Highmark - Proprietary and Confidential

Highmark - Proprietary and Confidential
Logging in to Spro Highmark - Proprietary and Confidential

Accessing the Supplier Portal via www.highmark.com
Provider Contacts may access PRISM (including Services Procurement functionality) via the links maintained within the Procurement section of the website Step 1: Click the Procurement link to view the Procurement System Access page Step 2: Click the System Access Information link Highmark - Proprietary and Confidential

Accessing the Supplier Portal via www.highmark.com (Cont.)
Step 3: Click the login in to the system link Step 4: Enter your userid and password and click the Sign In button Highmark - Proprietary and Confidential

Provider Contact Profile Information
Highmark - Proprietary and Confidential

First Time Login The first time that provider contacts login to the external PRISM website, they will be presented with electronic terms and conditions If you agree with these terms and conditions, perform the following: ensure that your user ID is populated enter your password, click the I Accept box and click the Sign In button Note: you cannot utilize PRISM as an external user until you have agreed to the electronic terms and conditions Highmark - Proprietary and Confidential

Editing the General Profile – Password Change
The General Profile allows the provider contact to change their password, set up forgotten password functionality, and change the address where there forgotten password will be sent Step 1: Click the My System Profile link Step 2: Click the Change password link Step 3: Enter your current password, new password and click the OK button

Editing the General Profile – Setting Forgotten Password Question
Step 1: Click the My System Profile link Step 2: Click the Change or set up forgotten password help Step 3: Select a question from the drop down menu, enter a response and click the OK button

Submitting a Bid Highmark - Proprietary and Confidential

Understanding Requisition Statuses and Bidding
Definition Sourced Requisition is open for provider contacts to submit candidates/ negotiate regarding the open contractor position Filled Service coordinator has filled the contractor position. Provider contacts may submit no further candidates and may not continue to negotiate regarding candidates they have submitted for the position Candidate information will disappear from the Maintain Bids page once the requisition is filled. However, a record of your # of submissions will remain within Review Reqs/ Submit Bids Closed Requisition was converted into a work order. Work order may be in a variety of statuses Highmark - Proprietary and Confidential

Accessing the Review Reqs/ Submit Bids Page
Step 1: Navigate to Services Procurement > Submit Bids Requisitions (open Highmark contractor positions) are displayed at the bottom of the page

Performing Searches within the Review Reqs/ Submit Bids Page
Initially, all incoming contractor positions will be associated with the primary provider contact. If you are not the primary provider contact, either search using their userid in the Last Worked on by field or perform a search with the Assign Status dropdown blank Leaving the Assign Status dropdown and Last Worked on by fields blank when clicking the Search button shows you all requisitions regardless of who from your company has worked on them Highmark - Proprietary and Confidential

Understanding the Additional Information Tab
The Additional Information tab tracks the number of positions represented by the requisition line, the number of candidates you are permitted to submit, and the number of candidates you have submitted Number of positions that still need to be filled Number of requisition positions filled by your company Number of candidates you are allowed to submit Number of positions originally needed Number of candidates you have submitted Highmark - Proprietary and Confidential

Submitting a Bid Step 1: Click the submit bid icon to begin the bidding process Step 2: View the initial rate that was defined within the requisition for this position Note: in the case of a blind bid, this rate will be hidden Highmark - Proprietary and Confidential

Submitting a Bid (Cont.)
Step 3: Observe the Service Information tab to see the consultant role, location being sought and the scope of work Highmark - Proprietary and Confidential

Note: you may need to click the link to see all of the desired competencies Step 4: Review the competencies, years of experience and educational level (if specified) for this contractor position Note: some types of Spro job families/ job codes will not have an competencies specified Highmark - Proprietary and Confidential

Submitting a Bid (Cont.) – Existing Candidate
The vendor contact has a choice submitting an existing candidate or submitting a new candidate, However, you should always check the Submit Existing Candidate option first to see if the candidate you wish to propose has an existing profile. Step 5a: Select submit existing candidate, click the magnifying glass and click the desired candidate from the Lookup page Selected existing candidate is populated within the bid Highmark - Proprietary and Confidential

Submitting a Bid (Cont.) – New Candidate
Step 5b: Select submit new candidate, click the Create Candidate button, enter the First Name and Last Name and click the OK button New candidate is populated within the bid Highmark - Proprietary and Confidential

Step 6: Enter your proposed rate for the candidate Note: systematically, you can enter whatever rate you choose, but you will receive a warning message if your bid is 10% above or below the requisition rate at time of bid submittal Step 7: Answer the bid factors (standard questions) and click the Submit button Note: you cannot submit a bid until you have entered a response to all bid factors and you must answer yes to the signed RTR question Highmark - Proprietary and Confidential

