SAP Fieldglass Services User Guide

Reference Guide for Small Suppliers

Individual or small firm/organization with 8 or fewer W-2 employees. Also known as Freelancers or
Independent Contractors.

October 2020

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TABLE OF CONTENTS

FIELDGLASS SUPPORT ..........................................................................................................................................3

ACCESSING FIELDGLASS ......................................................................................................................................3
LOGGING IN TO FIELDGLASS ................................................................................................................................4
BASIC NAVIGATION .................................................................................................................................................4
GETTING STARTED ..................................................................................................................................................8
Changing Password .................................................................................................................................................8
Updating Contact Information .................................................................................................................................8
Updating Fieldglass Preferences ............................................................................................................................8
Updating Proxy Information ....................................................................................................................................8
COLLABORATION ....................................................................................................................................................9
Reviewing a Statement of Work ............................................................................................................................10
ACCEPTING A STATEMENT OF WORK ...............................................................................................................10
STATEMENT OF WORK REVISIONS.....................................................................................................................11
RETRIEVING STATEMENT OF WORK CLAUSES (CONTRACT) ........................................................................11
INVOICING ...............................................................................................................................................................12
Deliverable/Milestone or Fee Creation .................................................................................................................12
REASON CODES.....................................................................................................................................................13
ANALYTICS .............................................................................................................................................................13

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FIELDGLASS SUPPORT

McGraw Hill utilizes Managed Services Provider (MSP) AgileOne to manage the all temporary and
freelance workers within McGraw Hill. AgileOne provides a dedicated team accessible to all McGraw
Hill users, including Independent Contractors/Freelances, Temporary Workers, and McGraw Hill
Managers.

AgileOne utilizes online software to manage all activity related to all freelance and temporary labor.
The Fieldglass system is made available to any user who is using or providing services or labor to
McGraw Hill.

The AgileOne onsite team is available 8:00am – 5:00pm Central time.

Contact the AgileOne onsite team via email: [email protected]

Problem Contact
Password Reset Fieldglass Help Desk

Email: [email protected]
Phone: 866-467-4833
Invoice Submittal AgileOne Onsite Team

[email protected]

Confirm Payment Method AgileOne Onsite Team

[email protected]

Changes to Payment Method or Accounts AgileOne Onsite Team

[email protected]

Physical Address Update AgileOne Onsite Team

[email protected]

ACCESSING FIELDGLASS

A Supplier Registration email will be sent to the email address provided.

1. After reviewing the message, select Click Here to be directed to the Fieldglass registration.

2. Complete all mandatory fields including Address, Username, Password, and Secret Question.
Click Next.

3. Complete the End User Agreement, then select Accept and Continue.

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User accounts for additional users within your company can be created from the Admin menu.
1. Click Admin.

2. Select User from the User menu section.

3. Click New.

IMPORTANT: When a new user is created, the Admin user is prompted for the user's supervisor,
which is required. Therefore, it is required to add users in a "top down" fashion, so upper-level
supervisors are added first. Alternately, the SAP Fieldglass Administrator can be selected as the
supervisor for all users and update this information later.

4. Complete the form, then click Add. The new user will receive a registration email from Fieldglass.

LOGGING IN TO FIELDGLASS

Users sign in to Fieldglass directly from their internet browser.

1. Navigate to www.fieldglass.net

2. Enter the Username and Password.

Note: If you have forgotten your username or password, click Need help signing in? for
assistance.

3. Click Sign In. The landing page is the Dashboard.

BASIC NAVIGATION

Navigation

1. At the top of the screen, the system displays the name of the current user. If a user has linked
accounts or is a delegate for another user, next to the user’s name is the company code. If there
are no accounts linked, placing the cursor over the user’s name will result in the company code
being displayed.
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2. The menu bar provides access to the various functions within Fieldglass. To view the options
within each menu, click the menu name. The available options will be displayed for each menu.
To navigate to an item in the menu, click the desired option. Click the Home icon on the
menu bar or the Fieldglass logo at any time to return to the Fieldglass home page.

