3 Essential Considerations Before Purchasing a VMS: Insights from the IT Trenches

In the fast-paced world of IT management, the decision to implement a Vendor Management System (VMS) to enable oversight of non-employees can be fraught with challenges. Drawing from firsthand experience, a seasoned IT Manager shared invaluable insights during a recent webinar netSource co-hosted with Chateau Consulting – MSP as a Technology Enabler in the VMS Landscape. In navigating the complexities of VMS implementation, partnering with a consultative Managed Service Provider (MSP) can make all the difference. 

Here, we unravel three essential considerations assembled from this experience, reinforced by the experiences of other panel members gleaned from successfully completing more than 100 VMS implementations. 

1. Understanding Your Landscape: Before diving headfirst into a VMS implementation, it’s crucial to have a comprehensive understanding of your organization’s operational landscape. This goes beyond surface-level familiarity; it entails delving deep into existing policies and processes, data inconsistencies, and historical nuances. Involving all stakeholders in this process is paramount. As the IT Manager highlighted, overlooking seemingly minor discrepancies can lead to major headaches down the line. A prime example is the discovery of outdated financial codes lurking beneath the surface, unbeknownst to decision-makers. By thoroughly assessing the current situation and including perspectives from various departments, organizations can preemptively address potential pitfalls and ensure a smoother transition to the VMS. This collaborative approach fosters alignment and buy-in across the organization and sets the implementation up for success. 

2. Delving into VMS Capabilities: While a VMS may flaunt an impressive array of out-of-the-box integrations…details matter. As the IT Manager noted, having a nuanced understanding of the VMS’s capabilities is paramount. This entails scrutinizing beyond the high-level promises and digging into the specifics of integrations. How seamlessly does the VMS align with existing systems? What are the implications for data migration and field updates? By holding extensive Discovery sessions beforehand, organizations can make informed decisions and mitigate the risk of integration errors down the road. 

3. Setting Boundaries on Scope: In the pursuit of operational excellence, it’s easy to fall into the trap of scope creep. While tempting, it’s essential to delineate clear boundaries and prioritize essentials during the VMS implementation process. As the IT Manager emphasized, certain initiatives, while valuable, may not align with the immediate objectives of the project. By setting boundaries on scope and focusing on core requirements, organizations can streamline the implementation process and avoid unnecessary complications. 

In essence, implementing a VMS requires meticulous planning, a keen understanding of existing landscapes, and judicious scope management. By heeding these three considerations, organizations can navigate the VMS landscape with confidence, setting the stage for operational efficiency and success.  

nextSource can help your organization to alleviate these issues by offering our consultative services. By leveraging our expertise, we can guide you through the process from conducting internal assessments to identifying the most suitable VMS solution for your exact needs.  

Interested in learning more about this topic? Go here to listen to insights from an industry insider who shares their choices and what they would do differently when faced with a similar situation.