When should I use contractor requests?
How do I create a contractor request?
How are contractor requests different from other requisitions?
What is Require Candidate Screening?
How do I know which suppliers to choose?
What happens if I suggest a supplier?
How do I use the standardized job rate options?
What rate and budget information should I enter?
After Submission
Can I mix contractor requests and goods on the same requisition?
What does the contractor status mean?
What does the contractor requisition status mean?
When will the suppliers be notified?
What if the contractor's start date occurs before the purchase order is created?
Do I have to wait for the purchase order to be approved before the contractor starts?
When should I use contractor requests?
Create a contractor request to hire temporary labor, including contractors and temporary personnel.
When you, as a Requesting Manager identify a need for contingent labor, you can create a service requisition for the contractor needed and specify the type of contractor that is required.
As a requesting or hiring manager, you may need to provide additional information such as Skill, Requirement, Competency and location, number of years of experience, Qualification and Language as part of the hiring requirement. The additional information/attributes provided by the hiring manager are accessed by the buyer as well as the supplier. The buyer negotiates with the supplier on the additional information/attributes. The additional information/attributes that are negotiated with the supplier by the buyer are also available in the agreement and in the purchase order document.
How do I create a contractor request?
Below the Shop tab, click Contractor Request.
Note: Your company may not have enabled this feature. If not, the system alerts you.
The contractor request flow is:
Create the requisition, check out, and wait for approval.
For a Pending contractor status, follow these steps. For a Not Applicable contractor status, skip these steps:
Oracle iProcurement sends an automated notification to the supplier of the request.
You work with the supplier to choose a contractor.
You assign the contractor on your requisition, change amounts if needed, and check out.
The system may route the requisition for reapproval.
The buying organization at your company creates the purchase order.
Some additional processes in the Contractor Request flow:
If a job is specified in the Create Contractor Request page then the system checks the shopping category associated to the specified job. Additionally, the descriptors that are associated to the shopping category are also displayed in a separate region. Note that the display of the descriptors associated to the shopping category are based on the job selected in Create Contractor Request page.
You as the Hiring or Requesting manager can specify values for the descriptors mapped to the shopping category for the Job. The values specified for the descriptors can be accessed by buyers, who can use the values in those descriptors for negotiating with the supplier.
These processes are also found in the Edit Contractor Request page, where you can update contractor request information.
Special Information page:
When a contractor request is created and the selected job in the requisition is associated to a shopping cart; if there are descriptors associated to the shopping cart, the system displays the attributes and their corresponding values in the Special Information page. Note that the descriptors that are shown in the Special Information page are based on the job selected in the Create Contractor Request page.
The hiring or requesting manager can specify values for the descriptors mapped to the shopping category for the Job in the Special Information page. The buyer can use the values in the descriptors for negotiating with the supplier.
Rate and Amount fields in transaction currency are displayed along with the Amount field in functional currency.
Review Supplier Information page:
If you have selected Standardized Job Rates option in the Create Contractor Request page, the Review Supplier Information page displays the selected list of suppliers in the Supplier Information region.
How are contractor requests different from other requisitions?
Contractor requisitions are for hiring temporary labor. Other requisitions are for goods or services. Contractor requests have different fields to enter and an additional step for a Pending contractor status only.
For all requisitions, you check out the request, obtain requisition approval, and track the resulting order.
Your company may have created its own types, but they are always either of the following temporary labor types:
Rate Based, such as 40 USD per hour
Fixed Price, such as 50,000 USD for the labor
Contact your purchasing department if you do not know which job to select.
The category defaults to a value based on the job that you select. You cannot update or modify the default. It is used on the purchase order to categorize the type of job.
What is Require Candidate Screening?
Select this option if an interview or other screening will be required to choose the best contractor for the job. For other kinds of labor, where you rely on the supplier to choose a qualified person, do not select this option.
If you select this option, the contractor status becomes Pending until a contractor is assigned.
How do I know which suppliers to choose?
If your company maintains an approved supplier list, then choose from this list when you create your request. The list may vary depending on factors, such as the job selected and your location. You can use any or all of the preferred suppliers. If you select multiple suppliers, then the contractor status is Pending until you assign a contractor from one of the suppliers.
What happens if I suggest a supplier?
If you suggest a supplier apart from the preferred suppliers, then you can select from a list of all suppliers defined by your company or manually enter the desired supplier.
When you suggest a supplier, the contractor status becomes Not Applicable.
