IBM Global Business Services Timesheet Codes PDF

IBM Global Business Services New Practitioner Overview Education and Reference Materials June 2020 © 2017 IBM Corporation IBM Global Business Services Contents  Practitioner Expectations  Compliance with Business Conduct Guidelines...

IBM Global Business Services New Practitioner Overview Education and Reference Materials June 2020 © 2017 IBM Corporation IBM Global Business Services Contents  Practitioner Expectations  Compliance with Business Conduct Guidelines  GBS Labor Policy  Claiming Importance  R&CM Global Communications  Utilization Overview  Claiming via ILC / CATS or ET&T  Assignments via Hours Plan  Backup 2 © 2013 IBM Corporation IBM CONFIDENTIAL IBM Global Business Services Practitioner Expectations At the direction of Mark Foster via direct communication* on 3/17, a new initiative was launched knows as “Return to Billable” (R2B). This program required all GBS employees (including Executive Roles/Bands) to be identified as Practitioners with Claiming responsibility. Limited exceptions are identified in the link below. Implications of this decision:  Weekly Claiming in Intranet Labor Claim (ILC) , Cross Applications Time Sheets (CATS) and ET&T  Weekly Assignment maintenance via Hours Plan  Automated compliance communications to you and your manager such as Claim Reminders, Practitioner & Manager Scorecards & CFO Violation Escalations  Inclusion in your IOT’s Weekly Utilization Targets * http://links.spop.ibm.com/servlet/MailView?ms=MTA1MzU2MzYS1&r=MTgyMzc1NjYxNTI3S0&j=MTEyMDA5OTY0NQS2&mt=1&rt=0 3 © 2013 IBM Corporation IBM Global Business Services 4 © 2013 IBM Corporation IBM Global Business Services GBS Labor Policy - link The GBS practitioners will record their own client services labor accurately and honestly on a weekly basis, in compliance with the IBM Business Conduct Guidelines. All Practitioners must work what they claim, and claim what they work. If a practitioner is requested to claim their client services labor differently than the hours they worked, it is their responsibility to raise this via IBM's Communication Channels, i.e. Blue Pages Manager, as detailed in the IBM Business Conduct Guidelines. The Claim For Others, (CFO) functionality should only be used in exceptional circumstances and not as a regular way to record labor in the CLAIM system. Priority Rules for Labor Claiming The following rules summarize the main points for GBS labor claiming: 1. All practitioners must work what they claim, and claim what they work. Do not falsify or omit labor claiming. 2. All direct labor billable employees (those with utilization targets who deliver services to clients) must claim all their labor. This includes Partners, Project Managers, Consultants, Application Services personnel, and others. It includes those who structure and sell proposals to clients as well as managers. Indirect, support staff do not need to claim their full labor. 3. All hours of labor should be claimed in the week they are worked, regardless of whether the hours are billed to a client or not. Partners or PMs will manage the client relationship for billing. 4. Claiming labor for others is only allowed when authorized in the CLAIM system through the standard BMS authorization procedure. For GBS practitioners, this cannot be delegated to a non-GBS Project Manager. 5 © 2013 IBM Corporation IBM Global Business Services Claiming Importance Why is claiming necessary? – Claiming provides us with critical information to control our business:  CLAIM is the basis for invoices to our Clients  CLAIM generates internal financial transactions that enable costs to be connected to the appropriate projects  CLAIM generates reports that give us the ability to manage GBS productivity in our projects and among our people  CLAIM generates utilization history that will define commercial rates, as well as giving us historical data on which to base our future Client solutions Why is it necessary to claim weekly in a timely manner? – Work performed by our professionals has to be reported correctly and on time in order to:  Enable the project manager to verify and approve all claimed hours on a weekly basis  Enable IBM to charge our clients based on accurate invoices  Enable the client to pay invoices to IBM in time  Enable visibility and ability to take corrective actions early on It is your responsibility as an IBM employee to report and claim hours in a correct and timely way — this is part of your contribution to IBM and may be used as an element of your annual assessment. 6 © 2013 IBM Corporation IBM Global Business Services R&CM Global Communications: Alerts Objectives The objective of alerts is to trigger corrective actions by the practitioners, managers or project managers. Professional participation by tool instance:  Claim (ILC/CATs/ET&T): Timely labor entry per Line of Business rules  Professional Marketplace (ProM): accurate and timely submission of assignment data via Hours Plan form  CV Wizard: current CV/Resume Manager actions in mandated tools :  Ensure the currency and validity of Resource attributes, e.g. in GBS: Service Area, Industry, Practitioner flag, JRSS attributes, availability date Manager follow-up with their direct reports to ensure data accuracy and business rule compliance 7 © 2013 IBM Corporation IBM Global Business Services R&CM Global Communications: Alerts Instances There are 3 types of Alerts instances, which are sent in native language depending on the country. Claim Reminders – Drives prompt Labor Claiming  Reminder to professionals covering prior 14 week period plus ‘current’ week, mailed Friday and again on Monday prior to week’s claim cut-off.  