Products > Webroster > Supplier

Do you commission services from external providers and/or self employed resources?

The Supplier Module adds the functionality required by the www.webroster.net system to cater for a service provider and/or temporary recruitment manager to manage the delivery of their requested services using 3rd party providers, e.g. to act as a brokerage.

Such providers may work in tandem with your employees or other providers who may themselves be part of a large organisation, e.g. Plc or Ltd company, or indeed be self employed.

The Process

The above diagram is explained as follows:

A need is identified, e.g. a care assistant is required to visit a care home 7 days a week between the hours of 9am to 11am.

After searching through your www.webroster.net system, you are able to find employees to cover the weekday visits and a 3rd party company, called XYZ Ltd, to cover the weekend visits. Notification is sent to XYZ Ltd by means of email/SMS/online provider portal. It is possible to place restrictions on the service requests, e.g. the bookings MUST be delivered within +/- 30 mins of the supplied timeframe. It is possible for the 3rd party supplier to modify the bookings within their tolerance boundaries using the supplier portal.

Agreed charge rates are applied using either predefined rate sheets currently held against the supply contract for XYZ Ltd or by defining one-off rates, e.g. £6 per hour on weekdays and £7 per hour on weekends.

Service delivery verification is monitored on www.webroster.net using either paper timesheets or any electronic monitoring solution (EMS) supported by Webroster Ltd. E.g. The XYZ Ltd carer checks in and out of the booking in real-time using VOIPTrac™ (click here to view a separate VOIPTrac product page).

Unacceptable service delivery alerts can be provided to all related parties when used in conjunction with Webroster Ltd supported EMS systems, e.g. The carer turned up for work 30 minutes late…

The collected timesheet data is presented on the supplier portal for arbitration purposes where it is possible for the payment clerk and supplier to accept/dispute service delivery data, e.g. variations from the originally requested visit times when compared to those actually delivered.

Pro-forma invoices are generated by the payment clerk using the agreed service delivery data and pre-defined payment rates. These detailed pro-forma invoices are presented online for printing and acceptance/rejection. Once accepted a remittance advice is produced for the supplier and a payment authorisation is sent to a corporate payment system, e.g. RBS Service Provider Card.

Typically client invoices are generated from within the www.webroster.net system and either sent directly to the client or interfaced into a corporate sales ledger system, e.g. Oracle Financials or SAGE Line 50.
 

Benefits to the system

Supported Portals within the Supplier Module

The Commissioning and Payments Portal (within the main www.webroster.net system):

This portal is accessed by both the commissioner of services and the payment clerk. The commissioner is able to assign 3rd party resources to its clients requirements using powerful search and selection tools on a number of roster screens. The payment clerk is able to verify and/or arbitrate timesheet data with each supplier in readiness for payments. This portal enables the following:

• Manage your supplier company & contact details
• Manage your supplier contracts including supplier contract dates, availability, service type capabilities etc…
• Manage your weekly rosters including the ability to roster your client requirements to internal staff and/or suppliers
• Manage your timesheets on a visit by visit list of timesheet data (manual and/or electronic)
• Manage your supplier arbitrations in readiness for payment using the arbitration portal (see below)
• Manage your production of remittance advice information
• Manage your notes against each supplier
• Produce your supplier related reports, e.g. weekly worksheet

The Supplier Portal:

This portal is accessed by a 3rd party supplier representative who can view, print and export data needed to deliver the commissioned services, accept/reject timesheet data and remittance advice information. This portal provides the following:

• View their own contact & contract details
• View their own daily and weekly roster screens
• View their own timesheet data
• Respond to their own timesheet arbitrations using the Arbitration portal (see below)
• View and accept their own remittance advice details
• View and print their own remittance advice details

The Arbitration Portal:

This portal provides the tools needed within the acceptance and/or arbitration process of 3rd party supplier service delivery. Most timesheet entries will pass through without the need to arbitrate, however where it is needed this portal manages the whole process. It supports several arbitration states including: pending, declined, rejected and accepted. Each iteration is recorded along with comments and historical records. Ultimately, mutually acceptable service delivery times are agreed in readiness for payment. This portal enables the following:

• View next weeks roster
• View and respond to real-time alerts
• Manage the "Schedule of Hours" – accepted/rejected visits for payment with full audit of arbitration
• Manage the "Schedule of costs" – costs associated at visit by visit level of accepted schedule of hours
• Remittance Advice – detailed remittance advice slips and acceptance capability
• Interfaces (to e.g. Swift/Agresso/Abacus)
• Setup of usage parameters, e.g. timescales for arbitration.

 

If you would like more information please contact sales on sales@webroster.net.