Implementing a Vendor Management System to streamline your contingent workforce may appear overwhelming at first glance but it doesn't have to be. Here, we share the secrets for a quick implementation, and provide valuable insights to help you not only choose the right VMS for your organization - but also how to execute your VMS implementation quickly, efficiently, and with success.
When you are looking for a VMS, be sure to consider implementation time and expense in your decision; and select a VMS that is built on the latest technology architecture which is less expensive without giving up on functionality, security or scale. You may also want to read our article on VMS Implementation in a Few Weeks: Fact or Fiction?
What is the Time Frame for Implementing a Vendor Management System (VMS)?
The process of implementing a Vendor Management System (VMS) can vary in difficulty, cost, and time depending on the system you choose (Legacy or Modern VMS) and the complexity of your contingent workforce program. However, with the right approach, it can also be swift, efficient, and budget-friendly.
The key to a rapid & cost effective VMS implementation lies in the underlying tech stack of your VMS provider
Not all vendor management solutions are created equal. Some systems are complex, offer way more functionality than you would ever need and are simply overwhelming.
The first critical step is to define and document detailed business requirements and process flows. This includes things like approval requirements, integrations, customization of the workflows and fields to name a few. The older the tech stack, the more complex, time consuming and expensive the implementation will become.
1- Define what goals you want to achieve within your contingent workforce program
The start of any VMS implementation project should kick off with the goals that your business is trying to achieve. By implementing a vendor management system, some organizations want to focus on saving money, others want to mitigate risk, some want to improve workforce quality and other companies want to better manage their staffing agencies - some want to achieve all of those things and more!
Whatever it is you want to achieve within your external workforce program, your VMS implementation project should be based on those specific goals.
Conduct a thorough review of what you need and what you want to accomplish, and then work with a VMS provider to talk through how your chosen vendor management software will have the functionalities you need to see real results.
2- What functionalities do you need to achieve those goals?
The functionalities your VMS has will depend on the goals you want to achieve within your contingent workforce program, and the processes you have to source and hire non-employee workers.
Common VMS functionalities that will help you better manage both staffing agencies and contingent workers include:
- The ability to consolidate vendors
- The automation of processes
- The consolidation of all contingent worker data in one place
- Vendor guidelines and the standardization of staffing agency rates.
- The centralization of your program across your entire organization.
- Visibility into your non-employee workforce and vendor performance
- Insightful data and KPIs such as turnover or time-to-submit.
- Integrations with other platforms you use such as your HRIS or ATS.
3- Choose the solution that best fits your organization’s requirements and budgets
For many years, the effective management of contingent workers and staffing agencies had been out of reach for many organizations due to the exorbitant costs associated with the older legacy systems. These older systems are built on aging architecture that requires a lot of support to maintain and customize. So when looking for a VMS, select one that is built on the latest technology architecture which is less expensive without giving up on functionality, security or scale.
Modern vs Legacy Vendor Management Systems: What's the Difference?
VMS Implementation can now be completed in weeks not months
While the 4-month implementation timeline may have been a valid concern in the past, the modern VMS landscape has evolved significantly. With turnkey solutions, modular design, and streamlined integration capabilities, VMS implementation can now be completed in a few short weeks for mid-market organizations!
As technology advances, the speed and efficiency of VMS deployments will only continue to improve, making it a more accessible and practical solution for businesses of all sizes.
5 Strategies for faster VMS Implementation
Here are five strategies for efficient and faster VMS implementations.
1 - Develop a Clear Implementation Roadmap
Before diving into the implementation, it's crucial to develop a detailed roadmap. This plan should outline every step, from system configuration to user training and go-live. Start by identifying key milestones, setting realistic deadlines, and ensuring all stakeholders are on the same page. A well-defined plan prevents unnecessary delays and keeps the implementation team focused on deliverables.
Key Steps:
- Define objectives for the VMS.
- Document and agree on business requirements and process flows.
- Align the project timeline with key business operations.
- Assign clear roles and responsibilities to stakeholders.
By creating a clear roadmap, you set expectations upfront and minimize the risk of scope creep, ensuring a faster implementation.
2 - Leverage Systems with an Open API
Integrations can be a time-consuming part of any VMS implementation. Choosing a VMS with an Open API for easier and faster integration with your most critical systems - such as HRIS, payroll, and time-tracking platforms - can save valuable time and deliver a lot less pain. Open API’s are more reflective of a 2024 tech product which your internal tech stack likely has.
Open API’s streamline the deployment, allowing your VMS to work seamlessly with your existing software and reducing the time to go live.
3 - Do Not Over-Customize
Customization might seem appealing at first but can significantly slow down the implementation process. Instead, opt for a VMS that offers high configurability or at the very least has a modern tech stack if you do need some custom development done. Configurable solutions allow you to adapt the system to your needs without requiring extensive coding or development work.
Focus on critical requirements in phase one and control the population that patriciate in the process. Engaging key users is important but allowing too many cross-functional resources to add in their nice to have requirements can significantly drag out implementations. Everyone wants their role to benefit from the VMS, but they also look at it from a selfish perspective. Ensure balance with overall business benefit versus building a perfect system for everyone.
4 - Invest in User Training Early
User Adoption is a critical factor in the success of a VMS implementation. Investing in comprehensive training early in the process ensures that your team is comfortable with the system by the time it goes live. Prioritize training sessions that focus on the specific needs of your users, from recruiters, hiring managers to finance and other stakeholders.
Best-practice includes:
- Offering role-based training that tailors sessions to different user needs.
- Utilizing a dynamic training model that includes live and recorded training as well as text and video guides for on-demand training.
- Providing continuous learning resources to support user’s post-implementation.
When users are well-trained from the beginning, they’re more likely to use the system efficiently, speeding up adoption and reducing post-launch issues.
5 - Utilize Agile Implementation Methodologies
Traditional waterfall approaches to VMS implementations can be rigid and slow. Instead, consider adopting an agile methodology, where the implementation process is broken down into smaller, manageable phases. This approach allows for iterative improvements, quicker adjustments, and faster results.
Agile Implementation Benefits Include:
- Quicker delivery of key features in phases.
- Flexibility to adapt to feedback and unforeseen challenges.
- Increased collaboration between the VMS provider and your internal teams.
Agile methodologies enable faster time-to-value by focusing on incremental progress, reducing the overall implementation time, and ensuring continuous improvement.
Would you like to learn more about Vendor Management Systems?
For those seeking a fresh VMS Solution, download our complimentary VMS Buyers Guide. It has everything you need to know about vendor management systems and equips you with essential insights on what to look for when choosing the perfect VMS for your needs; complete with specific questions to ask potential VMS providers.
About Conexis VMS
Conexis VMS is a robust, cloud-based, mobile-friendly software application that empowers your company to streamline and oversee your entire contingent workforce, regardless of the diverse skill sets you require. Our award-winning Vendor Management System is the the most modern and advanced VMS tech stack available today that has been built with the user in mind. It starts with the latest codebase and extends to our lightning-fast AWS microservice infrastructure. Add to that our Open API and Software Development Kit (SDK), making Conexis the lights-out leader in VMS technology. Because of our technology, Conexis VMS implementations is fast and easy. Plus, we can have your organization up and running in as little as a few weeks!
Learn more about our Company and why organizations are choosing Conexis VMS
Contact Us
Whether you are looking for a new VMS Solution, or just getting started, we are here to help. See how easy Conexis is to use by taking a quick 2 minute Self-Guided Tour. Contact Us for a Free No-Obligation Consultation to discuss your workforce challenges (and get immediate actionable insights) or Book a Personal Demo Today!
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