Sync with Your Suppliers’ Workforce Management Technology | DCR Workforce Blog

Sync with Your Suppliers’ Workforce Management Technology

workforce managementBusinesses today operate in extremely complex environments, where success sometimes depends on the performance of one’s IT systems as much as it depends on our own performance, if not more!

If you are like most companies, each business need has been individually addressed by considering whether a software application exists that would simplify work processes, reduce errors, decrease manual effort, save time, and/or save money. The result: to manage their regular workforce, companies have implemented Applicant Tracking Systems (ATS), Human Resources Information Systems (HRIS), time reporting systems, project management software, background checking and work authorization systems, testing systems, and eLearning tools. Companies are now challenged to bring all of this together – and then tie all of it with back-office financial systems!

Like the proverbial conundrum of ‘fitting a square peg in a round hole’, the business operations face day-to-day complications because of the inability to share information between applications. . The agility and competitiveness of today’s technology-dependent businesses requires integrated applications which are aligned critical business processes, offering enterprise-wide visibility into and control over business operations. As the usage of contingent workers has increased, things become even more complex. If you expect your staffing suppliers to meet your needs for a completely coordinated and smooth flow of information, while offering a quick turnaround time, it may be a good idea to convince them to adopt a suitable technology which makes this possible. It is easier said than done for a number of reasons. .

When bringing a new supplier on board, you will probably find that it brings its own Applicant Tracking System and Time Reporting System systems.   These need to integrate with your in-house technology. What happens when such integration between the platforms is not feasible? What if you were to decide to switch over to a new technology, but find that you will need your suppliers to upgrade or shift over to it too, to ensure that there is no disruption in your functioning or services?

Companies are increasingly adding vendor management systems (VMS) into the mix in order to standardize business processes, manage the performance of staffing suppliers, and govern the procurement and use of all types of temporary workers. Virtually all providers of vendor management systems offer assurance that their product “can be integrated with other human capital management software”. But, of course, the devil is in the details!

Here’s what you need to consider:

  • For each of these products, what level of integration is needed? Are you looking for real-time exchange of data, or periodic batch updates? One direction, or two-way data transfer?
  • Where do each of these products fit into your overall strategy? Should some of these products be phased out?
  • What effort would be required to integrate each product? Do Application Programming Interfaces (API) exist within the VMS to facilitate integration? While they may exist, have you customized any of the applications in ways that would require changes to the API?
  • Who needs to be involved in the integration effort? You may need the coordinated efforts of your internal IT staff, the VMS provider, and the application provider(s).
  • What will it cost, and how long will it take? Will the VMS provider and the application provider(s) charge you for the implementation effort?
  • If implementing a new VMS system, does it make sense to complete some of the integrations in subsequent phases once the basic system is operational? If so, what are your priorities?

Your organizational reputation and productivity are closely linked to the quality, integrity and authenticity of the data available to you, your partners and your consumers. Failure to meet this expectation could affect your brand’s image and create legal pitfalls for you. This makes it necessary for businesses to not consider the evaluation of a staffing agency’s services from a purely operational or financial standpoint but also as a technological evaluation.

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.
Lalita is a people/project manager with extensive experience in operations, HCM and training and development across industries like banking, education, business consulting, BPO and information technology. She believes in a dynamic approach to life and learning as change is the only constant.