Creating a New or Existing Worker on a Project (MSP - Client - Supplier)

As a supplier supporting projects for the customer, you will be able to create, or attach, workers to a project.

• Supplier will go to Menu>My Workspace>Project List
• Select which project to create workers for from the list of available projects.

• Select Create Worker from the Action list.

• Select the Task Order # (Number) from the drop-down list.
• Once you have selected the task order to add a worker to the associated Job Title(s) and Work Package(s) to select from will become available.

• Selecting the job title will populate the area to determine if you are creating a new or an existing worker.

• Click on the appropriate radio button to indicate if you are creating a New CW or if you will be utilizing an Existing CW for this project.

New Worker

• If you are creating a new worker on the project, click Save & Continue to complete the required information for your worker.
• You will be required to complete information on the following tabs:

Requisition Tab

• All of the financial information will populated based on the information the manager entered when creating the project.
• Select the Reason to Hire from the drop-down list.
• Click into the Work Location Address field and hit the spacebar.  Click on the populated address to add to the worker’s profile.
• Indicate if the worker will need Badge Access and System Access .
• Select the worker’s Employment Type and work Shift from the respective drop-down list.
• Click on the CW Profile tab.

CW Profile Tab

• Complete all required fields that are indicated by a red asterisk (*).

• Indicate if the worker will be accessing the system directly to enter hours worked and/or incurred expenses in the CW User field.
• If you select ‘Yes’ for CW User, you will need to enter the worker’s Primary Email address with will be used to active and access the tool.

• Complete the information required to create the unique Coupa CW Identifier.

• This information is a unique eight-digit number created by combining the last four digits of the candidate’s SSN and the first four digits of the candidate’ birthdate; the month and day only.

• Click on the WO Info tab.

WO Info Tab

• Indicate the worker’s Start Date and End Date by click on the respective calendar icons and selecting the desired dates.

• Indicate if the worker will enter their hours worked directly in the tool by selecting the correct radio button from the Coupa CW Timesheet field.

• Indicate if the worker is an Independent Consultant and if the worker is exempt or non-exempt from Overtime .

• Click ADD to add the displayed charge number to the grid.

• Enter the Timecard Approvers in the respective field and select from the populated list.

• Enter the Country/Region, State and County combination from each drop-down list based on where the worker is providing services to the customer.

• Enter the worker’s Work Order (WO) Rates information as indicated.

• The Supplier OT Bill Rate, Final Bill Rate and Final OT Bill Rate will auto-populate based on the Supplier Bill Rate entered.
• Click on the Supplier tab.

Supplier Tab

• Verify the displayed information and select the desired Supplier Contact name from the drop-down list.
• Click on the Review & Submit tab.

Review & Submit Tab

• Verify all information entered on previous screens.

• To make and corrections or updates, click on the desired tab.  Once all updates have been completed click the Review & Submit tab.

• Click Create CW to create your worker and add them to the project.

Your worker will now be read to complete the onboarding process.

Existing Worker

• If you are adding a worker that has worked on a previous project and is already in the system, you will select Existing CW and enter the CW Details .

• Click Update and indicated your Confirmation that you want to add an existing worker to this project.