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Version 1.7
Last Revised: 06/01/20
Table of Contents
CHAPS Program Overview....................................................................................................................................... 4
Labor Types ........................................................................................................................................................... 4
Program Management Office (PMO) Contacts ..................................................................................................... 4
Definitions ............................................................................................................................................................. 5
Worker Classification ................................................................................................................................................ 7
Worker Types ........................................................................................................................................................ 7
When to use CHAPS vs. Indirect Procurement ..................................................................................................... 8
Staffing Supplier Management .................................................................................................................................. 9
Staffing Supplier Selection .................................................................................................................................... 9
Staffing Supplier Roles & Responsibilities ........................................................................................................... 9
Pre-Employment Activities ................................................................................................................................... 9
Guidelines, Policies and Procedures........................................................................................................................ 10
Assignment Length, Tenure & Rehires ............................................................................................................... 10
Buy-Out / Conversion Costs................................................................................................................................ 10
Company Owned Vehicles (COVs)..................................................................................................................... 10
Employee Store Discount .................................................................................................................................... 10
End of Assignment .............................................................................................................................................. 11
Fitness Center ...................................................................................................................................................... 11
Incident/Investigation Protocol............................................................................................................................ 11
Independent Contractors...................................................................................................................................... 11
Payroll Workers ................................................................................................................................................... 11
Student Worker (Co-ops & Interns)..................................................................................................................... 12
Time & Expense Submittal Process..................................................................................................................... 12
Travel & Expense Policy ..................................................................................................................................... 12
Work/Student Visa (H1B, OPT, etc.) .................................................................................................................. 12
Fieldglass System (CHAPS).................................................................................................................................... 13
To access Fieldglass: ........................................................................................................................................... 13
Fieldglass Processes............................................................................................................................................. 13
Manager Onboarding Responsibilities..................................................................................................................... 14
Day 1 Experience................................................................................................................................................. 14
Help and Additional Questions................................................................................................................................ 15
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CHAPS Program Overview
CHAPS is the U.S. HDMC contingent workforce management program. CHAPS stands for
Contingent Hires and Professional Services. Our goal is to have the right skills in the right place
at the right time to meet organizational needs. This involves the strategic use of Harley-Davidson
employees and contingent workers. Harley-Davidson seeks to ensure fairness in dealing with all
stakeholders, establish clear expectations with all workers, and comply with applicable federal,
state and local laws.
Managers have a responsibility to properly classify and manage their contingent workers. The
following playbook will help guide you through this process and hopefully answer any
questions you might have.
Labor Types
Program Management Office (PMO) Contacts
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Definitions
Contingent Workers
Contingent Workers are not employed by H-D and do not receive H-D benefits nor
should they receive employee perks like working at rallies. They provide services
to H-D through a staffing agency (CHAPS), supplier or as an independent
contractor.
CHAPS Workers
All Temporary Workers, Supplier Casuals, Interns, Co-ops and IGNITE Interns/Co-ops:

Temporary Worker – An employee of a staffing supplier on assignment at HD within a business professional role (i.e. Manufacturing Supervisor,
Accountant, etc.).

Supplier Casual: Brought on by a staffing supplier to augment H-D’s hourly
manufacturing employees during Surge period as well as to backfill hourly employees
throughout the year for medical leaves and vacations. These positions are called Production
Technician I (PT 1) or Production Technician II (PT 2). Supplier Casuals are paid through
their staffing supplier until they either end their time, convert to a H-D Casual (after 360
hrs.) or are off-boarded.

