contingent worker onboarding training at jpmorgan chase ... · assignment sponsors and suppliers...

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Contingent Worker Onboarding Training at JPMorgan Chase

(Non-Beeline)

January 2018

Copyright ©2018. All Rights Reserved. JPMorgan Chase Bank, N.A. Confidential Information

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• Introduction

• Learning Objectives

• Process Highlights

• Contingent Worker Operations Center: Operating Model

• Supplier Single Point of Contact (SPOC)

• Onboarding Toolkit

• Onboarding Process

• Resources and Tools

• Next Steps

Agenda


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• Assignment Sponsors and Suppliers will use the Contingent WorkerOnboarding process presented in this training to onboard new and re-entryContingent Workers.

• This training will provide an overview of the Onboarding lifecycle includingthe steps involved in Onboarding a Contingent Worker, your role in theOnboarding process, the role of the Contingent Worker Onboarding Center,the relevant tools and resources, and key contacts and systems.

Introduction


Assignment Sponsors and Suppliers will use the Contingent Worker onboarding process presented in this training to onboard new and re-entry Contingent Workers.

This training will provide an overview of the onboarding lifecycle including the steps involved in onboarding a Contingent Worker, the role of the Assignment Sponsor, Supplier and Contingent Worker Operations Center in the onboarding process, the relevant tools and resources, and key contacts and systems.

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• Understand the end-to-end Contingent Worker onboarding lifecycle

• Know the process for adding a new Supplier before onboarding can occur

• Understand how to onboard a new and/or re-entry Contingent Worker

• Know the distinction between Provisional versus Confirmed Standard IDs(SIDs)

• Understand the Contingent Worker Pre-Engagement Screening (PES)expectations and process

• Locate Contingent Worker onboarding resources and tools as needed

Learning Objectives

At the end of this session you will be able to:


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• Contingent Worker Operations Center (CWOC) centrally create/reactivate allContingent Worker NEIM identity records

• Suppliers identify up to a maximum of three single points of contact (SPOC) to workwith CWOC to onboard contingent workers

• Supplier SPOCs will use a secure mail system, setup by CWOC, to onboardcontingent workers

• Provisional IDs will be established to help facilitate the onboarding process

• Assignment Sponsors and Supplier SPOCs will be notified regarding the onboardingstatus of a Contingent Worker

Process Highlights

Key highlights in the process include:


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Contingent Worker Operations Center: Operating Model


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Suppliers are required to identify up to a maximum of three single points of contact (SPOC) who will work with the CWOC team for all of their onboarding transactions. The Supplier SPOC will:

• Guide all communication and behavior within the supplier as it relates toonboarding

• Serve as the main source of contact with the CWOC team regarding theonboarding of Contingent Workers

• Serve as a point of escalation when there are challenges in the onboardingprocess

• Handle confidential vetting of prospects and candidates

• Have strategic knowledge and context of their own organization, as well asinfluence of staffing decisions

Supplier Single Point of Contact (SPOC)


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The Onboarding Toolkit contains all of the information Assignment Sponsors and Suppliers need to onboard new and returning Contingent Workers at JPMC, including:

• Processes and Procedures

• Expectations

• Roles and Responsibilities

• Operating Procedures

• Key Terms

• Frequently Asked Questions (FAQs)

Onboarding Toolkit


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Onboarding Contingent Worker: Lifecycle

There are 7 steps to onboarding Contingent Workers. Although paths and cases will vary based on geography and roles, these remain the high-level steps to be followed.

Contingent Worker Begins

Engagement

Facility and

System Access

Granted

CWOC Sends

Approval to

Sponsor

Pre-Engagement

ScreeningCompleted

IdentityCreated or

Re-activated

Personal Info

Provided

Contingent Worker

Identified

Contingent Worker Onboarding

Pre Onboarding

2 3 4 5 6 70 1

Assignment Sponsor works

with Stakeholders on contract, funding, and

TPO requirements

Acc

ou

nta

ble

P

arty

De

scri

pti

on

Supplier works with Assignment Sponsor to

identify Contingent Worker(s)

