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CP-28:Subcontractor ManagementLessons Learned
Teresa Fletcher, The Logistics CompanyNoel Thompsen, The Logistics Company
Negotiate Subcontract
Select the Team
Manage Vendors
Create Subcontractor
Purchase Order
Vendor Employees
Manage Work Assignment
Manage Resource
Information
Subcontractor Timesheets
Subcontractor Invoice
2Subcontract Management Lessons Learned
Process Flow Chart
We pulled our hair out, so you don’t have to!
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Negotiate the Subcontract
Terms to Include
• Requirement to Complete Timesheets in Your Deltek Time System
• Require notification of staffing/employee changes
• Approval Process for Timesheets
• Approval Process for Invoices
• Process for Non-Labor costs
Subcontract Management Lessons Learned
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Select the Team
Team Members
• Purchasing
• Contracts/Subcontracts
• People/Human Resources
• Time
• Accounting
• *The Subcontractor
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Manage Vendors
• Recommended set-up requirements:
– Long Name
– Payment Terms
– Address
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Create Subcontractor Purchase Order
• Purchase Order Type
– Subcontract Agreement or Subcontract Agreement Release
• KISS
– One Purchase Order for each vendor
– One line for each Project/Account combination
The Work Assignment will restrict Labor Categories/Rates/Hours/Employees
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Subcontractor Purchase Order Header
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Subcontractor Purchase Order Line
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Vendor Employees
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Vendor Employees
• Create Vendor Employee record
– Vendor Employee ID – helpful to have a unique numbering and employee name to aid in searches ex. 02-BLOWJANEG
• 01 (Sequential subcontractor number) can be contract specific to aid in knowing which vendor employees support which projects etc.
• Fill remaining spaces with as much of the employee name as possible (easier when printing timesheets and reviewing the invoice vs a numbering scheme)
– T&E Employee ID ex. SUBKTEST-001
• SUBKTEST (Subcontractor Name)
• 001 (Sequential employee numbering)
– Create unique PLCs/GLCs for Vendor employees – helpful when completing timesheets/invoices/reviewing labor reports
*Ensure the PLC is manually entered in Manage UDT06 in T&E (may be fixed by class time)
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Vendor Employees
Subcontract Management Lessons Learned
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Vendor Employees
• Create Vendor Employee record
– Default Pay Type
– Default Invoice Rate – should be the ST burdened bill rate for the Subcontractor Employee
– Labor Location – we recommend you a unique labor location for each contract or contract location and/or type of position (ORLCBA, ORLSCA, ORLEX)
– Create timesheet classes for vendor employees that are specific to the subcontract requirements (pay types in timesheet classes impact invoice calculations)
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Vendor Employees
• Create Vendor Employee record
– Be creative – fields not required may be used for other reporting requirements
• We used the city field for the company position number
• We used the Skill subtask for the employee anniversary date (required for CBA/SCA reporting)
• We used the Certification Details subtask for Subcontractor Employee IDs
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Vendor Employee Final Steps
• Approve Vendor Employees
• Ensure Vendor Employee is linked in Manage Vendor Employee work force (project specific)
• Export from Costpoint to T&E
• Import from Costpoint to T&E
Subcontract Management Lessons Learned
This Photo by Unknown Author is licensed under CC BY
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Manage Work Assignment
The sky is the limit with work assignment set-up
• *Key* Verify the Purchase Order (Subcontract Agreement) has been approved.
• The detail of the work assignment will be used to create the detail of the subcontractor invoice.
– Each work assignment line can be a labor category with a rate
– Each work assignment line can be a CLIN SUBCLIN with multiple rates and labor categories
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Manage Work Assignment
• Each vendor employee is assigned to a particular work assignment line to control charging
• Each employee can have detail task start dates and end dates to control charging
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Work Assignment Header
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Work Assignment Header
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Work Assignment Charges
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Vendor Employees
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WA Charges/Vendor Employees
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WA Charges
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Vendor Employees
Subcontract Management Lessons Learned
• This slide shows that you can assign the same employee on a Work Assignment Line with multiple PLCs and Multiple Rate
• Although it is not required (there is a direct link for Subcontractor Work Assignments to T&E) ----We recommend that you import and export just to be safe!
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Resource Information/Groups
• Query Employee in Manage Resource Information
• Vendor Employee Last Name
• Resource Type = Subcontractor
• Verify that a History Line has been created
• Assign a Seat for the Time Module in the Access Subtask
• Assign Vendor Employee to appropriate Resource Groups
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Subcontractor Timesheets
• Timesheet Lines are entered based on the Work Assignment Number
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Subcontractor Timesheet
• Options available to the Vendor Employee in the Lookup are based on the Work Assignment.
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Subcontractor Timesheet
• To limit what the Vendor Employees can change review the Timesheet Class for the subcontractor.
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Subcontractor Timesheet -Lines
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Subcontractor Invoice
Subcontract Management Lessons Learned
• Export Timesheet
– Select Subcontractor
– Enter Batch ID
– Hit the Lightening Bolt
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Subcontractor Invoice
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Subcontractor Invoice
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Subcontractor Invoice
• CHECK THE INVOICE!!!!!!!! Do not assume that the invoice is correct!!!!!
• Verify employee rates look accurate
• Verify the math works
• Check Currents and Cumulatives
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Subcontractor Invoice
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Contact Information
Teresa Fletcher, CFCM
President
The Logistics Company, Inc.
910-988-6033
Subcontract Management Lessons Learned
Noel Thompsen
Business Process Manager
The Logistics Company, Inc.
910-482-8084 ext. 3532
