If you have looked recently for a contract position in IT, chances are you’ve encountered the acronym VMS. But what exactly is this? A VMS, or Vendor Management Software, is a way to automate staffing processes and it has become more and more common within large IT organizations (and some smaller ones) as companies work to improve the way they build and maintain their technical organizations. Pursuing a position through a VMS presents a set of challenges and requires a different approach than if your recruiter were working directly with a hiring manager. As the landscape of IT staffing changes and VMS programs become more prevalent, it’s a good idea to understand what they are, how they work and how you can best navigate them to find your next position.
The Basics
A VMS is a software that works between companies looking for candidates and the staffing vendors who provide them. The hiring manager inputs his/her requirements (with varying levels of detail) and recruiters match candidates to the requirements based on necessary criteria. Recruiters will typically create a profile for each candidate containing a resume, details about technical skills and years of experience, education and certifications, and rate/availability information. Many VMS systems allow for requests for additional information, scheduling of interviews and communication of feedback between both sides. Often a candidate will go through the entire submittal/interview/offer process without a single conversation being had between the hiring manager and the agency. Each VMS program is structured differently – in some cases, the process is completely automated; in others, an HR representative or a resume screener may monitor and facilitate the various steps.
Why VMS?
There are many reasons a company may choose to incorporate a VMS into their staffing model. Firstly, a VMS helps to minimize the time a hiring manager must spend taking sales calls, releasing requirements, collecting resumes, setting interviews and giving feedback – much of this can be done with a few clicks of the mouse using the VMS system. Secondly, a VMS allows for consistency in hiring practices and better visibility into a company’s overall staffing activity in an age where compliance and transparency of business practices are ever more critical. Dashboards allow senior management, human resources and procurement to monitor internal staffing trends, budget allocation and adherence to company policies. Companies can also take advantage of reporting capabilities, on-line timecards and other tools offered by the software.
What does VMS mean to the job seeker?
While a VMS has its pros and cons, the truth is that for the job seeker, the cons seem to outweigh the pros. Requirements are usually released to a group of vendors at once, so there is a flurry of recruiting activity (you will probably receive numerous calls about a single position) followed by a large volume of resume submissions – you may be up against more competition than if your agency had a direct relationship with the hiring manager. The specific details about a particular contract position are often lacking, although some managers enter thorough information into the system and some programs do allow for additional qualification of requirements. Also, a VMS adds one more level between the candidate and the hiring manager, and your recruiter will have less opportunity to sell your skills. Similarly, without direct contact between the manager and agency, feedback on your resume or interview may be slow to come, if at all (the term “black hole” is often used when referring to submission to VMS positions).
At the end of the day, though, many contracts with great companies are only available through a VMS program. And while pursuing these positions can be frustrating in light of the limitations a VMS puts on a job seeker, there are ways to make the best of your job search in a VMS world: rethinking your resume, collaborating with your recruiter and adjusting your expectations are a good start.
Tell us about your experiences with a VMS or if you have questions in the comments section below.