DC Government
Vendor Peoplefluent Manual
Information Technology Staff Augmentation
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Table of Contents
Vendor Peoplefluent Manual ................................................................................................................................ i
1 Peoplefluent Tool ......................................................................................................................................... 2
1.1 Logging In ............................................................................................................................................. 2
1.2 How do I Configure My Dashboard? .................................................................................................... 3
1.3 How Do I Manage My Account and Additional Users? ....................................................................... 5
1.4 How Do I Review Requisitions? ........................................................................................................... 8
1.5 How Do I Submit A Candidate? ......................................................................................................... 11
1.6 My Candidate Has Been Submitted – Now What? ............................................................................. 15
1.7 What Happens if My Candidate is Requested for an Engagement? ................................................... 17
1.8 How Can I Manage My Engaged Contractors? .................................................................................. 18
2 Appendix A: Technology Types & Job Category ...................................................................................... 20
3 Appendix B: ITSA Resume Template ....................................................................................................... 23
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1 Peoplefluent Tool
1.1 Logging In
The application that is being utilized is Peoplefluent. This guide has been developed specifically to assist you
in submitting your candidate to the DC GOV ITSA requisition. Your organization can access the application
via the following URL:
https://vms.peopleclick.com
Or they may launch the application from the ITSA Portal URL:
https://itsa.ostglobal.com
Your specific login information, initial passwords and unique organization ID will be supplied to you separate
from this guide by the ITSA Project Team.
With your first login you will be required to reset your password and define your password hint question and
answer. Once you have done this you will see the Peoplefluent Dashboard page as illustrated below:
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The Dashboard has default menus that bring your most important items to the forefront:
 “My Tasks” lists all items that are pending further action. A red number will appear next to an
item if action is required.
 “Current Activity” lists the number of items within Peoplefluent that you are associated with.
 “Alerts” is a calendar that lists system events such as interviews. It can also include custom user
events.
These links are very helpful in getting you to the items that you will utilize most frequently in the application.
While the system will send you notifications with a direct link should your action be required on any item,
these quick menus can also take you to those items.
1.2 How do I Configure My Dashboard?
While your dashboard has a set default view, you can also customize your dashboard to include
additional items, or widgets. Simply click on the Configure Dashboard link in the upper right corner
to see the available widgets. Use the left and right scroll arrows to see all of the options.
To add a widget to your dashboard, simply click on the one that you would like and drag it down into
the main layout. You can click and drag all of your widgets to arrange them to your liking.
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Here is a list of all available widgets that are available to you:
Also available in the Configure Dashboard setting is the ability to change the layout of your widgets.
Simply click on Change Layout and you will be given various choices.
When you are done customizing your dashboard, click Save and Close in the upper right hand corner.
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1.3 How Do I Manage My Account and Additional Users?
Upon execution of the Subcontractor Agreement with the Prime Contractor, a Peoplefluent vendor workbook
is completed to initiate setup in the application. Peoplefluent will create up to two users, one of which must be
an “admin” user authority, to establish the vendor’s Peoplefluent organization. The “admin” user may create
as many vendor users as needed. There is no limit on the number of vendor users to be created by the
“admin”.
New Users: Should you have the need to add more “internal” (non-candidate) users to Peoplefluent, the
admin user should go to the search bar at the top of the page and select “user”:
It is always good practice to search for a user before adding, in case they already exist. If the user you are
adding is replacing someone that is no longer in your organization, you should search for the person being
replaced, and update their record with the new user’s information. This practice allows the system to update
all the associations the previous person held to the replacement.
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Below is a sample internal user record; whether adding or updating a user, please fill in the selections
illustrated below.:
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Determine the user’s VMS Authority Level based on the access needed by the user:
VMS User Authority
Admin
Approve
Create
Update
View
Time Entry
Description
Admin users can change configuration information for their organization. They
have the ability to make additions and changes within the application, such as
resetting other users’ passwords, adding users, changing settings, and running
report. Admin users can access and edit every page of the application.
