Vendor Management System (VMS): The digital control center for your HR management
Implementing a VMS is one thing. Integrating it with SAP and Workday without ending up with someone maintaining Excel spreadsheets again is another.
EMS implements and operates vendor management systems: SAP Fieldglass, our proprietary MAVES, and, upon request, Beeline or Magnit. The system covers the entire source-to-pay process, from the requisition to the invoice, including an AÜG traffic light system for critical assignment durations and automatic equal pay verification. We build API interfaces to integrate with your IT landscape rather than replacing it.
Read about how to successfully implement the system without any IT headaches.
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EMS supports companies with powerful technologies and services to achieve transparency, efficiency and compliance in the management of external workers and suppliers.
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As a technology-independent Managed Service Provider, EMS offers both SAP Fieldglass, the leading international enterprise solution, and MAVES, EMS’s in-house, flexible VMS platform. MAVES was developed by us to meet the requirements of modern organisations optimally, focusing on user-friendliness, automation, and scalability.
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We combine technology, processes, and best practices to create a scalable, legally compliant workforce management system that provides transparency, minimises risks, and enables data-driven decision-making.
What is a VMS? The Difference Between Software (VMS) and Service (MSP)
A VMS (Vendor Management System) is software for the central management, commissioning and invoicing of external workers and service providers, including cost, supplier and compliance control, typically introduced and managed by the hirer.
While the VMS provides the digital platform for processes and data, the MSP takes over the operational control and optimization of these processes.
The focus is on the so-called source-to-pay cycle, which covers all steps from reporting requirements to billing:
- Demand assessment and sourcing
- Selection and commissioning of service providers
- Operational control and performance tracking
- Billing and reporting
The VMS ensures transparency and automation – the MSP ensures efficiency, quality and strategic control.
Find out how EMS, as a Managed Service Provider (MSP), takes over the operational management of your VMS.
SAP Fieldglass & MAVES Implementation with EMS
SAP Fieldglass
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Complete setup and configuration
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Adaptation to existing HR, ERP and IT systems
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User training and ongoing support
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Ensuring compliance (AÜG, bogus self-employment)
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Integration in international roll-outs and multi-country set-ups
MAVES (EMS Vendor Management System)
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In-house developed, modular VMS solution from EMS
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Scalable from medium-sized to global structures
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Intuitive user interface and flexible customization
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Complete integration into workforce, HR and compliance processes
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Ongoing further development by the EMS software team
- Services
Our Services in the Area of VMS
Global Admin Service & Implementation
- Setup, configuration and roll-out of SAP Fieldglass or MAVES
- Support for national and international implementation projects
- Ongoing administration, updates and technical support
Provision & Integration of Software Solutions
- Use of modern VMS platforms for maximum transparency
- Best practices integrated into workforce management
- Adaptation to industry and company requirements
Interfaces to HR, ERP and Compliance Systems
- Seamless integration into existing IT landscapes
- Ensuring consistent data flows
- Increased efficiency, compliance and data security
Focus on Legal Certainty: AÜG Traffic Light System & Equal Pay Automation
Compliance with legal requirements is one of the most important drivers for the use of a VMS, especially in the German market.
Modern systems offer automated compliance mechanisms that recognize risks at an early stage and actively avoid them.
These include, among others:
- AÜG traffic light systems that visually indicate critical assignment durations
- Automatic monitoring of the maximum transfer period (e.g. 18 months)
- Equal pay calculations that identify deviations at an early stage
- System-side warnings in the event of potential compliance violations
These “hard-coded” functions make compliance an integral part of the process and help the MSP and lenders to take the right legal actions in the system.
They can also be used for reporting purposes.
You can find out more about liability risks and procedural security under Compliance & Risk Management.
Vendor Management System for Temporary Staffing: Centralized Management of External Employees
A vendor management system for temporary staffing creates a centralized digital platform for managing temporary workers, staffing agencies, and the associated processes. From requesting staff and selecting a staffing agency, through assignment and deployment management, to billing and reporting, all relevant processes can be managed digitally.
