ITSA: Candidate Submission Training

This document was created by OST as part of the ITSA project. No part of this document may be disclosed to any party outside this contract without the expressed written consent of OST.

What is ITSA: •The district’s method for procuring IT staff augmentation contractors

Why ITSA?:

• The Project increases the efficiency of the staffing process for Vendors and DC

Gov. while increasing transparency and reducing costs

• Mandated to have 95% of the spend goes to CBE’s

• Process and Vendor Neutrality

• 24/7 access to the Vendor Management System (Peoplefluent)

OST’s Role:

• OST is the Prime Contractor – vendors are subcontractors • OST facilitates communication between vendors and the District • Here to Support all vendors through the process

ITSA Team:

Brian Cole - Project Manager Matt McCartney - Deputy Project Manager Zach Hart- MSP Client & Vendor Relationship Manager Rachel Burkette- MSP Customer Support Manager Stella Campbell- MSP Customer Support Specialist II Jermaine Johnson- MSP Customer Support Specialist

Public Data Site Opendata.dc.gov

ITSA Facts • Under the ITSA Contract, CBE’s have been awarded 97% of

the business • Over 200 Vendors registered • 110 CBEs registered • Over 100 non-CBEs registered

• NON-CBEs only bid on second round requirements • Over 1400 positions filled • OCP has mandated the use of ITSA Contract across all District

agencies under OCP

How to get involved with ITSA 1. Subcontractor Agreement must be signed and submitted

2. Proof of CBE Registration*

3. Certificate of Good Standing or Clean Hands*

4. Receive Peoplefluent Credentials

5. Insurance Documents must be current and fully submitted prior to first engagement.

6. Paychex Documentation and Voided Check

a. All vendors must sign up for direct deposit * All Documentation must be up-to-date*

1 • Requirement is released

2 • Vendor will select a qualified candidate

3 • Submit Candidate before Requirement Deadline (submitting after the deadline will always result in

rejection)

4 • Submissions will be reviewed by ITSA SUPPORT and passed to the hiring manager

5 • Program Manager will review resumes and begin the interviewing process

6 • PM will make a decision on the requirement and request an Engagement

7 • Vendor will accept the Engagement (This entails the Background Check and PO initiation)

On-Boarding Timeline Approx. 4 – 6 weeks

Peoplefluent: vms.peopleclick.com

•ITSA will issue the vendor their login credentials once all contractual prerequisites have been met.

Peoplefluent: vms.peopleclick.com

Admin tab is for managing your settings.

This is your dash-board . This screen provides a general overview for you.

Let’s take a closer look...

Clicking on this will allow you to see all the active requisitions that are “out on the street”

To view details of alerts, click on the date in the calendar and a pop-up will appear.

Requisitions!

This screen provides you with the different requisitions that are out “on the street” and their statuses.

Before you can submit a candidate, you must review the Requisition Details

For this training, we will use this requirement

Requisition Details Pt.1 Description of Key

Points: • “No New Submittals After”: Signifies the deadline for submitting candidates. The exact time will always be 6PM sharp. • “No. of Openings”: Refers to the number of candidates EACH vendor can submit. • “Not to Exceed Rate”: Refers to the ceiling rate for each requirement

Requisition Details Pt. 2

Skills

Three types of skills: Required: A skill that must absolutely be explicitly proven (not implied) in the candidate’s employment history. Not meeting a required skill will always be grounds for rejection. Desired/Highly Desired: Strongly suggested skills that might give your candidate a little more visibility. Candidates do not get rejected for not having these kinds of skills.

Sometimes, certifications/degrees are required too. Always keep an eye

out for that.

Compliance Ready to submit a candidate? Click this icon and the “Submit Candidate” drop-down will appear.

Submitting A Candidate

You can also utilize the “Vendor Candidate ID” field to assign a number to your candidate. This helps in organizing your resources.

Enter your candidate’s name in the appropriate fields.

Submitting a Candidate (Details)

Small section provided for a small summary of qualifications

The only email address that should be entered here is: noreply@peoplefluent.com

When can your candidate start working?

Submitting a Candidate (Skills)

Fill out your candidate’s experience. This must be explicitly proven & not implied/assumed in the resume.

Submitting a Candidate (Compliance)

Certifications? Degrees? Make note if the certification is required before engagement. Also, list any certifications on the resume.

Submitting a Candidate (Compliance)

Submitting a Candidate (Compliance)

Submitting a Candidate (Compliance)

Submitting a Candidate (Employment Info)

Note: If “No” is selected, you can proceed to Citizen Status question.

Submitting a Candidate (Rates) Rates: • The Rate often times is

the determining factor when a Hiring Manager is faced with several qualified candidates.

• Once a requirement has reached its deadline, the rate immediately becomes locked in.

Once you have entered the rate, click on “save as draft” (Clicking on “next” will take us to a screen which allows us to upload the candidate’s resume; but we have to set one up first!)

FINDING THE RESUME TEMPLATE

Go to http://itsa.ostglobal.com Scroll to the bottom of the page and locate the Vendors box on the right Click on ITSA Resume Template link

SAVING THE TEMPLATE

A box will pop up asking “Do you want to open or save this file? Click the “Save button

Choose a folder and hit “Save”

OPENING THE TEMPLATE The template will open in

Microsoft Word Click “Open” when you get the

Download Complete box

HEADER

Below is an example of Joe Smith’s resume. Joe is being submitted to Requirement 155555, Program Manager (HCM)

Level 3. Please make sure you DO NOT include any Vendor or Candidate contact information anywhere on the resume.

