CONTROLLED DOCUMENT: WI-ABM-1251
QMS STANDARDS
BUSINESS UNIT:
ABM 551 Fifth Avenue, Suite 300, New York, NY 10176
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: Workforce Management Onboarding
AREA: Accounting TYPE OF PROCEDURE:
Management System
DOCUMENT NUMBER: WI-ABM-1251 REVISION: 1.2
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
Released 01/16/15 01/16/15
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0 PURPOSE/SCOPE Many ABM service divisions, including Onsite Services, use an EPAY system known as Workforce Management (WFM) to administer time and labor tracking using software known as Blueforce. WFM allows ABM to automate time and labor tracking processes resulting in significant cost savings and improved compliance with state and federal laws. It eliminates manual data entry required for processing payroll. To leverage WFM and benefit from its features, an onboarding process must be defined, and its provisions complied with by the employees who are required to use WFM. The delivery and completion of training is the core of any effective onboarding process. At ABM, the delivery and completion of education or training courses are conducted via an organizational learning management system known as The Learning Spot (TLS). This Work Instruction (WI) defines the onboarding process for the use of WFM by Onsite Services, which include: New Hire Process o Who uses WFM? o How does a user gain access to WFM? Training Courses o How is training delivered and completed? Verification of Compliance o How is training completion validated? 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES
It is the responsibility of all ABM employees who use WFM and who are in a hiring capacity to read, understand, and abide by the provisions of this policy. It is the responsibility of all managers and supervisors of divisions that use WFM, to ensure compliance to the provisions of this policy. It is the responsibility of the WFM team to ensure compliance to the provisions of this policy. It is the responsibility of the Corporate Education Manager to provide support and assistance in the maintenance of course content and provisioning of access to the TLS training courses.
Procedure Title: Workforce Management Onboarding
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CONTROLLED DOCUMENT: WI-ABM-1251
QMS STANDARDS
2.2 APPROVAL / ESCALATION RESPONSIBILITIES The ABM Senior VP of Strategic Solutions is the point of escalation for all matters contested or inquired upon within this Work Instruction. 3.0 PROCEDURE (SOP OR WI STEPS) 3.1 New Hire Process 3.1.1
Who uses WFM? All supervisors and district managers of divisions that use WFM are required to use WFM for the purposes of tracking time and labor for all their employees. A new hire that is in a supervisory or managerial role must complete the training courses upon hire or to refresh his/her learning retention as required. In addition, the following roles may also use WFM in the course of performing their duties: Human Resources ABM Audit Teams Payroll Administration
3.1.2
How does a user gain access to WFM? Gaining access to any ABM system begins with the system access request process. ABM has established a system access request process that is certified compliant with ABM’s IT General Controls (ITGC) and with Sarbanes-Oxley (SOX), by extension. The ABM system access request process is administered via the ABM ITIM or IBM Tivoli Identity Manager. ITIM is a system used to submit and track new and the modification of existing access requests from beginning to end with built-in review and approval cycles. This provides ABM with an audit trail of all requests submitted with SOD (Segregation of Duties) reviews and approvals also incorporated into the process where applicable. Access to WFM is submitted and processed via the ITIM system access request. Provisioning access to new hires whose roles require the use of ABM systems such as WFM must be submitted to the designated Location Requestor for processing. For additional information on how to request access via ITIM, please log into this link in ConnectX (organizational intranet): http://www.abmlq.com/wiabm1251c
3.2 Training Courses 3.2.1
How is training delivered and completed? The Learning Spot and Unified Workforce The Learning Spot or TLS is the ABM learning management system that houses formal learning content. TLS is accessible only through Unified Workforce (UW), ABM’s activity management system. Entry into TLS can be derived by gaining access to UW; the single sign-on credentials provisioned to users of UW give access to multiple components, one of which is TLS. For those who do NOT have access to UW or TLS, see the instructions on how to request/gain access via this WI: http://www.abmlq.com/wiabm1104 To learn more about UW, click here or go to Section 7.0 of this WI.
Procedure Title: Workforce Management Onboarding
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CONTROLLED DOCUMENT: WI-ABM-1251
3.2.2
QMS STANDARDS
WFM Training Courses At the time this WI is released, there are two training courses available for the use of WFM as listed below. The development of additional courses is an ongoing endeavor; check TLS to determine if new courses have been added. Each of these courses should be completed based on the employee’s role and duties in the time and labor tracking processes:
3.2.3
Workforce Management – Submitter and Editor Workforce Management - Approver
How to enroll in a course Steps to completing the WFM training courses for Submitters and Approvers – please note that these steps are also available in a PocketPal (business card size tutorial) for the convenience of employees – click here or see Section 7.0 to obtain a copy of the PocketPal. The account used to log into UW depends on how the user was added or registered. Users can log into UW one of three ways as listed below. a. Log into your account for the first time: Go to this URL: https://unifiedworkforce.abm.com 1. If you use an “@abm.com” email account through ABM ADFS: Click the text bar at the bottom of the New User tile: Enter your user name as your existing @abm.com email address. (Example: john.smith@abm.com) Click the arrow to proceed Next screen “Sign in”: Leave the option at the default “adfs.abm.com”, then click on “Continue to Sign In”. Enter your oneabm user name and password, click “Sign In” to proceed. You will now be directed to the “Unified Workforce” launch screen. 2. If you use a personal email address: Click the text bar at the bottom of the New User tile: Enter your user name as your personal email address. Accounts from Gmail, Yahoo, Facebook, and Microsoft (Hotmail, Live, msn.com) are all acceptable. Your personal email provider will have you log in to authenticate with your current password. You will now be directed to the “Unified Workforce” launch screen. 3. If you do not have an “@abm.com” or personal email account, you were likely entered into the system in a batch import process and were auto-assigned an “@abmlq.com” email address through Azure where a temporary password is issued: Click the text bar at the bottom of the New User tile: Enter your user name as firstname.lastname@abmlq.com (example: john.smith@abmlq.com) Click the arrow to proceed Next screen "Sign in": Enter your firstname.lastname followed by "@abmlq.com" (Example: john.smith@abmlq.com)
Procedure Title: Workforce Management Onboarding
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CONTROLLED DOCUMENT: WI-ABM-1251
QMS STANDARDS
b.
