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October 2009

SWG Vendor Operations – Guidelines for Vendors Submitting proper documents for individual consultants Direct. October 2009. Agenda. Before an engagement Consultant Requirements Resume/Consultant Info. Up Front Checks AMEX setup Contact Information/Where to go for help. BEFORE

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October 2009

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  1. SWG Vendor Operations – • Guidelines for Vendors • Submitting proper documents for individual consultants Direct October 2009

  2. Agenda • Before an engagement • Consultant Requirements • Resume/Consultant Info. • Up Front Checks • AMEX setup • Contact Information/Where to go for help

  3. BEFORE ENGAGEMENT Consultant Requirements Prior to deployment on an engagement • SWG Services must have certain information regarding your consultant on file in our database prior to deployment of your consultant. • The following information is required: • Resume provided in a standard format (shown on next page) • Subcontractor information • Name • eMail • City and state of residence • Office phone and extension • Cell phone • This information should be provided softcopy to SWGIPVN@US.IBM.COM.

  4. BEFORE ENGAGEMENT

  5. BEFORE ENGAGEMENT

  6. BEFORE ENGAGEMENT Consultant Requirements – Cont’d. Prior to deployment on an engagement • Criminal Background Check (CBC) checklist referred to as the Resource Verification Form (RVF) (sample on following page). • From the consultant information provided on the RVF, IBM • Confirms that your consultant does not have criminal convictions of certain types • Checks to see if your resource was previously employed by IBM and verifies the circumstances surrounding their departure • Checks your resource against a denied parties list published by the US Government, and if necessary, has the resource cleared for deployment by IBM Export Controls. • Detailed information regarding the level of background check required and instructions on how to process the form within IBM are included on the form itself. Copies of these forms will be included in either a Master or a Transactional SOW and are also available from SWGIPVN@US.IBM.COM. • In emergency situations only, the director or VP of services can approve deployment of resource while the background check is being processed. This approval is only good for 5 business days.

  7. BEFORE ENGAGEMENT

  8. BEFORE ENGAGEMENT Consultant Requirements – Cont’d. Prior to deployment on an engagement • IBM Reimbursed Travel • Every subcontractor must utilize IBM’s travel agency, American Express. • Possession of an IBM AMEX travel itinerary should be sufficient to secure the IBM rate at a hotel or rental car agency. • To set up a travel profile with AMEX, send a completed travel profile form softcopy to the SWGIPVN@US.IBM.COM. brand contact listed below. • For copies of the form, please contact SWGIPVN@US.IBM.COM. • To make reservations through AMEX travel, please contact 1-800-235-9426 (8am – 8pm edt) or 1-800-847-0242 (after hours emergency) once your travel profile has been created in the AMEX system. • While traveling on IBM business, you are expected to adhere to the IBM Travel Guidelines contained in either your Master SOW or SOW with IBM. For a copy of these guidelines, please contact the Brand ID’sabove. • Meal Limit: The maximum amount IBM will reimburse each day for meals will be included in either an ERS or a NON-ERS/SOW. This amount is not a per diem. IBM will only reimburse for actual expenses.

  9. BEFORE ENGAGEMENT Consultant Requirements – Cont’d. Prior to deployment on an engagement • IBM Reimbursed Travel – Cont’d. • Hotel Limit: The maximum amount IBM will reimburse prior to taxes per night for lodging is included in an ERS or NON-ERS/SOW. If a hotel is not available at the rate outlined in the contract, IBM will reimburse for any AMEX booked hotel that is on the IBM preferred list (a copy of the AMEX itinerary indicating that travel is within policy is required with vendor invoice). • If an IBM approved hotel is not available, or the customer has requested that a certain hotel be used, WRITTEN authorization must be obtained IN ADVANCE from the IBM Engagement Owner, and included with the travel expense backup.

  10. DURING ENGAGEMENT Vendor Responsibilities

  11. DURING ENGAGEMENT Vendor Responsibilities

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

  13. Contact InformationWhere to go for Help: General Topics

  14. 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

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

  16. Contact Information for ICSWhere to go for Help:

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