Supplier sends Contingent

Worker information to

CWOC

CWOC creates Contingent

Worker Identity

Global Security &

Investigations ensures the successful

completion of security

screenings

CWOC notifies Assignment Sponsor that Contingent Worker is

cleared for engagement

Assignment Sponsor

secures system and facility

access

Contingent Worker

completes necessary

training and begins

assignment


JPMC Assignment

SponsorSupplier CWOC GS&I

Contingent Worker

JPMC Sourcing Manager

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SupplierAssignment Sponsor

Your Role

• Obtain contract and validate funding, as wellas satisfy the firms’ Sourcing and Third PartyOversight (TPO) requirements

• Request qualified Contingent Worker(s) foropen position(s)

• Work with Suppliers to ensure successfulonboarding of Contingent Worker(s)

• Adhere to rules regarding provisional SIDs

• Responsible for holding Suppliers accountableto their role in this new operating model

• Accountable person in the Supplierorganization who will submit all ContingentWorker information completely, accurately,and securely

• Communicate SPOC role within Supplierorganization

• Ensure that Contingent Worker(s) completePES and meet assignment authorizationrequirements for the assignment location

• Follow-up and resolve issues with regards toContingent Worker onboarding


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Step 0 -Pre-Onboarding – Pre-requisites

Prior to beginning the onboarding process, several ‘pre-requisite’ steps must be completed.

The Assignment Sponsor and Supplier must work with Sourcing to ensure that Sourcing and Funding guidelines have been followed. Those parties will work together to fulfill any Third Party Oversight (TPO) requirements, if necessary. Once these requirements are met, Suppliers are permitted to onboard Contingent Workers.

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Assignment Sponsor


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Step 0 - Pre-onboarding – Supplier Setup in NEIM

In order to begin the onboarding process, a Supplier must be listed in the NEIM system. An Assignment Sponsor of VP, ED, or MD level may request that the Supplier be added to NEIM by completing a request form and submitting it to CWOC.

Supplier information will only be added if an official executed contract with an MSA or contract number is on file with Sourcing in the Aribasystem or an approved JPMC Repository.

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Assignment Sponsor

Request to add a new Supplier must include an ARIBA , MSA contract number.


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Step 0 - Pre-onboarding – NEIM Request Form0

Assignment Sponsor

The NEIM Request Form is located on the JPMC intranet on the Contingent Workforce

Operations Center page


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Pre-onboarding – SPOC Designation and Readiness

Suppliers must designate a person in their organization to serve as the Single Point of Contact (SPOC) with CWOC. The Supplier SPOC must be designated prior to commencing any onboarding transactions.

• Designated SPOC’s contact information should be submitted to CWOC [email protected].

• SPOCs must use the Voltage SecureMail, JPMC’s secure encrypted emailchannel, in all correspondence with CWOC that contains confidentialContingent Worker information.

• SPOCS will be required to perform a one-time setup test of theirpersonal Voltage email capability with CWOC in advance of onboardingContingent Workers.

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Supplier

Unsecure files received by CWOC will be rejected.


mailto:[email protected]

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Step 1 – Contingent Worker Identified

In Step 1, discussions occur between the Supplier and the Assignment Sponsor to determine the appropriate resource(s) for the specific JPMC engagement. This step should take place in advance of the contract start date.

The Assignment Sponsor agrees on a qualified candidate(s) so that onboarding can begin.

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Supplier

Supplier must identify candidates who are previous employees of JPMC , as a re-entry check is required of these candidates prior to onboarding.

Assignment Sponsor


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Types of Workers

There are two types of Contingent Workers: new and re-entry. A Contingent Worker candidate that already has an assigned SID due to previous engagement or employment at JPMC, is considered a re-entry worker. Supplier SPOCs need to identify re-entry candidates, as they will re-use their previously assigned SID. Prior JPMC employees (including JPMC legacy organizations) will go through an additional re-entry check.

NewContingent WorkerCandidate

ReturningContingent WorkerCandidate

Contingent Worker


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Step 1 – Contingent Worker Identified (Re-Entry)

If a Candidate has previously worked at JPMC as an employee, a re-entry check is performed prior to the onboarding process to ensure that the individual is permitted to return to JPMC. The re-entry check is important in that it ensures that the individual was not removed for cause, or if the job was eliminated, that sufficient time has passed to return.

