A VMS is the Pot o’ Gold at the End of the Rainbow | DCR Workforce Blog

A VMS is the Pot o’ Gold at the End of the Rainbow

When you’re responsible for bringing on hundreds or thousands of contingent workers or non-employees to fill job slots, it’s so imperative to eliminate as many manual tasks as possible. When you enter data over and over again, you feel like you’re just going through the motions. As you slog through dozens of resumes from suppliers, you think they’re starting to sound the same. As you double-check various systems to see if someone is certified or if they went through training or if they passed the drug test, you feel like something might slip through the cracks. It’s a dark, dreary, rainy day indeed. Yet you know that there’s an easier way.

Automate to eliminate manual tasks

If you’re not already looking, it’s time to consider investing in a Vendor Management System (VMS) so you can automate all those manual tasks. As someone who was on the procurement side for 20 years, I always recommend that prospective clients look at a VMS solution with “procurement eyes” to determine what will work best for their particular needs. In addition to the basics that every VMS provider has, you’ll find that DCR is very forward-thinking and forward-acting. Where others are still talking about adding certain features, DCR delivers – our VMS has those features now, not a workaround…functionality that works. In short, we’re in tune with our clients’ needs.

If you don’t have a VMS, you’re slogging around in a storm. Without a VMS at your disposal, you’re trying to determine what’s going on, how to piece together bits of information, yet you know there’s a better solution. You may be taking data from various systems or relying on manual processes so you’re really only working with the basic requirements or a rudimentary system with very minimal reporting and absolutely no transparency for suppliers. Even companies who put together their own internal tracking system often fall short of what a stellar VMS can do for them.

Additionally, you have to remember that your human resources department is busy overseeing full-time employees and they don’t necessarily have the time, resources or knowledge to oversee the needs of contingent workers, and then there’s the matter of ensuring your company doesn’t cross any legal lines with joint employment liability issues – the difference between having a contractor versus having an employee.

Additionally, most HR technology systems are only set up to manage full-time employees. Which means that many companies are at a loss of how to truly manage their non-employee workers, engage them, manage them and gauge performance. Obviously, a VMS with capabilities that encourage collaboration and engagement is a plus here as well.

Getting your arms around rogue spending and managing risk are huge issues for companies that don’t have a VMS. With major companies reaching a workforce of non-employees numbering at 30 to 40 percent of total workforce, it’s even more imperative to acknowledge it’s time for you to put a VMS in place.

Lucky break…

Choosing the right VMS shouldn’t be just a “lucky break.” There are very specific program components that a strong VMS should have. Here’s what I recommend companies should demand when choosing a VMS:

  • Contract compliance – It should contain a technological solution to monitor and report contractual obligations and compliance, with complete transparency into the program. Just build in what you want to track, report, monitor and audit.
  • Quality assurance – Identify all of the things that are important to deliver to the user community while supporting the success of the business. If it’s built in, you can see if you’re on track by the reports.
  • Regulatory and policy – Track regulatory compliance, overall industry policies plus any internal company rules necessary. Training, testing, sign-offs and tracking are all neatly contained in Smart Track. You’re not searching for papers and forms everywhere randomly.
  • Cost control and reductions – Controlling scope creep and maverick spend is one of the unseen advantages of having a VMS, and you can see everything on one dashboard.
  • Process efficiencies – Rate controls are in place so companies are seeing market-driven rates instead of wild numbers. Rate-based analytics are critical to a program’s success to drive down costs.
  • Best-in-class program – Leverage control points based on your internal requirements to build what you need now…not months or years from now.

You don’t need luck, you need a VMS

Instituting a VMS can help to not only significantly reduce labor costs by helping to eliminate rogue spending and scope creep, but also help you save considerable amounts of time and effort by significantly streamlining work processes. Smart Track is unique in its ability to provide the same level of HR tools and management functions, as well as compliance solutions, in one platform to manage non-employees.

When you invest in a VMS like Smart Track with many industry specific requirements built in, you’ll know that dreary days are gone and you’ve found the pot o’ gold at the end of the rainbow.

Smart Track has many innovations already built in that others only talk about. What is your system specific requirement that you haven’t found in any VMS yet? Smart Track may already have it! Let us know in the comments.

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.
Tracy White started her Procurement career in the Food industry in 1992, joining DCR Workforce in 2013. She currently works within the Implementation team and also manage a group of potential clients on the Business Development side.