This course is interactive
Contingent Workers in
This course provides a comprehensive overview of the contingent worker process, from initial request to offboarding, across all key stakeholders and systems involved.
It serves as a guide to align teams, improve compliance, and ensure consistency across the organization.
Start
Index
Definition and benefits
About the process
Add a contingent worker in GROW
-> Start
End or extend a contingent worker's mission
Find a contingent worker in GROW
Engage a former employee as a contingent worker
Quiz
Definition and Benefits
-> Enter the chapter
What is a Contingent Worker?
Contingent workers provide services to Clarins on a non-permanent basis and do not have a direct employment contract with the company. This category includes individuals engaged - for a specific project, - for a defined period of time, or - on an as-needed basis, rather than as part of the company’s regular full-time workforce.
Categories of Contingent Workers
-> Next
Categories of Contingent Workers
Engaged for a fixed period to meet short-term needs such as peak workloads, specific projects, or short-term replacements. Usually employed through a staffing agency, which acts as their legal employer, while they perform tasks for a client company. Their salary is paid via invoice. They fill an immediate workforce gap.
Clarins engages with independent companies for specialized tasks. The focus is on attendance and/or performance metrics, regardless of who performs the work.
Beauty Coach; Makeup Artist; Beauty Therapist; Store Management who are not on our payroll.
Usually employed through a consulting company, Clarins chooses the profile and pays by hours worked. Engaged to provide strategic advice or specialized services for completing projects or to oversee the temporary replacement of a long-term key position. They bring expertise to drive business improvements.
Service Delivery or SLA based Workers
Consultant or Interim Manager
Beauty Talent
Temporary Workers
-> Next activity
Flip the card to reveal the rule
Flip the card to reveal the rule
Flip the card to reveal the rule
Flip the card to reveal the rule
Monitoring total workforce for business decisions and risk management
Global workforce view to make insightful decisions
Workforce optimization & Cost Management Optimize the mix between permanent & contingent workers. Control costs with strategic use of contingent labor.
Ensure legal compliance and mitigate risks
Risk for data protection regulations
Risk for Governance
Global Workforce view to make insightful decisions
Compliance & Risk Management
Flip the card to reveal benefits
Flip the card to reveal benefits
What's in it for me?
Unified view of internal & external workforce to bring insights on cost, performance, and IP riskCompliance: Track contracts and legal obligations Cost Management: Align labor cost tracking with organizational goals
Visibility: Unified view of my department’s workforceTracking: Reminders of end dates and mission details Reporting: KPIs and data available – avoiding manual follow-up
HR
System Integration: Possibility to get input for Active Directory for secure access controlOn/Offboarding: Possibility to get information about new entries and leavers
IT
MANAGER
Title
Title
Title
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Subtitle
Subtitle
Subtitle
PROCUREMENT
Sourcing Efficiency: Identify opportunities for master agreements ("contrats cadre")Volume Management: Optimize vendor relationships and negotiate better terms
FINANCE
Budget Control: Improved tracking of contingent labor spendForecasting: Accurate projections through centralized data
Title
Title
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Subtitle
Subtitle
-> Next
Flip the cards
Consultants must be in GROW if focus is on expertise and skills of a specific worker
Focus on the person who provides the work
Focus on the service provided
Consultant
Subcontractors/Delivery Services
Interim Manager
Legal Expert
Back to "golden rules"
Adding a Segment of Contingent Workers in our Workforce
Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.
2025
Out of scope
Consultants
Subcontractors SLA Based contracts
-> Next
Slide the card
About the process
-> Enter the chapter
Engaging contingent workers: a multi-step process integrating various stakeholders and systems
Engaging contingent workers, such as consultants, is a multi-step process that ensures operational control and seamless integration across various systems.
To be able to track contingent workers, the existing process needed clarification and evolved. In this chapter key steps are highlighted from identifying the need for a contingent worker to final registration in GROW.
Order initiation
Budget approval
Contingent Worker registration
-> Next
A manager's responsability from budget approval to final registration
Registration
Validation by HR
Badge & email creation
IT / PCS
Contingent Worker registration
Yes
Contact vendor and select resource(s)
Existing supplier?
