Vendor Responsibilities during Engagement - Guidelines for Vendors

1. SWG Vendor Operations – • Guidelines for Vendors • During an Engagement – ICS Alignment October 2009

2. Agenda • During an engagement • Vendor Responsibilities • Consultant Activity Reports (Timecards) • Expense Reports • Status Reports • Invoicing IBM • IBM eMail Access/Badges • Contact Information/Where to go for help

3. DURING ENGAGEMENT Vendor Responsibilities While deployed on an engagement • Vendor Management • Respond to ERS and NON-ERS/SOWs within the same business day. • Do not allow consultant to start work or work beyond contract limits without work authorization (ERSA/SOWA Amendments prior to). • Monitor hours, dates, and expense against contracted parameters. If extensions are needed, contact engagement owner in advance for alterations. Copy BRAND ID • Inform engagement owner of any issues that arise on the account. • Inform engagement owner of any scheduled consultant absence and arrange for backup if required. Copy BRAND ID • Gather and review timesheets and status reports and ensure submission on a weekly basis. • Ensure billing is current (within two weeks of work performed). • Do not solicit for hire or consider for hire another vendor’s consultant you learned about on an IBM engagement.

4. DURING ENGAGEMENT Vendor Responsibilities While deployed on an engagement • Vendor Consultants • Keep IBM engagement owner informed regarding engagement. • Submit accurate timesheets and status reports at the end of each week. • Submit expenses on a timely basis to ensure billing is current (within two weeks of work performed). • Do not discuss the specifics of IBM’s contract with the IBM customer. • Do not discuss rates with the IBM customer. • Protect IBM’s intellectual property and confidential information. • Submit all deliverables to the engagement owner and to your vendor management for inclusion with billing.

5. DURING ENGAGEMENT Vendor Responsibilities Details • Consultant Activity Record (CAR) • A CAR is the form used to submit a record of a consultant’s hours worked on an IBM engagement. Note that fractional hours need to be rounded to the nearest ½ hour. • A CAR must be submitted every week for every consultant under contract whether they worked or not. CAR forms are due to IBM by NOON on Monday EDT following the week worked. • CARs should be submitted to a central focal point within your vendor company. The focal point will provide softcopy to timecard@us.ibm.com • Please ensure that labor is submitted accurately the first time. • If you do not have a CAR form (a copy is included the initial paperwork from ICS), please request one from your subcontractor analyst. • Approved CARs generate invoices to IBM customers. For this reason, IBM tracks weekly submission of CARs and will contact your company if a CAR is submitted incorrectly or is missing. • In order to pay a vendor invoice containing hours, approved hours matching the invoice must be in IBMs labor claiming system.

6. DURING ENGAGEMENT Vendor Responsibilities Details • ZSerial # • What is it? • A unique identifier for each subcontractor consultant used when entering labor into IBM’s labor claiming system • Why do you need one? • These are required by your company to enter consultant labor into IBMs labor claiming system or for submission on CAR and Expense Reports. They allow IBM to track expense by consultant. • Where can I find zSerial #’s for my consultants? • On the Vendor Requisition Summary (VRS)generated when an IBM PO is requested by a subcontractor analyst. You will receive a VRS from ICS that has CART# in the subject line, this will have the ZSerial # listed next to your consultant’s name. If you are unsure of which # to use, please contact your subcontractor analyst.

7. DURING ENGAGEMENT Vendor Responsibilities Details • Work Number • What is it? • A unique identifier for each IBM customer contract. The number is used by IBM to charge Labor and expense to the project and to generate invoices to IBM customers. • Why do you need one? • These are required by your company to enter consultant labor into IBMs labor claiming system or for submission on CAR and Expense Reports. • How do you know which Work Number to use? • On the VRS generated when an IBM PO is requested by a subcontractor analyst. You will receive a VRS from ICS that has CART# in the subject line, this will have the ZSerial # listed next to your consultant’s name. If you are unsure of which # to use, please contact your subcontractor analyst.