EMS supports companies in selecting, implementing, and operating suitable VMS solutions such as SAP Fieldglass and MAVES. Among other things, this enables companies to centrally track and analyze assignment durations relevant to the German Temporary Employment Act (AÜG), equal pay checks, supplier performance, and costs. This creates greater transparency regarding the use of temporary labor and helps companies make their processes more efficient and structured.
Beyond Temporary Work: Managing Project Contracts (SOW) in the VMS
A modern vendor management system goes far beyond the traditional management of temporary staffing.
Even complex services and project contracts (Statement of Work – SOW) or RFP (Request for Proposal) can be fully mapped and controlled in the system.
The focus is not on working hours, but on the actual result:
- Definition of deliverables and milestones
- Mapping of project budgets and scope of services
- Result-based billing (milestone-based billing)
- Transparent tracking of project progress
This makes the VMS the central platform for the entire service procurement process – from temporary resources to complex projects.
Detailed insights into results-based accounting can be found on our Statement of Work Management page.
Future-proof IT Landscape: ERP Interfaces & Own Talent Pools
The full benefits of a powerful VMS can only be realized through seamless integration into existing IT systems.
EMS ensures a smooth connection to leading platforms such as SAP or Workday, creating a consistent system landscape without media disruptions.
In addition, another trend is becoming increasingly important: direct sourcing.
Companies build up their own talent pools – consisting of:
- Former employees (alumni)
- Freelancers and specialists
- External resources already checked
A VMS makes it possible to manage these pools centrally and activate them in a targeted manner. In order to be able to respond to individual requirements, we at EMS also develop our own VMS solutions and add-ons to map complex and individual processes.
For specialized IT integration, discover our expertise in SAP Fieldglass integration.
- Advantages
Your Advantages with VMS by EMS
Implementation and operation of SAP Fieldglass and MAVES from a single source
Central management of all external resources and service providers
Automated workflows and more efficient processes
Maximum transparency and compliance security
Technology-neutral advice for every company structure
Future-proof integration into your IT systems
Source-to-Pay at a Glance: Transparency Throughout the Entire Process
A key advantage of a VMS is complete transparency over the entire life cycle of external resources.
Source-to-pay process:
All steps are digitally mapped and linked, from the notification of requirements to selection and commissioning through to billing (pay agent, orders, invoicing).
The result:
- Complete traceability of all decisions
- Consistent database for reporting and analyses
- Significantly reduced process costs
A visual representation of this process (e.g. as an infographic) also supports understanding and increases transparency within the company.
KPI Dashboards & Data-based Management of External Resources
A VMS not only provides operational support, but also a sound basis for strategic decisions.
Integrated dashboards and reports give companies insight into key performance indicators such as:
- Time-to-Fill
- Costs per assignment / project
- Supplier performance
- Spend analysis across all external resources
- Headcount Reports
- Savings
- Utilization reports
- Forecast
This data enables continuous optimization of processes, costs and quality in workforce management.
Compliance Check: How Secure is Your Current Setup?
The legal requirements relating to external workers are constantly evolving – especially in the context of AÜG and Equal Pay.
Interactive compliance check (lead approach):
- How long are external employees deployed?
- Are equal pay requirements systematically checked?
- Are there automated warning mechanisms in the system?
Companies that are unable to answer these questions clearly bear an increased risk.
EMS supports you in analyzing your current setup and bringing it up to date.
Frequently Asked Questions about the Vendor Management System (VMS)
What is the difference between a VMS, ATS and an MSP?
A VMS is the software platform, while an MSP takes over the operational control and optimization of the processes. A VMS manages the hirer’s demand, while an ATS manages the hirer’s candidates and offers. Both systems are complementary.
Which Vendor Management System (VMS) does EMS use, and does EMS operate independently of specific software (vendor-neutral)?
