE: ELECTRONIC APPROVAL

DOCUMENT HISTORY SECTION: Document Created on 01/26/15 by Melissa Cipriani Document Modified on 03/09/15 by Melissa Cipriani

Procedure Title: Procurement Management Usage and Adoption

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