Approve authority users can access all requisitions, candidates and engagements,
as well as timesheets for candidates where they are the Vendor Rep or Contact,
but are unable to edit the configuration settings. A limited number of reports are
available for Approve level users to run.
Create users can view all openings and submit candidates; however they are
limited to viewing only candidates where they are the Vendor Rep or Contact. A
limited number of reports are available for Create level users to run.
Update users can access requisitions, however they cannot submit candidates.
View users can access requisitions, however they cannot submit candidates.
All contractors are by default set as Time Entry users. Please note, no time will
be entered directly in the Peoplefluent application, all time will be imported from
OCTO’s PASS system.
Should you need to reset any user’s password, simply search for their user record, click on the name to view
their record, then click on Change User Password at the bottom of the user detail page. You have two
options in changing the password:
1. Type in a temporary password in both password fields, then click Save. (Recommended)
2. Check the box that says Let system generate a new password and click Save and the system will
generate a password and notify the user of the new password via email. Please note, this option will
not work if the user does not have a valid email address associated to their user record.
If you choose option 1, be sure to notify the user of their new password. With both options, the user will be
required upon the next login to change their password.
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1.4 How Do I Review Requisitions?
Peoplefluent will send all vendors’ internal users (non-candidates) a notification once a District Program
Manager has submitted a request for a contractor through the application. A link is provided in the email, and
if you choose to follow it, once you’ve entered your credentials, you will be taken to the requisition detail that
outlines the position details (description, skills, location, etc.).
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The Technology Table is located in Appendix A.
In Requisition Detail, take note of the dates. The No New Submittals After date is the response deadline.
Your best candidate submission is due by 6pm on that date. Also note the Start and End Dates, and the
Citizen Status. If the Requisition is a Round 2 or Round 3, the previous round’s Requisition System ID will
be noted in the Client Internal Req.
The Not to Exceed Bill Rate is the maximum rate that the requisition will allow you to submit your candidate
with. The opening(s) are capped at this rate.
Requisition Details outlines the job duties and responsibilities.
Skills outline the specifics for the requisition.
Compliance lists all additional requirements (i.e. degree, certification OST compliance tasks) for the
requisition.
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Please pay special attention to the field labeled Level of Urgency, as it refers to the response deadline needed
for your best candidate submission. Please take the time in the response deadline to find your best candidate,
as each vendor is limited to only one candidate submission per opening. Again, this date is published in the
“No New Submittals After” date above in the Requisition Details. The deadline is at 6 PM on that date.
Level Of Urgency
Normal
Urgent
Round 2
Round 3
Response Deadline
5 days
1-3 days
3-5 days; note original req # is noted in the field labeled Client Internal
Req
3-5 days; note original req # is noted in the field labeled Client Internal
Req
Status of the requisition is updated as actions on candidates are taken:
Req Status:
OPEN
Meaning:
INTERVIEWS OCCURING
ON HOLD
FILLED
Candidate(s) are interviewing
The
Response Deadline has expired
The requisition has been filled
CLOSED/CANCELLED
The requisition has been closed or cancelled
Requisition is open to all CBE’s for submission
Please utilize the Requisition Comments in Peoplefluent to ask any questions about the specific opening. All
requisition comments will be viewable by all vendors, as well as the response that the ITSA Project Team
provides.
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1.5 How Do I Submit A Candidate?
To submit the candidate, click on the link to Submit Candidate located
at the top of the requisition.
You will be guided through a series of screens where you can provide information to the District Program
Manager, such as:








availability of the candidate
summary of qualifications
responses to all the skills for the requisition – including the number of years of experience
responses to compliance items
employment status of candidate
vendor rep &/ contact
DC GOV bill rate
Resume attachment and any other pertinent documents (please note there is a 700K limit for each file
that is uploaded). Please note, all resumes must be submitted with the ITSA Resume Template.