Maintaining Bids Highmark - Proprietary and Confidential

Understanding Communications for Existing Candidates
Once you have submitted a candidate, you communicate with Highmark regarding your submission by utilizing the Maintain Bids page Your outgoing communications to Highmark (including the initial candidate submission) are identified with a folder type of Outgoing Bids. Incoming communications from Highmark regarding your candidate submission are identified with a folder type of Incoming Bids The same candidate will be associated with either the Outgoing Bids or Incoming Bids folder depending upon whether you or Highmark has performed the last communication Once a work order has been generated for the open position, candidates submitted to it disappear from the Maintain Bids page The flow below shows the simplest path of communications for generating a work order. However, other communications are possible between Highmark and a vendor regarding a candidate Offers Position for Candidate Fills Requisition Generates Work Order Highmark Service Coordinator Submit Candidate (from Submit Bids page).\ Candidate now viewable with a Last Action of “Submit as an Outgoing Bid within the Maintain Bids page Highmark Response now in Incoming Bids within the Maintain Bids page with a Last Action of “Offer Position) Accept Highmark’s Offer Candidate now viewable with a Last Action of “Accept Offer” as an Outgoing Bid within the Maintain Bids page Highmark Response now in Incoming Bids within the Maintain Bids page with a Last Action of “Fill Bid.. No Action required of Vendor Candidate submittal now disappears from Maintain Bids page Vendor

Accessing the Maintain Bids Page
Step 1: Navigate to Services Procurement > Maintain Bids Maintain Bids page is displayed Highmark - Proprietary and Confidential

Viewing Initial Candidate Submissions via Outgoing Bids When a candidate has initially been submitted, identified with a folder type of Outgoing Bids and a last action of Submit The ID of the vendor representative who submitted the candidate is a required field when performing a search within the Maintain Bids page, and may be changed as appropriate Additional search criteria, such as the requisition ID, can be used to refine the search results as well Candidate names and the requisition they have been submitted for are displayed here Folder type indicates whether vendor (Outgoing Bids) or Highmark (Incoming Bids performed the last action on the candidate submission The last action performed is indicated here Highmark - Proprietary and Confidential

Viewing Submittal History
Step 1: Click the submittal history icon Step 2: Review the comments (if any) associated with the bid by clicking the twisty Step 3: Review communication history and click the Return to Maintain Bids link at the bottom of the page once complete Highmark - Proprietary and Confidential

Responding to Incoming Communications
Step 1: Click the create bid icon Step 2: Select the desired Action from within the Current Bid Response panel (about half-way down the page) Note: it possible to change your bid rate when responding to Highmark. Unlike Spro 9.0, it is no longer necessary to Withdraw a candidate in order to change the bid rate. However, you should NOT change your bid rate when using Accept Offer Step 3: Click the button at the bottom of the page once complete Highmark - Proprietary and Confidential

Understanding Bid Response Communications
Highmark declines candidate If Highmark… Your possible responses are…. Then Highmark can… Declines your candidate Reply Schedule an interview, Offer position, Reply, Decline, or End Communication End Communication In addition, this doesn’t free up a candidate slot for you to suggest an alternate candidate N/A (no action possible) Highmark ends communication If Highmark… Your possible responses are…. Highmark can… Ends communication N/A (no action possible). Submittal disappears from your Maintain bids outbox In addition, this doesn’t free up a candidate slot for you to suggest an alternate candidate N/A (no action possible) Highmark - Proprietary and Confidential

Understanding Bid Response Communications (Cont.)
Highmark replies If Highmark… Your possible responses are…. Then Highmark can… Replies to your candidate submission Withdraw In addition, withdrawing this candidate frees up a candidate slot so that you can propose an alternate or submit candidate again with different rate Reply (you can reply as well, but Highmark will never be able to offer award to this particular submission) End Communication (candidate slot still freed up due to your previous withdrawal) Reply Schedule an interview, Offer position, Reply, Decline, or End Communication in response… End Communication In addition, this doesn’t free up a candidate slot for you to suggest an alternate candidate N/A (no action possible) Highmark - Proprietary and Confidential

