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 – 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
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 Configuration
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CONTROLLED DOCUMENT: WI-ABM-1117
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. 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. Therefore, the use of the Procurement Management component is only possible through Field Work Activity. 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-1116 UW Procurement Management Onboarding WI-ABM-1118 UW Procurement Management Usage and Adoption WI-ABM-1108 UW Field Work Activity Onboarding WI-ABM-1109 UW Field Work Activity Usage and Adoption 3.2 CONFIGURATION - INITIAL USE BY AN ORGANIZATION OR SITE The list of Procurement Management features below must be reviewed and adjusted as required when configuring it for the first time. If satisfactory to the organization or site’s needs, the default configurations can be kept where applicable. 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) 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 points’ opportunities which will determine their positioning as good, fair or poor in the field users view.
Same as above
Procedure Title: Procurement Management Configuration
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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.
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
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. Internal – vendors providing materials to ABM employees; they are onboarded via Procure to Pay (P2P) or the eProcurement system External – 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
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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: Vendor ID (automatically assigned) Name Type Address, City, State and Zip Country Phone Email 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 3.6 CONFIGURATION PROCESS STEP
WHAT
1. 1Vendor is onboarded . via P2P or MRO Spend 2.
Vendor data is automatically read
3.
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
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CONTROLLED DOCUMENT: WI-ABM-1117
4.
5.
6.
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
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 Procedure Title: Procurement Management Configuration
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
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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
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