Please note, any item with a red ( ) circle is required.
Choose next to move to the next step:
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ALL Candidates must be submitted with the following email address: noreply@peopleclick.com
All areas highlighted above should be addressed.
Choose next to move to the next step:
Please indicate in the previous contract/employment at client any other names that you have worked under
for DC Gov.
Choose next to move to the next step:
Click “next” to move through the various steps of the submission process.
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Please note, your submitted Client Bill Rate cannot exceed the Not To Exceed Bill Rate (NTE) from the
requisition. If you exceed this rate, you will get an error preventing you from continuing and reminding you
of the NTE. Modifying the rate to the NTE or below will allow you to continue with your submission.
Choose next to move to the final step, submitting the resume, and any additional documents as needed; for
example, a skills document, a certification, etc. Please note, all documents types can be uploaded, however no
single document may exceed 700K in size.
Once all attachments have been uploaded, choose submit.
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1.6 My Candidate Has Been Submitted – Now What?
Once submitted, the ITSA Project Team will screen the candidate to ensure the candidate meets the minimum
requisitions and the ITSA Resume Template has been used, the District Program Manager will receive a
system notification asking them to review your candidate.
Candidate feedback will always be provided by the District Program Manager in the form of Candidate
Status.
Candidate Status
NEW
ACTIVE
SCHEDULE INTERVIEW
INTERVIEW ACCEPTED
INTERVIEW REJECTED
INTERVIEW
CANCELLED
(CLIENT/VENDOR)
INTERVIEW COMPLETE
NEED INFO
REJECT: DUPLICATE
REJECT: NOT QUALIFIED
REJECT:
STRONGER
CANDIDATE
REJECT: RATE ISSUE
REJECT: INADEQUATE INFO
REJECT: NOT AVAILABLE
REJECT: REQ CLOSED/FILLED
ENGAGEMENT REQUESTED
ENGAGED – PENDING VEND
ACCEPT
Meaning…
Candidate is awaiting screening by ITSA Project Team
Candidate has been screened by ITSA Project Team and has been
forwarded to the District Program Manager for review
Candidate has been selected for interview and a request has been
sent to vendor for acceptance
Vendor has accepted an interview option for the candidate
Vendor has rejected the interview options provided for the
candidate
An interview has been cancelled by the client or vendor
Interview candidate feedback has been entered by the District
Program Manager and will be forwarded by the ITSA Project Team
The District Program Manager has requested additional information
for the candidate
Candidate was submitted by another vendor
Candidate did not meet required skills
Other candidate(s) had skills and experience that more closely
matched the requisition
Other candidate(s) met the requisition skills at a better bill rate
Not enough information was provided to evaluate the candidate
Candidate was not available for the opportunity**
Another candidate was chosen to fill the position
An engagement offer has been extended and the candidate is in the
on boarding process
The candidate’s engagement is pending vendor acceptance (please
note no time may be imported for billing while the candidate is in this status)
**Should a candidate become unavailable during the review process, please update the Candidate
Availability to “No longer available” in the Candidate Detail.
Upon review, the District Program Manager has the option to reject candidates or request interviews.
Peoplefluent will send notifications to the Candidate’s Vendor contact for any of the actions listed above.
Should the District Program Manager choose to interview your candidate, Peoplefluent will send the vendor
contact a notification with a link to the specifics outlined by the interview requestor. Please notify the
candidate of the options and accept one. If the request is for a phone screen, provide the candidate’s phone
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number. For an in–person interview, you may accompany the candidate to meet with the ITSA Project Team,
but you will not be allowed to accompany your candidate to meet the District Program Manager. If the
candidate is not available for any of the proposed interview times, please provide times that the candidate is
available in the rejection comments to help the District Program Manager reschedule the interview.
Please direct all questions to the ITSA Project Team. Specific feedback for an interviewed candidate from the
District Program Manager will be provided by the ITSA Project Team.