Highmark schedules interview If Highmark… Your possible responses are…. Then Highmark can… Schedules interview Confirm Interview Schedule an Interview, Reply, Decline, End Communication, (Offer Position is possible, but only after interview has been marked complete) Request Interview Reschedule Schedule an Interview, Reply, Decline, End Communication Reply Schedule an interview, Offer position, Reply, Decline, or End Communication in response… Withdraw In addition, withdrawing this candidate frees up a candidate slot so that you can propose an alternate or submit candidate again with different rate Reply (you can reply as well, but Highmark will never be able to offer award to this particular submission) End Communication (candidate slot still freed up due to your previous withdrawal) End Communication N/A (No action possible) In addition, this doesn’t free up a candidate slot for you to suggest an alternate candidate Highmark - Proprietary and Confidential

Highmark offers position If Highmark… Your possible responses are…. Then Highmark can… Offer position Accept Offer Fill Requisition (and begin creation of work order), Reply, Decline, or End Communication Withdraw In addition, withdrawing this candidate frees up a candidate slot so that you can propose an alternate or submit candidate again with different rate Reply (you can reply as well, but Highmark will never be able to offer award to this particular submission) End Communication (candidate slot still freed up due to your previous withdrawal) Reply Schedule an interview, Offer position, Reply, Decline, or End Communication in response… Decline Offer Offer Position, Reply, Decline, End Communication End Communication N/A (No action possible) In addition, this doesn’t free up a candidate slot for you to suggest an alternate candidate Highmark - Proprietary and Confidential

Viewing Services Work Orders

Accessing the View Services Work Orders Page
Provider contacts have the ability to view all of the work orders associated with their contractors, regardless of the status of the work order Step 1: Navigate to Services Procurement > View Services Work Orders Highmark - Proprietary and Confidential

Accessing the View Services Work Orders Page
Step 2: Leave the Date From and work order status fields blank and Search button Highmark - Proprietary and Confidential

Understanding Work Order Statuses
Internal Work Order Statuses Status Definition Open The new work order is created but has not yet been submitted for internal approvals Submitted The work order is submitted for approval but not all approvals have been performed Denied The work order is denied for approval Approved The work order is approved but has not been released to the service provider Cancelled The requester or service coordinator cancels the work order External Work Order Statuses Status Definition Released Work order is released Time or expenses can be logged against the work order Closed The work order is closed Time or expenses may still be submitted until the work order is Finalized Terminated The work order is terminated prior to the expected end date Finalized Work order is finalized All time or progress is recorded and invoiced. No further transactions against the work order are possible. Highmark - Proprietary and Confidential

Viewing A Work Order Step 1: Click the Work Order ID link if desired to view the work order details The requisition associated to the PO is normally reflected in the name field Step 2: Within the work order details page, scroll down to the Duration Information. Step 3: Click the Return to Work Order Roster link at the bottom left of the page to return to the View Services Work Orders page Highmark - Proprietary and Confidential

Reviewing Replacements and Submitting Bids

Understanding Replacement Bids
Occasionally, Highmark will need to replace existing contractors that still have remaining time on their work orders This is equivalent to an early ending of the contractor’s work contract with Highmark When these early terminations occur, Highmark will re-open the contractor’s position for bidding via the Replacement Bids functionality. notifications to provider contacts informing of the ability to submit candidates for a replacement bid differ slightly from normally bid notifications Highmark - Proprietary and Confidential

Accessing the Work Order Sourcing Review Page
Step 1: Navigate to Services Procurement > Submit Bids Step 2: Click the Work Order Sourcing Review tab from within the Submit Bids page Requisitions/ work orders requiring replacement (open Highmark contractor positions) are displayed at the bottom of the page

Understanding the Additional Information Tab
The Additional Information tab tracks the number of positions represented by the replacement requisition line/ work order, the number of candidates you are permitted to submit, and the number of candidates you have submitted Number of positions that still need to be filled Number of requisition positions filled by company Number of candidates you are allowed to submit Number of positions originally needed Number of candidates you have submitted This tab is identical to the Additional Information tab within the Review Reqs/ Submit Bids page Highmark - Proprietary and Confidential

Submitting a Replacement Candidate
Click the submit bid icon to begin the bidding process You will follow the same process and answer the same questions as though you were submitting a candidate for a new requisition Once you have submitted a candidate, you will interact with the Highmark Service Coordinator via the Maintain Bids page just as you would for any other bid Highmark - Proprietary and Confidential

Approving and Managing Invoices

Accessing the Manage Invoice Approval Page
Step 1: Navigate to Services Procurement > Approve Service Invoices Highmark - Proprietary and Confidential

Accessing the Manage Invoice Approval Page (Cont.)
Step 2: Remove the value within the From Date field and click the Search button Invoices meeting the search criteria will be displayed Highmark - Proprietary and Confidential