8. DURING ENGAGEMENT Vendor Responsibilities Details • Consultant Activity Records (CARs) – • How to complete a CAR • Submit in Excel format (no zip files please) • Include Customer • Include work # • Include Bill Code • Include Consultant Name • Include zSerial • Include BRAND • CAR is required for each project. If consultant is engaged on one or more projects then a CAR form must be submitted each week for each project. • Please utilize the following naming convention for each CAR:CAR_Your Company Name_Consultant Name_Work#_Week Ending Date (mm/dd).xlsex: CAR ICS_Your company Name_John Jenkins C45672 03/31.xls • Submit CARs to: timecard@us.ibm.com

9. DURING ENGAGEMENT

10. DURING ENGAGEMENT

11. DURING ENGAGEMENT Vendor Responsibilities Details • Status Reports – this varies by Engagement/Engagement Owner. • A status report is required for every week a vendor consultant bills hours on an IBM engagement. • If a status report is required for your consultant, please have them work directly with the engagement owner on what they will require. • Status reports should be sent weekly to the IBM Engagement Owners listed in the ERS or NON-ERS/SOW.

12. DURING ENGAGEMENT Vendor Responsibilities Invoicing IBM • Receipts are required for any single expense $25 or more. • One expense report is required per consultant for each week of travel. • Vendor billing focal should efax or email expense forms and receipts to subcontractor analyst at the time of invoice submission. The unique BRAND IDs are listed on slide 16 • Expenses should be billed within two weeks of incurring the expense • Expense back up should be submitted as separate files and emails to the BRAND ID not ICS. • Invoices are submitted to ICS, but IBM requires the back up expense report and receipts submitted to the BRAND ID. ICS does not require any expense back up, they are a contracting vehicle only.

13. DURING ENGAGEMENT Vendor Responsibilities IBM email and access behind the IBM firewall • If an engagement requires that a vendor consultant have an IBM ID and access behind the IBM firewall, the IBM engagement owner must submit a request form to outssubk@us.ibm.com. • Consultants must have a valid schedule entry in the scheduling database prior to an ID being issued. • If access is required for a vendor RDM, admin or sales person, requests must be approved by Thomas Kuhar TOM_KUHAR@US.IBM.COM • Issuance of an IBM ID takes approximately 10 business days. • IDs will be posted to a vendor Quickplace for retrieval and distribution by a vendor PM.

14. DURING ENGAGEMENT Vendor Responsibilities IBM email and access behind the IBM firewall – Cont’d. • . • Parameters for keeping systems access: • Core vendor consultants can keep their IDs in place as long as six weeks after the engagement ends. If not re-deployed at that time, system access will be suspended. • Other vendors system access will be suspended within 24 hours of engagement end. • Vendor companies must notify outssubk@us.ibm.com immediately if any resource having an IBM ID leaves their employ for any reason. • ID owners must comply with the IBM IT Security Guidelines outlined in the information sent with the ID. • ID owners can only use IBM IDs for IBM approved purposes.

15. DURING ENGAGEMENT Vendor Responsibilities IBM Badge • . • IBM badges should only be required if an subcontractor is working on IBM premises. • If a badge is required for a subcontractor, a request must be sent to outssubk@us.ibm.com. The request must include the location of the nearest IBM facility – the location the subcontractor would go to for the badge. • To be eligible for a badge, a subcontractor must be actively deployed on an IBM engagement. • For core vendors, badges can be kept active as long as six weeks with no deployment. At that time, the badge will be deactivated. If a core vendor leaves the employment of the vendor for any reason, the badge must be collected and returned. OUTSSUBK@US.IBM.COM must be notified within 24 hours of the last date of employment so that the badge can be deactivated. • For other vendors, badges must be returned and deactivated within 24 hours after engagement or employment end.

16. Contact InformationWhere to go for Help: Subcontractor Analysts(note: brand ids are monitored by a primary SA, with backup coverage as needed)

17. Contact InformationWhere to go for Help: General Topics

18. Contact InformationWhere to go for Help: Partner Relationship Management Team Roles • Partner Relationship Management Team Roles: • Proactive partner relationship management • Identifying new vendor companies that can address skill gaps • Negotiation and set up of MSOWs (ERS enables a partner) • Point of contact for the delivery team to address issues with existing partners • *For a complete list of Partner Relationship managers please see Contact List for Partner Relationships

19. Contact InformationWhere to go for Help: Partner Relationship Manager

20. Contact Information for ICSWhere to go for Help: