Draft_ITSA_CBE_Vendor Peopleclick Manual

Transcription

DC Government
Vendor Peopleclick Manual
Information Technology Staff Augmentation
Version: 1.2
Revision Number: 0.3
Document Status: Draft
Date: 10/09/2008
Prepared For: DC Government
Table of Contents
1
Introduction ................................................................................................................................................. 2
1.1 Purpose ................................................................................................................................................. 2
1.2 Definitions ............................................................................................................................................. 2
1.3 Public Information and Privacy Notice ................................................................................................. 2
1.4 Notational Convention .......................................................................................................................... 2
2 Peopleclick Tool............................................................................................................................................ 3
2.1 Logging In .............................................................................................................................................. 3
2.2 Application Management ..................................................................................................................... 3
2.3 Reviewing Requirements ...................................................................................................................... 7
2.4 Candidate Submittal.............................................................................................................................. 9
2.5 Candidate Review & Feedback............................................................................................................ 14
2.6 Candidate Engagement ....................................................................................................................... 15
2.7 Managing Engaged Contractors .......................................................................................................... 16
3 Appendix A: Technology Types & Job Category ......................................................................................... 19
4 Appendix B: ITSA Resume Template .......................................................................................................... 21
Vendor’s Peopleclick Manual
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1 Introduction
1.1 Purpose
The purpose of the District Program Manager Peopleclick Manual is to provide an outline of the Program
Manager’s view of the Peopleclick tool.
ITSA is a contract between the District of Columbia (District) and OST to provide IT staff augmentation.
1.2 Definitions
The following terms are used consistently throughout the manual.
The District is the customer that requires IT staff augmentation.
OST is the Managed Service Provider that manages the IT staff augmentation process between the
District and vendors.
Peopleclick is the partner of OST that provides the Candidate Request Application, a Vendor
Management System.
A Subcontractor is a vendor that provides IT staff augmentation services. Certified Business
Enterprise (CBE) vendors have priority for filling District requests over non-CBE vendors, and must
receive at least 95% of the dollars spent each year on staff augmentation services under this
contract.
Candidates are people who may be submitted by Subcontractors to fill a request.
Resources are Candidates who are engaged to fill a request (also called Engaged Candidate).
Requirements are requests for IT staff augmentation that are entered into the Peopleclick tool and
released to Subcontractors.
1.3 Public Information and Privacy Notice
All data stored in the Peopleclick tool is available to the public under the Freedom of Information Act. It will
be retained in the tool for the term of the contract. Program Managers shall have no expectation of privacy
or confidentiality for data entered into the tool.
1.4 Notational Convention
The following notational conventions will be used throughout the document:
The first instance of an acronym will appear in italic bold.
The OST ITSA project team will be referred to as the “OST team” throughout the document.
The ITSA project will be referred to as the “project” throughout the document.
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2 Peopleclick Tool
2.1 Logging In
The District will use Peopleclick to manage the ITSA process. This guide has been developed specifically to
assist you in submitting your candidate to the DC GOV ITSA requirement.
Your organization will access the application at the following URL:
https://vms.peopleclick.com
Or they may launch the application from the ITSA Portal URL:
https://itsa.ostglobal.com
Your specific login information, initial passwords and unique organization ID will be supplied to you separate
from this guide by the ITSA Project Team.
2.2 Application Management
Upon execution of the Subcontractor Agreement with the Prime Contractor, a Peopleclick vendor workbook
is completed to initiate setup in the application.
Peopleclick will create up to two users, one of which must be an “admin” user authority, to establish the
vendor’s Peopleclick organization. The “admin” user may create as many vendor users as needed. There is no
limit on the number of vendor users to be created by the “admin”.
New Users: To add “internal” (non-candidate) users to Peopleclick, the admin user should click on:
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Search, and then select Users:
It is always good practice to search for a user before adding, in case they already exist. If the user you are
adding is replacing someone that is no longer in your organization, search for the person being replaced, and
update their record with the new user’s information. This practice allows Peopleclick to maintain all the
associations the previous person held for the replacement.
Below is sample internal user record, whether adding or updating a user.
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Please fill in the selections illustrated below.
Determine the user’s VMS Authority Level based on the access needed by the user:
VMS User
Authority
Description
Admin
Admin users can change configuration information for their organization. They have the
ability to make additions and changes within the application, such as resetting other users’
passwords, adding users, changing settings, and running report. Admin users can access and
edit every page of the application.
Approve
Approve authority users can access all requirements, candidates and engagements, as well as
timesheets for candidates where they are the Vendor Rep or Contact, but are unable to edit
the configuration settings. A limited number of reports are available for Approve level users
to run.
Create
Create users can view all openings and submit candidates; however they are limited to
viewing only candidates where they are the Vendor Rep or Contact. A limited number of
reports are available for Create level users to run.
Update
Update users can access requirements, however they cannot submit candidates.
View
View users can access requirements, however they cannot submit candidates.
Time Entry
All contractors are set as Time Entry users. Please note, time will be entered into PASS, the
District’s e-Procurement application, and imported to Peopleclick.
To reset a user’s password, simply search for their user record, click on the name to view their record, then
on Change User Password on the left menu. You have two options in changing the password.
Type in a chosen password to both password field, then click Update
Click Reset Password and the system will generate a password and notify the user of the new
password via email. Please note, this option will not work if the user does not have a valid email
address associated to their user record.
If you choose option 1, be sure to notify the user of their new password. With both options, the user will be
challenged upon the next login to change their password.
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2.3 Reviewing Requirements
Peopleclick will send vendor internal users (non-candidates) an email notification once a District Program
Manager has released a request for a Resource. Follow the link provided to enter your credentials and then
view the requirement detail that outlines the position details (description, skills, location, etc.).
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The Technology Table is located in Appendix A.
In Requirement Detail, take note of the dates. The No New Submittals After date is the response deadline.
Your best candidate submission is due by 6pm on that date. Also note the Start and End Dates, and the
Citizen Status. If the Requirement is a Round 2 or Round 3, the previous round’s Requirement System ID will
be noted in the Client Internal Req.
The Not to Exceed Bill Rate is the maximum rate that the ITSA Contract allows for the Job Category.
Peopleclick will not allow you to submit a candidate with higher rate.
Requirement Description outlines the job duties and responsibilities.
Skills outline the specifics for the requirement.
Please pay special attention to the field labeled Level of Urgency, as it refers to the response deadline
needed for your best candidate submission. Please take the time in the response deadline to find your best
candidate, as each vendor is limited to only one candidate submission per opening. Again, this date is
published in the “No New Submittals After” date above in the Requirement Details. The deadline is at 6 PM
on that date.
Level Of Urgency
Response Deadline
Normal
3 days
Urgent
1 day
Round 2
3 days; note original req # is noted in the field labeled Client Internal Req
Round 3
3 days; note original req # is noted in the field labeled Client Internal Req
In some cases the District may set for a longer Response Deadline.
Status of the requirement is updated as actions on candidates are taken.
Req Status:
OPEN
Meaning:
Requirement is open to all CBE’s for submission
INTERVIEWS OCCURING Candidate(s) are interviewing
ON HOLD
The Response Deadline has expired
FILLED
The requirement has been filled
CLOSED/CANCELLED
The requirement has been closed or cancelled
Please use the Requirement Comments in Peopleclick to ask any questions about the specific opening. All
requirement comments will be viewable by all vendors, as well as the response that the ITSA Project Team
provides.
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2.4 Candidate Submittal
To submit the candidate, click on the link to Submit Candidate located at the bottom of the requirement or
to the left of the requirement details.
On a series of screens you can provide information to the District Program Manager, such as:
availability of the candidate
summary of qualifications
responses to all the skills for the requirement – including the number of years of experience
acknowledgement of the permission to submit
acknowledgement that a background check will be run if selected
employment status of candidate
vendor rep &/ contact
DC GOV bill rate
Resume attachment and any other pertinent documents (please note there is a 700K limit for each
file that is uploaded). Please note, all resumes must be submitted with the ITSA Resume Template.
Any item with a red asterisk (*) is required.
Choose next to move to the next step:
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ALL Candidates must be submitted with the following email address:
[email protected]
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All areas highlighted above should be addressed.