How do I use the standardized job rate options?
The standardized job rate options enables you to look for suppliers, and display the list of suppliers that match the Job as well as the attribute values provided on the Create Contractor Request page. For example, if you selected Templabor.Analyst with an attribute value such as Senior Systems Analyst (for the Skill attribute), with the standardized job rate options, the system displays all the GBPA's created for both the Job – Skill attribute combination and as well as for the job specified. A tabular region displays the Supplier information, GBPA information, attribute details and Rate information for that Job/Attribute/Supplier. If all the attributes match, those GBPAs are listed at the top of the results in the Supplier Information region. The rest of the matching GBPAs are displayed based on the weightage given to the matching attributes.
The system displays the Rate in transaction currency as well as in functional currency. If the GBPA is created with transaction currency, the system displays the rate in both the GBPA currency and the functional currency.
Note that the system validates and provides information in functional currency.
What rate and budget information should I enter?
In the following example, the requester seeks 10 days of labor at a target rate of 50 USD per day:
Unit: Day
Estimated Quantity: 10
Target Rate (USD): 50
Labor Amount (USD): 500 (typically Estimated Quantity * Target Rate, but does not have to be)
Expense Amount (USD): 100 (for example, amount allowed for meals or mileage)
Allow Rate Differential: Check this option to allow overtime pay.
The total amount for this requisition line (always Labor Amount + Expense Amount) is 600 USD.
Note: : For a fixed price type, only the amount fields appear.
The Currency field is displayed in this region when the option Suggest Supplier and Contractor is selected in the Supplier Information region. If you select a currency other than the functional currency, the following fields are displayed:
Exchange Rate Type
Exchange Rate Date
Exchange Rate
In the Supplier Information region, if you select the options Use Preferred Suppliers or Use Standardized Job rates, the fields pertaining to transaction (foreign) currency are not displayed.
If a contract exists between the selected supplier and your company, then the total rate or amount agreed upon appears in the preferred supplier list. If provided, use this information to help you enter the rate or amount for your request.
Can I mix contractor requests and goods on the same requisition?
No. The system prompts you to keep these on separate requisitions.
What does the contractor status mean?
Pending indicates a full-track request (further negotiation is required). It occurs when more than one preferred supplier is selected, when candidate screening is required, or when the target rate entered on the contractor request does not equal the rate on an existing contract between your company and the supplier.
Not Applicable indicates a fast-track or manual request. It occurs when you suggested a supplier; when a contract between your company and the supplier does not exist; or when a contract exists, and its rate equals the target rate entered on the contractor request. Not Applicable means that you are letting the purchasing department (or supplier) choose the contractor (although you can suggest a contractor when suggesting a supplier).
Assigned occurs after you assign a Pending contractor.
What does the contractor requisition status mean?
A contractor requisition can display the same status as a goods requisition, but is appended with the contractor status. For example, a contractor requisition can be Incomplete, Pending.
When will the suppliers be notified?
If the contractor status is Pending, then Oracle iProcurement automatically notifies the selected supplier or suppliers of the contractor request when you check out. Negotiate with the suppliers offline (not through Oracle iProcurement) to find the best supplier for your purposes. Then, assign this contractor on the requisition to complete the process.
What if the contractor's start date occurs before the purchase order is created?
The requisition start date is a guideline. Oracle iProcurement does not require you to complete the purchase order before that date. (Your company may have its own policies, however.)
Do I have to wait for the purchase order to be approved before the contractor starts?
Oracle iProcurement does not enforce purchase order approval for the contractor. (Your company may have its own policies, however.)
Related Topics
Spot Buy Using Contractor Requests
Finding Requisitions to Approve
Should I always assign a contractor?
When do I assign a contractor?
Will the requisition require re-approval after contractor assignment?
Can I change the contractor assignment?
Should I always assign a contractor?
For fast-track contractor requests, the contractor status on the requisition line is Not Applicable, and you do not have to assign a contractor. For full-track contractor requests, when the contractor status is Pending, you must follow up with the supplier to choose a contractor. Then, assign the contractor to your requisition.
When do I assign a contractor?
Wait until the requisition status is Pending, Approved.
Access the contractor requisition:
On the Contractors tab, view Contractors Pending Assignment.
On the Requisitions tab, click the requisition number or description.
On the Requisitions tab, select the requisition and click Change.
