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10 Questions to Ensure a Successful VMS Implementation

June 7, 2013

Technology is a great asset which minimizes our efforts and provides significant process improvements. But what about the horror stories we keep hearing about botched implementations and other disasters? Companies deploy a Vendor Management System (VMS) for increased control of the hiring process, risk mitigation,  cost savings – both hard and soft, improved quality of hires, reduction in time spent on hiring and on-boarding, better invoice and bill processing, and/or an overall improvements in efficiency. How does one make sure that the Vendor Management System (VMS) is implemented efficiently to offer the promised benefits?

When choosing a software provider, pay attention to their deployment capability. Look carefully at what they are offering and what their track record in client implementations is.  What can they tell you about the time taken to complete a similar program for another client? Before being impressed by their claims of major global implementations and handling of a humongous number of transactions, ask for the details.

Some questions to be answered:

  1. Do you see evidence that they understand change management methods and include them in their project plans?
  2. Is the implementation plan practical?  Does it allow for adjustments as lessons are learned during the implementation?  Does it seem feasible that it can be accomplished in the stated time frame?
  3. Is the vendor willing to work around any key milestones or other corporate initiatives that you may have planned during the implementation period?
  4. Do they demand extensive commitment and effort from your staff?
  5. How do they price for implementation services?
  6. If an MSP is proposing a third-party system, how deep is their technical knowledge of the VMS?  How many implementations have they completed?  How will they work with the VMS provider to ensure that your needs are met and that you won’t end up serving as the mediator if/when finger pointing occurs?
  7. Do they customize the system to your workflow needs, or dictate the adoption of new definitions, rights and approval processes?
  8. Do their reports cover everything you would need to track, in formats which meet your specifications, or offer customization to accommodate your needs? More importantly, do they offer any additional insights and functionalities which will bring a sea-change in the effectiveness of your program?
  9. Do they train the various stakeholders who may be using the system? What ongoing support is provided post-implementation?
  10. Do they have a healthy respect for the need for communication and take it seriously enough to appoint a communications manager during the transition?

If you are not convinced by the vendor’s responses to these questions, explore further before making a commitment. The results will prove far more than satisfactory and actually ensure a successful implementation.


Disclaimer:
The content on this blog is for informational purposes only and cannot be construed as specific legal advice or as a substitute for competent legal advice. They reflect the opinions of DCR Workforce and may not reflect the opinions of any individual attorney. Do contact an attorney for advice specific to your issue or problem.

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