The email reminder lists week ending dates for which there is still no labor recorded.  Note: The decision to send either Friday AM, Monday AM, both or neither is local IOT & LOB dependent Scorecards – Provides a checklist of ‘exceptions’ for key R&CM data elements in one communication  Professionals receive weekly statements highlighting exceptions for their personal action.  Managers receive a weekly consolidated spreadsheet of direct reports who have any exception data or items for manager action. Action items are highlighted.  All professionals receive an end-of-month Scorecard even if no exceptions are triggered. A manager receives a monthly consolidated spreadsheet for all his direct reports (some may have no exceptions highlighted). CFO (Claim For Others) Escalation – Informs higher levels of management about non-compliance to business rules.  There is a CFO Non-Compliance when any of the two conditions below are met: – CFO has been used in the 3 most recent consecutive weeks within the current claim year – CFO was used the current week plus any prior 7 weeks in a 15 week period within the current claim year  Scope – If the immediate past week did not have a CFO, it will not qualify as a non-compliance – Only weeks in the current year are in scope – Time Away Exclusion: All Activity Codes that start with “x” shall be excluded from the CFO criteria. 8 © 2013 IBM Corporation IBM Global Business Services R&CM Global Communications: Alerts For more information on the Global R&CM Alerts, please click on the filling link to see samples of the actuals communications  Alerts Education  R&CM Alerts wiki 9 © 2013 IBM Corporation IBM Global Business Services IBM Utilization Overview To enable the linkage between practitioners and revenue while encouraging the sharing of resources across LOBs, three tiers of utilization exist. Practitioners receive billable utilization credit for work on commercial contracts within his/her LOB and receive chargeable utilization credit for work performed for other LOBs. Billable Chargeable Productive GBS Labor performed on Billable + Chargeable + Definition COMMERCIAL contracts owned ANY type of contract owned by ANOTHER GBS Bid & Proposal + GBS Internal by GBS Lob Lob +EDU + Coaching WW Reporting Utilized Hrs + Strategic Investment Billed Hrs Utilized Hrs Terms Hrs + B&P Hrs GBS Billable work Chargeable work Any contract owned by another Lob GBS Bid & Proposal IGA (CIO) GBS Strategic Investment Elements Commercial GBS contracts IRB (Investment Review Board) Education (Activity Codes Pooled Labor (HTP) VL0947 & XL0H00) GN0035 Activity (costed, but not Coaching & Mentoring invoiced to customer) (Activity Code VL0942) 10 © 2013 IBM Corporation IBM CONFIDENTIAL IBM Global Business Services Claiming Guidance Every professional, IBM executive, consultant (and subcontractors in specific circumstances) working for GBS/BPS needs to record time in ILC.  Deadline for Claim submission is the system deadline (local time) for the week just worked.  Missing Labor Reports are run weekly (Friday/Monday) on missing & late claim submissions.  Do not submit billable or chargeable time for future weeks. In the current week, if you do need to submit time early, please resubmit if necessary at the end of the week to ensure your record reflects actual hours worked.  It is highly encouraged at quarter-end and year-end points to claim holidays/vacation forward booked before you leave. 11 © 2013 IBM Corporation IBM Global Business Services Intranet Labor Claim (ILC): Installation FOR PC USERS: FOR MAC USERS: 1) Go to https://w3- 01.ibm.com/download/standardsoftware/PC/l 1) Go to Mac@IBM App Store ang_en/issiCatalogPC.html 2) Select A pop up will appear as follows: 2) Install the ILC app 3) Select Install 12 © 2013 IBM Corporation IBM Global Business Services Claiming via Intranet Labor Claim (ILC) For step by step instructions on how to configure the ILC Application including default Workitems for Non-Productive Time and Time Away, please click on the following link  ILC Setup, Configuration & Claiming  Please refer to the most current published GBS approved Activity Codes here 13 © 2013 IBM Corporation IBM Global Business Services Claiming via Cross Applications Time Sheets (CATS) Any GBS Practitioner working on a China owned or a Germany owned contract, no matter where that practitioner is physically, will need to use CATS to claim their labor. It is possible that two labor claiming tools will be used - deciding which tool to use depends, not on where you are, but who owns the contract that you are working on. Some Practitioners, those