Vendor Management System: Management of external resources
A Vendor Management System (VMS) is the ideal solution for comprehensively automating and digitising all processes relating to the procurement and management of external resources. As an experienced partner, we support you in digitising your workforce management processes.
What is a Vendor Management System
and what are your benefits?
A Vendor Management System (VMS) comprehensively automates and digitalises all processes around the procurement and management of external resources. The goal is to standardise workflows, create transparency and make the steering of external resources more efficient. A VMS helps you noticeably improve procurement and management processes for external resources.
Your benefits
with a VMS
A VMS helps you noticeably improve procurement and management processes for external resources.
Automated processes in procurement
Recurring workflows are automated, resulting in less manual effort and higher efficiency.
Faster time-to-hire thanks to efficient workflows
Digital workflows speed up the entire process and shorten the time until the position is filled.
Always full transparency at a glance
You can always see which resource is deployed where, under which contract type and at which price.
Efficient procurement of resources
The central steering enables resource-efficient and targeted procurement of external specialists.
Simple quality control in procurement
Services of external resources can be structurally evaluated and controlled, giving you full oversight.
Market-aligned prices and conditions
Through standardised processes and comparison options, you secure fair conditions.
How we support you
with a VMS
We accompany you with our expertise in the selection, implementation and regular operation of your Vendor Management System.
Consulting
We provide you with a well-founded overview of existing VMS solutions on the market. Together, we evaluate the right solution for your specific requirements and compare providers based on relevant performance and price criteria. You decide on a transparent and reliable basis of information.
Implementation
We support you with process analysis, modelling and documentation of your workflows. We plan and actively accompany the change process, handle stakeholder communication and steer the entire project management. We keep risks in view and ensure a smooth rollout.
Regular operation
We take pressure off your day-to-day business by handling operational tasks. We steer procurement, coordinate communication with service providers and evaluate suppliers based on KPI-driven analyses. We carry out quality and compliance checks and optimise processes.
Our VMS software:
3 Story Software (3SS)
3 Story Software (3SS) is Hays' in-house VMS solution and combines technological know-how with comprehensive market knowledge. The software offers everything you need for efficient workforce management and allows you to steer suppliers quickly and cost-effectively.
Your benefits
with 3SS
Contract management
Management of Service Agreements, temporary staffing contracts and Statements of Work in one solution.
Regular updates
Timely and continuous updating of industry requirements such as Equal Pay and collectively agreed surcharges.
Transparency and overview
Individualised reporting and detailed forecasts for more effective steering of external staff.
Continuous further development
Product improvements based on customer feedback and innovative, agile software development.
3 Stories.
One Goal.
3 Story Software connects all parties in the procurement process on a central platform. Whether client, supplier or Service Team, every role has clearly defined tasks and access rights that seamlessly interlock. This creates an end-to-end, transparent process from request to offboarding.
Unternehmen
Clients receive end-to-end transparency across the entire procurement process. They create requests, compare offers, place orders and evaluate the performance of suppliers and resources based on assessments.
Suppliers
Suppliers receive relevant requests directly via 3 Story Software. They respond promptly, create offers, schedule interviews, confirm assignments and approve recorded working hours. Via reports, they measure their performance and optimise the collaboration with the client.
Service
The Service Team is a reliable partner for the procurement of external resources and supplier management. It supports clients on site and remotely and is responsible for the entire recruiting process – from request through billing to offboarding.
This is how 3 Story Software works.
From request to reporting.
3 Story Software maps the entire procurement process for external resources digitally, structured in six sequential steps. Each step is clearly defined and supported by specific functions that ensure efficiency, transparency and compliance.
Request
The request created in 3SS by the business unit is checked for completeness by the Service Team, approved by procurement and automatically sent to the relevant suppliers. A compliance checklist supports legally compliant decision-making.
Offer
The submitted offers from suppliers are reviewed by the Service Team, pre-selected for the client and renegotiated with market-aligned prices in mind. This way, you receive suitable resources at fair and competitive conditions.
Selection & assignment
The selection, assignment and release of the specialist take place directly in 3 Story Software. The supplier confirms the assignment and the resource can start after the onboarding process. This works entirely without additional manual coordination between the parties involved.
Time tracking
The hours worked are recorded in 3 Story Software, confirmed by the supplier and approved by the client. The resulting costs are calculated automatically and are transparently available to you at any time.
Billing
In 3 Story Software, the client receives a cost overview of the deployed resources. The Service Team creates a pre-invoice for the suppliers to simplify billing and invoice verification.
Reporting
Standardised processes in 3 Story Software create a consistent data basis and enable comprehensive reporting. This way, you keep an overview of utilisation, costs and performance at any time.
What features
does 3SS have?
- Job templates
- Forecast calculation
- Compatibility with all contract types
- Digital signatures
- API interfaces
- Automations
- Controlling and review of company figures
- Compliance with current legislation
- Assessments
- Time tracking
- Cost control including surcharges & expenses
- Standard reports
- Management dashboards
- Detection of trends and anomalies
Further VMS solutions.
The right system for every requirement.
Alongside 3 Story Software, we also advise and accompany you in the implementation and operation of other leading VMS solutions. The VMS providers trust our expertise – so can you.
Beeline
Beeline has been offering a VMS solution on a Software-as-a-Service platform for more than 20 years, individually tailored to the client's needs and implemented on site.
SAP Fieldglass®
SAP's VMS offers existing SAP ERP clients an additional advantage: they benefit from end-to-end integration into existing procurement and finance processes.
We are flexible in choosing the right Vendor Management System
Do you already use another VMS or have specific requirements? We are not tied to a single solution. Together, we find the system that optimally fits your organisation.
Contact us.
We are happy to advise you individually.
Christian Oechler
Head of Strategic Accounts, Growth & Solutions