Enter your temporary password: Password$1 Click Sign In to proceed Follow the prompts to change your temporary password You will now be directed to the "Unified Workforce" launch screen.
Access and enroll in your required WFM course(s): From the "Unified Workforce" screen: Select the launch [learn] tile Select Run Next screen "The Learning Spot": Click the search box at the top right of your screen. Search “Workforce Management”. Click the Course Title (one at a time) to enroll. Once enrolled, you will be directed the course site. Follow the directions provided to complete the course.
3.3 Validation of Compliance 3.3.1
How is training completion validated? TLS provides the organization with centralized visibility to the training curriculum of each employee, the courses that have been completed, and assessment performance when applicable. Access to a student’s training records is provided as required based on a user’s division, group, industry or market. Access to a student’s training records allows a user to view or generate reports that will validate completion of required training. Click here or see Section 7.0 to learn how to generate reports in TLS.
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 ADFS, Active Directory Federation Services Azure Blueforce ITIM, IBM Tivoli Identity Manager Location Requestor TLS, The Learning Spot UW, Unified Workforce WFM, Workforce Management WI, Work Instruction
Procedure Title: Workforce Management Onboarding
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CONTROLLED DOCUMENT: WI-ABM-1251
QMS STANDARDS
5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME WI-ABM-1104 Unified Workforce Onboarding Individual Users
LOCATION http://www.abmlq.com/wiabm1104
6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE System Access Request via ITIM
LOCATION http://www.abmlq.com/wiabm1251c
7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS Unified Workforce ITIM PocketPal: UW and TLS PocketPal: WFM Training Videos: Validate Course Completion Records Video: What is UW? System Access Request via ITIM
LOCATION https://unifiedworkforce.abm.com https://uspritim02.oneabm.local/itim/console/main http://www.abmlq.com/TLStraining http://www.abmlq.com/wiabm1251a http://www.abmlq.com/wiabm1251b http://www.abmlq.com/videowhatisuw http://www.abmlq.com/wiabm1251c
8.0 REVISION HISTORY REVISION (X.X) DATE OF LAST REVISION (MM/DD/YY) LAST APPROVAL DATE (MM/DD/YY)
1.2 01/16/15 01/15/15
DOCUMENT AUTHOR: Melissa Cipriani; Adam Thiesen
Procedure Title: Workforce Management Onboarding
DOCUMENT MANAGER: Melissa Cipriani
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CONTROLLED DOCUMENT: WI-ABM-1251
QMS STANDARDS
REASON FOR CHANGE:
Revision 1.0 1.1 1.2
SECTION / PARAGRAPH CHANGED All All All
DATE OF REVISION MM/DD/YY
CHANGE MADE
Initial Entry Modifications following LQ team review Prepare for release after review by Adam Thiessen and Rich Kindorf
12/05/14 12/17/14 01/16/15
9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS THE FOLLOWING PERSONNEL MUST BE NOTIFIED EACH TIME THIS WI IS UPDATED OR RE-RELEASED: ABMLQ Senior Vice President ABMLQ Corporate Education Manager ABM Onsite Services, Workforce Management Manager ABM SVP, Strategic Solutions
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: ABMLQ
SECOND APPROVER NAME: MATT SEXTON BUSINESS UNIT: ABMLQ
THIRD APPROVER NAME: LINDSEY PERCLE BUSINESS UNIT: ABMLQ
FOURTH APPROVER NAME: ADAM THIESEN BUSINESS UNIT: ONSITE SERVICES
FIFTH APPROVER NAME: RICH KINDORF BUSINESS UNIT: ABM
SIXTH APPROVER NAME: BUSINESS UNIT:
TITLE: SENIOR VP, LEARNING AND QUALITY SIGNATURE: ELECTRONIC APPROVAL
TITLE: WFM MANAGER SIGNATURE: ELECTRONIC APPROVAL
TITLE: UW DEPLOYMENT SIGNATURE: ELECTRONIC APPROVAL
TITLE: SVP, STRATEGIC SOLUTIONS SIGNATURE: ELECTRONIC APPROVAL
TITLE: CORP EDUCATION MANAGER SIGNATURE: ELECTRONIC APPROVAL
TITLE: SIGNATURE: ELECTRONIC APPROVAL
DOCUMENT HISTORY SECTION: Document Created on 12/05/14 by Melissa Cipriani Document Modified on 12/17/14 by Melissa Cipriani Document Modified on 01/16/15 by Melissa Cipriani
Procedure Title: Workforce Management Onboarding
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