Preface

25

Contents and Structure of the Book

25

Technical Notes and Notes for Reading

28

1 Introduction to SAP Fieldglass

35

1.1 Use Cases

36

1.1.1 System Value and Benefits

36

1.1.2 Solution Scope

37

1.2 Positioning in the Intelligent Enterprise

38

1.3 Program Organization

40

1.3.1 Implementation Partners and Consulting

40

1.3.2 Managed Service Providers

41

1.4 Implementation and Lifecycle Management

43

1.4.1 Implementation Types

44

1.4.2 Governance

45

1.4.3 SAP Activate

46

1.4.4 Implementation with an MSP or an SAP Partner

47

1.4.5 Change Management and Communication

48

1.5 User Interface

48

1.6 Summary

53

2 System Architecture: Processes and Modules

55

2.1 Access and Modules

55

2.2 Procurement Processes

57

2.2.1 Contingent

59

2.2.2 Statements of Work

61

2.2.3 Profile Worker

62

2.3 Peripheral Modules

66

2.3.1 Decision Forms

67

2.3.2 Wizard

71

2.3.3 Projects

75

2.4 Summary

79

3 Contingent: Processes and Functions

81

3.1 External Workforce Procurement

81

3.2 Procurement Workflow Details

85

3.2.1 Create and Submit Job Postings

85

3.2.2 Job Seeker Management

92

3.2.3 Create and Approve Work Orders

94

3.2.4 Time and Expense Capture and Invoicing

97

3.2.5 Revisions and Closing

98

3.2.6 Other Processes

103

3.3 Contingent Types and Job Posting Templates

104

3.3.1 Contingent Types

104

3.3.2 Job Posting Templates

107

3.4 Qualifications

111

3.5 Interview

113

3.6 Summary

115

4 Statement of Work: Processes and Functions

117

4.1 SOW Bid and SOW

119

4.1.1 Create a SOW Bid

120

4.1.2 Responses and Selection of Suppliers

124

4.1.3 Create a SOW

125

4.1.4 Supplier Review and Approval

131

4.1.5 Billing

131

4.1.6 Revision and Closing

132

4.2 Functions, Settings, and Processes

132

4.2.1 Classification

133

4.2.2 SOW Types

137

4.2.3 SOW Templates

143

4.2.4 Further Configurations and Considerations

149

4.3 Line Items and Libraries

152

4.3.1 Collaboration Tools

153

4.3.2 Clauses

155

4.3.3 Management Events

159

4.3.4 Events

160

4.3.5 Schedules

165

4.3.6 Fees

169

4.3.7 SOW Workers

174

4.3.8 Question Library

180

4.4 Use Cases and Examples

181

4.4.1 Use Holdback

181

4.4.2 Manage Agile Projects

182

4.4.3 Best Practices

182

4.5 Summary

183

5 Organizational Structures

187

5.1 Master Data Overview

187

5.2 Site and Location

190

5.2.1 Site

190

5.2.2 Locations

193

5.2.3 Corporate Calendar

194

5.3 Business Unit

195

5.3.1 Create Business Units

196

5.3.2 Associations to Business Units

198

5.4 Cost Center

199

5.4.1 Create Cost Centers

199

5.4.2 Cost Center Hierarchy

200

5.4.3 Segmented Object Detail

201

5.4.4 Design and Sustainability

203

5.4.5 Create Task Code

204

5.5 Legal Entity

204

5.5.1 Create a Legal Entity

204

5.5.2 Associations

205

5.5.3 Application Example

206

5.6 General Ledger and General Ledger Accounts

208

5.7 Labor Type

208

5.8 User

209

5.8.1 View Users

210

5.8.2 Create User

211

5.8.3 User Access to Master Data

212

5.8.4 Define the Function Access

213

5.8.5 Setting Preferences

214

5.8.6 Proxies and Delegates

216

5.9 User Role

216

5.9.1 Create User Roles

217

