FMI and DIWA CREATION REQUEST

Updated as of May 30, 2025

OBJECTIVE To ensure clients are appropriately invoiced for any start-ups and credentials are requested before the remote contractor's onboarding with CRE

EFFECTIVITY  JUNE 2, 2025

This process was last revised as of September 2024 to align with Billing's request to sync data between Xero, and portal v2.0.

Further revision is published by May 30, 2025 to streamline the process of FMI Creation and protect data integrity between Client Placement and Client Management teams. 

Whenever there is a new placement endorsed from RD, these steps must be followed after CRE verifies that the endorsement details are all accurate.

CRE MUST

I. Update the 'FMI and start Up 2025' tab on the FMI Tracker.  Each column header is labeled with the name of the OIC and only they will have Edit access.

II. All appropriate columns assigned to CREs must be duly filled out by the Assignee 

Please note that NO changes must be made in the tracker once an Invoice Number is available. Any and all succeeding changes in the original agreement e.g. Change of Start Date, Change of Work Hours etc. MUST be ticketed via Freshdesk. 

BILLING SPECIALIST MUST

Send an invoice to the client once all fields assigned to Client Placement (CP) are completely filled. 

Invoice due date is 5 business days from the staff's start date or invoice date issuance unless the client has an existing special payment arrangement.     

Bill the client for 30 calendar days from remote contractor start date following the lock in period indicated in our MSA (Master Service Agreement) except if there is an existing ticket for SPA with legacy clients.

Any deviation from this, CRE will need to secure the approval of our CDM (Mitchelle Mendez) unless if there is a pre-existing ticket for this client/account stating that they will be billed from start date until end of the same month for their FMI.

CRE MUST ALSO

• Check whether the RCs RS email address is already on BH. This email is the trigger for the auto-creation of the DIWA access regardless of the contract status.
• Check if the correct staff and client schedule were set on the portal v2.0. Correction of schedule MUST be done by the CDA
• Also verify if the other contract details including but not limited to start date, entered rate and contract type are correct.
  

Frequently Asked Questions 

1. The contract is still not showing up on the portal yet the client has already signed the MSA?

     1. BH and portal sync happens 12 midnight. Please make sure that you follow the steps provided for FMI, onboarding and start up instructions to avoid any technical issues.

     2. If the #1 is not followed, kindly lodge this as a ticket assigned to IT.

Create a ticket via Fresh Desk requesting for a manual data sync:

• Create a ticket on Fresh desk

  • Contact: (type in your RS email address)

  • Subject: Manual Sync Request | (Placement # - Full Name of Remote Contractor) Example: Manual Sync Request | 11623 - Russel Magpantay 

  • CRE: (Your name)

  • Client name: (same name showing on the portal)

  • Type: Request

  • Department: CRE

  • Inhouse Ticket Type: CRE/Support

  • Concern: Others

  • If Selected Others: Manual Sync

  • Status: In Progress

• Description: 

                         Request for Manual sync please. placement is not showing up on the portal and RC is not able to access DIWA using the provided email credentials

RS EMAIL ADDRESS: 

PROVIDED PASSWORD:

(PASTE SCREEN SHOT FROM THE PORTAL CONFIRMING THAT PLACEMENT IS NOT SHOWING UP)

• Group: IT/Operations

• Agent: (Please leave this blank)

• Internal Group: Service Group

• Internal Agent: (CDA)

• Priority: Urgent

• Contractor Name: Type the affected RC's full name

• Tags: DIWA

• Click Create

• 
  

  • Please add the following as ticket watchers:

    • (Yourself-CRE)

    • Sr CRE

    • Arlene (CDA Manager)

2. My client proactively asked if we can just bill them for the current month so as not to screw up their billing cycle?

Kindly explain to the client that the 30-days initially billed is part of our Ts & Cs. We have a lock-in period of 30 days as stated below. Thus, we're not able to adjust the initial billing. If this is not well received, kindly seek for CDM's approval.