Should your candidate be selected for engagement (hire), the ITSA Project Team will coordinate the start date
and all on-boarding requirements. During the on-boarding process you will be required to provide verification
that a background check has been completed. In parallel, the District Program Manager will be obtaining the
Purchase Order for the candidate. No candidates can begin their engagement with the DC Gov without the
completion of both.
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1.7 What Happens if My Candidate is Requested for an Engagement?
Once engaged, as the Vendor Contact, you will be required to accept the engagement terms in order for
billing and subsequent payment to occur. Peoplefluent will send you a notification requesting your
acceptance. Follow the link in the email, review the Engagement Details, and Accept/Reject on the
Approval/History tab. Please note in the justification comment the ITSA Project Team will communicate the
number of hours that are associated to your candidate’s PO.
Contractors will enter their time in PASS, the District’s e-Procurement system, by Monday at 6:00 PM of
each week for the previous week’s work. District Program Managers will approve the time in PASS, and then
the time will be exported to Peoplefluent for invoicing by the ITSA Project Team. Delays in time entry will
result in payment delays. Please note: time is imported weekly, however the Prime Contractor will pay in 4
week periods (13 times per year).
Please refer to the Subcontractor Vendor Agreement for further invoicing and payment information.
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1.8 How Can I Manage My Engaged Contractors?
Delivered Reports: Peoplefluent provides several reports to help vendors manage their Candidates and
engaged Resources. These reports are available by logging into the Peoplefluent application and choosing the
Reports icon in center of the application.
The following reports can be requested (several have date prompts, etc.) and will be emailed to the email
address in your user record.
The 4140s Vendor Reconciliation Report with Sales Tax is available for reconciliation of payment based
on the Peoplefluent Invoice Number. This number will be provided weekly via a Peoplefluent notification
from the ITSA Project Team. You can use this number to generate an invoice for the Prime Contractor. You
can also use this number to reconcile your payments from the Prime Contractor, as they will be invoicing DC
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Gov, and paying Vendors on a set schedule that includes 4 weeks (13 invoices a year) of PASS Time Imports.
Each PASS Time Import will generate an Invoice/BEPA (Billing Extract Process Automation) ID. The PASS
Time Import weekending dates, and corresponding Peoplefluent Invoice/BEPA ID will be published on the
ITSA Portal for your convenience.
The ITSA Project Team will contact the vendor contact with any issues, extensions, rate changes or
disengagements. Please direct all questions or concerns to the ITSA Project Team.
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2 Appendix A: Technology Types & Job Category
Job
Category
Level Experience
Specific Titles
Job Functions
Business
Analyst
1
0-2 years
Works under
supervision of
lead
2
2-4 years
Limited
supervision
Business Analyst, Requisitions
Analyst, Data Analyst, Report
Designer, GIS Analyst, GIS
Technician, PeopleSoft Analyst,
Security Analyst, Compliance
Analyst, Forensics Analyst,
Telecom Analyst, Financial
Analyst
Meets with customer and reads
designs and uses software tools to
gather requisitions, analyze needs,
identify risks, propose designs,
write documentation, and carry out
financial analysis.
3
4-7 years
Technical
Writer
Trainer
Quality
Assurance
Administrative
Support
Project
Manager
Senior [Business Analyst
specific title]
Senior Consultant, PeopleSoft
SME, Site Acquisition
Consultant
Subject matter expert or executive
consultant working independently to
consult with managers on
strategies and processes.
Technical Writer, Web Editor,
Graphic Designer, GUI Editor,
Grant Writer
Creates, edits, or designs content,
such as documentation, designs,
web pages, publications,
presentations, reports, or graphics.