Please indicate in the previous contract/employment at client any other names that you have worked under
for DC Gov.
Be sure to note any other name the Candidate has used while working for the District.
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Please note, your submitted Client Bill Rate cannot exceed the Not To Exceed Bill Rate (NTE) from the
requirement. If you exceed this rate, you will get an error preventing you from continuing and reminding you
of the NTE. Modifying the rate to the NTE or below will allow you to continue with your submission.
Choose next to move to the final step, submitting the resume, and any additional documents as needed; for
example, a skills document, a certification, etc. Please note, all documents types can be uploaded, however
no single document may exceed 700K in size.
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Once all attachments have been uploaded, choose submit:
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2.5 Candidate Review & Feedback
Once submitted, the ITSA Project Team will screen the candidate to assure the candidate meets the
minimum requirements and the ITSA Resume Template has been used. The District Program Manager will
then receive a system notification asking them to review your candidate.
The District Program Manager will always provide Candidate feedback in the form of Candidate Status.
Candidate Status
Meaning…
NEW
Candidate is awaiting screening by ITSA Project Team
ACTIVE
Candidate has been screened by ITSA Project Team and has been forwarded
to the District Program Manager for review
SCHEDULE INTERVIEW
Candidate has been selected for interview and a request has been sent to
vendor for acceptance
INTERVIEW ACCEPTED
Vendor has accepted an interview option for the candidate
INTERVIEW REJECTED
Vendor has rejected the interview options provided for the candidate
INTERVIEW CANCELLED
(CLIENT/VENDOR)
An interview has been cancelled by the client or vendor
INTERVIEW COMPLETE
Interview candidate feedback has been entered by the District Program
Manager and will be forwarded by the ITSA Project Team
NEED INFO
The District Program Manager has requested additional information for the
candidate
REJECT: DUPLICATE
Candidate was submitted by another vendor
REJECT: NOT QUALIFIED
Candidate did not meet required skills
REJECT: STRONGER
CANDIDATE
Other candidate(s) had skills and experience that more closely matched the
requirement
REJECT: RATE ISSUE
Other candidate(s) met the requirement skills at a better bill rate
REJECT: INADEQUATE INFO
Not enough information was provided to evaluate the candidate
REJECT: NOT AVAILABLE
Candidate was not available for the opportunity**
REJECT: REQ CLOSED/FILLED
Another candidate was chosen to fill the position
ENGAGEMENT REQUESTED
An engagement offer has been extended and the candidate is in the on
boarding process
ENGAGED – PENDING VEND
ACCEPT
The candidates engagement is pending vendor acceptance (please note no
time may be imported for billing while the candidate is in this status)
**Should a candidate become unavailable during the review process, please update the
Candidate Availability in the Candidate Detail.
Upon review, the District Program Manager has the option to reject candidates or request interviews.
Peopleclick will send notifications to the Candidate’s Vendor contact for any of the actions listed above.
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Should the District Program Manager choose to interview your candidate, Peopleclick will send the vendor
contact a notification with a link to the specifics outlined by the interview requestor. Please notify the
candidate of the options and accept one. If the request is for a phone screen, provide the candidate’s phone
number. For an in–person interview, you may accompany the candidate to meet with the ITSA Project Team,
but you will not be allowed to accompany your candidate to meet the District Program Manager. If the
candidate is not available for any of the proposed interview times, please provide times that the candidate is
available in the rejection comments to help the District Program Manager reschedule the interview.
Please direct all questions to the ITSA Project Team. Specific feedback for an interviewed candidate from the
District Program Manager will be provided by the ITSA Project Team.
Should your candidate be selected for engagement (hire), the ITSA Project Team will coordinate the start
date and all on-boarding requirements. During the on-boarding process you will be required to provide
verification that a background check has been completed. In parallel the District Program Manager will be
obtaining the Purchase Order for the candidate.
Resources cannot begin work with the District without a completed background check and
purchase order.
2.6 Candidate Engagement
Once engaged, as the Vendor Contact, you must accept the engagement terms in order for billing and
subsequent payment to occur. Peopleclick will send you a notification requesting your acceptance. Follow
the link in the email, review the Engagement Details, and Accept/Reject on the Approval tab. The ITSA
Project Team will use the justification comment to communicate the number of hours on your candidate’s
PO.
15
Contractors will enter their time in PASS, the District’s e-Procurement system, by Monday noon of each week
for the previous week’s work. District Program Managers will approve the time in PASS, and then the time
will be exported to Peopleclick for invoicing by the ITSA Project Team. Delays in time entry will result in
payment delays. Time is imported weekly, however the Prime Contractor will pay in 4 week periods (13
times per year).
Please refer to the Subcontractor Vendor Agreement for further invoicing and payment information.
2.7 Managing Engaged Contractors
Delivered Reports: Peopleclick provides several reports to help vendors manage their Candidates and
engaged Resources. These reports are available by logging into the Peopleclick application and choosing the
Delivered Reports icon in the upper left corner of the application.
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The following reports can be requested (several have date prompts, etc.) and will be emailed to the email
address in your user record.
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The 4140s Vendor Reconciliation Report with Sales Tax is available for reconciliation of payment based on
the Peopleclick Invoice Number. This number will be provided weekly via a Peopleclick notification from the
ITSA Project Team. You can use this number to generate an invoice for the Prime Contractor. You can also use
this number to reconcile your payments from the Prime Contractor, as they will be invoicing DC Gov, and
paying Vendors on a set schedule that includes 4 weeks (13 invoices a year) of PASS Time Imports. Each PASS
Time Import will generate an Invoice/BEPA (Billing Extract Process Automation) ID. The PASS Time Import
weekending dates, and corresponding Peopleclick Invoice/BEPA ID will be published on the ITSA Portal for
your convenience.
The ITSA Project Team will contact the vendor contact with any issues, extensions, rate changes or
disengagements. Please direct all questions or concerns to the ITSA Project Team.
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3 Appendix A: Technology Types & Job Category
Job Category
Level Experience
Specific Titles
Job Functions
Business
Analyst
1
0-2 years
Works under
supervision of
lead
2
2-4 years
Limited
supervision
Business Analyst, Requirements Analyst,
Data Analyst, Report Designer, GIS
Analyst, GIS Technician, PeopleSoft
Analyst, Security Analyst, Compliance
Analyst, Forensics Analyst, Telecom
Analyst, Financial Analyst
Meets with customer and reads designs and
uses software tools to gather requirements,
analyze needs, identify risks, propose designs,
write documentation, and carry out financial
analysis.
3
4-7 years
Technical
Writer
Trainer
Quality
Assurance
Administrative
Support
Project
Manager
Architect
Senior [Business Analyst specific title]
Senior Consultant, PeopleSoft SME, Site
Acquisition Consultant
Subject matter expert or executive consultant
working independently to consult with
managers on strategies and processes.
Technical Writer, Web Editor, Graphic
Designer, GUI Editor, Grant Writer
Creates, edits, or designs content, such as
documentation, designs, web pages,
publications, presentations, reports, or
graphics.
4
8-12 years
5
12+ years
1
1-3 years
2
4-7 years
3
8+ years
Senior [Technical Writer title], Lead
[Technical Writer title], Documentation
Lead
1
1-7 years
Software Trainer
2
8+ years
Senior Software Trainer Training Lead
1
1-3 years
Tester, QA Analyst
2
4-7 years
3
8+ years
Senior Tester, Senior QA Analyst, Test
Team Lead, QA Consultant
1
1-7 years
Project Administrator, Administrative
Assistant, Payroll Assistant, Financial
Assistant
2
8+ years
Project Coordinator
1
1-3 years
Project Manager, Deliverables Manager,
QA Manager, Implementation Manager,
Customer Support Manager, Critical
Event Manager, Technical Project
Manager, Wireless Manager, Network
Operations Manager, Construction
Manager, Facilities Improvement
Manager
2
4-7 years
Senior [Project Manager title]
3
8+ years
Program Manager, Engagement Manager
1
1-7 years
2
8+ years
Technical Architect, Data Warehouse
Architect, Network Architect
Creates training materials, delivers training, and
manages training program.
Software testing and quality assurance through
script writing, execution, and tracking.
Administrative support functions, including
data entry, plan tracking, and basic task
assignments.
Manages functional teams, technical teams,
budgets, vendor/client relationship, and work
plans for development projects,
implementations, network functions, or
support services. Identifies and manages risk.
Reports status to executives.
Designs and builds databases, data
warehouses, or networks, including data
acquisition, conversion, and interfaces.
Optimizes organizational goals through
enterprise standards.
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Job Category
Level Experience
Specific Titles
Job Functions
Database
Administrator
1
1-3 years
2
4-7 years
DBA, GIS DBA, Data Warehouse
Administrator, BusinessObjects
Administrator
3
8+ years
Senior [DBA title]
Database management through maintenance
of data dictionaries, data models, performance
tuning. Coordinates database changes and
tests.
1
1-3 years
2
4-7 years
Search Engine Administrator, Application
Administrator, System Administrator, GIS
System Administrator, Active Directory
Administrator, Server Administrator,
UNIX Administrator, NMS Administrator
Installs, configures, and supports an
application, system, or network (LAN, WAN,
etc.) Monitors applications for availability and
performance. May carry out security analysis or
implement security measures.
3
8+ years
Senior [System Administrator title],
[System Administrator title using
Engineer in place of Administrator]
Engineer label reserved for certifications.
1
1-2 years
2
3-7 years
Web Developer, .NET Developer, GIS Web Translates requirements into code or
Developer, GIS Desktop Developer,
configuration using software tools/integrated
PeopleSoft Developer
development environments (IDEs).
3
8-11 years
4
12+ years or
certification
Senior [Developer title], [Developer title
using Engineer in place of Developer],
Developer Lead, Technical Lead
1-3 years
Network Technician, LANDesk Technician, Installs networks and network technologies.
Wireless Technician, NOC Analyst
Assesses configurations and recommends
products based on specifications. Configures
equipment and software, trains others, and
documents solutions Assists with network
Network Engineer, LANDesk Engineer,
design. Experienced n technical services and
Backup Engineer, Firewall Engineer,
administration (DHCP, DNS, routers, firewall,
Security Engineer, Anti-Virus Engineer,
etc.).
SAN Engineer, VPN Engineer, Wireless
Engineer
System
Administrator
Developer
Network
Technician
1
2
4-7 years
Network
Engineer
3
8+ years
Customer
Support
1
1-3 years
2
4-7 years
3
8+ years
Dispatcher, Support Technician,
Application Technician, Field Support
Technician, Voice Field Technician
Customer Support Lead
Engineer label reserved for certifications.
Provides customer or technical support by
collecting trouble tickets, analyzing issues,
carrying out solutions, escalating issues, and
tracking to completion.
Technology
Type
Definition
Legacy
Technologies or skills that is mature and long-lasting in the market place. There is generally a higher supply and
lower demand for people with the technologies or skills.
Core
Technologies or skills that are currently commonly found in the marketplace. There is generally an average supply
and demand for people with these technologies or skills.
Emerging
Technologies or skills that are new or specialized in the marketplace. These may involve a unique or high level of
technical complexity. There is generally a higher demand and a lower supply for people with these technologies or
skills.
20
4 Appendix B: ITSA Resume Template
Candidate Name
(No company information)
Skills:
(Fill out based on skills listed on Peopleclick req. Add or delete rows as necessary.)d
Technology
NUMBER OF YEARS USED
LAST USED
PROFICIENCY LEVEL
Technology
Number of years experience
Date technology last used
Basic/Proficient/Expert
Employment History:
(Please limit entire resume to three pages)
Company & Title:
Years Employed:
Brief Description:
Technologies:
Example:
ACME Technology – Sr. Java Developer
October 1997 – February 2004
Developed a financial system migrating from FoxPro to Java J2EE, went through four major system upgrades,
and helped develop a new web portal. Worked as a senior member of the team developing code and
requirement gathering for AP Module of the system and lead all four module upgrades. Developed the backend
of a new web portal for employee based information on the HR and Recruiting side.
Technologies: Java, J2EE, JSP, FoxPro, Web Logic, DB2
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Draft_ITSA_CBE_Vendor Peopleclick Manual

Transcription

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