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Highmark - Proprietary and Confidential 1
Logging in to Spro
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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 www.highmark.com website
Click the Procurement link to view the Procurement System Access page
Click the System Access Information link
Step 1:
Step 2:
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Step 3: Click the login in to the system link
Step 4: Enter your userid and password and click the Sign In button
Accessing the Supplier Portal via www.highmark.com (Cont.)
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Provider Contact Profile Information
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First Time Login
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
The first time that provider contacts login to the external PRISM website, they will be presented with electronic terms and conditions
Note: you cannot utilize PRISM as an external user until you have agreed to the electronic terms and conditions
Editing the General Profile – Password Change
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
The General Profile allows the provider contact to change their password, set up forgotten password functionality, and change the email address where there forgotten password will be sent
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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
Select a question from the drop down menu, enter a response and click the OK button
Step 3:
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Submitting a Bid
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Understanding Requisition Statuses and Bidding
Status 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
Requisition statuses
Accessing the Review Reqs/ Submit Bids Page
Navigate to Services Procurement > Submit Bids
Step 1:
Requisitions (open Highmark contractor positions) are displayed at the bottom of the page
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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
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Understanding the Additional Information TabThe 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 positions originally needed
Number of requisition positions filled by your company
Number of candidates you have submitted
Number of candidates you are allowed to submit
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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
Submitting a Bid (Cont.)
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Step 3: Observe the Service Information tab to see the consultant role, location being sought and the scope of work
Note: you may need to click the link to see all of the desired competencies
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Submitting a Bid (Cont.)
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
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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
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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
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Submitting a Bid (Cont.)
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
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Maintaining Bids
Understanding Communications for Existing CandidatesOnce 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
HighmarkService
Coordinator
Vendor
Submit Candidate (from Submit Bids page).\
Candidate now viewable with a Last Action of
“Submit as an Outgoing Bid within the Maintain
Bids page
Offers Position for Candidate
Fills Requisition
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
Generates Work Order
Candidate submittal now
disappears from Maintain Bids page
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Accessing the Maintain Bids Page
Navigate to Services Procurement > Maintain Bids
Step 1:
Maintain Bids page is displayed
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
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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
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
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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
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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)
Step 3: Click the button at the bottom of the page once complete
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
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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)
Understanding Bid Response Communications
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 ends communication
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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)
Understanding Bid Response Communications (Cont.)
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
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Highmark schedules interview
Understanding Bid Response Communications (Cont.)
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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 offers position
Understanding Bid Response Communications (Cont.)
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Viewing Services Work Orders
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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
Navigate to Services Procurement > View Services Work Orders
Step 1:
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Step 2: Leave the Date From and work order status fields blank and Search button
Accessing the View Services Work Orders Page
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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
Internal 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
Time or expenses may still be submitted until the work order is Finalized
Finalized Work order is finalized
All time or progress is recorded and invoiced. No further transactions against the work order are possible.
External Work Order Statuses
Understanding Work Order Statuses
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Viewing A Work Order
Click the Work Order ID link if desired to view the work order detailsStep 1:
Within the work order details page, scroll down to the Duration Information.
Step 2:
The requisition associated to the PO is normally reflected in the name field
Click the Return to Work Order Roster link at the bottom left of the page to return to the View Services Work Orders page
Step 3:
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Reviewing Replacements and Submitting Bids
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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.
Email notifications to provider contacts informing of the ability to submit candidates for a replacement bid differ slightly from normally bid notifications
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Navigate to Services Procurement > Submit Bids
Step 1:
Click the Work Order Sourcing Review tab from within the Submit Bids page
Step 2:
Requisitions/ work orders requiring replacement (open Highmark contractor positions) are displayed at the bottom of the page
Accessing the Work Order Sourcing Review Page
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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 positions originally needed
Number of requisition positions filled by company
Number of candidates you have submitted
Number of candidates you are allowed to submit
This tab is identical to the Additional Information tab within the Review Reqs/ Submit Bids page
Understanding the Additional Information Tab
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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
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Approving and Managing Invoices
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Accessing the Manage Invoice Approval Page
Navigate to Services Procurement > Approve Service Invoices
Step 1:
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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
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Status 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
Understanding Invoice Statuses
Note: provider contacts can only take action on invoices in Submitted to Supplier status
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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
Viewing Invoice Line Summary Information
Click the link
Click the button at the bottom left of the page
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Adding Your Own Invoice Number to an Spro Invoice
Click the Return to Manage Approvals link at the bottom of the page
Step 1:Click the invoice line icon to the right of a given invoice line
Step 2:
Step 3:Enter your invoice number for each invoice line
Step 4:
Step 5:
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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
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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
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Managing Service Provider Profile Information
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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
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Accessing the Manage Service Providers Page
Navigate to Services Procurement > Manage Service Providers
Step 1:
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Accessing the Manage Service Providers Page (Cont.)
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 2:
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Accessing a Service Provider Profile & Attaching Documents
Step 1: Click the link for the desired person ID
The Maintain Service Provider page is displayed
Never adjust the status of a service provider. Internal Highmark security administrators perform this task
Step 2: Click the Service Provider Information link
Note: it is not recommended that you make any changes to the phone and email addresses
This page is primarily used to store Highmark telephone and email address that a contractor will have when working for Highmark
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Accessing a Service Provider Profile & Attaching Documents (Cont.)
Step 3: Click the Resume Attachment link
Provider skills allows you to maintain a service provider’s competencies, but the functionality won’t be used much initially
Click the button and then click
Highmark - Proprietary and Confidential 53
Accessing a Service Provider Profile & Attaching Documents (Cont.)
Note: you may add enter an attachment description as appropriate
Click the plus icon to add a blank attachment row
Step 4: Click the Upload button to select the appropriate file
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)
Step 5: Click the Browse button to locate your file, then click Upload
Step 6:
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Viewing Service Provider Timesheet History
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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
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
Timesheet statuses
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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
Navigate to Services Procurement > Manage Service Providers
Step 1:
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Accessing the Maintain Timesheets Using the Timesheet History Icon (Cont.)
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 2:
Step 3: Click the timesheet history icon next to the desired service provider
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Accessing Maintain Timesheets from the Manage Timesheets as Proxy Link
Navigate to Services Procurement > Maintain Timesheets as Proxy
Step 1:
The Maintain Timesheets page will be displayed
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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
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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
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Viewing Timesheet History
Select the service provider (optional), specify the desired date range and click the Search buttonStep 1:
Timesheets matching the search criteria will be displayed in the Search Results at the bottom of the page
Note: if you run the search without specifying a service provider, you will see all timesheets for all of service providers
Step 2: Click the timesheet ID to view a specific timesheet
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Viewing Timesheet History
The days and hours the service providers is billing for are displayed
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
Don’t ever click these buttons
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Summary of Spro Email Notifications for Provider Contacts
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Notification 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
Partial List of Spro Provider Contact Email Notifications
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Help Resources for Provider Contacts
Help Resources for Provider Contacts
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www.Highmark.com FAQs Quick Reference Guides
– Provider Contact Profile Maintenance
– Submitting & Maintaining Bids– Approving and Managing Spro
Invoices– Managing Service Provider Profile
Information
Send email to [email protected]