3. Work Items are transactions that require action in Fieldglass. Click the Work Items menu to
view all active work items for your user account. Messages are another way to view
alerts/notifications that the Fieldglass tool will automatically send out to managers tracking
various activities within the tool.

4. Companies may display a customized announcement on the Home page. Announcements may
be visible to buyer users, supplier users, or to workers.

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Menus

Navigating in Fieldglass is accomplished through Menus. Menus are listed at the top of every screen
in Fieldglass:

Fieldglass Menus
Item Description
Home The Home page is your starting point within Fieldglass. The Fieldglass home
page provides you quick access to messages and items requiring your attention
(work items). Click the Home menu at any time to return to the Fieldglass home
page.
View Use the View menu to locate and view items, such as SOWs. For example, if
you select Statement of Work from the View menu, the system shows the
current SOWs for a specified date range. You can use the search options at the
top of each list to filter the items that are displayed.
Create Use the Create menu to create new transactions in Fieldglass. The items you
can create will be based on your specific system configuration.
Analytics Use the Analytics menu to run or create reports.
Work Items Use the Work Items menu to display a list of current items that require
action.
Message Center Use the Messages menu to view a list of messages that have been sent to
you.
Admin Use the Admin icon to access the Admin menu.
Help Use the Help icon to access Online Help, Release Notes, and the
Reference Library. In addition, the Help menu allows you to view contact
information for Fieldglass support as well as the Fieldglass application version.
Settings Use the Settings icon to adjust your personal preferences such as date
format, time zone & display name, or to update your password.

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Tabs

Tabs are used when viewing a Statement of Work to group related information. Click each tab to view
additional information about the document.

Tab Label Description

Details The tab contains the description of the project,
the total budget summary, and the attachment
that contains the signed SOW.

The signed SOW can be downloaded as many

times as necessary. Upon revision, a new
attachment will appear in addition to the original.

Manage This tab contains activity items related to the

document generation. No action is needed from
you on this tab.

Clauses This tab contains the legal clauses agreed to

upon signature of the Statement of Work.

The clauses viewed here are the same as those in

the document attached in the Details tab.

Deliverables/Milestones, Due Date & Fees This tab contains the list of individual
Milestones/Deliverables (Fees) associated with
the project. The Fee detail can be viewed by
clicking on the Name of the Fee.

This tab also contains the list of Invoices already

charged to the SOW and the Invoice status.

Related This tab contains the list of items that are related
to this Statement of Work. Typically, only the
invoices charged against the Statement of Work
will appear in this tab.

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GETTING STARTED

Changing Password

Your Fieldglass password can be updated at any time.

1. Click on the people icon in the top right of the page. Select My Profile.
The Personal Settings page will open, with the My Profile tab displayed.

2. Click Change Password in the Account Information section. The Change Password dialog box is
displayed.

3. Enter new password information, then click Change.

Updating Contact Information

You can change your Fieldglass contact email address and set up a list of email addresses to be
included in the Cc: field of all email notifications sent from Fieldglass.

1. Click on the people icon in the top right of the page. Select My Profile.
The Personal Settings page will open, with the My Profile tab displayed.

2. Click Edit in the section where your name is displayed.

The My Profile – Basic Information page is displayed.

3. In the Email field, enter the email address where all email notifications from Fieldglass should be
sent.

4. In the Cc: Email Addresses field, enter any email addresses that should be included in the Cc:
field of all Fieldglass notifications. Separate each address with a comma or a semicolon.

5. Click Update to save your changes.

Updating Fieldglass Preferences – Notification Emails

1. Click on the people icon in the top right of the page. Select My Preferences.
The Personal Settings page will open, with the My Preferences tab displayed.

2. Click Edit to the right of Locale to change time zone.

3. Scroll down to Messaging section. Click Edit.

4. On the My Preferences – Messaging page, you may indicate whether you want Notification, Work
Item, Alert, Broadcast, Chat (Contingent), Chat (services) or Starred messages sent to your
email address.

Updating Proxy Information

A proxy is an individual who can act on a User’s behalf in the Fieldglass system when the User is
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unavailable to do so.