Validation by N+1
Purchase requisition
Validate supplier creation and documents
If NDA/Master agreement needed
P2P Accounting
Legal
No
PO is created
Purchase requisition follow-up
Budget approval
Need for an external worker?
Forecasted in current budget?
Yes
No
Above 50k€
Under 50k€
Finance controlling approval
COMEXapproval
Click on the icons to unfold the whole process.
-> Next
Contingent Workers integrated in GROW
THE MODULE WILL PROVIDE:
Ability to plan and execute tasks efficiently, prioritizing important matters.
Attitude of anticipating events and acting proactively.
✓Light profile for Contingent workers to enable quick data entry ✓Visibility in org charts ✓Reporting capabilities for contingent workers operational management.
GROW is the primary
system used
for the registration and tracking of contingent
workers.
-> Next
Click on the card to find out more.
Golden Rules to register a Contingent Worker
Consultant & Interim Managers must be registered in GROW. Service delivery should not be registered.Click for more information.
All mandatory documents for the purchase requisition must be stored under Workday or the respective financial tool*. -> Next
All consultants that need an AD account or are at least one day working for Clarins must be registered in GROW.
A consultant should be added a minimum of 7 days before the start date.
Rule n°4
Rule n°1
Rule n°2
Rule n°3
Flip the card to reveal the rule
Flip the card to reveal the rule
Flip the card to reveal the rule
Flip the card to reveal the rule
* Additional documents - for France only: "DPAE", « l’attestation de vigilance » and « l’attestation fiscale » in GROW.
Add a contingent worker in GROW
-> Enter the chapter
Adding a contingent worker in GROW
Click on the « Add Contingent Worker » tab or type in the search bar « Add Contingent Worker »
Click here
Adding a contingent worker in GROW
Fill out the requested information about the Contingent Worker.
Adding a contingent worker in GROW
Choose a position is mandatory. Each contingent worker needs a position. Make sure a position was created beforehand.
How to choose position
Adding a contingent worker in GROW
Fill out the job information.
Write the direct manager's name, the Employment Type (Consultant), and the Employee FTE.
-> Next
Adding a contingent worker in GROW
Select your respective HR Manager to validate the Contingent Worker in GROW.
To be ready for validation, select the respective HR Manager, who will validate the new Contingent Worker.
Adding a contingent worker in GROW
Complete the work order.
The Work Order details the elements linked to contingent Worker mission. This work order reason will appear on the People Profile of the Contingent Worker.
Tips
-> Next
Adding a contingent worker in GROW
Finalize the registration.
Click on submit to see what the HR views when an approval is sent
HR's view once the Manager submitted the registration
HR VIEW
Click here
HR's view of the validation pane to submit final approval
-> Next
Find a contingent worker in GROW
-> Enter the chapter
How to find a contingent worker in GROW?
End or extend a contingent worker's mission
-> Enter the chapter
What to do at the end of contingent worker’s mission?
Notification
No more notification
-> Next
How to extend a contingent worker's mission?
Go on the People Profile of the contingent worker and follow the next steps:
Tips
Hire a former employee / contingent worker as a contingent worker
-> Enter the chapter
How to hire a former employee / contingent worker as a contingent worker?
Start the same process you would do for an initial registration. When you will type the name and surname of the future Contingent Worker, a matching proposition will appear. If you accept the match, all the personal information will be automatically filled. You will therefore have to complete all the Employment information, Work Order and Job relationship Information.
-> Next
Time for a quiz!
-> Start
You want to add a former employee as a Contingent Worker.
-> Next
Consultant or service delivery?
-> Next
Consultant or service delivery?
-> Next
Consultant or service delivery?
-> Next
Consultant or service delivery?
-> Next
Consultant or service delivery?
-> Next
You want to see the Org chart with the Contingent Worker displayed, but you cannot see them:
-> Next
True or False?
-> Next
I can change the end date of a Consultant's mission by:
-> Next
True or False?
-> Next
True or False?
-> Next
Congratulations, you can now register a Contingent Worker.
You can choose a position by:
Entering the manager and choose one of the position below*What if there is no position available? Contact your local HR Choosing directly the position.
