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Vendor Management
System (VMS)

Automation and transparency in the procurement process for your external specialists - completely audit-proof

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We offer you the perfect solution for automating and digitalising your external resource management. With our vendor management systems (VMS), you can efficiently manage all processes relating to service contracts, employee leasing and work contracts.

What is a
vendor management system?

A vendor management system (VMS) digitalises the entire procurement process and offers an efficient solution for managing external specialists.

With our VMS, you can enter requirements, automatically send them to recruitment agencies for external specialists and digitally support the entire recruitment process. Our in-house system 3 Story Software is the perfect solution for automation, transparency and cost control in the procurement process for your external specialists.

It makes no difference whether you use the VMS system as part of a Managed Service Provider (MSP) or independently for contract types such as Contracting, Statement of Work (SOW) and labour leasing. Our expertise also enables us to support you in integrating with other leading VMS systems on the market to provide a seamless and efficient solution for your supplier management.

The advantages
of a vendor management system at a glance

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Faster staffing through Automation and digitalisation

You can achieve considerable efficiency gains by digitalising and automating your processes. Standardised interfaces to your systems enable seamless integration and communication with your suppliers via a central tool. This shortens process times and standardises workflows, resulting in better control, cost efficiency and faster appointments.
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Greater compliance

Ensure that your compliance rules are adhered to by choosing the right type of contract and taking into account the regulations on temporary employment and the requirements of the EU GDPR. This minimises legal risks and ensures data protection.

Full transparency through detailed reporting

Get up-to-the-minute information via a dashboard and reports that enable you to manage suppliers in a structured way. Easily create your personalised reports for better transparency and control, enabling significant cost savings.
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Efficient administration

Centralise the entire recruitment process for external employees , resulting in faster processing of job requests, better management of supplier relationships and a reduction in administrative tasks.
Are you interested in using a VMS?
We provide you with comprehensive advice on the possibilities offered by a vendor management system.

What we can do for you
Consultancy, implementation & regular operation around VMS

VMS consulting

This is how we advise you on all aspects of the VMS system:
  • Market overview: We present the various VMS solutions currently available on the market.
  • Personalised advice: Together we evaluate the right solution to meet your specific requirements.
  • Well-founded decision: Your decision is based on detailed performance and price information provided by us.
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VMS implementation

Implementation is carried out by our VMS experts shortly after your decision:
  • Process analysis and documentation: Recording, modelling and documentation of your existing processes.
  • Change management: Planning, consulting and active support throughout the entire change process.
  • Stakeholder communikation: Planning and implementation of effective communication with all stakeholders.
  • Project management: Structured planning and realisation of the implementation project.
  • Risk management: Identification and management of potential risks during implementation.

VMS regular operation

This is how the VMS supports you in your day-to-day operations:
  • Relief in day-to-day business: Assistance with daily tasks thanks to automated process steps.
  • Communication and procurement: Communication with service providers and management of the entire procurement process.
  • Supplier evaluation: Evaluation of suppliers based on key figures.
  • Quality and compliance adherence: Transparency supports adherence to (qualitative) compliance.
  • Process optimisation: Streamlining of processes through Cooperation with the VMS provider.
  • Support and helpdesk: Support from the VMS system for technical problems.
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The perfect vendor management system
for every customer

We can advise you on our own VMS 3 Story software as well as on our partners and other VMS providers on the market. VMS providers rely on our expertise - so can you!

3 Story Software by Hays

Our software combines state-of-the-art technology with in-depth market knowledge and offers you an optimal solution for everyone involved in the procurement process.

"3 Story Software is the perfect tool for purchasing. It optimises our work processes and is supported by a competent support team." - Key user since 2015, resource management employee, FieldCore, a GE Company

Discover the benefits of 3 Story Software and find out more!

