DC Government

Vendor Peoplefluent Manual

Information Technology Staff Augmentation

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Table of ContentsVendor Peoplefluent Manual.................................................................................................................................i1 Peoplefluent Tool..........................................................................................................................................2

1.1 Logging In..............................................................................................................................................21.2 How do I Configure My Dashboard?.....................................................................................................31.3 How Do I Manage My Account and Additional Users?........................................................................51.4 How Do I Review Requisitions?............................................................................................................81.5 How Do I Submit A Candidate?..........................................................................................................111.6 My Candidate Has Been Submitted – Now What?..............................................................................151.7 What Happens if My Candidate is Requested for an Engagement?....................................................171.8 How Can I Manage My Engaged Contractors?...................................................................................18

2 Appendix A: Technology Types & Job Category.......................................................................................203 Appendix B: ITSA Resume Template........................................................................................................23

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1 Peoplefluent Tool

1.1 Logging InThe application that is being utilized is Peoplefluent. This guide has been developed specifically to assist you in submitting your candidate to the DC GOV ITSA requisition. Your organization can access the application via 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.

With your first login you will be required to reset your password and define your password hint question and answer. Once you have done this you will see the Peoplefluent Dashboard page as illustrated below:

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The Dashboard has default menus that bring your most important items to the forefront: “My Tasks” lists all items that are pending further action. A red number will appear next to an

item if action is required. “Current Activity” lists the number of items within Peoplefluent that you are associated with. “Alerts” is a calendar that lists system events such as interviews. It can also include custom user

events.

These links are very helpful in getting you to the items that you will utilize most frequently in the application. While the system will send you notifications with a direct link should your action be required on any item, these quick menus can also take you to those items.

1.2 How do I Configure My Dashboard?

While your dashboard has a set default view, you can also customize your dashboard to include additional items, or widgets. Simply click on the Configure Dashboard link in the upper right corner to see the available widgets. Use the left and right scroll arrows to see all of the options.

To add a widget to your dashboard, simply click on the one that you would like and drag it down into the main layout. You can click and drag all of your widgets to arrange them to your liking.

Here is a list of all available widgets that are available to you:

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Also available in the Configure Dashboard setting is the ability to change the layout of your widgets. Simply click on Change Layout and you will be given various choices.

When you are done customizing your dashboard, click Save and Close in the upper right hand corner.

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1.3 How Do I Manage My Account and Additional Users?Upon execution of the Subcontractor Agreement with the Prime Contractor, a Peoplefluent vendor workbook is completed to initiate setup in the application. Peoplefluent will create up to two users, one of which must be an “admin” user authority, to establish the vendor’s Peoplefluent 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: Should you have the need to add more “internal” (non-candidate) users to Peoplefluent, the admin user should go to the search bar at the top of the page and select “user”:

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, you should search for the person being replaced, and update their record with the new user’s information. This practice allows the system to update all the associations the previous person held to the replacement.

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Below is a sample internal user record; whether adding or updating a user, please fill in the selections illustrated below.:

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Determine the user’s VMS Authority Level based on the access needed by the user:

VMS User Authority DescriptionAdmin 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 requisitions, 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 requisitions, however they cannot submit candidates.View View users can access requisitions, however they cannot submit candidates.Time Entry All contractors are by default set as Time Entry users. Please note, no time will

be entered directly in the Peoplefluent application, all time will be imported from OCTO’s PASS system.

Should you need to reset any user’s password, simply search for their user record, click on the name to view their record, then click on Change User Password at the bottom of the user detail page. You have two options in changing the password:

1. Type in a temporary password in both password fields, then click Save. (Recommended)2. Check the box that says Let system generate a new password and click Save 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 required upon the next login to change their password.

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1.4 How Do I Review Requisitions?Peoplefluent will send all vendors’ internal users (non-candidates) a notification once a District Program Manager has submitted a request for a contractor through the application. A link is provided in the email, and if you choose to follow it, once you’ve entered your credentials, you will be taken to the requisition detail that outlines the position details (description, skills, location, etc.).

