Searching for a VMS? Questions You Should Be Asking

Searching for a VMS? Questions You Should Be Asking

Finding the right VMS (vendor management system) is challenging unless you know the right questions to ask. There are dozens of software vendors out there, and many of them work with recruitment process outsourcing (RPO) firms like AG Globe Services to increase the productivity of your business. We’ve compiled some of the best questions to ask a VMS vendor to help you make a more informed decision about outsourcing your hiring processes.

16 Questions to Ask a VMS

Not every VMS is created equally, & if you’re going to work with a VMS, you want to ensure its high quality and that it will help you meet your goals. Your requirements for the VMS platform are also important to your vendor selection. For example, perhaps you’re considering a managed service provider (MSP) or you are self-servicing your in-house contingent workforce. Whatever your business models, the VMS should support it. Good questions to ask include:

1.) What workforce models can the VMS support?

2.) How do user permissions and roles work?

3.) Are there systems that the VMS can’t integrate with?


You should also check in about the specific features that the software offers. Do their analytics support your goals of increasing efficiency or reducing expenses? Ask your potential vendors:

4.) What kind of reporting features does the tool offer and how do they work?

5.) What kind of workflow customization does the tool offer?

6.) What automation features can help your team work smarter?


A good VMS should also be able to handle sourcing, procurement, and the management of suppliers and/or contingent workers. It should allow for a statement of work (SOW) or request for proposal (RFP) document tracking, as well, which is helpful for working with a staffing agency or MSP. Good questions to ask include:

7.) Does the technology help manage different payment structures detailed within vendor-specific SOWs?

8.) How does the VMS enable the negotiation and evaluation process when looking at multiple vendors?


Of course, today, IT security is always an issue, so screening your vendor in this area is critical. Particularly because the VMS will field data from multiple locations into a central hub connected to your business. Consider asking the VMS vendor:

9.) What are the third-party tools used in the reporting/analytics platform?

10.) What type of cyber security measures are in place to field candidate data?

11.) What is the architecture for intrusion detection and backups?

12.) Do you have a disaster recovery plan in place?


Finally, consider the actual implementation of the platfoWe’vee’ve heard of many unsuccessful technology rollouts, simply because the vendor lacked the contingency planning necessary for a successful deployment. Stakeholder buy-ins are often an area that the vendor misses until you have an office full of unhappy employees! To avoid this, make sure you get the answers to these questions:

13.) What are the crucial elements for a successful VMS deployment?

14.) How do you ensure the VMS integrates successfully with existing software—and human workflows.

15.) What are your plans for continuous learning and support for the VMS software?

16.) How do you ensure every end-user has an optimal experience?


We know the right questions to ask your VMS because AG Globe Services is an offshoring company specializing in recruitment process outsourcing (RPO). Find out how we help our clients handle their contingency labor to benefit their businesses & get in touch with us today!

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