EMS operates on a vendor-neutral basis and selects the appropriate VMS based on each client’s specific requirements. Its technology portfolio includes, among others, SAP Fieldglass and MAVES, EMS’s proprietary vendor management system.
What matters is not the individual tool, but the right combination of VMS technology, processes, and services.
How can the VMS be seamlessly integrated into our existing IT infrastructure and ERP/HR systems (e.g., SAP, Workday)?
EMS provides support for integrating the VMS into existing ERP, HR, and IT systems. Through interfaces, master data, order information, or billing data, for example, can be exchanged between systems.
Which integrations are practical and technically feasible depends on the existing system landscape and individual requirements.
Who will be responsible for onboarding and training our existing suppliers on how to use the new system?
EMS supports supplier onboarding and assists existing suppliers with the implementation of the VMS.
This includes, among other things, providing process and system knowledge as well as support during the initial stages. The goal is to ensure a smooth implementation and a high level of acceptance among suppliers.
How flexibly can the VMS map our internal approval and authorization processes, some of which are very complex?
A VMS can digitally map individual approval and authorization workflows. EMS assists with configuration, taking into account factors such as roles, approval levels, budgets, and organizational requirements.
Which specific processes can be implemented depends on the chosen VMS solution and its configuration options.
Can both traditional temporary staffing and complex contracts for work and services (SoW) be managed centrally through the VMS?
Yes. A VMS can centrally manage various types of external services—from temporary staffing to contract work and services, or Statements of Work (SoW).
Depending on the deployment model, various processes for ordering, compliance, performance tracking, billing, and supplier management can be digitally mapped.
To what extent does the VMS automate the monitoring of compliance documents (e.g., AÜG permits, proof of insurance) to minimize legal risks?
A VMS can centrally record and monitor relevant compliance documents, validity periods, and status information. Depending on the system, reminders and review processes, for example, can be automated.
This helps identify missing or expiring certifications early on and makes compliance processes more structured. However, a customized legal review does not replace the VMS.
What standardized and customizable options does the VMS offer for reporting, spend analysis, and dashboards?
A VMS creates a central database for reporting, spend analysis, and dashboards related to external services and suppliers.
Depending on the solution, it is possible to analyze, for example, spend, costs, supplier performance, volume, compliance status, and process metrics. In addition to standard reports, custom analyses and dashboards can also be configured, depending on the VMS.
How long does the VMS implementation phase typically take, from the kick-off to the final go-live?
The duration of a VMS implementation depends, among other things, on the size of the company, the complexity of the processes, the interfaces, the chosen solution, and the scope of functionality.
EMS typically supports the implementation process from requirements analysis through configuration and integration to testing, training, and go-live. Therefore, there is no set timeframe.
Where is our data hosted, and how does the VMS ensure data protection?
The specific hosting and data protection terms depend on the VMS solution used and its technical architecture.
When selecting and implementing solutions, EMS takes into account, among other things, data protection requirements, access rights, data processing, and security guidelines. The specific framework conditions are evaluated based on the system and customer requirements.
What is the pricing model for using the VMS?
The pricing model depends on the selected VMS solution, the scope of features, and the agreed-upon service model.
Depending on the setup, license-, transaction-, or volume-based models, for example, may be used. In addition to the pure VMS costs, EMS also takes into account implementation and ongoing services.
Does EMS provide operational support when our departments or suppliers encounter technical problems or have questions about using the VMS?
Yes. EMS can provide operational VMS support for business units and suppliers.
This may include, for example, questions about system operation, assistance with workflows, and handling technical or operational issues. The specific scope of support is agreed upon on a case-by-case basis.
How clear and intuitive is the VMS user interface for managers who only post job openings occasionally?
User-friendliness depends on the VMS solution used and its configuration. During implementation, EMS takes different user groups into account and designs processes accordingly.
For occasional users, the focus is particularly on simple workflows, clear user guidance, and minimal data entry. For example, managers should be able to post job openings as quickly as possible without needing extensive system knowledge.
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