Understanding Invoice Statuses
Definition Submitted to Supplier Invoice has been submitted for approval to the supplier provider contact, but the line has not yet been approved or rejected Rejected by Supplier The supplier provider contact has rejected the invoice Approved by Supplier The supplier provider contact approver has approved all lines and the invoice is awaiting Highmark approval Approved The invoice has been approved by both the supplier provider contact and Highmark, but has not yet been exported to Highmark AP for payment Rejected The supplier invoice approver has approved the invoice but Highmark has rejected it Processed The invoice has been approved by the both the supplier provider contact and Highmark and been exported to Highmark AP for payment. Payment may or may not yet have taken place Note: provider contacts can only take action on invoices in Submitted to Supplier status Highmark - Proprietary and Confidential

Viewing Invoice Line Summary Information
Step 1: Click the invoice approval line summary link to the right of the desired invoice The Manage Invoice- Approval Line Summary will be displayed Step 2: Scroll down to the Invoice Line Information panel Step 3: Click the work order details tab to view the work order, timesheet/ expense report associated with an invoice line Step 4: Click the Return to Manage Approvals link or refer to the next slide to add your own invoice number to the Spro invoice Highmark - Proprietary and Confidential

Adding Your Own Invoice Number to an Spro Invoice
Step 1: Click the invoice line icon to the right of a given invoice line Step 2: Click the link Step 3: Enter your invoice number for each invoice line Step 4: Click the button at the bottom left of the page Step 5: Click the Return to Manage Approvals link at the bottom of the page Highmark - Proprietary and Confidential

Approving an Invoice Step 1: Click the Select box next to the desired invoice Note: do not select multiple invoices at once Step 2: Click the Approve button Step 3: Click the OK button Highmark - Proprietary and Confidential

Rejecting an Invoice– Not Recommended
Note: invoice amounts match exactly the dollar values of the timesheets and expense reports submitted by contractors. There should be no reason for a provider contact to reject an invoice and it is highly recommended that they do not do so. Rejecting an invoice will delay payment Step 1: Click the Select box next to the desired invoice Step 2: Click the Reject button Step 3: Select the desired reason code, edit the comment text as desired and click the OK button

Managing Service Provider Profile Information

Managing Service Provider Profile Information
Once a service provider (e.g. contractor) has become associated to a given supplier, even if the contractor has not yet performed work for Highmark, provider contacts have the ability to add attachments the service provider’s profile. This access would primarily be used by the provider contact to add the following documents to the service provider’s profile Signed vendor code of business conduct Resume I9 collection/ eVerify - should be signed by both the provider contact and service provider Other types of sensitive HR documents (e.g. drug screen, background check) should NOT be attached to a contractor’s profile Highmark - Proprietary and Confidential

Accessing the Manage Service Providers Page
Step 1: Navigate to Services Procurement > Manage Service Providers Highmark - Proprietary and Confidential

Accessing the Manage Service Providers Page (Cont.)
Step 2: Perform a search for service providers. Note: leaving the provider contact field blank and click the Search button to obtain the greatest number of service provider results Highmark - Proprietary and Confidential

Accessing a Service Provider Profile & Attaching Documents
Never adjust the status of a service provider. Internal Highmark security administrators perform this task Step 1: Click the link for the desired person ID The Maintain Service Provider page is displayed Note: it is not recommended that you make any changes to the phone and addresses This page is primarily used to store Highmark telephone and address that a contractor will have when working for Highmark Step 2: Click the Service Provider Information link

Accessing a Service Provider Profile & Attaching Documents (Cont.)
Provider skills allows you to maintain a service provider’s competencies, but the functionality won’t be used much initially Step 3: Click the Resume Attachment link Highmark - Proprietary and Confidential

Accessing a Service Provider Profile & Attaching Documents (Cont.)
Note: you may add enter an attachment description as appropriate Step 4: Click the Upload button to select the appropriate file Click the plus icon to add a blank attachment row Step 5: Click the Browse button to locate your file, then click Upload Step 6: Click the button and then click Note: provider contacts cannot remove an attachment. If you believe an attachment should be removed, contact the Highmark service coordinator Note: do not attach files with Office 2007 file extensions (pptx - Office 2007 PowerPoint, xlsx - Office 2007 Excel, and docx - Office 2007 Word to the Service Provider’s profile) Highmark - Proprietary and Confidential