5.9.2 User Role Permissions

218

5.10 Suppliers

218

5.10.1 Invite Suppliers

219

5.10.2 Supplier Registration

219

5.10.3 Associations

221

5.10.4 Configure Supplier Distribution Lists

222

5.10.5 Configure Supplier Accounts

224

5.10.6 MSPs and Multi-MSPs

226

5.11 External Workers

227

5.11.1 Register External Workers

227

5.11.2 Set Up the Homepage for External Workers

230

5.11.3 Create a Security ID

232

5.11.4 Configure Master Worker Records

235

5.11.5 Maximum Length of Tenure

237

5.12 Summary

239

6 Rates

241

6.1 Rates in the Procurement Process

241

6.2 Rate Prerequisites

250

6.2.1 Currency and Conversion

250

6.2.2 MSP Fee

250

6.2.3 Pay Rate and Bill Rate

252

6.2.4 Units of Measure and Unit Types

253

6.3 Rate Structure

255

6.3.1 Rate Category

256

6.3.2 Rate Type

257

6.3.3 Time Sheet Rate Group

259

6.3.4 Rate Components

260

6.3.5 Rate Component Groups

262

6.3.6 Rates

263

6.3.7 Rate Cards

264

6.3.8 Rate Groups

266

6.3.9 Rate Grid

267

6.3.10 Rate Uplift

269

6.3.11 Example of a Rates Card Setup

269

6.4 Complex Rate Structures

272

6.4.1 Worker Pay Type

273

6.4.2 Shifts

273

6.4.3 Rate Rules

274

6.4.4 Rate Schedules

275

6.4.5 Rate Change Matrix

280

6.5 Use Cases and Considerations

284

6.5.1 Rate Structure Design Tips

284

6.5.2 Rate Negotiation

285

6.5.3 Rate Guidance

285

6.6 Summary

286

7 Time Sheets, Expense Sheets, and Invoicing

287

7.1 Time Sheets

288

7.1.1 Time Sheet Type

289

7.1.2 Time Sheet Frequency

290

7.1.3 Additional Features and Settings

292

7.1.4 Time Recording

295

7.1.5 Approval of Time Sheets

299

7.1.6 Rejecting Time Sheets

302

7.1.7 Revision of Time Sheets

303

7.1.8 Push Time Sheets

304

7.1.9 Daily Time Sheet Verification

305

7.2 Expense Sheets

305

7.2.1 Expense Codes and Expense Types

305

7.2.2 Capture Expenses

308

7.2.3 Approval

310

7.2.4 Expense Sheet Revision

311

7.3 Miscellaneous Invoice

312

7.3.1 Creation

312

7.3.2 Approval

313

7.4 Invoicing

314

7.4.1 Auto Invoicing

315

7.4.2 Consolidated Invoicing

317

7.4.3 Invoice Adjustments

319

7.4.4 Format PDF Invoice

322

7.5 Summary

323

8 Other Settings

325

8.1 Custom Fields

326

8.1.1 Create Custom Fields

326

8.1.2 Reports

330

8.1.3 Integration

330

8.1.4 Pick Lists Types

331

8.1.5 Intelligent Fields

334

8.2 Custom Lookup

335

8.3 Job Codes

336

8.4 Categories

337

8.5 Reasons

337

8.6 Approvals

338

8.6.1 Basic Settings: Users and User Roles

338

8.6.2 Create Approval Rules

339

8.6.3 Create Approval Groups

340

8.6.4 Example of Time Sheet Approvals

344

8.7 Messaging and Notifications

346

8.7.1 Email Message Template

346

8.7.2 System Variables

347

8.7.3 Configure Messages

348

8.7.4 Personal User Settings

350

8.7.5 Approval via Email

351

8.7.6 Approval via App

351

8.7.7 Message Center

352

8.8 System Notifications

352

8.8.1 Thresholds: PMO Dashboard

352

8.8.2 Thresholds: Alert

353

8.8.3 Thresholds: Escalation

354

8.8.4 View all Notifications

354

8.8.5 System Broadcast

354

8.8.6 Homepage Announcement

355

8.8.7 Reference Library

355

8.8.8 View all Work Items

356

8.8.9 Custom Text

357

8.8.10 Contextual Help