All the fields in grey will automatically be filled
-> Next
Consultant
Time-based individual employed through a consulting firm, the individual is selected by Clarins for their specific expertise. Engaged to provide strategic advice or specialized
services. Can be a freelance worker.
ExamplesBusiness Strategy Consultant: Advising on overall business
direction and strategic initiatives.
Marketing Consultant: Providing expertise in market analysis
and campaign strategies.
IT Consultant: Offering specialized knowledge in technology
solutions and systems integration.
Graphic Designer: Creating visual content for marketing
materials.
Legal Expert
Specializing in industry-related issues, involved in
contract drafting, regulatory compliance, and
dispute resolution, regardless of who performs the
work
ExamplesM&A contract preparation -> Next
On the search bar
You can find a Continent Worker by searching her/his name on the search bar (a flag « Contigen is also appearing.)
You can also shorten a contingent worker’s mission the same way. No validation workflow will be send. -> Next
Tips on work order
This is the same code you are writing on the purchase order in your local financial tool (Workday or others)
The work order information will appear on the people profile of the Contingent Worker. You can use it to inform the reason of this new Contingent Worker. For example, “Help on the new Reboot Project in the US”.
Governance
Fewer obligations, but must comply with local regulations. Not always easy to follow up if managers run the engagement of contingent workers without including HR and/or legal teams.
-> Next
Validation under COMEX
If budget is under 50k
Validation under Financial Controlling
If budget is over 50k
OR
Data protection regulations
In most of the countries we need to stay very careful how contingent workers are managed. We can not manage certain information in our internal tools.
Subcontractor or Service Delivery
Clarins engages with independent companies for
specialized tasks. Focus is on attendance and/or
performance metrics, regardless of who performs
the work.
ExamplesCleaning services, reception desk, IT Service Desk, Marketing
agency for ad campaigns/photoshoots, E&Y supervision/TMA
Interim manager
A professional brought in to fill a leadership role
temporarily, often during transitions or
organizational changes.
Example
Skill Center Director: Overseeing operations during a
transitional period.
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Transcript
This course is interactive
Contingent Workers in
This course provides a comprehensive overview of the contingent worker process, from initial request to offboarding, across all key stakeholders and systems involved. It serves as a guide to align teams, improve compliance, and ensure consistency across the organization.
Start
Index
Definition and benefits
About the process
Add a contingent worker in GROW
-> Start
End or extend a contingent worker's mission
Find a contingent worker in GROW
Engage a former employee as a contingent worker
Quiz
Definition and Benefits
-> Enter the chapter
What is a Contingent Worker?
Contingent workers provide services to Clarins on a non-permanent basis and do not have a direct employment contract with the company. This category includes individuals engaged - for a specific project, - for a defined period of time, or - on an as-needed basis, rather than as part of the company’s regular full-time workforce.
Categories of Contingent Workers
-> Next
Categories of Contingent Workers
Engaged for a fixed period to meet short-term needs such as peak workloads, specific projects, or short-term replacements. Usually employed through a staffing agency, which acts as their legal employer, while they perform tasks for a client company. Their salary is paid via invoice. They fill an immediate workforce gap.
Clarins engages with independent companies for specialized tasks. The focus is on attendance and/or performance metrics, regardless of who performs the work.
Beauty Coach; Makeup Artist; Beauty Therapist; Store Management who are not on our payroll.
Usually employed through a consulting company, Clarins chooses the profile and pays by hours worked. Engaged to provide strategic advice or specialized services for completing projects or to oversee the temporary replacement of a long-term key position. They bring expertise to drive business improvements.
Service Delivery or SLA based Workers
Consultant or Interim Manager
Beauty Talent
Temporary Workers
-> Next activity
Flip the card to reveal the rule
Flip the card to reveal the rule
Flip the card to reveal the rule
Flip the card to reveal the rule
Monitoring total workforce for business decisions and risk management
Global workforce view to make insightful decisions
Workforce optimization & Cost Management Optimize the mix between permanent & contingent workers. Control costs with strategic use of contingent labor.
Ensure legal compliance and mitigate risks
Risk for data protection regulations
Risk for Governance
Global Workforce view to make insightful decisions
Compliance & Risk Management
Flip the card to reveal benefits
Flip the card to reveal benefits
What's in it for me?