Student Workers: *
o
IGNITE Co-op or IGNITE Intern – Position directly aligned to an IGNITE Rotational
Development Program or an entry-level business need which is clearly defined and
approved by the IGNITE Program Manager; IGNITE Program Guidelines apply.
Current student; short-term assignment (typically summer). May or may not be
receiving credit. Housing benefit does apply.
o
Co-op – Current student (Non-IGNITE) participating in a co-op program through their
college or university. Participating in a 3-8-month assignment; can work multiple
assignments. Intensive hands-on application which will “replace” their classroom
learning for a designated semester or semesters, earning school credit while working
full-time. Not considered part of the IGNITE Program; Monthly housing stipend might
apply.
o
Intern – Local student (Non-IGNITE) working in a temporary position related to their
field of study. Position provides relevant, real-world experience to a student, often
full-time during semester breaks and part-time during the school year. Not considered
part of the IGNITE Program; Housing benefit does not apply.
*See the Student Workers Guidelines document on VIEW for a more in-depth explanation of coops and interns
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Fieldglass System
Harley-Davidson’s vendor management system that is used to procure and manage
H-D’s contingent workforce.
H-D Employee
These workers are employees of Harley-Davidson, on the Harley-Davidson payroll, and
therefore are covered by Harley-Davidson policies and procedures, and when applicable, labor
contracts.
Hiring Manager – A Harley-Davidson employee who manages a contingent worker.
PMO – CHAPS Program Management Office manages and assumes responsibility for H-D’s
contingent workforce and works directly with staffing suppliers who fill open contingent
roles (Business Professional, Supplier Casuals, Engineering, IGNITE Co-ops & Interns and
Non-IGNITE Co-ops and Interns)
Staffing Supplier –H-D has negotiated rates (mark-ups) with staffing suppliers (third party
agencies). The CHAPS PMO distributes job postings to staffing suppliers who present
candidates for open requisitions. All contingent workers are employees of their staffing
supplier.
Surge - Harley-Davidson uses a casual workforce to support seasonal and volumerelated workflow fluctuations
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Worker Classification
Worker Types
Contingent workers should be used to fill:
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

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Positions during high production periods and short-term labor shortages
Positions which are expected to be eliminated at a defined later date
Vacation relief and leaves of absence
Date-specific project work
In areas requiring specialized skills for a specific period of time.
Their usage should generally not require significant amounts of training for workers to
be able to perform the required tasks.
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When to use CHAPS vs. Indirect Procurement
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Staffing Supplier Management
Staffing Supplier Selection
Harley-Davidson has contracts with agencies/suppliers that provide contingent workers; use of
contingent workers from other agencies needs to be approved by the Director of Talent
Acquisition and the relationship must be in writing and consistent with the guidelines of this
memo. The Legal Department must approve the written contract before it is entered with the
contingent worker agency.
H-D Indirect Procurement handles all Project/Deliverable Based SOWs, Independent
Contractor (IC) and Managed/Professional Services contracts.
Staffing Supplier Roles & Responsibilities
Decisions regarding hiring, disciplining, firing and/or determination of pay rate (and other
activities of an employer) should be made by the contingent worker's employer (Staffing
Supplier). Harley-Davidson will inform the contingent worker's employer of the HarleyDavidson policies (e.g., policy prohibiting sexual harassment) with which contingent workers
must comply.
Staffing Suppliers placing contingent workers with Harley-Davidson are required to prescreen and test these workers according to guidelines and requirements provided by
Harley-Davidson. (Background check, drug screen, etc.).
The Staffing Supplier will be responsible for all payroll and related taxes, unemployment
insurance, worker's compensation, and maintenance of personnel records for its
employees.
Pre-Employment Activities
As part of the CHAPS Pre-Employment Activities, all contingent workers within the CHAPS
program are required to complete a drug screen and background check (Ask your PMO for
Surge/Supplier Casual Activities).
Workers are also required to sign a confidentiality agreement and an acknowledgment form
confirming that they are not Harley-Davidson employees, and therefore, are not eligible for
any of the benefits of Harley-Davidson employment.
Contingent workers should not attend H-D’s Corporate-Wide NEO (new employee
orientation). Continent workers are allowed to attend any site-specific day 1 onboarding
(often called NEO) at the manufacturing plants to review safety procedures, etc.
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Guidelines, Policies and Procedures
Assignment Length, Tenure & Rehires

Assignment Length
The maximum time that a worker can be on assignment is 36 months. This is a
H-D policy to mitigate the risk of co-employment. A worker can move from one
assignment to another within the 36 months only if their original assignment was
scheduled to end.
Assignments must be consecutive and the contingent worker’s tenure does not start
over unless a 6-month break has been taken.

Break in Service
The maximum time that a worker can be on assignment is 36 months
(consecutively). Tenure does not start over unless a 6-month break outside of H-D
has been completed and the worker originally left on good terms.