Click Assign Contractor. If you do not see Assign Contractor, then the requisition is not Pending, Approved. (It must be to assign a contractor.) If Assign Contractor is not available, then the requisition has not yet been approved, has been canceled, or has been placed on a purchase order.
If the charge for the labor has changed, you can also update the expense or labor amount. This update may require re-approval. Rate, Expense Amount, Labor Amount, Total fields are displayed in transaction currency. In addition, the Total field in functional currency is also displayed.
The Assign Contractor page displays those suppliers that have been selected from the option Standardized Job Rates in the Create Contractor Request page (Preferred Supplier region).
Will the requisition require re-approval after contractor assignment?
It depends on your company's setup. Your company can set an option that does one of the following:
Always requires reapproval after a contractor has been assigned.
Requires reapproval after contractor assignment only if you also changed the expense or labor amount.
Can I change the contractor assignment?
Unless the requisition is not eligible for change, you can change the contractor assignment if the contractor status is Pending and the system already has sent the notification to the supplier.
Finding and Tracking Contractor Requests
What are active and past contractors?
What are active and past contractors?
Active contractors are those for whom the end date on the contractor request is today, later, or blank. (Contractors who are pending assignment are not considered to be active.) Past contractors are those for whom the end date is before today.
You may see a timecard icon for active contractors in the Contractors tab or when viewing your requisition line details on the Requisitions tab. (If Oracle Time & Labor is not installed, then timecard field is not available.) If the contractor has not entered time, then the timecard icon is disabled.
How do I enter performance data?
How is the contractor performance data used?
Can I enter performance data for contractors not yet hired?
Can multiple people enter performance data for the same contractor?
What happens if I change performance data?
Does the supplier or contractor see my evaluation?
How do I enter performance data?
Below the Contractors tab, click Performance. If you do not see this area, then you do not have access to performance entry.
How is the contractor performance data used?
If you enter performance data for a contractor, then anyone with access to the data can use that information to help select a supplier or assign a contractor. (Your administrator assigns or withholds access to the performance data.)
Can I enter performance data for contractors not yet hired?
Neither the contractor nor supplier needs to be entered in the system before you can create a performance entry.
Can multiple people enter performance data for the same contractor?
Search for a contractor to see if data have already been entered. You can create your own entry for the contractor, which does not overwrite other entries. For example, Manager 1 and Manager 2 each create an entry for Contractor A. In this example, Contractor A has two performance evaluations in the system that you can view. Optionally, enter your own additional evaluation.
What happens if I change performance data?
You can update only performance entries that you created. (People with special security privileges can update others' entries.) Your update replaces the previous information, and the old evaluation is not saved.
Does the supplier or contractor see my evaluation?
The performance data are never included on the requisition or in any Oracle iProcurement-automated notification with the supplier. You should, however, assume that your company may share the information any time.
Using the Contractors tab, click Create Contractor Request. The following conditions determine the display of Contractor Request columns on the page:
If the user has a spot buy access role, and if the profile option POR: Use Modernized User Interface for Contractor Request is set to Yes, then the Category Search page appears, along with the Automatically Create a Purchase Order checkbox.
If the user has a spot buy access role, and if the profile option POR: Use Modernized User Interface for Contractor Request is set to No, then the Category Search page does not appear. However, the Automatically Create a Purchase Order checkbox is displayed.
If the user does not have a spot buy access role, and if the profile option POR: Use Modernized User Interface for Contractor Request is set to Yes, then the Category Search page appears. The Automatically Create a Purchase Order checkbox does not appear.
If the user does not have a spot buy access role, and if the profile option POR: Use Modernized User Interface for Contractor Request is set to No, then the Category Search page does not appear. The Automatically Create a Purchase Order checkbox does not appear.
To create Spot Buy requisitions for Contractor Requests:
The page prompts you to enter the category of job that you require. Enter a job or a keyword for a job in the field next to the question and click Go.
The table below the question shows the Job, Category, Job Description, and Spot Buy Threshold Limit. Note that the Spot Buy Threshold Limit is displayed only when the ICX Spot Buy Access Role is granted to the logged in user. The Spot Buy Threshold Limit can also be displayed using page personalization, depending on your business requirements. The buying organization may not wish to display the Spot Buy Threshold Limit to spot buy requesters. This is mainly to control the spend limit.
Select a job by clicking the relevant option button.
