PRISM SPro Performing External Communications Quick Reference Guide

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Vivian Randall
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1 PRISM SPro Performing External Communications Quick Reference Guide PRISM supports a variety of ecommerce transactions Understanding the Importance of Withdrawal... 6 between Highmark and its external suppliers. Request Help & Learn More The Spro (Services Procurement) module within PRISM allows the creation of work orders for individual contractors or certain project-based services work. External vendor representatives (or Provider Contacts, in Spro terms) are responsible for proposing candidates in response to Highmark contractor postings. Once vendor contacts have proposed candidates, they can use Spro's messaging functionality to maintain communications regarding their submittals with the. Spro's messaging functionality allows vendor contacts to perform various actions, including: Accessing and Logging onto PRISM Suppliers may access PRISM via the Login link from the Highmark.com website. Highmark vendors must complete the External Security Access Requester form to obtain a userid and password to PRISM. Suppliers will receive their userid and initial password via . Logging onto PRISM via Highmark.com Accept offers made by the Highmark Service 1. Open Internet Explorer or other web browser Coordinator 2. Enter within the address Accept/ schedule interviews between Highmark staff and candidates Withdraw candidates in order to submit alternates, or the same candidate with a different hourly rate It is important that vendor representatives provide an online response to the messages that are sent to them from the. Lack of vendor response prevents the Service Coordinator from taking further action on a submitted candidate within Spro. Vendor contacts will receive automated notifications when the has sent them an Spro communication. It is not necessary to use a Highmark asset to access the supplier portal; any computer with a connection to the internet may be used. bar 3. Click the "Enter" or "Go" button You will be redirected to the page: 4. Open the blue About Highmark panel towards the top right of the screen and select the Procurement option Table of Contents Accessing and Logging onto PRISM... 1 Logging onto PRISM via Highmark.com... 1 First-Time Login... 2 Accessing Incoming Communications... 2 The Highmark external-facing Corporate 1. Accessing an Spro Communication from Worklist2 Procurement website appears 2. Accessing an Spro Communication from Services Procurement Menu Click the System Access Information link from the 3. Accessing an Spro Communication from In This Section panel towards the right of the Viewing Service Coordinator Communication & Responding... 4 screen Accessing & Submitting a Draft Spro Communication... 4 Understanding Bid Responses... 4 Page 1 of 6 08/11/2015

2. Enter your password 3. Check the I Accept? Box 4. Click the button The Procurement System Access Information page is displayed 6.

candidate submittals once you have logged into PRISM. 1. Accessing an Spro Communication from Worklist Your company may have multiple individuals that have been given the Provider Contact role.

Click on the button First-Time Login The first time you login to the supplier portal, you will be presented with Highmark's electronic terms and conditions.

worklist. If you are not the primary/ default contact, the Highmark service coordinator response will not be visible within your worklist. Therefore, you should skip to section 2.

2 2. Enter your password 3. Check the I Accept? Box 4. Click the button The Procurement System Access Information page is displayed 6. Click the login to the system link towards the top of the page Accessing Incoming Communications The Highmark Corporate Procurement vendor portal Login Screen appears There are 3 ways to access the candidate submittals once you have logged into PRISM. 1. Accessing an Spro Communication from Worklist Your company may have multiple individuals that have been given the Provider Contact role. Any of these individuals may respond to communications from the Highmark service coordinator. 7. Enter your LID ID 8. Enter your network Password 9. Click on the button First-Time Login The first time you login to the supplier portal, you will be presented with Highmark's electronic terms and conditions. However, only one Provider Contact is designated within Spro as the primary/ default contact for given candidate submittal, and only this individual will be able to access a requisition from their worklist. If you are not the primary/ default contact, the Highmark service coordinator response will not be visible within your worklist. Therefore, you should skip to section 2. Accessing an Spro Communication from Services Procurement Menu below for steps on accessing a requisition from the Maintain Bids page. Click on the Worklist button located in the upper right hand portion of the screen. 1. Select spro Bid Response from the worklist filter You must indicate your acceptance of these terms and conditions in order to utilize the system. If you agree with the terms and conditions, perform the following: All of the incoming Service Coordinator communications to you will appear on your screen. 2. Select the appropriate response to work on by clicking on the hyperlink of the response ID 1. Ensure that your LID is populated in the User ID field Page 2 of 6 08/11/2015

