fact sheet
VMS implementation dos and don'ts
What you need to know before you implement a vendor management system (VMS)
Managing the external workforce is complex. Before you begin implementing a solution to manage your contingent workforce, review the list to help you prepare for what to expect, the challenges you may encounter, and how to overcome them.
At Beeline, we've implemented hundreds of VMSs for organizations of every size, all around the globe.
Planning and preparation are the keys to success
Don't
- Assume technology will solve all your problems
- Ignore business goals/priorities
- Implement without stakeholder buy-in and support
- Wait for implementation to determine program models
- Underestimate the importance of user adoption
- Mandate technology without approved policy in place
- Discount time required to manage supplier change
- Wait to engage internal system owners until implementation has kicked off
- Disengage processes that duplicate data entry
Do
- Assess your current state and identify pain points
- Build a business case, clearly defining the project's scope
- Establish program governance, executive sponsorship, and key stakeholders
- Evaluate options for operating, sourcing, technology, and funding models
- Develop your change management approach and detailed plan
- Formalize program policies
- Consider your suppliers
- Locate data sources and owners, and conduct data clean-up
- Add efficiencies and value through integrations
Once implementation is underway...
Don't
- Kick off prematurely
- Allow non-scope items
- Constrain the expertise available on your team
- Underestimate the complexity of integrations
- Leave decisions undecided
- Neglect documentation
- Forget to mitigate risks
Do
- Complete a readiness evaluation
- Confirm project scope and adhere to it
- Foster openness and collaboration
- Identify integration requirements and source systems
- Establish stakeholder roles and responsibilities
- Understand testing requirements
- Set realistic timelines
The Beeline Enterprise implementation team personalizes the VMS solution to meet your program’s unique requirements
They also conduct comprehensive training to ensure your users and stakeholders get full value from your program. This team consists of:
- Project Manager with extensive contingent workforce expertise from years of experience in managed service provider (MSP), staffing, or long-tenured Beeline roles
- Implementation Consultant with deep knowledge of the Beeline VMS who functions as the go-to technical resource
- Additional subject matter experts, including finance, integrations, and training, to support throughout the implementation engagement
A team of experts committed to your success
Our solution design, implementation, and integrations teams work closely with you to:
- Understand your program goals
- Collect data
- Incorporate your organization’s policies, procedures, and preferred workflow requirements