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SAP Fieldglass®

SAP's VMS offers existing SAP customers the additional benefit of connecting further in-house software.
„For us, Hays is an important partner for the successful implementation and long-term efficient use of SAP Fieldglass. Right from the start, Hays supports the customer in the change process with clear communication of objectives, involvement of all relevant stakeholders and comprehensive process consulting." - Peter Graulich, SVP & General Manager, SAP Intelligent Spend Management, Region EMEA North
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Beeline

For over 20 years, Beeline has been offering a VMS tool in the Software-as-a-Service model, which is customised and implemented according to the needs of the customer.
„In order to maximise strategic workforce management for our customers, we work together with one of the most experienced personnel service providers. Together with Hays, we have already successfully implemented projects for numerous major customers and optimally combined the expertise of both partners for our customers." - Ole Marx, Head of Sales D-A-CH, Beeline
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Compleet

The Vendor Management System from compleet is one of the leading solutions for the management of external personnel and external resources throughout the entire purchase-to-pay process.
compleet VMS specialises in employee leasing and service contracts . The modular structure enables customers to map their individual procurement steps. Other contract types are currently being developed.
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Eqip

Eqip is a Swiss provider of supplier management systems that also offers marketplace functionality for external labour.
Eqip's VMS demonstrates a high level of expertise in mapping employee leasing requirements in Switzerland and can also handle other types of contract. It is currently used by customers in over 20 countries. In addition, Eqip offers its own Enterprise Workforce Marketplace, which is used by more than 200 customers worldwide and 7000 personnel service providers.
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HR4YOU

HR4YOU is one of the leading providers of HR software and, with the HR4YOU-VMS module, offers a comprehensive solution that fulfils all legal requirements for temporary employment in Germany.
The HR4YOU-VMS vendor management system covers all HR logistics processes and is suitable for both companies and managed service providers (MSPs). Our portfolio includes order management from the notification of requirements to vendor management and staffing. The payroll module also offers functions such as transfer prices, hours recording, industry rates, equal pay, maximum assignment period, deadline monitoring and optional e-signing.
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Outerscore

Outerscore is a vendor management system (VMS) specially tailored to German labour law for the procurement and management of external employees.
It offers comprehensive compliance functions, including a decision tree for contract types such as employee leasing, freelancers and work contracts. In addition, Outerscore enables the integration of continuous compliance checks into ongoing assignments.
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11A

11A's VMS digitises and automates temporary staffing processes for client companies, MSPs and master vendors.

With functions such as a live shift schedule and the calculation of shift and industry surcharges, 11A's focus is on the blue collar sector.

The user-friendly web solution offers full transparency about personnel service providers and the temporary workers deployed. 11A simplifies all processes from personnel requests and selection, contract processing in accordance with the AÜG and live shift planning, to standardised invoicing and numerous evaluation options. All process participants work on one platform - one solution for all.

Digitise
- but right!

Keep an overview of the provider jungle with our VMS experts. We will be happy to advise you so that you can find your customised solution with us.
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145 customers served
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20 years of experience
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116,000 active users

These customers trust us

Have we aroused your interest?
Then get in touch with us.

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FAQ
- Vendor Management System

What is vendor management?

Vendor management describes the management and optimisation of supplier relationships and processes in order to maximise quality, costs and efficiency.

Vendor management describes the management and optimisation of supplier relationships and processes in order to maximise quality, costs and efficiency.


How does a VMS work?

A vendor management system (VMS) digitalises and automates the entire procurement process, from the notification of requirements, supplier selection, time recording and invoicing to contract processing and compliance checks.

A vendor management system (VMS) digitalises and automates the entire procurement process, from the notification of requirements, supplier selection, time recording and invoicing to contract processing and compliance checks.


What advantages does a VMS offer?

A VMS offers benefits such as automation and digitalisation of processes, higher compliance, detailed reporting, significant cost savings, overview and transparency as well as efficient administration.

A VMS offers benefits such as automation and digitalisation of processes, higher compliance, detailed reporting, significant cost savings, overview and transparency as well as efficient administration.


When does it make sense to use a VMS?

It makes sense to use a VMS if companies want to organise their procurement processes more efficiently, control costs, ensure compliance and gain transparency about external employees and suppliers.

It makes sense to use a VMS if companies want to organise their procurement processes more efficiently, control costs, ensure compliance and gain transparency about external employees and suppliers.


How does a VMS support compliance?

A VMS supports compliance by providing transparency for the company, enabling compliance with contract types and legal regulations such as the EU GDPR and minimising legal risks.

A VMS supports compliance by providing transparency for the company, enabling compliance with contract types and legal regulations such as the EU GDPR and minimising legal risks.