Process optimisation

Process optimisation goes hand in hand with compliance and cost savings. With the streamlining of processes, you can achieve the following outcomes more easily:

Increase program adoption

Hiring outside the system is almost impossible when the process is set up correctly. Strict procedures ensure that so-called maverick buying is a thing of the past.

Making the most of all sourcing models

A well-designed process ensures the hiring managers submit all job requisitions centrally via the VMS. Our platform then  takes care of sourcing based on a pre-determined strategy. Job requisitions can be distributed to approved service partners, preferred suppliers, independent contractors or the open market – all at the same time or based on a tiered system predefined by you.

Compliance management

Compiling all the documents that must be provided and signed by resources and suppliers can be a really cumbersome and time-consuming process. For example, think of:

  • Signed service and engagement agreements
  • Curriculum vitae
  • Proof of ID
  • Confidentiality agreement
  • Client’s health and safety instructions and other policies, degrees, certificates, diplomas, etc.

The platform can flag documents that are expiring and a fully automated system will be invaluable in mitigating risks.  Checklists can be created for each position, with documents automatically and digitally requested. The system can be configured to issue alerts and impose restrictions in case of delays or incorrect document submission.  With this streamlined and effective process, you can always guarantee resource files are maintained up to date.

Approval of assignment extensions

Tacit renewals and rolling contracts are a thing of the past if you have an efficient automated process to enable assignment extensions. The platform will require the approval from at least one individual with procurement rights or a budget approver before an extension can be actioned – with the possibility of further configuration to include multiple approvers, if required.

Controlled on- and off-boarding

A VMS will be critical for an efficient process of on and off-boarding external talent. Before a candidate starts work, the system will send a notification to the department that arranges, for example, e-mail accounts, access cards and/or lockers.  Similarly, at the end of the assignment, all relevant accounts will be closed and facility accesses removed.

Reducing the number of invoices

The large number of invoices that is involved with the use of a contingent workforce is often the bottleneck for the financial department. By digitalising the process and using consolidated invoices, this number can be greatly reduced. A case study shows that an organisation’s 30,000 invoices per year were reduced to 26 invoices per week. And, perhaps more importantly, the error rate was 0%. With an automated workflow, hours can only be invoiced after they have been digitally approved.

Candidate submission

Often, candidate submission is carried out by phone and e-mail. This can be an intensive and time-consuming process, especially for roles where many candidates have been identified. However, this process can be completely digitalised and streamlined. As soon as the job requisition has been distributed to the suppliers, their consultants can acknowledge receipt and then can digitally start submitting candidates via the portal. The MSP will receive a list of candidates via the system, with only the best candidates being short-listed and submitted to the hiring manager.

Resource engagement

The process of engaging new resources can be cumbersome, with errors easily made. With our VMS, the onboarding process can be  greatly digitalised, minimising mistakes, increasing compliance and saving valuable time. There is transparency and full visibility of the whole procurement process: price agreements and the candidate profile are stored within the system;  the job requisition is created by the relevant hiring manager; and the candidate submission is digitally completed by the supplier. By combining all this information, a contract is automatically generated, meaning Incorrect contracts will no longer be one of your concerns.

Time reporting

Organisations that utilise an external workforce process thousands of timesheets each year. For temporary resources, these are often weekly timesheets with different types of allowances, overtime percentages and expense sheets. For secondment workers and independent contractors, these are monthly reports that in both cases must be approved by the hiring manager and then sent to the supplier for invoicing and payment.

This complex process with so many stakeholders can be fully digitalised. No paper timesheet will have to be used. Worked hours can also be digitally provided to suppliers, if required, so that they can be recorded in their own systems.

This automated reporting method ensures that invoices are issued only for hours and expenses that have been duly approved by the relevant manager, which leads to a seamless invoicing process.