working on contracts owned by China or Germany and also working on contracts owned by any other country will use both CATS and ILC, claiming only the appropriate labor in each tool. Training: Although there is Web Based Training for CATS Time Entry (Course Number BHOC161) on Your Learning, some of the links are outdated. It is preferred you use the following modified course presentation on the CAS Wiki. CATS Claiming Management System Tools: Until labor and expenses are claimed, several of our normal management tools will be incomplete or unavailable: for instance, Cost Recovery, Labor Reporting and Utilization Reporting for China and Germany. Once claimed, Blue Harmony is designed to feed claimed labor data to the Business Management System (BMS), just like ILC does today. Therefore any Cost Recovery, Labor Claiming or Utilization Reporting that uses BMS as the trusted source will be complete and correct even though practitioners may be claiming in two different tools. Tsk Lvl Cd Tsk Lvl Desc Other Helpful CATS Information: VL0000 VL0101 Bench / Idle Time Giveback Internal WO  CATS Portal to access the application VL0820 VL0830 Wait WBS-Cst Rcv Wait WBS-B&P VL0840 Wait WBS-Mgt Dcd VL0850 Wait WBS-Billabl  Please refer to the most current published Task Type file on the VL0930 VL0947 Labor Union Time IBM Learning CAS Wiki here XL0A00 XL0B00 Vacation Designated Holiday XL0C00 Optional Holiday XL0D00 illness XL0E00 Administration XL0H00 Non-IBM Learning XL0I00 Paid Time not Worked XL0J00 Unpaid Time Not Worked XL0K00 Pre/ Post IBM Employ XL0M00 Military Time Away XL0P00 Jury Duty XL0Q00 Other non-Billable 14 XL0S00 Audit Work © 2013 IBM Corporation IBM Global Business Services What is Hours plan?  In our labor-based business, effective utilization of each Professional's time is the joint responsibility of the Professional, project management and the Resource & Capacity Management (R&CM) community. In addition, the ability to effectively monitor, manage, and forecast utilization is a critical aspect of the financial management of the business.  The Hours plan provides a means of regular updates to the forecasted Assignment. Using Hours plan, Professionals and R&CM can have a common understanding of the Professional's … – Expected upcoming availability (project extensions, roll offs) – Anticipated upcoming workload and schedule (overtime, part time, planned time away) – Expected next Assignment (self-Reservation)  Most importantly, Hours plan helps provide management with accurate and timely forecasting data for financial management. IB © 2013 IBM Corporation M Pro IBM Global Business Services What is Hours plan? (continued) To achieve this, R&CM relies on your input and validation of the hours you expect to work on projects and Assignments, as well as hours you expect to be away or unavailable. Professional Marketplace (ProM) assists you in doing this by: – Allowing you to directly maintain your hours projections that are related to Assignments and Reservations. – Allowing you to use 'My hours plan' tab in IBM Professional Marketplace to: Create new self-Reservations Change Start / End / Extension dates on Assignments / Reservations Update planned hours for Assignments / Reservations – Sending you an e-mail notification that you need to complete an Hours plan, which will link you directly to Professional Marketplace and "My hours plan" page. IB © 2013 IBM Corporation M Pro IBM Global Business Services How do I know I have an Hours plan to complete? 1. You receive e-mail asking you to update Hours plan. – Use the link in the e-mail to access Professional Marketplace. (You need to be connected to the IBM network for the link to work.) – Go to 'My hours plan' tab -- if there is an outstanding Hours plan due, the application will open automatically to this page once you sign in using your intranet ID and password. 2. You sign into Professional Marketplace and you see the “My hours plan” screen similar to the one below. IB © 2013 IBM Corporation M Pro IBM Global Business Services IBM Professional Marketplace | March 2017 © 2013 IBM Corporation IBM Global Business Services 19 © 2013 IBM Corporation IBM Global Business Services Assignments via Hours Plan GBS Hours Plan Policy “To provide better visibility into capacity of our team and to improve utilization forecasting, all GBS practitioners, including partners, are required to maintain accurate assignment details via an Hours Plan in the Professional Marketplace (ProM). Your hours plan should align with what you plan to submit in ILC /CATs each week, including overtime. There is no need to create a separate assignment record for overtime hours, they can be added to the existing assignment line-item.” For detailed instructions on how to access Professional Markets and learn how to submit an Hours Plan, please refer to the following presentation.  Hours Plan Education on CAS wiki  See additional training materials available here  Technical issue? Report it to [email protected] 20 © 2013 IBM Corporation BACKUP © 2012 IBM Corporation IBM Global Business Services How to Claim Your Time – Activity Codes/Task Types 22 © 2013 IBM Corporation