IQN VMS Documentation

The training materials provided here are specific to the IQN VMS. Each section highlights specific aspects of the IQN Procure-to-Pay process. Coverage includes:

  • Step-by-step instructions for standard workflow process steps (Requisition to Active Assignment)
  • Supplier actions to manage their respective Resource Pools (Resource Management)
  • Manager (Program Office, Hiring Manager, Approver, and Supplier) actions throughout the duration of the active assignment (Assignment Management)
  • Background Information documents that include a Glossary of Terms, System Status Definitions, and User Roles list.

Page Index

Note:

= Download a Document

= View a Video


Requisition to Active Assignment

The file name in this section indicates the order in which the action(s) occur, the user role taking action, and the name of the action.

01 – Buyer: Create a Requisition

  • Create a new requisition

02 – PMO: Create a Requisition

  • Create a new requisition
  • View the active Requisition

03 – Approver: Approve or Reject a Requisition

  • Approve a submitted requisition
  • Reject a submitted requisition
  • Overview of Action Items/Requisitions Features

04a – Supplier: Submit a Candidate

  • Submit a resource as a candidate to a job opportunity:
    • Select from the Available Resources List
    • Create New Resource (Quick Resource)
    • Create a Resource Profile
    • Clone an Existing Resource
  • Resource Status List

04b – Supplier: Decline a Job Opportunity

  • Decline a job opportunity:

05 – PMO: Initial Candidate Screen

  • Screen submitted candidates:
    • Decline a submitted candidate
    • Compare candidates side-by-side
    • Qualify a candidate for Buyer Org/Hiring Manager review

06 – Buyer: Manage Requisitions

  • Manage requisitions:
    • Decline a candidate
    • Compare candidates side-by-side
    • Manage interviews
    • Make an Offer to Extend request

07 – Supplier: Manage Interviews

  • Manage interviews:
    • View and respond
    • Change a scheduled interview time
    • Cancel an interview

08 – PMO: Submit Offer

  • Review an offer:
    • Submit an offer to the supplier

09 – Supplier: Approve or Reject Offer

  • View Offers Submitted for Approval:
    • View/adjust the assignment record (non-contractual)
    • View the Work Order (contractual offer record)
    • Approve or reject the offer (including review)
  • Express Approval

Resource Management

Supplier: Create a Full Resource Profile Record

  • Create a resource profile:
    • General
    • Desired Job
    • Skills/Roles
    • Education
    • Attachments
    • Bill Rate / Salary
    • Other
    • Summary

Supplier: Manage Resource Login Access

  • Create initial login credentials for a resource/contractor:
    • Option 1: Automatically generate login credentials
    • Option 2: Manually create login access
  • Reset a user password:
    • Option 1: Send contractor a password reset link
    • Option 2: Manually reset contractor’s password
  • Disable a resource/contractor’s login access:
  • Deactivate a resource/contractor user

Supplier: Search Resource Pool

  • Retrieve Resource records from your Resource Pool
  • Adjusting display features
  • Resource/Candidate Status

Assignment Management

Manager: Assignment Management

  • Edit an assignment
  • Amend an assignment (Contract Terms)
  • Adjust/review the onboarding checklist
  • Close an assignment (including evaluation)
  • Off Boarding (optional)

Approver: Approve or Reject an Assignment Amendment

  • Approve an assignment amendment (Contract Terms)
  • Reject an assignment amendment

Supplier: Work Order – Assignment Management

  • Approve an amendment (contractual)
  • Reject an amendment (contractual)
  • Amend a work order
  • Edit an assignment
  • Adjust the onboarding checklist and/or contractor email address

Background Information 

IQN Glossary of Terms

IQN System Status Definitions

IQN User Roles


Zip file / Index

This zip file includes copies of all the documents listed above. It is provided as a convenient download for those clients/program offices that plan to create their own client-specific documentation.
Click here for an index of all documents and videos presented on this page. The index includes all URL addresses and a copy is included in the zip file.

IQN How to Documents: zip file


System Walk Through Videos

Create Requisition

  • Provides highlights on how to create three types of requisitions.
    • Request for Talent: This is a client-defined, template-driven method. The user answers a series of questions to determine what type of requisition is needed.
    • Copy Requisition:This is for the user familiar with IQN. The user can easily copy a previously submitted Requisition to create a new request.
    • Create Requisition:This method is also for the user familiar with IQN. In this method the user selects a job title and then adjusts fields on the requisition template to create a requisition.
  • Total playing time: 3:08 minutes

Manage Requisition

  • Provides overview of managing a requisition as well as the candidate review process. Recording shows a variety of the review/candidate comparison options that can be incorporated into the Requisition process.
  • Total playing time: 4:02 minutes

Manage Assignments

  • Provides overview of assignment-related activity including contractual amendments, non-contractual edits, expenditures, history, worker evaluations, and onboarding activity. It also includes how to approve a timecard directly from the assignment record.
  • Total playing time: 5:32 minutes

Invoice Processing

  • Provides overview of the invoicing process from a Hiring Manager’s perspective.
  • Total playing time: 2:48 minutes

Create SOW (Statement of Work)

  • Provides overview on how to create a Statement of Work (SOW) also known as Services Procurement or Project Agreement.
  • Total playing time: 2:33 minutes

Manage SOW (Statement of Work)

  • Provides overview of managing a Project Agreement and a review of the Projects list screen features. Coverage includes milestone payment requests and SOW details.
  • Total playing time: 6:42 minutes

Operational Reporting Video

Operational Reports

  • Provides overview of custom reports including what data fields are available and how to adjust layouts and scheduling options.
  • Total playing time: 11:12 minutes

System Structure Videos

Operational Hierarchy Add & Configure

  • Reviews how to set up a system organizational hierarchy. These hierarchies control workflow and settings ensure that system practices conform to local regulatory requirements. Coverage includes how to adjust parent/child hierarchy settings.
  • Total playing time: 6:59 minutes

Operational Hierarchy Approval Delegations

  • Reviews how to set up and maintain an approval delegation.
  • Total playing time: 3:02 minutes

Operational Hierarchy Buyer – Supplier

  • Total playing time: 14:12 minutes

User Accounts – Maintain & Update

  • Total playing time: 4:35 minutes

User Accounts – Opt In/Out Notifications

  • Total playing time: 1:54 minutes

Customization Videos

Custom Defined Fields

  • Total playing time: 10:52 minutes

Custom Locations

  • Total playing time: 6:45 minutes

Custom Labels

  • Total playing time: 4:33 minutes

Procurement Workflow – Assignment Layout

  • Total playing time: 4:22 minutes

Procurement Workflow – Requisition Layout

  • Total playing time: 3:51 minutes

Supplier Tiering

  • Total playing time: 4:48 minutes