For former JPMC employee re-entry Candidates, the Supplier SPOC submits a “Re-entry Check Form” to CWOC prior to submitting full onboarding data.

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Assignment Sponsor

CWOCSupplier

As with all communications with CWOC containing personal information, this form must be submitted using Voltage SecureMail.


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Re-entry Check Form

The Re-entry Check Form:

• Completed by theContingent Workercandidate and sent toSupplier

• Submitted directly bythe Supplier SPOC tothe CWOC teamusing VoltageSecureMail

Re-entry Check FormAs with all sensitive data, this form should be routed via Voltage SecureMail to

[email protected] for processing.

Name at time of JPMC

employment

National ID (SSN, etc)

JPMC Standard ID (SID)*

(X######)

* If the contingent worker does not remember his/her SID, he/she must contact AccessHR at 1 (877)576-2427 prior to submitting this form to obtain the SID number.



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Step 2 – Personal Information Provided

Once selection discussions have occurred, former employee re-entry workers have been checked and subsequently the SPOC receives eligibility confirmation; the Supplier SPOC has the responsibility for submitting the required Onboarding information to CWOC.

The Supplier SPOC completes the Identity Request Form (IDRF) for one or multiple Contingent Workers. All forms must be funneled through the Supplier SPOC for submission via Voltage SecureMail.

Supplier

CWOC

It is very important that care be taken in compiling the data as incomplete and inaccurate data submissions will be rejected.

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Step 2 – Identity Request Form (IDRF)

The Identity Request Form:

• Used by the Supplier SPOC to input information regarding the ContingentWorker

• Submitted directly by the Supplier SPOC to the CWOC team using VoltageSecureMail

• Submitted with the cost center through which the Contingent Worker willbe paid

• Where all Contingent Workers, including re-entry workers, are documented

Supplier Single Points of Contact should please reply back to the training e-mail that was sent to you after you have completed this training.

CWOC will send you the secure e-mail that will include an attachment with the Identity Request Form.

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Supplier

Assignment Sponsors should help Suppliers fill out the IDRF


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Step 2 - Voltage SecureMail

• Recipients do not need any special software and get actual, secure messages in

their inbox.

• Both the message body and any attachments are always protected as long as the

recipient responds to the initial message sent to the same person who sent it.

• It will work with any fully functional browser on any platform.

• Recipients need to enroll in and test the Voltage SecureMail file transmission

process before they can successfully onboard Contingent Workers.

Voltage SecureMail is a JPMC enterprise-wide solution for securing email communications with internal and external recipients


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Step 2 – Voltage SecureMail: Enrollment2

• Designated Supplier SPOC checks inbox foran email from [email protected] “TEST & SAVE THIS SECURE EMAIL:JPMC CONTINGENT WORKER IDENTITYREQUEST FORM”

• Click on the attachment called“message_zdm.html”

• When the attachment is opened,Click “Read Message”

• Fill in all of the requested information toCreate your password

• Hit “Continue”

1) Retrieve SecureMail Message 2) Click Read Message 3) Create Password



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Step 2 – Voltage SecureMail: Test2


3) Select Reply 4) Select Chose File 5) Hit Send Secure

• After the Supplier SPOC creates theirpassword, they are able to read the securemessage and download the IdentityRequest Form (IDRF) attachment.

• The Supplier SPOC completes the IDRF usingdummy data and saves it to their computerin Excel.

• They select “Reply”.

• Select “Choose File” to attach thecompleted IDRF

• Hit “Send Secure”

Supplier SPOCs will need to save this email after the test so they can reuse it to securely sendIdentity Request Forms into the CWOC to initiate onboarding for their workers.

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Step 2 Voltage SecureMail – Using SecureMail

1) Retrieve SecureMail Message

2) Open Attachment

3) Remember/Enter Secure Mail Password

4) Read Message and Respond as needed


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Step 3 – Identity Created/Re-activated

Once secure emails containing IDRFs have been submitted to CWOC, CWOC reviews each submission for quality.

