Contingent Worker Management System (CWMS) Program
Frequently Asked Questions
Q: What is the Contingent Worker Management System (CWMS) Program?
Q: Why did TIAA-CREF choose to outsource our contingent worker program?
Q: Why did TIAA-CREF select COMSYS to manage the contingent worker Program?
Q: How will the hiring process for contingent workers change?
Q: What type of contingent worker requisitions will be managed via the CWMS Tool?
Q: Will contractors enter billable time and expenses into the CWMS Tool?
Q: What else will COMSYS do for TIAA-CREF?
Q: Will we be required to use the CWMS for all contingent staffing requirements?
Q: What will happen to my existing suppliers/supplier relationships?
Q: Whom do I contact with questions about the contingent worker program implementation?
Q: How will the new program impact my current contingent staff resources?
Q: How will the program impact my independent contingent staff?
Q: What will happen to suppliers (and related resources) that choose not to participate in the contingent worker Program?
Q: How much time and effort will I be expected to provide during the contingent worker program implementation?
Q: What can I tell my contingent staff about this program?
Q: What may I tell suppliers about this program?
Q: If some of my contingent staff will be replaced, what is the timing and process associated with that?
Q: When will I be trained on the CWMS tool?
Q: What are the next steps?
Q: What is the Contingent Worker Management System (CWMS) Program?
A: The Talent Acquisition Center of Excellence is working in partnership with a third party administrator (TPA) called COMSYS, a leading staffing and solutions company, to manage our temporary and contract workers and build a new contingent worker management system (CWMS) to better manage the entire process, from hiring to paying invoices.
COMSYS will customize and implement the CWMS tool for TIAA-CREF, help us standardize our processes and manage our relationships with our suppliers. COMSYS will not replace existing supplier relationships, but will provide a common umbrella under which all suppliers providing our company with contract labor and will operate.
Q: Why did TIAA-CREF choose to outsource our contingent worker program?
A: By outsourcing our contingent worker program and developing an automated tool to support the program, we are able to create efficiencies, establish a consistent process across the company and reduce our staffing costs. The program also will enable us to provide you, our managers, with direct access to data and accurate reporting (e.g., tenure reports, total spend, cost savings, etc.) and consolidated electronic billing, significantly reducing the time it currently takes to manually approve invoices.
Q: Why did TIAA-CREF select COMSYS to manage the contingent worker Program?
A. TIAA-CREF conducted a thorough evaluation of potential suppliers (including the RFP process and a detailed review of vendor management capabilities) and selected COMSYS to manage this program. As a leading provider of staffing and solutions, COMSYS will manage TIAA-CREF’s supplier relationships and ensure that suppliers comply with all TIAA-CREF engagement standards and policies. Management of the program includes:
Q: How will the hiring process for contingent workers change?
A: The hiring manager will complete an on-line requisition for a contingent staffing need using the new CWMS tool. The requisition will be routed electronically within TIAA-CREF for approval. Once approved, COMSYS will work with the supplier community and identify, recruit, and pre-screen candidates for consideration. COMSYS will then provide the hiring manager with a pre-qualified group of potential candidates and coordinate the interviewing process. Once an acceptable candidate is selected, COMSYS will coordinate the contractor on-boarding process – including background checks and drug screenings – and orient the worker prior to their assignment. COMSYS also will manage the contract and rate negotiations on TIAA-CREF’s behalf. Managers will be able to generate reports and monitor activities using the CWMS tool.
Q: What type of contingent worker requisitions will be managed via the CWMS Tool effective May 1, 2006?
A: Requisitions for temporary contingent workers that provide IT or administrative /temporary functions on a time and materials basis (either an hourly or daily rate). The CWMS tool is NOT for the processing of fixed prices/deliverable type contracts or full time requisitions.
If you have a contractor that enters time into Teamplay, that process will continue. Contingent Workers will process billable expense via a paper expense report similar to the existing process.
Q: What else will COMSYS do for TIAA-CREF?
A: COMSYS will provide a dedicated team of on-site specialists in Denver, Charlotte and New York to manage and administer the contingent worker program. COMSYS will coordinate all aspects of the contingent staffing process, from requisition creation to the hiring and management of contingent workers. Managers then can generate reports and monitor activities using the CWMS tool.
Q: Will we be required to use the CWMS for all contingent staffing requirements?
