Index 1. INTRODUCTION...2 2. YOUR SUPPLIER DETAILS...3 3. OPEN POSITIONS...4 4. DETAIL OF POSITION...4 5. PRESENTING A CANDIDATE FOR A POSITION...6 5.1 PRESENT A NEW CANDIDATE FOR THE POSITION... 6 5.2. OFFER AN EXISTING CANDIDATE FOR THE POSITION... 9 6. HISTORY LOG SUBMITTED OFFER ENCLOSURES...14 7. SUBMIT REVISED DOCUMENTS...15 8. INFORMATION ENCLOSURES CONFIRMATION OF SUBMITTED OFFER....16 9. STATUS OF OFFERED CANDIDATES...18 10. SEARCH FUNCTION...21 11. QUESTIONS...22 Page 1 of 22
1. INTRODUCTION Aibel AS manages all requests and presentations of candidates for hiring consultants through our e-agency system, Aibel Agency Portal (Lumesse i- Grasp). Activities handled via Aibel Agency Portal are: Transmitting new hire request to our approved Suppliers Receiving presentations and offers of candidates Keeping suppliers updated on status and give feedback on received offers. To log on use the link https://de1.i-grasp.com/agencyaccess/agency.asp We will send user name and password separately Page 2 of 22
2. YOUR SUPPLIER DETAILS Start by clicking Supplier Details in the left side menu to update your company s contact details. Remember to SAVE. Please make sure the contact e-mail address is updated at all times. E-mails will be sent to this address to notify that Aibel has sent a new request to your company. Page 3 of 22
3. OPEN POSITIONS Open Positions shows all active hire request from Aibel AS to your company. In this picture it will be possible to get information quickly by a simple key stroke. Click on the reference number to see supplementary information and description of the position. 4. DETAIL OF POSITION By clicking the reference number (Ref.No) on the opening page of Open Positions, you will get access to detailed information of each position. When you have opened a position, links to 5 pages containing different information will appear in your right hand menu. To view a page, simply click on the preferred topic listed in the menu. Page 4 of 22
Offer Overview shows an overview of the candidates you have nominated for this position. You can also see the status of the process stage at Aibel (Status). Position Details shows key information of the position. Description shows more detailed information of the position, like Detailed work tasks, Mandatory Required qualifications andexperience, as well as duration and project (with the possibility to export to Word). Aibel Team shows contact information of the Aibel-coordinator(s) Aibel Documents lists enclosed documents from Aibel. As a default, Suppliers Verification form and Aibel Offer Template document will be enclosed here. Please use the Offer template for each offer you publish in the portal. Page 5 of 22
5. PRESENTING A CANDIDATE FOR A POSITION To present a candidate for a position you must go through a two-step process Step 1 : Register candidate details Step 2 : Enclose the candidate CV + the rate offer. You start the process by opening a position. Click on the reference number from Open Positions while in the position list. You now have two alternatives. 1. Add New Candidate for this position 2. Add an existing Candidate for this position 5.1 PRESENT A NEW CANDIDATE FOR THE POSITION Click on the reference number for the position (Ref.No) from Open Positions. Click on Offered Overview in the right hand menu. Choose the option: Click GO Register candidate details (Step 1 of 2) NB! The field E-mail address to supplier is mandatory. E-mails regarding the following topics will be sent to this address: Notification of Missing Information (Incomplete Offer) Rejection letter Order Confirmation The address can differ from the Contact e-mail stated in your Supplier Details (ref. page 2). Click the SAVE button. Page 6 of 22
Please note that the Candidate details must be shown as Let this list be NOT to be changed. Click on Next Step-button to get to the next page (you can also click directly on Step 2 Attachments Offer/CV in the right hand menu). Page 7 of 22
Complete the offer by enclosing the CV and rate offer (step 2 of 2) Check that the Candidate is presented towards the correct position number. Enclose updated CV Choose enclosure type CV Click Browse to locate the CV Click UPLOAD to enclose the CV in the presentation. Check that the file is added to Uploaded files. Enclose the offer document Tilbud (use Aibel Offer Template ref. page 4.) Choose enclosure type Offer / Tilbud Click Browse to locate the offer file. Click UPLOAD to enclose the offer. Check file is added to Uploaded files Page 8 of 22
5.2. OFFER AN EXISTING CANDIDATE FOR THE POSITION Note! If a Candidate is already registered in the Agency Portal, always use this procedure. Click on the position reference number (Ref.no.) from Open Positions. Click on Offer Overview in the right hand column. Choose: Click GO A list of candidates already in the database, who has not been promoted for the position in question, will be displayed: Click on Surname of the candidate from the list or search for the candidate by Surname. (Click GO) to find the wanted candidate and click on Surname in the list The Candidate will be added to the request. Click the candidate s Surname to add Offer/CV enclosures Page 9 of 22
Check that the details for the Candidate are correct (Step 1 og 2) Click SAVE to save / continue Next step. Page 10 of 22
Click on Next Step- button to get to the next page (you can also click directly on Step 2 Attachments Offer/CV in the right hand column.) Page 11 of 22
Complete the offer by uploading the CV and the Offer (Step 2 of 2) Check that the candidate is presented to the correct position number. Enclose the updated CV Choose enclosure type CV Click Browse to locate the CV Click UPLOAD enclose the CV in the offer Check that the file is added to Uploaded files Enclose the Offer document (use Aibel Offer template ref. page 4.) Choose enclosure type Offer (Tilbud) Click Browse to pick up the offer file Click UPLOAD to enclose the CV Check that the file is added to Uploaded files A CV enclosure will be displayed as in the i overview Offered Overview. An Offer enclosure will be displayed as in the overview Offered Overview. Page 12 of 22