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The Technology Table is located in Appendix A.

In Requisition 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 Requisition is a Round 2 or Round 3, the previous round’s Requisition System ID will be noted in the Client Internal Req.

The Not to Exceed Bill Rate is the maximum rate that the requisition will allow you to submit your candidate with. The opening(s) are capped at this rate.

Requisition Details outlines the job duties and responsibilities.

Skills outline the specifics for the requisition.

Compliance lists all additional requirements (i.e. degree, certification OST compliance tasks) for the requisition.

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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 Requisition Details. The deadline is at 6 PM on that date.

Level Of Urgency Response DeadlineNormal 5 daysUrgent 1-3 daysRound 2 3-5 days; note original req # is noted in the field labeled Client Internal

ReqRound 3 3-5 days; note original req # is noted in the field labeled Client Internal

Req

Status of the requisition is updated as actions on candidates are taken:

Req Status: Meaning:OPEN Requisition is open to all CBE’s for submissionINTERVIEWS OCCURING Candidate(s) are interviewingON HOLD The

Response Deadline has expiredFILLED The requisition has been filledCLOSED/CANCELLED The requisition has been closed or cancelled

Please utilize the Requisition Comments in Peoplefluent to ask any questions about the specific opening. All requisition comments will be viewable by all vendors, as well as the response that the ITSA Project Team provides.

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1.5 How Do I Submit A Candidate?To submit the candidate, click on the link to Submit Candidate located at the top of the requisition. You will be guided through a series of screens where 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 requisition – including the number of years of experience responses to compliance items 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.

Please note, any item with a red ( ) circle is required.

Choose next to move to the next step:

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ALL Candidates must be submitted with the following email address: noreply@peopleclick.com

All areas highlighted above should be addressed.

Choose next to move to the next step:

Please indicate in the previous contract/employment at client any other names that you have worked under for DC Gov.

Choose next to move to the next step:

Click “next” to move through the various steps of the submission process.

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Please note, your submitted Client Bill Rate cannot exceed the Not To Exceed Bill Rate (NTE) from the requisition. 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.

Once all attachments have been uploaded, choose submit.

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1.6 My Candidate Has Been Submitted – Now What?Once submitted, the ITSA Project Team will screen the candidate to ensure the candidate meets the minimum requisitions and the ITSA Resume Template has been used, the District Program Manager will receive a system notification asking them to review your candidate.

Candidate feedback will always be provided by the District Program Manager in the form of Candidate Status.

Candidate Status Meaning…NEW Candidate is awaiting screening by ITSA Project TeamACTIVE Candidate has been screened by ITSA Project Team and has been

forwarded to the District Program Manager for reviewSCHEDULE INTERVIEW Candidate has been selected for interview and a request has been

sent to vendor for acceptanceINTERVIEW ACCEPTED Vendor has accepted an interview option for the candidateINTERVIEW REJECTED Vendor has rejected the interview options provided for the

candidateINTERVIEW 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 requisition

REJECT: RATE ISSUE Other candidate(s) met the requisition skills at a better bill rateREJECT: INADEQUATE INFO Not enough information was provided to evaluate the candidateREJECT: NOT AVAILABLE Candidate was not available for the opportunity**REJECT: REQ CLOSED/FILLED Another candidate was chosen to fill the positionENGAGEMENT REQUESTED An engagement offer has been extended and the candidate is in the

on boarding process ENGAGED – PENDING VEND ACCEPT

The candidate’s 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 to “No longer available” in the Candidate Detail. Upon review, the District Program Manager has the option to reject candidates or request interviews. Peoplefluent will send notifications to the Candidate’s Vendor contact for any of the actions listed above.

Should the District Program Manager choose to interview your candidate, Peoplefluent will send the vendor contact a notification with a link to the specifics outlined by the interview requestor. Please notify the

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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. No candidates can begin their engagement with the DC Gov without the completion of both.

