Bringing our values to life © 2005 IBM Corporation SWG Vendor Operations – Guidelines for Vendors During an engagement – Non ERS October 2009

© 2005 IBM Corporation 2 Agenda During an engagement Vendor Responsibilities Consultant Activity Reports (Timecards) Expense Reports Status Reports Invoicing IBM IBM Access/Badges  Contact Information/Where to go for help

© 2005 IBM Corporation 3 Vendor Responsibilities While deployed on an engagement Vendor Management Respond to requests for Non ERS/SOW review and signature within same business day. Do not allow consultant to start work or work beyond contract limits without work authorization (ERSA, SOWA and Amendments must be processed prior to). Monitor hours, expense and dates against contracted parameters. If extensions are needed, contact engagement owner in advance for contract alterations and copy BRAND ID. Inform engagement owner of any issues that arise on the account and copy BRAND ID. Inform engagement owner of any scheduled consultant absence and arrange for backup if required. Copy BRAND ID Gather and review timesheets and status reports and ensure submission are on time and on a weekly basis. Ensure billing is current (within two weeks of work performed). Do not solicit for hire or consider for hire another vendor’s consultant you learned about on an IBM engagement. DURING ENGAGEMENT

© 2005 IBM Corporation 4 Vendor Responsibilities While deployed on an engagement Vendor Consultants Keep IBM engagement owner informed regarding engagement. Submit accurate timesheets and status reports by noon EDT each Monday following the week worked. Submit expenses on a timely basis to ensure billing is current and to secure reimbursement (within two weeks of exp incurred). Do not discuss the specifics of IBM’s contract with the IBM customer. Do not discuss rates with the IBM customer. Protect IBM’s intellectual property and confidential information. Submit all deliverables to the engagement owner and to your vendor management for inclusion with billing. Any modifications to your engagement must be made by IBM and not the end Customer. DURING ENGAGEMENT

© 2005 IBM Corporation 5 Vendor Responsibilities Details Consultant Activity Record (CAR) – A CAR is the form used to submit a record of a consultant’s hours worked on an IBM engagement. A CAR must be submitted every week for every consultant under contract whether they have worked or not. CAR forms are due into by NOON EDT on Monday following the week CARs should be submitted to a central focal point within your vendor company. The focal point will either enter labor directly into the IBM labor claiming system (ILC), or will provide softcopy to Please ensure that labor is submitted accurately the first time. If you do not have a CAR form (a copy is included in the Master SOW or regular SOW), please download one from: ftp://public.dhe.ibm.com/software/servicesoperations/. Approved CARs generate invoices to IBM customers. For this reason, IBM tracks weekly submission of CARs and will contact your company if a CAR is submitted incorrectly or is missing. In order to pay a vendor invoice containing hours, approved hours matching the invoice must be in IBMs labor claiming system. DURING ENGAGEMENT

© 2005 IBM Corporation 6 Vendor Responsibilities Details Consultant Activity Records (CARs) – How to complete a CAR - Shown on the next slide Submit in Excel format (no zip files for multiple consultants) Include w/e time period Include Consultant Name Include Customer Name Include work # Include Bill Code Include zSerial# Include BRAND A CAR is required for each project. If a consultant is engaged on one or more projects then a CAR form must be submitted each week for each project. A Zero Hour CAR must be submitted if a Consultant is scheduled but has not worked during a specific week Please utilize the following naming convention for each CAR: CAR_Your Company Name_Consultant Name_Work#_Week Ending Date (mm/dd).xls ex: CAR Perficient John Jenkins C /31.xls Submit CARs to: DURING ENGAGEMENT

© 2005 IBM Corporation 7 Vendor Responsibilities Details ZSerial # What is it? A unique identifier for each subcontractor consultant, used when entering labor into IBM’s labor claiming system Why do you need one? These are required by your company to enter consultant labor into IBMs labor claiming system or for submission of a CAR and Expense Reports. They allow IBM to track expense and labor by consultant.. Where can I find zSerial #’s for my consultants? On the VRS generated when an IBM PO is requested by a subcontractor analyst. If you are unsure of which # to use, please contact your subcontractor analyst DURING ENGAGEMENT

© 2005 IBM Corporation 8 Vendor Responsibilities Details Work Number What is it? A unique identifier for each IBM customer contract. The number is used by IBM to charge expense to the project and to generate invoices to IBM customers. Why do you need one? These are required by your company to enter consultant labor into IBMs labor claiming system or for submission of CAR and Expense Reports. How do you know which Work Number to use? On the VRS generated when an IBM PO is requested by a subcontractor analyst. If you are unsure of which # to use, please contact your subcontractor analyst DURING ENGAGEMENT

© 2005 IBM Corporation 9 DURING ENGAGEMENT

© 2005 IBM Corporation 10 Vendor Responsibilities Details DURING ENGAGEMENT Status Reports (requirements varies per project and BRAND) Status reports are required on a case by case/project by project basis Please check with the engagement owner to see if they require a status report A status report template is contained in a Master SOW or an SOW. For a softcopy form, please work with the engagement owner. If a status report is required, please check with the Engagement owner on who should receive them