Unified view of internal & external workforce to bring insights on cost, performance, and IP riskCompliance: Track contracts and legal obligations Cost Management: Align labor cost tracking with organizational goals
Visibility: Unified view of my department’s workforceTracking: Reminders of end dates and mission details Reporting: KPIs and data available – avoiding manual follow-up
HR
System Integration: Possibility to get input for Active Directory for secure access controlOn/Offboarding: Possibility to get information about new entries and leavers
IT
MANAGER
Title
Title
Title
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Subtitle
Subtitle
Subtitle
PROCUREMENT
Sourcing Efficiency: Identify opportunities for master agreements ("contrats cadre")Volume Management: Optimize vendor relationships and negotiate better terms
FINANCE
Budget Control: Improved tracking of contingent labor spendForecasting: Accurate projections through centralized data
Title
Title
Use this side to give more information about a topic.
Use this side to give more information about a topic.
Subtitle
Subtitle
-> Next
Flip the cards
Consultants must be in GROW if focus is on expertise and skills of a specific worker
Focus on the person who provides the work
Focus on the service provided
Consultant
Subcontractors/Delivery Services
Interim Manager
Legal Expert
Back to "golden rules"
Adding a Segment of Contingent Workers in our Workforce
Use this side of the card to provide more information about a topic. Focus on one concept. Make learning and communication more efficient.
2025
Out of scope
Consultants
Subcontractors SLA Based contracts
-> Next
Slide the card
About the process
-> Enter the chapter
Engaging contingent workers: a multi-step process integrating various stakeholders and systems
Engaging contingent workers, such as consultants, is a multi-step process that ensures operational control and seamless integration across various systems. To be able to track contingent workers, the existing process needed clarification and evolved. In this chapter key steps are highlighted from identifying the need for a contingent worker to final registration in GROW.
Order initiation
Budget approval
Contingent Worker registration
-> Next
A manager's responsability from budget approval to final registration
Registration
Validation by HR
Badge & email creation
IT / PCS
Contingent Worker registration
Yes
Contact vendor and select resource(s)
Existing supplier?
Validation by N+1
Purchase requisition
Validate supplier creation and documents
If NDA/Master agreement needed
P2P Accounting
Legal
No
PO is created
Purchase requisition follow-up
Budget approval
Need for an external worker?
Forecasted in current budget?
Yes
No
Above 50k€
Under 50k€
Finance controlling approval
COMEXapproval
Click on the icons to unfold the whole process.
-> Next
Contingent Workers integrated in GROW
THE MODULE WILL PROVIDE:
Ability to plan and execute tasks efficiently, prioritizing important matters.
Attitude of anticipating events and acting proactively.
✓Light profile for Contingent workers to enable quick data entry ✓Visibility in org charts ✓Reporting capabilities for contingent workers operational management.
GROW is the primary system used
for the registration and tracking of contingent workers.
-> Next
Click on the card to find out more.
Golden Rules to register a Contingent Worker
Consultant & Interim Managers must be registered in GROW. Service delivery should not be registered.Click for more information.
All mandatory documents for the purchase requisition must be stored under Workday or the respective financial tool*. -> Next
All consultants that need an AD account or are at least one day working for Clarins must be registered in GROW.
A consultant should be added a minimum of 7 days before the start date.
Rule n°4
Rule n°1
Rule n°2
Rule n°3
Flip the card to reveal the rule
Flip the card to reveal the rule
Flip the card to reveal the rule
Flip the card to reveal the rule
* Additional documents - for France only: "DPAE", « l’attestation de vigilance » and « l’attestation fiscale » in GROW.
Add a contingent worker in GROW
-> Enter the chapter
Adding a contingent worker in GROW
Click on the « Add Contingent Worker » tab or type in the search bar « Add Contingent Worker »
Click here
Adding a contingent worker in GROW
Fill out the requested information about the Contingent Worker.
Adding a contingent worker in GROW
Choose a position is mandatory. Each contingent worker needs a position. Make sure a position was created beforehand.
How to choose position
Adding a contingent worker in GROW
Fill out the job information.