357

8.9 Social Enterprise

358

8.9.1 Ask an Expert

359

8.9.2 Chat

360

8.9.3 Annotations

362

8.9.4 Reminders

363

8.9.5 Starring

363

8.10 Summary

364

9 Onboarding and Offboarding

365

9.1 Activity Items and Activity Checklists

365

9.1.1 Create Activity Items

366

9.1.2 Create Activity Checklists and Assign Activity Items

369

9.1.3 Edit and Complete Activity Items

373

9.2 Milestones

375

9.3 Asset Types

376

9.4 Electronic Signature with DocuSign

378

9.4.1 Create a DocuSign eSignature Template

378

9.4.2 Create an XSL Template

379

9.4.3 Create Activity Items for the eSignature

380

9.5 Summary

381

10 Reports and Analytics

383

10.1 Preferences and Prerequisites

384

10.1.1 Preferences

384

10.1.2 User Role Configuration

385

10.1.3 User Profile Configuration

386

10.2 Report Fields and Formulas

387

10.2.1 View Report Fields

388

10.2.2 Create and Manage Formulas

389

10.3 Reporting

390

10.3.1 Modules and Fields

390

10.3.2 Manage Report Filters

392

10.3.3 Set Report Details

393

10.3.4 Reports for Suppliers

394

10.3.5 Run a Report

395

10.4 Analysis Tools and Functions

396

10.4.1 Create Charts

397

10.4.2 Assemble Pivot Tables

398

10.4.3 Set Up the Homepage

399

10.4.4 Schedule Reports

399

10.4.5 PMO Dashboard

400

10.4.6 Visualizer

402

10.4.7 SAP Analytics Cloud

403

10.5 Reporting Recommendations

404

10.6 Summary

405

11 Data Retention

407

11.1 Manage Data Retention Policies

407

11.1.1 User Rights and Thresholds

408

11.1.2 Custom Lookup Thresholds

409

11.1.3 Erase Records That Exceed Thresholds

411

11.1.4 Queue Records for Erasure

412

11.1.5 Search for and Erase Individual Data Records

413

11.1.6 Erased Entries

414

11.2 Erase User Information

415

11.2.1 Erase Worker Information

415

11.2.2 Erase Supplier and Buyer Information

415

11.3 Summary

416

12 Standard Integrations

419

12.1 Standard Integrations: Overview

420

12.1.1 Master Data Integrations

421

12.1.2 Transactional Integrations

422

12.1.3 Data Formats

423

12.2 Standard Connectors

424

12.2.1 Standard Upload Connectors

424

12.2.2 Standard Download Connectors

427

12.2.3 File Transfer Methods

428

12.2.4 Access Standard Integration Options

429

12.3 Configuration Manager

432

12.3.1 Use Configuration Manager

433

12.3.2 Activate and Configure Connectors

434

12.3.3 Connector Adjustments: Downloads

437

12.3.4 Connector Adjustments: Uploads

438

12.3.5 Transfer Method and Connectivity

440

12.3.6 Integration Audit Trail

442

12.3.7 Set Up Endpoints

443

12.4 Single Sign-On

445

12.4.1 Unique User Identifiers

445

12.4.2 Single Sign-On Setup with the Configuration Manager

446

12.5 Productized Integrations

447

12.6 SAP Fieldglass Integration Add-On 1.0

448

12.7 Summary

450

13 Integration with SAP SuccessFactors

451

13.1 Productized Integrations: Overview

452

13.2 Master Data Integration

454

13.2.1 Configuration in SAP Fieldglass

456

13.2.2 Configuration in SAP SuccessFactors

458

13.2.3 Additional Master Data Integrations

458

13.2.4 Data Transfer

459

13.3 Position Management Integration

459

13.3.1 High-Level Workflow

459

13.3.2 Prerequisites

460