A: Yes. All contingent staffing needs will be coordinated through the CWMS tool. TIAA-CREF has established service benchmarks with COMSYS to ensure that our pool of approved suppliers is properly coordinated and managed. COMSYS will provide us with an objective, "vendor neutral" supplier management program, and will communicate our new requirements to our supplier community based on TIAA-CREF’s business rules.
NOTE: This program is for contingent staffing requirements only (e.g., resources contract on an hourly, professional day or monthly bill rate basis). Our recruitment management system (RMS) will continue to be used for staffing permanent positions.
Q: What will happen to my existing suppliers/supplier relationships?
A: All current, approved suppliers will be given the opportunity to participate in the new program under the terms and conditions that TIAA-CREF has established. Every effort will be made to bring the current approved suppliers into the program. Once the program goes live, all requisitions must first go through the CWMS tool.
Q: Whom do I contact with questions about the contingent worker program implementation?
A: Contact the CWMS Program office at cwms@tiaa-cref.org
Q: How will the new program impact my current contingent staff resources?
A: The new program is designed to minimize disruption to our current operations, including the impact on existing contingent staff workers. COMSYS will contact each supplier directly and diligently work to enroll all current suppliers into the program. We expect most suppliers will understand the business case for this new program and will support the program's goals and objectives. Suppliers that enroll will experience no disruption in the services they are currently providing, meaning no disruption to the work that is being done in the company.
Q: How will the program impact my independent contingent workers?
A: Contingent workers who are currently not affiliated with a particular supplier are eligible to continue supporting TIAA-CREF under this program. Independent contingent staff resources will be contacted individually; each will receive an explanation of how the contingent worker program works and will be given an opportunity to continue providing support to TIAA-CREF under the new program.
Q: What will happen to suppliers (and related resources) that choose not to participate in the contingent worker Program?
A: Our goal is to achieve a 100% enrollment rate in the program with current suppliers and independent contingent staff. That said, we are also putting contingency plans in place in the even that certain suppliers choose not to participate. In this case, these suppliers will likely see their business with TIAA-CREF phased out within a short period of time. We understand that there is some risk involved and are committed to minimizing disruption via a number of strategies, including the replacement of those resources with equivalent talent. Our program terms are fair and market competitive, and it is in this spirit that we are approaching our suppliers to continue supporting TIAA-CREF under this program.
Q: How much time and effort will I be expected to provide during the contingent worker program implementation?
A: Our goal is to ensure that this implementation is as seamless as possible, with minimal disruption to your workload. The Talent Acquisition Center of Excellence and COMSYS are working with managers from across the company to validate workflow processes and program design. Should you be asked to assist with this process, your time commitment should be no more than approximately one hour. COMSYS also will train managers on the CWMS tool, which should take about two hours and will be announced soon.
Q: What can I tell my contingent staff about this program?
A: You may advise them that it is the company’s intent to retain 100% of our current contingent staff resources and that COMSYS will be working diligently to enlist our current resource providers into this program. Those who agree to the new program requirements will continue their assignments at TIAA-CREF without interruption. If any suppliers elect not to support this program, we will identify the contingent staff they are currently providing and make every attempt (as legally permitted) to retain the individual resources in question.
Once our new contingent worker program launches the biggest change contingent staff can expect will involve documenting their time and expenses online using the CWMS tool.
Q: What may I tell suppliers about this program?
A: To ensure that suppliers receive accurate, complete information about the program, please direct them to contact COMSYS. Our main contact for TIAA-CREF is Mark Zolkos, who can be reached at 301-921-3769, or via email at mzolkos@comsys.com.
Q: If some of my contingent staff will be replaced, what is the timing and process associated with that?
A: Our intent is to retain all of our current contingent labor resources, so we believe that transition instances will be minimal. In the rare instance when a contingent staff member will be replaced, we will evaluate each case and develop a transition plan to help ensure that your staffing needs are being met.
Q: When will I be trained on the CWMS tool?
A: Instructor-led, Web-based training on the CWMS tool is scheduled to take place in April, with a taped session available for those who are unable to attend. Training will include an overview of the contingent worker program and a detailed walkthrough on how to use the CWMS tool. Quick reference guides, on-line tutorials, integrated help features and other support materials will be distributed as the implementation proceeds. Once the program has been implemented, COMSYS will schedule additional training sessions.
Q: What are the next steps?
A: In early April, we will preview the CWMS tool with selected managers who have the greatest need for contingent staffing. We also will validate how the process works with them to ensure that it supports the needs of all our managers.