© 2005 IBM Corporation 11 Vendor Responsibilities Invoicing IBM Receipts are required for any single expense $25 or more. One expense report is required per consultant for each week of travel. Bundling of Consultant meals is not allowed Invoice should be submitted electronically against the PO via the WOI system. Utilizing the following format for invoice line items will ensure we have enough information to validate your invoice and eliminate the need to follow up (which can cause delays in payment). Please note that any deliverables as outlined in the SOW/ERS are included with the billing back up Labor line item format: Consultant Name, ZSerial#, Work #, # of hours per w/e date ex: John Smith Z45389 C46932 w/e 3/30 40 hours w/e 4/7 45 hours w/e 4/13 40 hours Expense line item format: Consultant Name, zSerial#, Work#, expense amount per w/e date ex: John Smith Z45389 C46932 $ w/e 4/7 $1, w/e 4/13 Fixed price line item format: Milestone Name as outlined in agreement with IBM, customer name, deliverable if applicable ex: Architecture Review, BellSouth, Architecture Document DURING ENGAGEMENT

© 2005 IBM Corporation 12 Vendor Responsibilities Invoicing IBM – Cont’d. Vendor billing focal should efax or expense forms and receipts to subcontractor analyst prior to or at the time of invoice submission. Expenses should be billed within two weeks of incurring the expense. Expense backup should be submitted to the BRAND ID as separate files and s, not in the same as CAR and Status Reports. Standard Format – shown on next page should be used If you have problems with WOI, please contact the WOI Helpdesk at or DURING ENGAGEMENT

© 2005 IBM Corporation 13 Vendor Responsibilities DURING ENGAGEMENT

© 2005 IBM Corporation 14 Vendor Responsibilities DURING ENGAGEMENT

© 2005 IBM Corporation 15 Vendor Responsibilities IBM and access behind the IBM firewall If an engagement requires that a vendor consultant have an IBM ID and access behind the IBM firewall, the IBM engagement owner must submit a request form to Consultants must have a valid schedule entry in the scheduling database prior to an ID being issued. If access is required for a vendor RDM or admin requests must be approved by Andrea Ward, Issuance of an IBM ID takes approximately 10 business days. IDs will be sent to the requesting IBM Manager/Project Owner for distribution to the vendor PM. DURING ENGAGEMENT

© 2005 IBM Corporation 16 Vendor Responsibilities IBM and access behind the IBM firewall – Cont’d.. Parameters for keeping systems access: Core vendor consultants can keep their IDs in place as long as six weeks after the engagement ends. If not re-deployed at that time, system access will be suspended. Other vendors system access will be suspended within 24 hours of engagement end. Vendor companies must notify immediately if any resource having an IBM ID leaves their employ for any ID owners must comply with the IBM IT Security Guidelines outlined in the information sent with the ID. ID owners can only use IBM IDs for IBM approved purposes. DURING ENGAGEMENT

© 2005 IBM Corporation 17 Vendor Responsibilities IBM Badge.  IBM badges should only be required if an subcontractor is working on IBM premises.  If a badge is required for a subcontractor, a request must be sent to The request must include the location of the nearest IBM facility – the location the subcontractor would go to for the badge.  To be eligible for a badge, a subcontractor must be actively deployed on an IBM engagement.  For core vendors, badges can be kept active as long as six weeks with no deployment. At that time, the badge will be deactivated. If a core vendor leaves the employment of the vendor for any reason, the badge must be collected and returned. must be notified within 24 hours of the last date of employment so that the badge can be deactivated.  For other vendors, badges must be deactivated within 24 hours after engagement or employment end and then sent to Outsourcing for destruction. Mail to Lita Mann, 7003 Buccaneer Trail, Austin TX DURING ENGAGEMENT

© 2005 IBM Corporation 18 Contact Information Where to go for Help: Subcontractor Analysts (note: brand ids are monitored by a primary SA, with backup coverage as needed) Collaboration (efax ) (efax ) (efax ) Business Analytics (Cognos) (efax ) Information Management (efax ) (efax ) Industry

© 2005 IBM Corporation 19 Contact Information Where to go for Help: General Topics CAR/Timesheet CBC/Resource Verification Forms, Resumes, Subcontractor Set-Up, AmEx Travel Procurement Contacts by BrandCheck with your Brand Subcontractor Analyst Vendor Systems EscalationTom Kuhar,

© 2005 IBM Corporation 20 Contact Information Where to go for Help: Partner Relationship Management Team Roles Partner Relationship Management Team Roles:  Proactive partner relationship management  Identifying new vendor companies that can address skill gaps  Negotiation and set up of MSOWs (ERS enables a partner)  Point of contact for the delivery team to address issues with existing partners *For a complete list of Partner Relationship managers please see Contact List for Partner Relationships

© 2005 IBM Corporation 21 Contact Information Where to go for Help: Partner Relationship Manager Gina Benedick- Davidson Rational, Tivoli, Security, Information Management Brian HawthorneWebSphere Ted SmithBusiness Analytics, Collaboration Andrea WardIndustry Solutions

© 2005 IBM Corporation 22 Contact Information for ICS Where to go for Help: Initial Set up Sales John Laskey Recruiter/problem solver Kathy Rowell Issue Resolution: POs, ERS/ERSA Unique Billing inquiries: Unique Consultant Documents CBC/RVF, Resumes, AMEX Travel, etc Unique Contracts Subba Badeti