If the candidate is offered for several positions, you can see all the offer enclosures listed in a history log. (See Chapter 6 for further description) NB! A new CV and a new offer must be enclosed each time the candidate is presented for a position. Page 13 of 22
6. HISTORY LOG SUBMITTED OFFER ENCLOSURES You will find the History Log under Attachments Offer/CV.. The view Uploaded files will show all enclosures on submitted offers per position. If the candidate is offered on several positions, all enclosures will here show in a history log. By clicking on File Name in the view Uploaded files, you can view a copy of the submitted enclosure. Page 14 of 22
7. SUBMIT REVISED OFFER DOCUMENTS Start picture Open positions. Click Ref. No in required position Click on Surname for required candidate You will now see Candidate Details. In right hand Menu click on Step 2 Attachments Offer/CV. Enclose the offer document (use Aibel template for offers, ref. page 4.) Choose enclosure type Revised Offer ( Revidert tilbud ) Click Browse to locate the Offer file Click UPLOAD to enclose Check that file is added to Uploaded files A Revised Offer encl. will be displayed as in the view Offer Overview A tip! In the view Uploaded Files you can open all enclosures previously sent, by clicking the Attachment view. Page 15 of 22
A tip! To revise an offer you can easily click on wanted file, revise the offer details, save and send as a new Revised offer. The revised offer be placed in numerical order in the view Uploaded files: 8. INFORMATION ENCLOSURES CONFIRMATION OF SUBMITTED OFFER. Aibel Agency Portal is an online system. All information entered in the Agency database, will immediately be visible in Aibel s database. This is the reason why you will not receive a receipt for submitted candidate/offer. There are two ways in checking if a candidate is submitted with a completed offer: Page 16 of 22
1. The offer files is shown in Offer enclosure towards the correct position ref. no. 2. CV / Offer icons will show next to the name of the candidate under Offered Overview : CV icon shows that a CV document is sent for the candidate Offer icon shows that an offer document is sent for the candidate for the position Revised Offer icon shows that a revised offer is sent for the candidate for the position Check that the offer document is sent towards the correct position If the icons does not show, it indicates that the enclosures is not sent for the position. NB! If several enclosures are submitted to the candidate towards the same position, it will show by several icons. By holding the indicator over the icons, the file name will be displayed. Page 17 of 22
9. STATUS OF OFFERED CANDIDATES In the Open Positions view, a red icon will appear when changes are made to one of the offered Candidates related to the position. Click on the icon to see the changes, and to return to the view Offer Overview. The icon will disappear as soon as a user has clicked on it (seen the changes). Offered Candidates will show online status per candidate presented. Page 18 of 22
Explanation of the different status definitions: NEW = Candidates waiting to be reviewed. ON HOLD INFORMATION REQUESTED = Missing documentation for the presented candidate - CV or Offer. CV REVIEW = Candidate is reviewed by an Aibel Team Member CV REVIEW@ = Candidate is sent to an Aibel Team Member by e-mail to be reviewed. REVIEWED PROCEED = Reviewed as qualified. REVIEWED REJECT = Reviewed as not qualified/relevant, will be rejected. REVIEWED WAIT = Further reviewing awaiting. INTERVIEW = Candidate will be called for an interview NEGOTIATION = Negotiation in progress ORDER CONFIRMED = Candidate is requested ordered, asking for Suppliers Verification (including all enclosures) HIRED = Order confirmed, Purchase Order generated and sent WITHDRAWN = Supplier has withdrawn the candidate CANCELLATION = Cancelling of the order (Candidate in status Order Confirmed or Hired) PENDING REJECTION = Offer will be rejected. REJECTED = Offer is rejected. Page 19 of 22
NB! By using the REJECTED status there will be recorded reason for rejection: Closed/CLS = Closed Position Reject/QA/Spec = Not According to specification (also not qualified or over qualified) Reject/RA = Rate is too expensive Reject/Mob./Date = Rejection due to Availability Reject/Other pos. = Order or ongoing process on other Aibel position/location Reject/Div. = Rejection due to diverse reasons Status activating an e-mail: Some status types activates an e-mail to the address registered on candidate info. These are: REQUEST INFORMATION Lack of information ORDER CONFIRMED@ Notification will be sent regarding To be ordered ORDER CONFIRMED To be ordered, please send Suppliers Verification form PENDING REJECTION@ rejection notification will be sent REJECTION rejection has been sent CANCELLATION Cancellation from Aibel or supplier (after confirmed order) Page 20 of 22
10. SEARCH FUNCTION In the Menu on your left hand side you will find a headline for both CANDIDATES and POSITIONS Example: To find Open or Closed positions for a spesific Location or Discipline. Search under Positions Following search picture appears: Choose wanted criterias Click SEARCH The result will show in on the next page. If a position is Closed before supplier offers a Candidate, the position will not be visible in the Search Result. From here it will be possible to click directly into the position in question. (Ref.nr): Page 21 of 22
11. QUESTIONS How to delete a candidate? Answer: It is not possible to delete a candidate that has already been presented. You will have to contact the resource coordinator at Aibel who can delete, inactivate or give the candidate status WITHDRAWN (which is used when supplier withdraw a candidate). How to delete an offer? Answer: It is not possible for suppliers to delete an offer. This is a part of the history that we have evaluated as important to keep. How to cancel a candidate from a request? Answer: The Coordinator at Aibel must be contacted (will give the candidate status WITHDRAWN ). Page 22 of 22