Incomplete or inaccurate submissions will be rejected and the Supplier SPOC will be notified through e-mail. Clean submissions will be processed and Assignment Sponsor(s) will receive an auto-generated email containing the Contingent Worker’s provisional SID. Supplier SPOCs will receive a summary communication each day with SID results.

A provisional SID permits the Assignment Sponsor to pre-order the following items to jumpstart the Contingent Worker’s ability to begin their assignment once his/her SID is confirmed.

• Workspace

• Phone

• Desktop Hardware (PC, Printer, VDI)

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SupplierThe Assignment Sponsor must not request any additional permission (i.e. facilities, systems) until s/he receives the ready to work email from CWOC stating that the pre-engagement screening has been successfully cleared.

Assignment Sponsor

CWOC


• Please review the GLOBAL WORKFORCE SCREENING policy located in the firm wide policy portal owned by GlobalSecurity & Investigations for any questions about visitors/guests while they are undergoing the onboardingprocess

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Step 4 – Pre-Engagement Screening

The Supplier SPOC initiates region specific pre- engagement screening, found in the Security Screening Services’ PES Guide. Please refer to the region specific PES instructions in the PES Guide. PES Guide

Each summary communication to the Supplier SPOC(s) will also contain the Contingent Worker’s PES results (Not Cleared, SID Terminated-PES not Completed by Start Date, Screening Not Initiated, Pending EJC-Cleared FP, Pending FP-Cleared EJC, Verification Required, Pending GS&I Review, & Cleared).

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SupplierSPOC

It is the Contingent Worker’s responsibility to follow the instructions for PES. If the Contingent Worker does not do this, s/he will be labeled as non-compliant and will not be able to start the JPMC assignment.


https://www.jpmorganchase.com/corporate/About-JPMC/document/Global_Contingent_Worker_Pre_Engagement_PES_Screening_Initiation_Guide.pdf

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Step 5 – CWOC Sends Approval to Assignment Sponsor

The Assignment Sponsor will receive notification of the Contingent Worker’s successful PES through a “Ready to Work” email which confirms the Contingent Worker’s SID.

The Assignment Sponsor and the Contingent Worker may begin to coordinate the Contingent Worker’s assignment at JPMC.

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Assignment Sponsor

GS&I manages the Start Date during the PES Clearance process. Once the Ready to Work is received, an email should be sent by Assignment Sponsor, Assignment Sponsor’s Manager, or SPOCs if a change is needed.


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Step 6 – Facility and System Access Granted

Because the Contingent Worker has successfully cleared the pre-engagement screening, the provisional SID becomes a confirmed SID, and the Assignment Sponsor is able to request JPMC facility and system access.Assignment

Sponsor

6


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Step 7 – Begin Assignment

In this step, the Contingent Worker has passed all of the required onboarding steps and is ready to begin the assignment.

If the Contingent Worker never reports to duty, the Assignment Sponsor is required to deactivate the Contingent Worker’s SID through NEIM.

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Assignment Sponsor

Contingent Worker


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Step 7 - NEIM Self-Service

Assignment Sponsor

Although the CWOC Group creates and re-activates SIDs, once the SID is active, the Assignment Sponsors are responsible for managing the SID and for data maintenance in NEIM:

• Modify location information

• Transfer a SID to another Assignment Sponsor

• Deactivate an SID for offboarding purposes

• Extend Assignment End Dates


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Scenario – Working with a New Supplier

Scenario: Sam is an Assignment Sponsor with a new Supplier for JPMC. He wants to make sure he has addressed all the pre-requisites before he begins the onboarding process.

Solution: Sam will complete and submit a NEIM Add Supplier Request Form to the CWOC Group located on Global Contingent Workforce Management page. Upon receipt of a comprehensive request, the Supplier will be added to the CWOC Registry, confirmation of the addition into NEIM will be provided and the next steps for onboarding Contingent Workers will be given. If the Supplier does not yet have an MSA contract number (in ARIBA) or an approved JPMC Repository, CWOC will direct Sam to his Sourcing LOB for assistance.