Viewing Service Provider Timesheet History

Viewing Timesheet History
Spro provides two key functionalities to provider contacts regarding service provider timesheets: Allows provider contacts to submit timesheets on behalf of (e.g. as proxy for) service providers Allows provider contacts to view all timesheets, regardless of status, that that have been submitted by service providers At this time, provider contacts should not utilize the functionality to submit timesheets on behalf of service providers. This will create errors when internal Highmark employees attempt to either approve or deny the timesheet Provider contacts have two ways of accessing the Maintain Timesheets page. Click the timesheet history icon next to a service provider within the Manage Service Providers page Click the Maintain Timesheets as Proxy link from the main menu Timesheet statuses Status Definition Open Timesheet is in draft status and must be submitted for approval Submitted Timesheet has been submitted for approval but approval action has not yet been performed Denied Timesheet was submitted for approval but denied by the timesheet approver Approved The timesheet is approved. Invoice may or may not yet have been created from the timesheet Highmark - Proprietary and Confidential

Accessing the Maintain Timesheets Using the Timesheet History Icon
Any service providers who have ever submitted Spro timesheets will have a timesheet history icon to the right of their profile Provider contacts may utilize this to view all of the timesheets associated with the service providers Step 1: Navigate to Services Procurement > Manage Service Providers Highmark - Proprietary and Confidential

Accessing the Maintain Timesheets Using the Timesheet History Icon (Cont.) Step 2: Perform a search for service providers. Note: leaving the provider contact field blank and click the Search button to obtain the greatest number of service provider results Step 3: Click the timesheet history icon next to the desired service provider Highmark - Proprietary and Confidential

Accessing Maintain Timesheets from the Manage Timesheets as Proxy Link
Step 1: Navigate to Services Procurement > Maintain Timesheets as Proxy The Maintain Timesheets page will be displayed Highmark - Proprietary and Confidential

Understanding the Importance of the Provider Contact Field within Maintain Timesheets
However, the contractor timesheets displayed within the Maintain Timesheets as Proxy page are determined by the provider contact selected The provider contact associated to a contractor is the one who submitted the contractor as a candidate/ performed negotiations with Highmark prior to the resulting work order

Selecting the Appropriate Provider Contact As many firms have multiple provider contacts who propose candidates, and as the provider contact is a required field, it may be necessary to select the appropriate contact in order to view a contractor’s timesheets As a future enhancement to Spro, we have submitted a case to Oracle that the provider contract no longer be a required field when performing a search within the Maintain Timesheets as Proxy page When this enhancement is implemented, it will be possible to view all contractor timesheets without first specifying a provider contact Highmark - Proprietary and Confidential

Step 1: Select the service provider (optional), specify the desired date range and click the Search button Timesheets matching the search criteria will be displayed in the Search Results at the bottom of the page Step 2: Click the timesheet ID to view a specific timesheet Note: if you run the search without specifying a service provider, you will see all timesheets for all of service providers Highmark - Proprietary and Confidential

The days and hours the service providers is billing for are displayed Don’t ever click these buttons Note: if a provider contact accesses a service provider’s timesheet in either Open or Denied status, they will see that they can submit the timesheet on the service provider’s behalf Provider contact’s should never do this. This will create errors when internal Highmark employees attempt to either approve or deny the timesheet Highmark - Proprietary and Confidential

Summary of Spro Email Notifications for Provider Contacts

Partial List of Spro Provider Contact Email Notifications
Message Subject Requisition sourced ‘Job Title’ for Requisition has been approved and is ready to be filled Service Coordinator responds to bid Highmark has responded to the position on Requisition number Requisition filled ‘Job Title’ position on Requisition number has been filled. Replacement ‘Job Title’ for Requisition is ready for replacement Contractor terminated Service Provider has been terminated from Work Order Resourcing ‘Job Title’ for Requisition is available for resourcing Resubmittal Position for Requisition is available for resubmittal Candidate declined Candidate has been declined for Work Order Work Order Cancelled Cancel Work Order Notification Requisition Cancelled ‘Job Title’ position on requisition number has been cancelled Invoice pending Provider Contact Approval Invoice has been submitted and is ready for approval Invoice rejected by Highmark Invoice has been rejected and needs to be reviewed End Communication Communication for Requisition has ended Highmark - Proprietary and Confidential

Help Resources for Provider Contacts

Help Resources for Provider Contacts
FAQs Quick Reference Guides Provider Contact Profile Maintenance Submitting & Maintaining Bids Approving and Managing Spro Invoices Managing Service Provider Profile Information Send to Highmark - Proprietary and Confidential

Highmark - Proprietary and Confidential

Similar presentations

Presentation on theme: "Highmark - Proprietary and Confidential"— Presentation transcript:

Similar presentations

About project

Feedback

Log in

Auth with social network:

Highmark - Proprietary and Confidential

Similar presentations

Presentation on theme: "Highmark - Proprietary and Confidential"— Presentation transcript:

Similar presentations

About project

Feedback