CONTROLLED DOCUMENT: WI-ABM-1112
QMS STANDARDS
BUSINESS UNIT:
ABM 551 Fifth Avenue, Suite 300, New York, NY 10176
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: ABM Service Network Contractor Onboarding
AREA: Operations TYPE OF PROCEDURE:
Profile Customer
DOCUMENT NUMBER: WI-ABM-1112 REVISION: 1.2
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
Released 03/25/15 03/25/15
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0 PURPOSE/SCOPE ABM’s Service Network (“ABMSN”) is the comprehensive collection of all service providers that perform, or could potentially perform, facility-related services for ABM clients under an ABM contract. These service providers include ABM Company-owned branches, ABM Franchises (i.e., TEGG and Linc Service), and nonaffiliated independent contractors. This Work Instruction is the internal process that focuses on the “Onboarding” of Contractors into the program. Initially, there are three levels of ABMSN membership: 1. Bronze 2. Silver 3. Gold Please read the Membership Tier Requirements document to understand the requirements for the Membership Levels: http://www.abmlq.com/wiabm1112a 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES
ABMSN team will ensure that 3rd party vendors who provide, or can provide, services for ABM and its clients will be vetted for proper contracts, minimum insurance coverage, and other essential paperwork needed for subcontracting. This process will help make qualified contractors available for dispatching and performance of work to any location, anywhere, at any time. The Senior Vice President of ABMSN is responsible for ensuring that participants of the ABMSN program comply with the provisions of this WI. The Program Manager of ABMSN is responsible for maintaining the accuracy of the provisions of this WI.
Procedure Title: ABMSN Contractor OnBoarding
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CONTROLLED DOCUMENT: WI-ABM-1112
QMS STANDARDS
2.2 APPROVAL / ESCALATION RESPONSIBILITIES
The Executive Vice President of ABM’s Service Network is the point of escalation for all matters contested and inquired upon within this WI.
3.0 PROCEDURE (SOP OR WI STEPS) The following steps enumerate the internal ABM process for the onboarding of contractors into the ABMSN program. 3.1 All Levels STEP 1.
WHAT Send welcome ABMSN information to potential contractor
WHEN Prior to contractor sign-up
COMPETENCY (WHO) ABMSN Program Manager; ABM Service Provider
HOW (TOOLS) Welcome Letter http://www.abmlq.com/wiabm11 12b
3.2 Bronze Level - Note: There is no charge for joining as a Bronze-level Member. Bronze level members are merely “locatable” by the ABM team for resources of potential work. STEP 2.
3.
4.
WHAT 1Initial Bronze-level . Member sign-up. Contractor goes to ABM.com/ServiceNetw ork and creates or updates their secure, online Profile. Optional, additional information submission
Contractor submits key documents into Platform. If in Bronzelevel, the documents are entered “voluntarily” by the Service Provider to enhance their Profile. The ABMSN team does not necessarily review nor validate any of the documents.
WHEN
COMPETENCY (WHO)
HOW (TOOLS)
Initial sign-up
Key contact at an independent contractor, or ABM Franchise, or an ABM branch (“Service Providers”).
Our online software mandates a certain number of “required” fields to complete the Bronzelevel profile entry.
When service provider wants to add information beyond just the minimum fields. When BronzeLevel contractor submits key documents into the Service Network software platform
Key contact at the Service Provider. Online data entry is the method.
Simple data entry fields in the online profile tool. Collateral and other documents can be uploaded by the Service Provider at all tier levels. ABMSN Platform - the Service Provider can upload: a. Collateral, contracts, certificates, etc. b. Multiple types can be loaded and expiration dates are required
Procedure Title: ABMSN Contractor OnBoarding
Service Provider
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CONTROLLED DOCUMENT: WI-ABM-1112
QMS STANDARDS
3.3 Silver Level – member level that is “ABM Ready” to be subcontracted for work at ABM clients. The submission of documents, fees, and engagement with the ABM Compliance Partner is reviewed and approved manually by either the SVP, VP, or Program Manager of ABM’s Service Network. Moving up to Silver Level requires certain documents, consistent with the Tier Requirements. The Service Provider can also upload additional, voluntary documents to enrich their profile and increase the likelihood of service opportunities. Steps 6 through 10 enumerate the requirements for moving up to Silver Level. STEP 5.
WHAT
WHEN
COMPETENCY (WHO)
HOW (TOOLS)
Contractor goes to ABM.com/ServiceNetw ork and updates their online Profile as appropriate (same required fields for silver and bronze level memberships.
When they want to be “ABM Ready” to be subcontracted for work at ABM clients.
Key contact at the Service Provider.
Submit a properly executed Master Service Agreement (MSA)
Silver level sign-up
Key contact at Service Provider
7.
Submit W-9
Silver level sign-up
8.
Submit proper insurance information (COI) per MSA including insurance agent Pay annual membership fee
Silver level sign-up
Silver level sign-up
Key contact at Service Provider
Paypal – ABMSN Online System
Submit copy of Small Business/Tier II Supplier Certificate, if applicable Review documents for completion, relevance and accuracy (including expiration dates entered in the ABMSN platform) Separately enter documents into the ABM Contract Management System for perpetual document management
Silver level sign-up
Key contact at Service Provider
ABMSN Online System
Upon receipt of alert
ABMSN Program Team
Manual Process
Upon meeting requirements
ABMSN Program Team
CMS Information: http://www.abmlq.com/wiabm11 12d
6.