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1.7 What Happens if My Candidate is Requested for an Engagement?Once engaged, as the Vendor Contact, you will be required to accept the engagement terms in order for billing and subsequent payment to occur. Peoplefluent will send you a notification requesting your acceptance. Follow the link in the email, review the Engagement Details, and Accept/Reject on the Approval/History tab. Please note in the justification comment the ITSA Project Team will communicate the number of hours that are associated to your candidate’s PO.

Contractors will enter their time in PASS, the District’s e-Procurement system, by Monday at 6:00 PM 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 Peoplefluent for invoicing by the ITSA Project Team. Delays in time entry will result in payment delays. Please note: 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.

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1.8 How Can I Manage My Engaged Contractors?Delivered Reports: Peoplefluent provides several reports to help vendors manage their Candidates and engaged Resources. These reports are available by logging into the Peoplefluent application and choosing the Reports icon in center of the application.

The following reports can be requested (several have date prompts, etc.) and will be emailed to the email address in your user record.

The 4140s Vendor Reconciliation Report with Sales Tax is available for reconciliation of payment based on the Peoplefluent Invoice Number. This number will be provided weekly via a Peoplefluent notification from the ITSA Project Team. You can use this number to generate an invoice for the Prime Contractor. You

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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 Peoplefluent 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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2 Appendix A: Technology Types & Job Category

Job Category

Level Experience Specific Titles Job Functions

Business Analyst

1 0-2 yearsWorks under supervision of lead

Business Analyst, Requisitions 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 requisitions, analyze needs, identify risks, propose designs, write documentation, and carry out financial analysis.2 2-4 years

Limited supervision

3 4-7 years 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.

4 8-12 years

5 12+ years

Technical Writer

1 1-3 years 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.

2 4-7 years

3 8+ years Senior [Technical Writer title], Lead [Technical Writer title], Documentation Lead

Trainer 1 1-7 years Software Trainer Creates training materials, delivers training, and manages training program.2 8+ years Senior Software Trainer Training

Lead

Quality Assurance

1 1-3 years Tester, QA Analyst Software testing and quality assurance through script writing, execution, and tracking.2 4-7 years

3 8+ years Senior Tester, Senior QA Analyst, Test Team Lead, QA Consultant

Administrative Support

1 1-7 years Project Administrator, Administrative Assistant, Payroll Assistant, Financial Assistant

Administrative support functions, including data entry, plan tracking, and basic task assignments.

2 8+ years Project Coordinator

Project Manager

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

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.

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Job Category

Level Experience Specific Titles Job Functions

2 4-7 years Senior [Project Manager title]

3 8+ years Program Manager, Engagement Manager

Architect 1 1-7 years Technical Architect, Data Warehouse Architect, Network Architect

Designs and builds databases, data warehouses, or networks, including data acquisition, conversion, and interfaces. Optimizes organizational goals through enterprise standards.

2 8+ years

Database Administrator

1 1-3 years DBA, GIS DBA, Data Warehouse Administrator, BusinessObjects Administrator

Database management through maintenance of data dictionaries, data models, performance tuning. Coordinates database changes and tests.

2 4-7 years

3 8+ years Senior [DBA title]

System Administrator

1 1-3 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.

2 4-7 years

3 8+ years Senior [System Administrator title], [System Administrator title using Engineer in place of Administrator]

Engineer label reserved for certifications.

Developer 1 1-2 years Web Developer, .NET Developer, GIS Web Developer, GIS Desktop Developer, PeopleSoft Developer

Translates requisitions into code or configuration using software tools/integrated development environments (IDEs).

2 3-7 years

3 8-11 years

4 12+ years or certification

Senior [Developer title], [Developer title using Engineer in place of Developer], Developer Lead, Technical Lead

Engineer label reserved for certifications.