1. Click on the people icon in the top right of the page. Select My Profile.
The Personal Settings page will open, with the My Profile tab displayed.

2. Scroll to the Proxy section, then click Edit.

3. To add a new Proxy, click Add Proxy. The Add Proxy dialog box is displayed.

4. Enter the requested information, then click Add.

Add Proxy Field Definitions

Field Description
Work Items Under Work Items, select All to allow the proxy to act on all your work items.

Select Time Sheet to allow the proxy to approve time sheets only.
Proxy In the Proxy list, select the proxy you want to add. By default, the available users will be
anyone with your same user role or with the Administrator user role.

Once the proxy is selected, the value for Role will automatically populate.
Start Date Click the calendar icons next to the Start Date and End Date fields to establish the period
End Date during which this person should be your active proxy.

If you leave the Start Date blank, the person selected will become your proxy as soon as
you click Add.

If you leave the End Date blank, the person will remain your proxy until you remove him or
her.

5. To change any existing Proxy information, click Edit. To remove an existing proxy, click Remove.

COLLABORATION

Collaboration is the process wherein the Supplier and the McGraw Hill project contact can review the
Statement of Work and negotiate pricing and/or Milestones/Deliverables and Due Dates. Fieldglass
allows the Statement of Work to pass between the two parties as many times as necessary to come to
agreement.

Contract clauses cannot be negotiated in Fieldglass. If the Supplier requires a change in the legal
language of the clauses, the McGraw Hill project contact will engage the internal McGraw Hill Contract
Management team for guidance.
Note: Negotiating the clauses of the contract will increase the turnaround time for completing the
transaction.

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Reviewing a Statement of Work

1. Login to Fieldglass

2. Select Work Items then Statement of Work – Review.

3. Click on the Statement of Work ID to be reviewed.

4. Select Respond to review the SOW and to negotiate Deliverables/Milestones, Due Dates or
Fees. Click the edit icon to make changes to the items.

Suppliers may also add a reference number, change the primary contact, and add any comments to
the Buyer.

If the Supplier opts to negotiate Deliverables/Milestones, Due Dates or Fees, it is strongly

recommended that the supplier detail those changes in a comment to the Buyer. The comments
create a record of the negotiation between parties for both to reference at a later date.

5. When review is complete, click Continue, then Submit.

The Buyer will review and either Accept or return to the Supplier for additional negotiation. After both
parties are satisfied with the terms of the Statement of Work, the Buyer will forward the Statement of
Work internally for approval.

ACCEPTING A STATEMENT OF WORK

After all internal non-financial approval is complete, the Statement of Work will be submitted to the
Supplier for final review and acceptance. There is no additional negotiation at this stage.

1. Select Work Items, then Statement of Work – Accept OR

Select View, then Statement of Work.

2. Click on the Statement of Work ID to be reviewed.

3. Click Accept or Decline as appropriate.

a. If Declined, the Supplier will be required to provide a reason for declining.

4. A confirmation that the Statement of Work has been successfully submitted will display in a green
ribbon on the Summary page.

Accepting a Statement of Work does not indicate approval to begin work or invoicing. After acceptance,
McGraw Hill will then secure the financial approval necessary to ensure the funds for the project are
available.

Statements of Work valued at $25,000 or more will require a DocuSign process to be completed before
invoicing can occur.

Fieldglass will send an approval notification via email confirming when all necessary approvals have been
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completed and alerting the Supplier that work may begin. The status of the SOW in Fieldglass will be
updated to Approved upon release for invoicing.

STATEMENT OF WORK REVISIONS

In the event that a revision is required for an existing Statement of Work, the revision will be reviewed in
a similar manner to the original acceptance.

After all internal non-financial approval is complete, the Statement of Work Revision will be submitted
to the Supplier for final review and acceptance. There is no additional negotiation at this stage.

1. Select Work Items, then Statement of Work Revision – Accept OR

Select View, then Statement of Work.

2. Click on the Statement of Work ID to be reviewed.

3. Click Accept or Decline as appropriate.

a. If Declined, the Supplier will be required to provide a reason for declining.

