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 – 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: Vendors that provide labor, materials or both Field Worker Office Worker 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES
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: WI-ABM-1117 UW Procurement Management Configuration WI-ABM-1118 UW Procurement Management Usage and Adoption 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 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. Internal – vendors providing materials to ABM employees; they are onboarded via Procure to Pay (P2P) which is the ABM eProcurement system 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: Labor Material 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: Vendor ID (automatically assigned) Name Type Address, City, State and Zip Country Phone Email Procedure Title: Procurement Management Onboarding
Page 2 of 6
CONTROLLED DOCUMENT: WI-ABM-1116
QMS STANDARDS
Description Hours
b. Secondary Vendor Data – is also managed and configured in the UW Admin Portal, includes: Certificate of Insurance Contractor License Certifications Security Clearance Pensioner Union Affiliation Specialized PPE 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 1.
WHAT UW users are onboarded into UW
2.
WHEN Prior to initial use
COMPETENCY (WHO) New or first time users (field/office/ client) of UW
UW users are onboarded into Field Work Activity 3. 1Vendor is onboarded . into P2P or MRO Spend
Prior to initial use
4.
Vendor data is automatically read
System
5.
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
6.
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
7.
Deliver end user training to field, office and client workers 8. LLog into UW o g
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
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 Bing Map GPS, Global Positioning System MRO Spend Procure to Pay, P2P UW, Unified Workforce WI, Work Instruction
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