9.
10.
11.
12.
ABMSN Online System The required documents are listed in the ABMSN Membership Tier Requirements. The documents can be uploaded easily by the Service Provider into ABM’s online Contractor Profile Platform. ABMSN Online System Contractor Package (includes MSA Form): http://www.abmlq.com/wiabm11 12c
Key contact at Service Provider Key contact at Service Provider
ABMSN Online System ABMSN Online System See minimum requirements in MSA form
Procedure Title: ABMSN Contractor OnBoarding
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CONTROLLED DOCUMENT: WI-ABM-1112
STEP
WHAT
13.
Update the membership level to Silver
14.
Use standard ABM corporate policies and procedures for contract change requests and working with ABM Legal. Send congratulatory email to contractor
15.
QMS STANDARDS
WHEN
COMPETENCY (WHO)
HOW (TOOLS)
When Silver-level membership requirements are met satisfactorily As required
ABMSN Program Team
ABMSN Online System
ABMSN Team Member
CMS Information: http://www.abmlq.com/wiabm11 12d
Upon meeting requirements
ABMSN Program Team
Email template: http://www.abmlq.com/wiabm11 12e
3.4 Gold Level – is specific to ABM owned and franchised service locations. STEP 16.
17.
18.
WHAT
WHEN
COMPETENCY (WHO)
HOW (TOOLS)
Reviews the documents for completion, relevance and accuracy (including expiration dates entered in the ABMSN platform) Use the applicable policies for working with our ABM franchises or company-owned service locations. The “paperwork” needed will therefore differ from the Silver process.
Upon receipt of alert
ABMSN Program Team
Manual process
Application for Gold Level membership
ABMSN Program Team
ABM Franchises/Company Owned Stores Information: http://www.abmlq.com/wiabm11 12f
Send congratulatory email to contractor
Upon meeting requirements
ABMSN Program Team
Email template: http://www.abmlq.com/wiabm11 12g
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 Service Network (“ABMSN”) ABMSN Membership ABM Master Subcontractor Agreement (“MSA”) Procedure Title: ABMSN Contractor OnBoarding
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CONTROLLED DOCUMENT: WI-ABM-1112
QMS STANDARDS
TERM ABMSN Contractor Profile Platform* (“CPP”) *temporary name for this document Service Provider (generic term for any of the companies or service branches in the network) Annual Membership Fee
5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME ABMSN Membership Tier Requirements Work Instruction for use of CMS Applicable policies for working with ABM franchises and COS
LOCATION http://www.abmlq.com/wiabm1112a http://www.abmlq.com/wiabm1112d http://www.abmlq.com/wiabm1112f
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 ABMSN Contractor Profile Platform (CPP) Welcome Letter or Email Congratulatory Email (Silver) Congratulatory Email (Gold) Master Service Agreement template
Procedure Title: ABMSN Contractor OnBoarding
LOCATION http://servicenetwork.abm.com http://www.abmlq.com/wiabm1112b http://www.abmlq.com/wiabm1112e http://www.abmlq.com/wiabm1112g http://www.abmlq.com/wiabm1112c
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CONTROLLED DOCUMENT: WI-ABM-1112
QMS STANDARDS
8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)
1.1 03/25/15 01/27/15
DOCUMENT AUTHOR: Ken Sapp
DOCUMENT MANAGER: Melissa Cipriani
REASON FOR CHANGE:
Revision 1.0 1.1 1.2
SECTION / PARAGRAPH CHANGED All 2.0, 3.0, 5.0, 6.0 and 7.0 All
DATE OF REVISION MM/DD/YY
CHANGE MADE
Initial Entry Reformatting and re-enumeration of steps in Sections 2.0 and 3.0; modified required links in Sections 5.0, 6.0 and 7.0 Prepare for release; added links to reference documents
01/09/15 01/20/15 03/25/15
9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS
The following roles must be notified whenever this WI is revised and rereleased.
ABMSN SVP, VP, and Program Manager ABMLQ, Senior Vice President ABMLQ Team
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
TITLE: SENIOR VP, LEARNING AND QUALITY SIGNATURE: ELECTRONIC APPROVAL
Procedure Title: ABMSN Contractor OnBoarding
SECOND APPROVER NAME: BRUCE PHIBBS BUSINESS UNIT: ABMSN
TITLE: EXECUTIVE VICE PRESIDENT SIGNATURE:
THIRD APPROVER NAME: KEN SAPP BUSINESS UNIT: ABMSN TITLE: VICE PRESIDENT SIGNATURE:
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CONTROLLED DOCUMENT: WI-ABM-1112
QMS STANDARDS
DOCUMENT HISTORY SECTION: Document Created on 01/09/15 by Ken Sapp, VP of ABM’s Service Network Document Modified on 01/20/15 by Melissa Cipriani Document Modified on 03/25/15 by Melissa Cipriani
Procedure Title: ABMSN Contractor OnBoarding
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