4. A confirmation that the Statement of Work Revision has been successfully submitted will display in
a green ribbon on the Summary page.

RETRIEVING STATEMENT OF WORK CLAUSES (CONTRACT)

After all necessary approvals and signatures are completed, Fieldglass will automatically create a .pdf
document containing the terms, deliverables/milestones, due dates, and fees, and the electronic
signatures of McGraw Hill and the Supplier.

This document will be re-issued upon revision of the Statement of Work. The original document will
remain available for download.

1. Login to Fieldglass

2. Select View then Statement of Work.

3. Click the Statement of Work ID desired. The Statement of Work will open on the Details page.

4. Scroll to the bottom of the page.

5. Under the Attachments header is a link to download the Statement of Work contract.

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INVOICING

• Creating an invoice is known as creating a Deliverable/Milestone or Fee.

• Fees can be generated for all or a partial amount of Units. If a partial amount is billed, additional
invoices (Fees) can be submitted up to the maximum amount allowed in the SOW.

o Example: The SOW has 100 available Units. You may invoice for all 100 units as one
Fee, or you may invoice 4 Fees of 25 units each.

• Effective October 2020, a 2.2% administrative fee will be applied to all invoices processed in
Fieldglass. This fee will be deducted from the total invoice amount before payment is issued to
the Supplier.

NOTE: The document located here contains additional detail for submitting Fieldglass invoices.

Deliverable/Milestone or Fee Creation

1. Login to Fieldglass.

2. Select View then Statement of Work. The list of SOWs associated to the logged in supplier will be
listed.

Items that are in the status Approved are active and ready for Fee creation.

3. Click on the Statement of Work ID for the item to be viewed. The SOW ID is a 12-digit code that
begins with MHETQ (MHETQXXXXXXXX).

Note: The dates in the Period fields can be ignored. Fieldglass auto-populates these fields based
on your active SOWs.

4. Click Actions. A menu will load.

5. Select Create Milestone/Deliverable or Fee.

6. Enter the Effective Date of your invoice.

7. Select +Add Deliverable/Milestone or Fee.

8. From the drop-down menu that appears, select the item to which the Fee is being charged.

9. Enter the Description of the services performed.

10. Enter the number of Units to be charged. To confirm the total dollar amount being charged, click
Calculate Deliverable/Milestone or Fee Amount.

11. Click Continue.

12. Review the displayed information. If correct, select Submit. If changes are necessary, click Make
Changes.

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Invoice Revisions

In the event an invoice has been submitted and approved with an error, Suppliers may create a
Revision to amend the invoice to reflect the proper amount.

1. Login to Fieldglass.
2. Select View, then Statement of Work.
3. Click on the SOW ID number to view details.
4. Select the Milestones/Deliverables, Due Dates & Fees tab.
5. Filter the table to view only items that have been Invoiced.
6. Click on the Name of the item which requires changes.
7. Click Edit, then Revise.
8. Update the value of the invoice to the correct amount or update the Fee it has been allocated to.
9. Click Continue, review the information, then Submit.

REASON CODES

Reason codes are used in Fieldglass when declining or rejecting items assigned to the Supplier user.
Reason codes are generated by the Supplier Admin user and can be updated at any time.

1. Login to Fieldglass

2. Select the Admin icon.

3. From the Admin menu, select Reason under the Configuration heading.

4. Click New.

5. Select the module the Reason will be applied to.

Example: Statement of Work, Invitation.

6. Confirm the Type. Items can be Withdrawn and Declined, dependent on the function.

7. Enter the Reason Code, then click Add.

Additional Reason Codes can be input using steps 4 through 7.

ANALYTICS

Fieldglass contains a reporting function available to all Suppliers. There are several pre-defined
reports that can be run to analyze the Statements of Work and their history.

To run a pre-defined report:

1. After logging in, select Analytics then All Reports.

2. Click the desired report Name.

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3. Review the Filter options and update to desired settings.

4. Select the report Output Format.

5. Click Run. The report will be automatically generated in the selected format.
Depending on the internet browser being used and its associated settings, users may be
prompted to download or save the report, or the item may be automatically downloaded.

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