3 6. Click the bid response icon for the desired requisition/ candidate The Supplier Bid Response page is displayed 2. Accessing an Spro Communication from Services Procurement Menu All individuals with the Provider Contact role may access incoming Highmark service coordinator communications and respond from the Maintain Bids page. However, the incoming communications will initially be associated with the primary/ default contact designated for a given candidate submittal. Therefore, you should initially include this individual's Spro person ID within the Provider Contact field when searching the Maintain Bids page. 1. Click on Services Procurement from the menu located in the left hand portion of the screen. 2. Click Maintain Bids The Maintain Bids page is displayed 3. Ensure that the tab is selected 4. Enter the desired search criteria Pay careful attention to the userid populated in the Provider Contact field. Select a different userid for this field if needed by clicking on the magnifying glass icon The Supplier Bid Response page is displayed 3. Accessing an Spro Communication from Your company may have multiple individuals that have been given the Provider Contact role. Any of these individuals may access incoming Highmark service coordinator communications and respond from the Maintain Bids page. However, only one Provider Contact is designated within Spro as the primary contact for a Highmark requisition, and only this individual will receive the notification that a Highmark Service Coodinator has provided a response and be able to access the response using the link contained within the notification. If you are not the primary/ default contact, you should follow the steps outlined in section 2. Accessing an Spro Communication from Services Procurement Menu above to access the requisition from the Maintain Bids page. However, the requisition will still be accessible to you either by: a) your worklist or b) the Maintain Bids page. 1. Click on the URL within the notification Note: the response type is indicated within the notification 5. Click the button Service Coordinator communications matching your search criteria are listed within the Incoming Communication panel at the bottom of the page Note: the requisition ID, candidate name and type of Service Coordinator communication always displayed In addition, if the Service Coordinator is proposing Schedule Interview for the candidate, a calendar icon for you to view the proposed time, interviewer, and contact information The Maintain Bids page is displayed 2. Perform steps 4-6 from the section 2. Accessing an Spro Communication from Services Procurement Menu above to access Supplier Response page Page 3 of 6 08/11/2015

4 Viewing Service Coordinator Communication & Responding 1. Scroll down to the Previous Bid Information panel within the Supplier Bid Response page to see the type of response (Action) provided by the Highmark Service Coordinator If the Service Coordinator has provided comments, these will be visible within the Previous Bid Information panel as well Note: if you have selected the Decline reason code, you must select a Reason Code for the denial. A comment will automatically populate in the Comment field based upon the reason code that you select. You may edit/ add additional comments as needed 6. Click the button Accessing & Submitting a Draft Spro Communication If you have saved your communication as a draft, you will need to return and submit it later. Draft communications are no longer accessible via the worklist, they may only be accessed via the Services Procurement > Maintain Bids page. 1. Click the tab from the Review Submittals page to 2. Scroll down to the Current Bid Response and select 2. Select any desired search criteria within the Search the magnifying glass icon to the right of the Criteria panel and click the button Action field Draft communications matching your search criteria The Look Up Action page is displayed are listed within the Draft panel at the bottom of the 3. Select the desired Action Code page Note: The action codes (bid responses) that are 3. Click the edit icon for the desired communication available for you to select depend upon the The Supplier Bid Response page is displayed communication sent to you from the service coordinator. 4. Edit the Action Code and Comments if desired and In addition, the Service Coordinator's available responses to you are impacted by the response you choose to send to them. click the button The Confirmation page is displayed Please refer to the Understanding Bid Responses 5. Click the button section of this document to see bid response options 4. Enter any desired comments within the Comments text box Understanding Bid Responses 5. Either: The following tables show you the bid response (action a. code) options available to you based upon the Click the button to finalize your communication sent to you from the service coordinator. response OR In addition, the tables show the service coordinator's b. Click the button to save your available responses to you based upon the bid response response for later that you send to them. Note: if you save your communication as a draft, you will need to return and submit it later The Confirmation page is displayed Note: it is recommended that you not select End Communication as your response. This permanently ends any internal/ external communication regarding a candidate, and prevents you Page 4 of 6 08/11/2015