Engagement

Facility and

System Access

Granted

CWOC Sends

Approval to

Sponsor

Pre-Engagement

ScreeningCompleted

IdentityCreated or

Re-activated

Personal Info

Provided

Contingent Worker

Identified


Pre Onboarding

2 3 4 5 6 70 1


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Scenario – Use of Provisional SIDs

Scenario: Pilar is a JPMC Assignment Sponsor. She has been notified that a provisional SID has been created for the Contingent Worker, but Pilar is looking to obtain facility and systems access for the Worker.

Solution: In step 3, Pilar has been notified of the provisional SID and she can only order a workspace, phone, and desktop hardware. Pilar is not allowed to request facility and system access until she receives the “Ready to Work” email from CWOC .

In step 5, the SID confirmation will be supplied with the “Ready to Work” email after the worker passes PES. In Step 6, Pilar can order facility and system access.


Engagement

Facility and

System Access

Granted

CWOC Sends

Approval to

Sponsor

Pre-Engagement

ScreeningCompleted

IdentityCreated or

Re-activated

Personal Info

Provided

Contingent Worker

Identified


Pre Onboarding

2 3 4 5 6 70 1


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Scenario – PES questions for GS&I

Scenario: Charlie is a Supplier SPOC who received a message to initiate PES and he forwarded it to the Contingent Worker. Security Screening Services “GS&I” completes the preliminary pre-screening but is missing all required information.

Solution: SSS contacts the Contingent Worker to provide the necessary information.

If the Contingent Worker fails to supply the information to SSS within 48 hours, then the Contingent Worker provisional identity will be de-activated and the individual will not be permitted to begin the engagement.


Engagement

Facility and

System Access

Granted

CWOC Sends

Approval to

Sponsor

Pre-Engagement

ScreeningCompleted

IdentityCreated or

Re-activated

Personal Info

Provided

Contingent Worker

Identified


Pre Onboarding

2 3 4 5 6 70 1


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Resources and Tools

• The Contingent Worker Onboarding Toolkit and training materials will belocated at:

• Suppliers: JPMorgan Chase internet site₋ About Us >> Suppliers >> Supplier Personnel Policies

• Assignment Sponsors: JPMorgan intranet site₋ Global Contingent Workforce Management>> CWOC

• Contingent Worker Operations Center (CWOC)• Email – [email protected]

• CWOC Helpline• US: 1-855-900-CWOC (2962)• International: 1-201-595-1807



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Summary

• Understand the end-to-end Contingent Worker onboarding lifecycle

• Know the process for adding a new Supplier before onboarding can occur

• Understand how to onboard a new and/or re-entry Contingent Worker

• Know the distinction between Provisional versus Confirmed SIDs

• Understand the Contingent Worker Pre-Engagement Screening (PES)expectations and process

• Locate Contingent Worker onboarding resources and tools as needed


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Contingent Worker Onboarding Process - Response Time Expectations


Onboarding Activities Action Anticipated Response Time

Complete and accurate Re-entryCheck Form

HRO: Re-entry and reactivation response

1 Business Day

Complete and accurate Identity Request Form (IDRF)

CWOC: SID created and notification to Supplier/Sponsor

1 Business Day

Complete and accurate Pre-Engagement Screening (PES) Form

SSS: PES decision Refer to the PES Guide located on the Suppler Personnel Policies Page

*Please Note that response times for the Pre-Engagement Screening decision vary by region. If additional research isrequired for an individual the timeline may be extended.

SSS sends CWOC a Clear status CWOC sends ready to work email to assignment sponsor

1 Business Day

There are various portions of onboarding that are interdependent but have their own timeline. Below is what you can expect on average.

The Assignment Sponsor and Supplier SPOC should ensure that the start date is selected with sufficient time for PES to be initiated, completed and cleared.

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Next Steps

After training is completed, the designated Supplier SPOC must:

• Communicate their roles and responsibilities as well as the newonboarding process to impacted parties within their organization

• Contact CWOC via e-mail and indicate that they have completed thetraining

• Complete the Voltage SecureMail test issued by the CWOC

• Save the Voltage SecureMail email upon completion of the test

• Use the Voltage SecureMail email to onboard all contingent workers goingforward

The Assignment Sponsor must:

• Work closely with the Supplier SPOC to ensure that they understand andimplement the Contingent Worker onboarding process


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Thank you!


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