Rehires
Any worker who previously worked for H-D (fulltime, contingent, contractor, etc.)
must be approved by HR before returning. Anyone who retired from H-D is typically
not able to return as a contingent worker. Speak with your PMO contact or HR
representative for further information.
Buy-Out / Conversion Costs
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All CHAPS supplier contracts have a buy-out or conversion fee (most being for hires less
than 6 months of service, but some exceed 1 year after contingent end date).
Conversion fees can be between 20% - 50% of new salary.
If a contingent worker is approached by H-D to apply for a position and the worker has
not been here for more than 6 months, just know there will be a buy-out cost charged to
the department.
Speak to your CHAPS PMO for information/verification.
Company Owned Vehicles (COVs)
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Contingent workers are not to operate or ride as a passenger on Company Owned
Vehicles (COVs).
Exceptions must be job-related and be approved by the Director, HR Business
Services, Legal and the worker’s supplier. Speak to your CHAPS PMO for more
information
Employee Store Discount
Contingent Workers are entitled to a 10% discount in the employee stores if they show their
gray badge.
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End of Assignment
Managers must inform CHAPS PMO when a worker has ended his/her assignment (even if they
are converting to an H-D employee).
The CHAPS PMO will then close worker in Fieldglass and if applicable, turn off their H-D network
access and badge.
Fitness Center
Contingent workers are not allowed to use the onsite fitness centers unless it’s specific to work
conditioning at the plants.
Incident/Investigation Protocol
If any issue arises, we ask that our stakeholders (Workers, Managers, Suppliers, etc.) contact
their PMO to discuss the situation and follow this process:
Performance:
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The PMO will contact the Supplier or Manager to discuss the issue and agree to
Next Steps/Corrective Action.
Supplier meets with the Contingent Worker to discuss the corrective action and
next steps.
The PMO provides the details of the corrective action to the Manager and
discusses next steps
Incident/Injury:
Any type of incident, injury or accident needs to be reported and shared immediately with
site CHAPS PMO and Lifestyle Center.
Always include the CHAPS PMO when dealing with a CHAPS worker issue
Independent Contractors
To initiate the process of obtaining and classifying an Independent Contractor, reach out to the
Indirect Procurement team. The Indirect Procurement team will provide an Independent
Contractor Verification form to complete; once the form is completed the Indirect Procurement
team and HR will approve or deny all Independent Contractor requests.
Payroll Workers
Payroll workers are individuals who are sourced and recruited by an H-D employee to
perform temporary work. These individuals are not affiliated to another supplier or
company, so they are placed under the CHAPS payroll supplier (at a reduced mark-up) to
receive a weekly paycheck.
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Student Worker (Co-ops & Interns)
Student Workers are not recruited by Staffing Suppliers but will need to have a job
posting created in Fieldglass in order to get the worker paid. Hiring Managers are required
to submit a job posting in Fieldglass for all Student Workers (IGNITE Co-op. IGNITE
Intern, Co-op, Intern) as well as work with their CHAPS PMO to post the position at
colleges and universities.
See the Student Workers Guidelines document on VIEW for a more in-depth explanation of coops and interns
Time & Expense Submittal Process
Time Sheets & Expense Sheets must be complete and approved in Fieldglass (CHAPS) by 10 am
Central on Mondays. Managers are required to approve the time and/or expense sheet or assign
a proxy within the system to approve on their behalf.
DayForce is integrated to CHAPS and runs every Tuesday morning so Production Technicians will
need their time sheets approved via DayForce each week.
Travel & Expense Policy
Contingent workers must follow the H-D Travel and Expense Policy which is located in
the Reference Library on the Fieldglass (CHAPS) homepage. Contingent Workers can be
reimbursed for their travel by submitting/attaching a detailed (itemized) receipt via the
Fieldglass expense reports which will follow the standard approval process.
Contingent workers can ride on the company plane if it is approved by an SLG level
leader.
Work/Student Visa (H1B, OPT, etc.)
Suppliers are allowed to submit contingent workers who are on visas under their
company. However, H-D rarely sponsors anyone for a work or student visas so it’s
imperative you do not:
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Initiate a contingent worker visa request with a supplier or any other external
resources.
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Sign any type of visa documentation requested by a contingent worker or his/her
supplier (i.e. Visa Client Letter, Proof of Employment, Renewal Letter, etc.)
All visa inquiries need to be communicated to your CHAPS PMO team member
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Fieldglass System (CHAPS)
Fieldglass System (CHAPS) is H-D’s Vendor Management System used to procure
and manage the contingent workforce.
To access Fieldglass:
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H-D Employees: VIEW / Toolbox / CHAPS
Contingent Workers: www.fieldglass.net
Fieldglass Processes
The following processes are completed in Fieldglass System. Job aids can be
found in Fieldglass under the Reference Library:

Filling a requisition
Managers will utilize Fieldglass to enter a requisition, or job posting, for a worker.
o
Interviews
Interview requests will be submitted through Fieldglass by Managers. It is
highly recommended that Managers limit the number of interview rounds and
interviewees for contingent positions
o
Contingent Worker Requisition Approvals (excluding Supplier Casuals)
All requisitions must receive the appropriate approvals via Fieldglass (up to and
including Director Level).
o
Supplier Casual Requisition Approvals
All requisitions must receive the appropriate approvals. HR at the plants works
with plant Finance to determine how many Supplier Casuals are needed. CHAPS
PMO creates and submits the requisitions. The plant HR Director must approve.

Approving Time Sheets and Expenses
o Managers of Contingent Workers are required to approve all time sheets and
expenses by Monday at 10:00 a.m. Central.
o Managers who need to setup an employee to approve on their behalf in case of
absence will need to setup a proxy in Fieldglass. It is recommended that
managers set up only one proxy.
o Instructions on how to approve time sheets and expenses and setup a
proxy can be found in the “Approving a Time Sheet” Job Aid on the VIEW
CHAPS page or under the Reference Library in Fieldglass.

Changing a Worker’s Assignment
To make changes to a worker’s assignment, such as extending an assignment or
providing an increase in pay for your worker, reach out to your PMO. The PMO will
create a Work Order Revision in Fieldglass for these changes.
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Manager Onboarding Responsibilities
Managers of contingent workers must complete the following items after the offer has
been accepted and prior to the start date of the worker.
1. Request Office Space: Reach out to your area’s Facility Coordinator to request an
office space/desk for their new contingent worker
2. Request System Access: NO ACTION NEEDED - The CHAPS system (Fieldglass)
will automatically send a notification to GIS to create a username and password for
basic system access.
Once the credentials have been created, the managers will receive an email
containing the worker’s username and password from GIS.
3. Request Hardware/Special Applications: Place a service request through the IT
Services Shop for required hardware, i.e. desktop, laptop, docking station, monitor,
etc. and search the catalog for HDMC - Create New User/Modify User Access to
specific request system access.
Make sure to request the application O365 Client Access – E3 License so your
contingent has the full Outlook version instead of just Office 365.
Day 1 Experience
The contingent worker’s first day experience is important for anyone working at H-D:
1. Pick Up Worker/Get Badge:
•
Pick up the worker from the main lobby at the agreed upon start time.
•
Escort the worker to the security area and inform security that you have a
contingent worker that requires a badge.
2. Show Worker Around: Show the worker where the restrooms are, where to park,
the cafeteria, employee store, etc.
3. Department Onboarding: Follow your standard department onboarding list (i.e.
how to use SharePoint, team values, etc.)
4. Eat Lunch Together: Have lunch with the worker on their first day and consider
adding additional team members.
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Help and Additional Questions
Managers that have other questions or need additional assistance should reach out to their PMO.
For PMO contact information, visit the VIEW CHAPS page.
Workers that have other questions or need assistance should be instructed to reach out to their
Supplier.
Version History
Version Date
Author
Change
1.0
9/29/15
Margaret Keller
1.1
10/21/15
Margaret Keller
N/A
Edited “Approving Time Sheets and Expenses”,
Added clarification to MSP
1.2
6/30/2016
Kimberly Cosby
General updates, Added appendix
1.3
12/13/2016
Kimberly Cosby
General Updates
1.4
12/13/2016
Kimberly Cosby
General Updates – Pg. 6 revisions
1.5
9/27/2017
Kimberly Cosby
General Updates – Pg. 8 GIS path
1.6
11/26/2018
Ali Antczak
PMO Insourcing Updates – All pages
1.7
06/05/20
Ali Antczak
Detailed review and revisions
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