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Program Overview Webinar May 4th, 2016
Agenda
Introductions
Web Portal Overview
Program Workflow Process
SLA’s
Electronic Right to Represent
Roles and Responsibilities
Onboarding Process
Best Practices
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Introductions
3
Ellen Sigl – CAI Director for Contingent Labor
Elijah Beckwith – CAI MiSAM Contract Manager
Trent Vondrasek – CAI MiSAM Contract Manager
Amy MacDonald – CAI Contingent Labor Manager
Chris Tilley – CAI Operations Analyst
Web Portal Overview
4
http://michigan.compaid.com
Web portal includes relevant contract information, including:
Criteria for Participation
Subcontractor Agreement
FAQs
Job Titles
Resume Template and Electronic Right to Represent Template/Info
Invoicing Process
Program Workflow Process
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Page 6
Service Level Agreements – CAI
Performance-based Service Level Agreements (SLA) ensure service to the State
As the MSP, CAI is held to the following SLAs:
Metric Description Target
Resume Submittal Response Measures response time from receipt of request to delivery of candidate resumes to hiring manager.
92% within four business days
Round 1 Fill Rate Measures ability to satisfactorily fulfill request with first round of resumes submitted to Agency (top 3-5 candidates).
92% filled by first round of candidates
Resource Dismissal Measures number of resources dismissed due to inadequate resource performance.
5% or lower of total headcount
Accurate Billing Monthly invoice is complete and correct, submitted on time. 99% of invoices are correct
Customer Satisfaction Satisfaction surveys are provided at the beginning, annually, and at the conclusion of each resource assignment. 100% of the time
System Availability VMS is available to hiring managers and subcontractors. 99% of up-time
Resource Quality Provided resources and resumes must meet technical requirements. 99% of resources
Contractor Satisfaction Measures Agency satisfaction with VMS performance. 80% satisfaction
Page 7
Service Level Agreements – Suppliers
Performance-based Service Level Agreements (SLA) ensure speed, quality and accuracy
Suppliers are held to the following SLAs: Metric Description Target
Percentage of Timesheets Submitted on Time
Timesheets will be submitted to State Agency for approval by defined deadline, based on all timesheets submitted.
95% of timesheets
Resource Dismissal Measures number of resources dismissed due to inadequate resource performance.
5% or lower of headcount
Attrition Rate Measures resource turnover due to unplanned situations that are not caused by the State of Michigan.
5% or lower of headcount
Candidates Interviewed Measures the number of candidates who fulfill interview requests. 80% of interviews accepted
Candidates Fulfilling Offers of Engagement Measures the number of candidates who start engagements after offer acceptance.
95% of candidates offered
engagement
Page 8
Electronic Right to Represent Process
Electronic Right to Represent (E-RTR), to streamline candidate submission and supplier validation process
CAI’s Role
Consult with agencies to understand initiatives and assist with creation of job requirements
Review and post task orders to the supplier network
Resume and Candidate screening
Manage supplier network
Documentation tracking
Ongoing training and coaching opportunities
Manage the engagement process
Administer the offers of engagement
Onboard and off-board resources
Payment of suppliers
Reporting / metrics
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Supplier’s Role
Respond to PeopleFluent requirements when posted by CAI
Submit quality candidates
Under program, suppliers are held to performance-based SLAs
Maintain industry standards for technical screening of candidates
Resumes need to be grammatically correct, updated, and accurate
Clear, concise resumes – presenting talent understanding requisition managers will receive exactly what is sent
Careful attention to any/all PeopleFluent notifications regarding updates to requisitions and candidates
Ensure that engaged resources submit timesheets on time
Pay resources in a timely manner
Work with CAI to resolve any personnel issues
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On-boarding Process
Suppliers and CAI Contract Managers ensure that resources selected for engagement complete all required on-boarding items prior to engagement start
ICHAT background check is the standard on-boarding item
Required items may differ between agencies, depending on each agency’s policies
Once required items have been completed, they are provided to the Contract Manager and also uploaded into PeopleFluent
Items can be stored in PeopleFluent’s Compliance Manager and also provided to agency contacts
Whenever possible, the selected resource is walked-in by the CAI Contract Manager on the first day of the engagement
Best Practices
Watch for emails entitled “Peopleclick VMS Notification”
Requisition releases (Create date is not the same as release date)
Updates on current reqs.
Request for additional information/candidates
Information on upcoming needs
Information regarding requisitions needed ASAP
Look for weekly updates from the CAI team, also sent via PeopleFluent
These updates will provide information on upcoming opportunities, as well as information about currently-open requisitions
Use them to set recruiting priorities and manage job postings
Focus on the requisitions that still need resumes
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Best Practices
Upon release, review the PeopleFluent requisition carefully
The requisition contains important information related to day to day tasks, work location, travel requirements, work schedule, projected duration, parking costs, etc.
The “Required/Desired Skills” section lists the technical and professional skills essential for the assignment
Submit your top candidates
Ensure candidate’s full, legal name is used during submission
Candidate’s personal email address must be also entered in PeopleFluent during the submission process
Provide valid phone numbers for your candidates; update as necessary
Ensure “Required/Desired Skills” section is filled out accurately and honestly
Use Resume Template (on portal site) when submitting candidate
Send candidate the E-RTR template (on portal site)
E-RTR must be in MI_RTR mailbox and filled out correctly in order for candidate to be considered
E-RTR will be used in dual-submittal situation(s)
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Best Practices
Communicate with your candidates Inform them of specifics of the requisition and confirm interview availability
Let them know that they may receive a phone call from CAI during SLA window (4 days) Candidate must validate your company during the call
Manage candidate expectations to understand that CAI may be contacting them within that window
Finalize all compensation details prior to submittal
After submission, remain in contact with your candidates Change their status to “Reject – Not Available” if they are no longer on the market
Similarly, inform candidates if they are no longer being considered
Make yourself available to the CAI Contract Managers You will be contacted via the contact points in the Vendor Contact Information section of the
candidate submittal if information is needed or an interview is requested
Notify CAI Contract Managers immediately if any issues or concerns arise following submittal
Manage your engagements Make sure candidates submit time into PeopleFluent Resource is required to submit a weekly time report
Resource must enter a zero hour timesheet even if they do not work
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Best Practices
Keep all contract-related documentation up-to-date
Provide CAI with updated insurance certificates
Set-up automatic insurance certificate renewal with your provider
If not possible, send certificates via the following methods before insurance lapses:
Email: [email protected]
Mail: CAI, Attn: MSP Vendor Management, 470 Friendship Rd., Suite 300, Harrisburg, PA 17111
Notify CAI of company address and/or name changes
Keep your PeopleFluent user list and contact information current
Inactivate users no longer with the company
Make sure your company has more than one Admin user to reset passwords
Keep PeopleFluent Default User information correct
Click on Admin, Vendor Information, and then edit the Contact Information section
Will ensure that your users get the important notifications previously mentioned
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Contact Points
Elijah Beckwith
Phone: 517-392-2199
Email: [email protected]
Trent Vondrasek
Phone: 517-750-8830
Email: [email protected]
Amy MacDonald
Phone: 717-651-3004
Email: [email protected]
MSP Operations Help Desk
Email: [email protected]
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