TWO SYSTEM OF RECORDS – JOBDIVA AND AGILOFT/CLM

• JobDiva (JD) – This is the platform where we record the overall Onboarding Data/Documents for Candidates.
• Agiloft/CLM – This is the platform where the Contracts are created for the Onboarded Candidates basis the data that is pulled from JobDiva. It’s also Contracts Lifecycle Management system.

TYPE OF CANDIDATES 

• Internal Employee – This refers to internal XML Employees.
• Internal Individual Contractor – This refers to internal XML Contractors.
• Outsourced Employee - Sourced by XML, on payroll of XML and deployed at Client premises
• Outsourced Individual Contractor - Sourced by XML, deployed at Client premises, Candidate is self-employed and invoice’s XML.
• Outsourced Company Contractor - Candidate has own limited company, pays his/her own taxes and invoices XML for payment, however deployed at Client place.
• Outsourced Supplier Contractor (Payroll company or third-party agency) -   Candidate is selected via a third-party vendor which is no empanelled with the Client, hence routed through Umbrella Company – i.e. XML and deployed at client premises.
• Outsourced Umbrella Contractor   – Contractor using the Umbrella company – payroll

Updating the following tables in Agiloft/ CLM.

• People – Import and Update Candidate’s Personal (i.e., Passport number, DOB, email ID etc) and contact Information, Home Address. Create login details for Internal Employees
• Companies – Update details of XML Entities, Clients, Suppliers, Umbrella Company and Candidate’s own limited Company.
• Locations – Import and Update the location details of Candidate’s Company as well as update location details of XML Entities, Clients and Suppliers

STANDARD OPERATING PROCEDURE TO IMPORT THE NEW CANDIDATE DATA FROM JD INTO AGILOFT

1. Approving the Pre-onboarding doc (New Starter form) in JD for the new Candidate.
2. Extract the built BI report from JobDiva and customise the report as per the table/Columns in Agiloft.

5. For Employee – Excel spread sheet to be imported under People Record
6. For Individual Contractor – Excel spread sheet to be imported under People and Location Record.
7. For Company/Umbrella Contractor – Excel spread sheet to be imported under People, Company and Location Record
8. For Umbrella Contractor – No details to be imported under the Location if the Contractor’s Umbrella Company is already created in Company and Location record.
9. For Supplier Contractor – Excel spread sheet to be imported under People, Company and Location Record

Attach is the word doc that displays the standard steps to be followed while importing the data for the above 2 records. 

3. Post importing the Contractor data under People and Location record, it is required to add the relevant Company to both the records.

4. if it’s Individual Contractor – Add the Company “Individual Contractors”
5. If it’s Company Contractor – Add the Contractor’s registered Company 
6. If it’s Supplier Contractor –   need clarity from Sandie
7. If it’s Umbrella Contractor – Add the Contractor’s Umbrella Company.

Attached is the word doc that displays the steps to be followed to Add the Company for Individual/Company/Umbrella Contractor.

Note: Above point can be actioned, if the Company is already created in Agiloft. If no, then first the relevant Company needs to be created with required details.

STANDARD OPERATING PROCEDURE TO GET THE CANDIDATES AGILOFT ID’s INTO UDF IN JOBDIVA

1. Once the data is imported under People record in Agiloft, a unique ID gets created for the candidate. 
2. The ID to be updated under the below Start record UDF in JD which is a reportable field. Mainly available on Workers report.
3. The system will ask for the 3 Mandatory fields (Candidate Type, Source Method, Timesheet System) in start record, which is usually updated when contract is signed and start date is finalised. (Updated by Iana)
4. After start record is done, candidates’ details and it’s UDF details will show up in the Workers Report. 
5. Worker Reports to be pulled that will show the blank “Candidate ID number” to be updated in respective UDF below. Basically, updated before the Joiners and Leaver’s report is published to the management and internal stakeholders each Friday (Updated by Asmita)

Important Note for BI report to pull candidate’s details to upload in Agiloft

For the candidates details to show up in the BI report it is important that the Job ID reflects under ‘Activities’ in Candidate’s profile. Someone who is creating the candidate/job in JD while initiating the Pre-onboarding pack needs to take note of it.

Screenshot 1- when missing

Screenshot 1- when Job is matched and reflects under Activities.