13.3.3 Configuration in SAP SuccessFactors Employee Central

462

13.3.4 Configuration in SAP Fieldglass

463

13.4 Worker Data Integration

465

13.4.1 Integration Setup

466

13.4.2 Configuration in SAP Fieldglass

467

13.4.3 Configuration in SAP SuccessFactors

468

13.4.4 Configuration in SAP Integration Suite

469

13.5 Summary

470

14 Integration with SAP Ariba

471

14.1 Productized Integrations: Overview

472

14.1.1 Master Data

473

14.1.2 Procurement

474

14.1.3 ERP Integrations

475

14.1.4 Data Transfer

476

14.2 Master Data Integration

476

14.2.1 Configuration in SAP Fieldglass

479

14.2.2 Configuration in SAP Ariba

480

14.2.3 Configuration Considerations

481

14.3 Transactional Integrations

481

14.4 Sourcing and Contracts

483

14.4.1 Configuration in SAP Fieldglass

485

14.4.2 Configuration in SAP Ariba

486

14.5 Procurement: Purchase Requisition/Purchase Order

486

14.5.1 Integration with SAP Ariba Buying

487

14.5.2 Direct Procurement with Ariba Network

490

14.5.3 Configuration in SAP Fieldglass

492

14.5.4 Configuration in SAP Ariba

493

14.6 Invoicing

494

14.6.1 Integration with SAP Ariba Buying

494

14.6.2 Direct Invoice Integration with Ariba Network

496

14.6.3 Configuration in SAP Fieldglass

498

14.6.4 Configuration in SAP Ariba

499

14.7 Summary

500

15 Integration with SAP S/4HANA

501

15.1 Productized Integrations: Overview

502

15.1.1 Master Data and Business Partner Data

503

15.1.2 Transactional Data

504

15.1.3 Methods for Integration

506

15.2 Master Data Integration

506

15.2.1 Configuration in SAP Fieldglass

508

15.2.2 Configuration in SAP S/4HANA

511

15.2.3 Integration Methods

512

15.2.4 Additional Master Data Integrations

512

15.2.5 Configuration Considerations

513

15.3 Business Partner Replication

513

15.3.1 Configuration in SAP Fieldglass

514

15.3.2 Configuration in SAP S/4HANA

515

15.3.3 Integration Methods

515

15.4 Transactional Integrations

516

15.5 Procurement: Purchase Requisition/Purchase Order

519

15.5.1 Workflow

519

15.5.2 Configuration in SAP Fieldglass

522

15.5.3 Configuration in SAP S/4HANA

524

15.5.4 Configuration in SAP Integration Suite

524

15.6 Service Entry Sheet

525

15.6.1 Workflow

526

15.6.2 Configuration in SAP Fieldglass

527

15.6.3 Configuration in SAP S/4HANA

529

15.6.4 Configuration in SAP Integration Suite

529

15.7 Invoicing

530

15.7.1 Workflow

530

15.7.2 Configuration in SAP Fieldglass

531

15.7.3 Configuration in SAP S/4HANA

533

15.7.4 SAP Integration Suite

533

15.8 Summary

533

16 Conclusion: SAP Fieldglass Trends

535

16.1 Implementation and Change Management

535

16.2 Program Evolution

536

16.3 The Rise of Statements of Work

537

16.4 The Future of Integrations

537

Appendices

539

A Glossary and Explanation of Terms

541

A.1 Terms: Users

541

A.2 Terms: Rates

543

A.3 Terms: Integrations

545

B Sequence of Implementation

549

B.1 Implementation Sequence: Contingent

549

B.2 Statements of Work

551

B.3 Global Configurations

554

C Miscellaneous Items

557

C.1 Status

557

C.2 Module References

564

C.3 Multiple MSPs: Association of Admin Objects

565

D The Authors

567

Contributors

568