Write the direct manager's name, the Employment Type (Consultant), and the Employee FTE.
-> Next
Adding a contingent worker in GROW
Select your respective HR Manager to validate the Contingent Worker in GROW.
To be ready for validation, select the respective HR Manager, who will validate the new Contingent Worker.
Adding a contingent worker in GROW
Complete the work order.
The Work Order details the elements linked to contingent Worker mission. This work order reason will appear on the People Profile of the Contingent Worker.
Tips
-> Next
Adding a contingent worker in GROW
Finalize the registration.
Click on submit to see what the HR views when an approval is sent
HR's view once the Manager submitted the registration
HR VIEW
Click here
HR's view of the validation pane to submit final approval
-> Next
Find a contingent worker in GROW
-> Enter the chapter
How to find a contingent worker in GROW?
End or extend a contingent worker's mission
-> Enter the chapter
What to do at the end of contingent worker’s mission?
Notification
No more notification
-> Next
How to extend a contingent worker's mission?
Go on the People Profile of the contingent worker and follow the next steps:
Tips
Hire a former employee / contingent worker as a contingent worker
-> Enter the chapter
How to hire a former employee / contingent worker as a contingent worker?
Start the same process you would do for an initial registration. When you will type the name and surname of the future Contingent Worker, a matching proposition will appear. If you accept the match, all the personal information will be automatically filled. You will therefore have to complete all the Employment information, Work Order and Job relationship Information.
-> Next
Time for a quiz!
-> Start
You want to add a former employee as a Contingent Worker.
-> Next
Consultant or service delivery?
-> Next
Consultant or service delivery?
-> Next
Consultant or service delivery?
-> Next
Consultant or service delivery?
-> Next
Consultant or service delivery?
-> Next
You want to see the Org chart with the Contingent Worker displayed, but you cannot see them:
-> Next
True or False?
-> Next
I can change the end date of a Consultant's mission by:
-> Next
True or False?
-> Next
True or False?
-> Next
Congratulations, you can now register a Contingent Worker.
You can choose a position by:
Entering the manager and choose one of the position below*What if there is no position available? Contact your local HR Choosing directly the position. All the fields in grey will automatically be filled
-> Next
Consultant
Time-based individual employed through a consulting firm, the individual is selected by Clarins for their specific expertise. Engaged to provide strategic advice or specialized services. Can be a freelance worker.
ExamplesBusiness Strategy Consultant: Advising on overall business direction and strategic initiatives. Marketing Consultant: Providing expertise in market analysis and campaign strategies. IT Consultant: Offering specialized knowledge in technology solutions and systems integration. Graphic Designer: Creating visual content for marketing materials.
Legal Expert
Specializing in industry-related issues, involved in contract drafting, regulatory compliance, and dispute resolution, regardless of who performs the work
ExamplesM&A contract preparation -> Next
On the search bar
You can find a Continent Worker by searching her/his name on the search bar (a flag « Contigen is also appearing.)
You can also shorten a contingent worker’s mission the same way. No validation workflow will be send. -> Next
Tips on work order
- Purchase Order Number:
This is the same code you are writing on the purchase order in your local financial tool (Workday or others)- Work Order information:
The work order information will appear on the people profile of the Contingent Worker. You can use it to inform the reason of this new Contingent Worker. For example, “Help on the new Reboot Project in the US”. Governance
Fewer obligations, but must comply with local regulations. Not always easy to follow up if managers run the engagement of contingent workers without including HR and/or legal teams.
-> Next
Validation under COMEX
If budget is under 50k
Validation under Financial Controlling
If budget is over 50k
OR
Data protection regulations
In most of the countries we need to stay very careful how contingent workers are managed. We can not manage certain information in our internal tools.
Subcontractor or Service Delivery
Clarins engages with independent companies for specialized tasks. Focus is on attendance and/or performance metrics, regardless of who performs the work.
ExamplesCleaning services, reception desk, IT Service Desk, Marketing agency for ad campaigns/photoshoots, E&Y supervision/TMA
Interim manager
A professional brought in to fill a leadership role temporarily, often during transitions or organizational changes.
Example Skill Center Director: Overseeing operations during a transitional period.