5 from submitting if the maximum number of candidates has already been reached. Highmark service coordinator Declines your submitted candidate Reply In addition, this doesn t free up a candidate slot for you to suggest Communication N/A (no action possible) Highmark service coordinator Ends Communication regarding your submitted candidate N/A (no action possible). Submittal disappears from your Maintain bids outbox In addition, this doesn t free up a candidate slot for you to suggest N/A (no action possible) Highmark service coordinator Replies regarding your submitted candidate Withdraw In addition, withdrawing this candidate frees up a candidate slot so that you can propose an alternate or submit candidate again with different rate Reply In addition, this doesn t Reply (you can reply as well, but Highmark will never be able to offer award to this particular submission) (candidate slot still freed up due to your previous withdrawal) Communication in response N/A (no action possible) free up a candidate slot for you to suggest Highmark service coordinator Schedules Interview for your submitted candidate Confirm Interview Request Interview Reschedule Reply Withdraw In addition, withdrawing this candidate frees up a candidate slot so that you can propose an alternate or submit candidate again with different rate Highmark service coordinator Offers Position for your submitted candidate Accept Offer Withdraw In addition, withdrawing this candidate frees up a candidate slot so that you can propose an alternate or submit candidate again with different rate Schedule an Interview, Reply, Decline,, (Offer Position is possible, but only after interview has been marked complete) Schedule an Interview, Reply, Decline, Communication in response Reply (you can reply as well, but Highmark will never be able to offer award to this particular submission) (candidate slot still freed up due to your previous withdrawal) N/A (No action possible) In addition, this doesn t free up a candidate slot for you to suggest Fill Requisition (and begin creation of work order), Reply, Decline, or Reply (you can reply as well, but Highmark will never be able to offer award to this particular submission) (candidate slot still freed up due to your previous withdrawal) Page 5 of 6 08/11/2015

6 Reply Decline Offer Communication in response Offer Position, Reply, Decline, N/A (No action possible) In addition, this doesn t free up a candidate slot for you to suggest Understanding the Importance of Withdrawal Once a candidate has been submitted to an open Highmark position, the Bid Rate (e.g. hourly rate) field within the submittal becomes locked down and unalterable. Therefore, in order to adjust the proposed bid rate, you must take advantage of the Withdrawal bid response. By withdrawing, you can now go back to the Supplier Sourcing Review page and submit the candidate again for the same requisition (e.g. open position), at a different rate. Withdrawal is only possible after the Highmark Service Coordinator sends an Spro communication regarding your contractor submittal. In addition, the Withdrawal bid response is not an available selection for all Service Coordinator communications. In particular, if a Service Coordinator has communicated a Decline regarding the candidate, then Withdrawal is not an option. In order to withdraw a declined candidate, you must first select the Reply option. If the Highmark Service Coordinator sends a communication of Reply in response, you will then have the Withdrawal option available to you. Request Help & Learn More If you need further assistance, contact: sprohelp@highmark.com for IT Staffing sprohelphr@highmark.com for Administrative Staffing Page 6 of 6 08/11/2015

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BCBSM and BCN Contingent Labor Program How to submit bids Accessing the Submit Bid Page in spro When you want to submit candidate bids, you can do so using the Submit Bid page in spro. Follow these steps to submit candidate bids in spro: 1. Log in to PeopleSoft.