4
8-12 years
5
12+ years
1
1-3 years
2
4-7 years
3
8+ years
Senior [Technical Writer title],
Lead [Technical Writer title],
Documentation Lead
1
1-7 years
Software Trainer
2
8+ years
Senior Software Trainer Training
Lead
1
1-3 years
Tester, QA Analyst
2
4-7 years
3
8+ years
Senior Tester, Senior QA
Analyst, Test Team Lead, QA
Consultant
1
1-7 years
Project Administrator,
Administrative Assistant, Payroll
Assistant, Financial Assistant
2
8+ years
Project Coordinator
1
1-3 years
Project Manager, Deliverables
Manager, QA Manager,
Implementation Manager,
Customer Support Manager,
Critical Event Manager,
Technical Project Manager,
Wireless Manager, Network
Operations Manager,
Construction Manager, Facilities
Improvement Manager
Creates training materials, delivers
training, and manages training
program.
Software testing and quality
assurance through script writing,
execution, and tracking.
Administrative support functions,
including data entry, plan tracking,
and basic task assignments.
Manages functional teams,
technical teams, budgets,
vendor/client relationship, and work
plans for development projects,
implementations, network functions,
or support services. Identifies and
manages risk. Reports status to
executives.
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Job
Category
Architect
Database
Administrator
System
Administrator
Developer
Level Experience
Specific Titles
2
4-7 years
Senior [Project Manager title]
3
8+ years
Program Manager, Engagement
Manager
1
1-7 years
2
8+ years
Technical Architect, Data
Warehouse Architect, Network
Architect
Designs and builds databases, data
warehouses, or networks, including
data acquisition, conversion, and
interfaces. Optimizes organizational
goals through enterprise standards.
1
1-3 years
2
4-7 years
DBA, GIS DBA, Data
Warehouse Administrator,
BusinessObjects Administrator
3
8+ years
Senior [DBA title]
Database management through
maintenance of data dictionaries,
data models, performance tuning.
Coordinates database changes and
tests.
1
1-3 years
2
4-7 years
Search Engine Administrator,
Application Administrator,
System Administrator, GIS
System Administrator, Active
Directory Administrator, Server
Administrator, UNIX
Administrator, NMS
Administrator
Installs, configures, and supports
an application, system, or network
(LAN, WAN, etc.) Monitors
applications for availability and
performance. May carry out
security analysis or implement
security measures.
3
8+ years
Senior [System Administrator
title], [System Administrator title
using Engineer in place of
Administrator]
Engineer label reserved for
certifications.
1
1-2 years
2
3-7 years
3
8-11 years
Web Developer, .NET
Developer, GIS Web Developer,
GIS Desktop Developer,
PeopleSoft Developer
Translates requisitions into code or
configuration using software
tools/integrated development
environments (IDEs).
4
12+ years or
certification
Senior [Developer title],
[Developer title using Engineer
in place of Developer],
Developer Lead, Technical Lead
Engineer label reserved for
certifications.
1-3 years
Network Technician, LANDesk
Technician, Wireless
Technician, NOC Analyst
Installs networks and network
technologies. Assesses
configurations and recommends
products based on specifications.
Configures equipment and
software, trains others, and
documents solutions Assists with
network design. Experienced n
technical services and
administration (DHCP, DNS,
routers, firewall, etc.).
Network
Technician
1
2
4-7 years
Network
Engineer
3
8+ years
Network Engineer, LANDesk
Engineer, Backup Engineer,
Firewall Engineer, Security
Engineer, Anti-Virus Engineer,
SAN Engineer, VPN Engineer,
Wireless Engineer
Customer
Support
1
1-3 years
2
4-7 years
Dispatcher, Support Technician,
Application Technician, Field
Support Technician, Voice Field
Technician
3
8+ years
Customer Support Lead
Job Functions
Provides customer or technical
support by collecting trouble tickets,
analyzing issues, carrying out
solutions, escalating issues, and
tracking to completion.
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Technology
Type
Definition
Legacy
Technologies or skills that is mature and long-lasting in the market place. There is generally a
higher supply and lower demand for people with the technologies or skills.
Core
Technologies or skills that are currently commonly found in the marketplace. There is generally
an average supply and demand for people with these technologies or skills.