Network Technician

11-3 years Network Technician, LANDesk

Technician, Wireless Technician, NOC Analyst

Installs networks and network technologies. Assesses configurations and recommends products based on specifications. Configures equipment and software, trains others, and documents solutions Assists with network design. Experienced n technical services and administration (DHCP, DNS, routers, firewall, etc.).

2 4-7 years

Network Engineer

3 8+ years Network Engineer, LANDesk Engineer, Backup Engineer, Firewall Engineer, Security Engineer, Anti-Virus Engineer, SAN Engineer, VPN Engineer, Wireless Engineer

Customer Support

1 1-3 years Dispatcher, Support Technician, Application Technician, Field Support Technician, Voice Field Technician

Provides customer or technical support by collecting trouble tickets, analyzing issues, carrying out solutions, escalating issues, and

2 4-7 years

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Job Category

Level Experience Specific Titles Job Functions

tracking to completion.3 8+ years Customer Support Lead

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.

Technology Type

Technology Examples

Legacy 4GL programming with PL/SQL, AS/400, CICS, COBOL, Database–mainframe, DB2, DC/DB2, GIS-Digitizing/Scanning/Data Collection, IMS DB/DC, ListServ, Performance Monitoring–mainframe, SAS, SMS & AIX Platform, TSO, Unisys, Visual FoxPro, Visual Source Safe, PowerBuilder, NATURAL & ADABAS, MS Visio, process modeling, MS PowerPoint, MS Excel

Core .Net, Visual Studio .Net, ASP.Net, ASP, CADD, Checkpoint Firewall, Cisco, Client Server OS, Cold Fusion, Database - Client Server, DSF, Encryption, Flash, FormWare, GIS - Programming/Analytical (C/S, Web-Deployment), ESRI, ARINFO, Host Publishing, Imaging Systems (Onbase, Key File, Info Image), Intelligent Transportation Systems (ITS) (Traffic congestion, weather monitoring, programmable signing, pavement sensing, etc.), IQU+1, ISA, Java, JavaScript, JSP, LAN/WAN Support, Lotus Domino, MS ActiveX, MS Access, MS Front Page, MS Project, SQL Server, Netegrety Siteminder, Oracle, Performance Monitoring – C/S, PL/SQL, Visual Basic, Remedy, Security (encryption), Web (Visual Source Safe, Accessibility Standards (ACC Verify, MacroMedia, 506), DreamWeaver, & Homesite, Photoshop, Fireworks, Paint Shop Pro), SOAP, Windows XP, XML (XML, Spy, Data Base Schemas & support, & XSLP), Database - Mixed Platform, Servlets, Reporting Tools (e.g., Crystal), OmniPage ProTesting Tools (LoadRunner/WinRunner), Accessibility Standards (ACC Verify, MacroMedia, ITB 508), Adobe Acrobat, C/C#, Com/ Com+/DCOM, Data Modeling, SQL, Capacity Planning, Business Process Reengineering, Joint Application Development/Rapid Application Development

Emerging Sightline, Cognos, Data Center (Unisys OEM), data warehouse, EC/EDI, FileNet, GIS – Infrastructure, SAP/PeopleSoft any ERP, SMS 2003, Websphere/MQ Series, Analytical & Technical Architecture (Business Process Mapping w/UML, Enterprise Architect .Net Microsoft, & Enterprise Architect Sparxsystems), Middleware (Open Distributed Transaction Integrator (ODTI, Unisys), WebMethods 6.1, publish Subscribe, Data Transformation, Asynchronous Messaging, & Trading Networks suite, Tivoli, Veritas, Business Process Management (complete suites of tools for managing business processes & automated systems supporting those processes.)

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3 Appendix B: ITSA Resume Template

Candidate Name(No company information)

Skills:(Fill out based on skills listed on Peoplefluent req. Add or delete rows as necessary.)

TechnologyNUMBER 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 DeveloperOctober 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 requisition 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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