EDUCATION AND CERTIFICATIONS

Education and Certifications must be shown in this table

Degree (AA/AS, BA/BS,

MA/MS/MBA, PhD, JD)

Area of Study School/College/University Location Was the degree awarded? (Yes/No)

OPTIONAL: Date (MM/YY)

BS Computer Science University of the District of Columbia (UDC) Washington, DC YES

MS Computer Science The George Washington University Washington, DC

NO – IN PROGRESS,

ANTICIPATED 12/2014

Certification Issued By Date Obtained (MM/YY)

Certification Number

(If Applicable)

Expiration Date

(If Applicable) Graduate Certificate in Computer Security & Information Assurance

(CSIA)

The George Washington University

IN PROGRESS – Expected 12/2014 N/A N/A

PeopleSoft Human Resources 9 Consultant Certified Expert Oracle 05/2014 1234567 N/A

Project Management Professional (PMP)

Project Management Institute (PMI) 10/2003 1234567 N/A

EMPLOYMENT HISTORY List: Company & Title, Years Employed, Brief Description, and Technologies. Any skills pertaining to the required skills should be bolded or highlighted in the description. Please see example below:

All skills listed in the Skills table MUST BE SHOWN in the Employment History!

State Government – Contractor Project Manager / Sr. Program Manager Oct 2006 – Present • Hands on personnel and project management as the Project Manager of HCM Modules implementation project

including PeopleSoft HCM 8.8 eRecruit, ePerformance, eCompensation and UPK, Enterprise Learning Management (ELM) and Workforce Analytics modules.

• Hands on personnel and project management as the Controller for the PeopleSoft HCM Payroll implementation. • Utilized MS Project, MS Office, SharePoint, Planview and Project Management Institute (PMI) methodology to

successfully monitor and report project performance and assure collaboration. • Leveraging extensive knowledge of Government Human Resources practices, partnered with stakeholders to

develop the PeopleSoft HCM strategic roadmap and developed the ERP strategic business framework. • Evaluated various PeopleSoft HCM Modules including Enterprise Learning Management and Workforce Analytics

for the PeopleSoft HCM strategic roadmap. • Currently managing the deliverables of the HCM Modules implementation project. Key Technologies/Skills: PeopleSoft HCM 8.8, eRecruit, eCompensation, Enterprise Learning Management, Performance Management, Workforce Analytics, UPK, Planview, MS Project, MS Office, SharePoint, MS Visio

THE FINISHED RESUME SHOULD LOOK LIKE THIS

PAGE 1 ADDITIONAL PAGES

Completing the Submission Click the Add New Attachment link. Select the attachment and label the attachment type. Once complete, you can submit.

CANDIDATE SUBMISSION CHECKLIST The candidate’s e-mail is noreply@peoplefluent.com All columns are filled out in the Skills section The candidate’s years experience is equal to or greater than required years

experience for all skills You have responded to all Questions for Requirement The resume is on the ITSA Resume Template There is no vendor information on the resume (name, logo, etc.) There is no candidate contact information on the resume All certifications are listed All technologies and skills listed are shown in Employment History There are no attachments other than the Candidate’s Resume,

Education/Certifications

ITSA’s Resume Screening Process The support team will review all submissions to each requirement. Let us now

make reference to what would constitute a rejection of a submission: • All submissions after the 6PM deadline will not be accepted and will be immediately

subjected to rejection.

• ALL required skills must be explicitly proven. No skills should be implied/assumed.

• Any vendor/candidate contact information on a resume will disqualify your candidate.

• Resume’s not following the ITSA Resume Guidelines are subject to rejection.

**The resumes that pass the initial screening phase, go onto a secondary round of screening by the Hiring Manager. More resumes may be eliminated at this round. Once the hiring manager has selected his/her top choices from the second round; then interview requests should shortly follow.

Interview Scheduling

If an interview request conflicts with your candidate’s prior engagements; make sure you do the following: Enter, in the “comment” field, the availability of your candidate. Then REJECT the interview. The Hiring Manager will then consider rescheduling

Always read the details. For instance, you may be asked to leave a contact number for your candidate’s phone interview.

Accepting an Engagement • Your candidate’s status will change to “Engagement Requested”

in Peoplefluent.

• You will receive an email from ITSA Support to initiate the background check and confirm a start date.

• The hiring manager will issue the PO – once it is processed, you can accept the engagement in Peoplefluent.

Keep in Mind • Duplicate Submittals are instances when two vendors submit the

same candidate to a requirement. This situation could sometimes result

in the rejection of the candidate entirely. To remedy this, we strongly

suggest that you procure an Exclusivity Agreement with your candidate.

• An Exclusivity Agreement is a written/typed agreement that the

vendor has exclusive rights to submit their candidate. Make sure to

include: Requirement Number, Position, and Date.

• Background Check and Invoicing information along with plenty of

Vendor information can be found at www.itsa.ostglobal.com

Program Neutrality Vendors who are both owners and resources at a DC

agency must be aware of the following: • The ITSA Program is Vendor/Program Manager Neutral • Owners who are resources at an agency may not submit candidates to that agency

due to this neutrality • Violations of this neutrality is grounds for expulsion from the ITSA program • Example: Company XYZ submits the owner John Smith to OCFO. Because John

Smith now has a working relationship with the PM’s within OCFO, company XYZ may not submit more candidates to OCFO because they would have an unfair competitive advantage, and potential conflict of interest. Likewise, OCFO should not ask company XYZ to be their sole source of candidates.

Have a Question or Concern?

Please do not forget that ITSA SUPPORT is here to assist you. If ever you need assistance, information, or updates;

please do not hesitate to email us at:

itsa-support@ostglobal.com