Emerging
Technologies or skills that are new or specialized in the marketplace. These may involve a
unique or high level of technical complexity. There is generally a higher demand and a lower
supply for people with these technologies or skills.
Technology
Type
Technology Examples
Legacy
4GL programming with PL/SQL, AS/400, CICS, COBOL, Database–mainframe, DB2, DC/DB2,
GIS-Digitizing/Scanning/Data Collection, IMS DB/DC, ListServ, Performance Monitoring–
mainframe, SAS, SMS & AIX Platform, TSO, Unisys, Visual FoxPro, Visual Source Safe,
PowerBuilder, NATURAL & ADABAS, MS Visio, process modeling, MS PowerPoint, MS Excel
Core
.Net, Visual Studio .Net, ASP.Net, ASP, CADD, Checkpoint Firewall, Cisco, Client Server OS,
Cold Fusion, Database - Client Server, DSF, Encryption, Flash, FormWare, GIS Programming/Analytical (C/S, Web-Deployment), ESRI, ARINFO, Host Publishing, Imaging
Systems (Onbase, Key File, Info Image), Intelligent Transportation Systems (ITS) (Traffic
congestion, weather monitoring, programmable signing, pavement sensing, etc.), IQU+1, ISA,
Java, JavaScript, JSP, LAN/WAN Support, Lotus Domino, MS ActiveX, MS Access, MS Front
Page, MS Project, SQL Server, Netegrety Siteminder, Oracle, Performance Monitoring – C/S,
PL/SQL, Visual Basic, Remedy, Security (encryption), Web (Visual Source Safe, Accessibility
Standards (ACC Verify, MacroMedia, 506), DreamWeaver, & Homesite, Photoshop, Fireworks,
Paint Shop Pro), SOAP, Windows XP, XML (XML, Spy, Data Base Schemas & support, &
XSLP), Database - Mixed Platform, Servlets, Reporting Tools (e.g., Crystal), OmniPage
ProTesting Tools (LoadRunner/WinRunner), Accessibility Standards (ACC Verify, MacroMedia,
ITB 508), Adobe Acrobat, C/C#, Com/ Com+/DCOM, Data Modeling, SQL, Capacity Planning,
Business Process Reengineering, Joint Application Development/Rapid Application
Development
Emerging
Sightline, Cognos, Data Center (Unisys OEM), data warehouse, EC/EDI, FileNet, GIS –
Infrastructure, SAP/PeopleSoft any ERP, SMS 2003, Websphere/MQ Series, Analytical &
Technical Architecture (Business Process Mapping w/UML, Enterprise Architect .Net Microsoft, &
Enterprise Architect Sparxsystems), Middleware (Open Distributed Transaction Integrator (ODTI,
Unisys), WebMethods 6.1, publish Subscribe, Data Transformation, Asynchronous Messaging, &
Trading Networks suite, Tivoli, Veritas, Business Process Management (complete suites of tools
for managing business processes & automated systems supporting those processes.)
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3 Appendix B: ITSA Resume Template
Candidate Name
(No company information)
Skills:
(Fill out based on skills listed on Peoplefluent req. Add or delete rows as necessary.)
Technology
Technology
NUMBER
OF
YEARS
USED
LAST USED
Number of years experience
Date technology last used
PROFICIENCY LEVEL
Basic/Proficient/Expert
Employment History:
(Please limit entire resume to three pages)
Company & Title:
Years Employed:
Brief Description:
Technologies:
Example:
ACME Technology – Sr. Java Developer
October 1997 – February 2004
Developed a financial system migrating from FoxPro to Java J2EE, went through four major system upgrades,
and helped develop a new web portal. Worked as a senior member of the team developing code and requisition
gathering for AP Module of the system and lead all four module upgrades. Developed the backend of a new web
portal for employee based information on the HR and Recruiting side.
Technologies: Java, J2EE, JSP, FoxPro, Web Logic, DB2
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