Below the table is a set of three options that pertain to supplier selection. The question
Have you identified the supplier?
requires that you select one of the following options as a response:
No, I do not know which supplier to use: this response opens the Create Contractor Request page with no supplier-related fields. The options for selecting a supplier (Use Preferred Suppliers, Suggest Supplier and Contractor, Use Standardized Job Rates) are displayed, and you can select one of the options to proceed with creating the contractor request. The remainder of the contractor request creation process is the same as the process for creating regular contractor requests. The buyer needs to specify a supplier in Demand Workbench, when the system autocreates the spot buy requisition to a purchase order.
Yes, I already have a specific supplier in mind: this response opens the Create Contractor Request page with the Supplier Information region displayed. The options for selecting a supplier (Use Preferred Suppliers, Suggest Supplier and Contractor, and Use Standardized Job Rates) are displayed. Select one of the options to proceed with creating the contractor request. The remainder of the contractor request creation process is the same as the process for creating normal contractor requests.
Yes, I have pricing details from multiple suppliers: this response displays a table in the Contractor Request page, where you can add multiple suppliers (who exist in the system), rank them and enter the prices they have quoted.
When you select Suggest Supplier and Contractor, the Supplier and Contractor regions appear. Use these regions to search for a supplier and contractor. If you wish to suggest a supplier who does not exist in the system, click the link that reads If you cannot find your supplier click here to setup a new supplier. You can then create, invite, or register a new supplier for the spot buy requisition. The link is personalizable, that is, you can hide/show it as per your requirement. The requisition is sent to Demand Workbench, where the system autocreates the requisition to a purchase order.
Note that requesters with a spot buy role can create suppliers when the multiple supplier table is displayed. Requesters without a spot buy role cannot onboard a supplier.
First enter your job information, and then scroll down to the multiple suppliers table. Click the Add Rows icon (with the green plus sign) to add a new row for your supplier. Select the supplier name, and enter the price, promised date and rank. The rank for each supplier should be unique (for example: if you have three suppliers, their ranks might be 1,2,3…). If you wish to order from the supplier(s), select the Order From checkbox. Click the Update icon to open the Update Supplier popup, in order to enter the contact details for the supplier.
If you have a spot buy access role, you can create supplier details in the system. To invite suppliers, you need any requester role, and an Oracle iSupplier Portal licence. To register suppliers, you need any requester role, and access to the Contractor Request page.
The Onboard New Supplier page displays, where you need to enter supplier details such as Supplier Name, Justification, Address, and Contact information. The value of the Registration Purpose column is defaulted, depending on the following conditions: In the Contractor Request page, if you click the checkbox Automatically Create a Purchase Order, the value of Registration Purpose is defaulted to Spot Buy Request (non-editable value). However, in the Contractor Request page, if you do not click the checkbox Automatically Create a Purchase Order, the value of Registration Purpose is defaulted to Contractor Request (non-editable value).
Click the I agree to the terms and conditions checkbox in order to proceed with creating, registering, or inviting suppliers. Click Cancel, Invite Supplier, or Register Supplier, depending on your requirement. The new suppliers are registered or invited and their information is updated in the Contractor Request page.
In the Tax Details region, you can enter tax-related information for the supplier, including Tax Country, Taxpayer ID, Tax Registration Number, and D-U-N-S Number. This region is optional. A buyer can enter the supplier's tax information at a later time. For more information about entering tax information, refer to Oracle Supplier Lifecycle Management User Guide.
New suppliers have a supplier status of Approved. Successfully invited or registered suppliers have a supplier status of Supplier to Provide Details. Other supplier statuses for onboarded suppliers are: Pending Approval, Approved, Rejected, and Active (for existing suppliers). When the supplier onboarding is complete, you can proceed with adding to items to your cart and checking out.
Note that the Target Rate may be displayed in the transaction currency, which can be different from the functional currency. However, the Labor Amount column shows you the amount value in functional currency only.
The hiring manager can view Supplier Information for the job when the requisition is edited, and can view supplier details along with ranking and shortlisted suppliers for a contractor request in line currency.
When copying a spot buy requisition, the system automatically copies the value of the checkbox Automatically create a Purchase Order when my requisition is approved.
When you create a spot buy requisition with a Smart Form category, the system enables the spot buy requisition as a requisition that can be referenced in purchase orders.
For more information about using Spot Buy Requisitions in the Demand Workbench, please refer to the Oracle Purchasing User's Guide.
For more information about setting up Spot Buy, please refer to the Oracle iProcurement Implementation and Administration Guide.