Peopleclick® Vendor Management System
Software Summary

Staffing and Project Requirements
With VMS, you get the full range of functionality needed to create job requirements and project-based, or fixed-bid, requirements, while promoting efficient procurement practices and controlling spend.

Feature Details

  • Create new requirements using templates
  • Define the skills and experience needed to complete a project
  • Indicate skills/certifications, add questions to be answered about proposed candidates
  • Configure the requirement workflow and approval processes
  • Look at structured rate cards during requirement creation to determine the not-to-exceed rate
  • Define project milestones to use for billing purposes
  • Specify multiple contact types to target email notifications based on role
  • Include comments and file attachments for clarification
  • Search the list of cost centers to assign the requirement
  • Designate tiers of vendors and automatically distribute based on time intervals
  • Designate specialty suppliers for specific positions outside of the tier structure
  • Define minority vendors to achieve corporate goals
  • Post, edit, delete, close requirements; hold or reactivate requirements and specify reason

Approvals and Email Notifications
The beauty of Peopleclick VMS is that you have control over unlimited levels of approval for requirements and engagements as well as the power to create your own rules about approvals based on whatever criteria is important to you.

Feature Details

  • Tailor the requirement workflow and approval process based on level or number of approvals required – or manually define an approval chain
  • Define the highest level of authority needed to complete an approval
  • Limit approvals according to budget considerations or by organizational structure
  • Select an alternate approve for workflows and for time/expense approvals
  • Set up engagement approvals during requirement creation or candidate placement
  • Choose from hundreds of notification trigger points
  • Specify multiple contact types to target e-mail notifications based on role
  • Conduct onboarding and offboarding through notifications or integration points with other systems
  • Send a user directly to an action from a hotlink contained in an email notification

Candidates and Engagements
VMS provides robust functionality for vendors to submit candidates or proposals that match your requirements and lets you track the contractual and logistical details of each individual staffing or project engagement. On-boarding and off-boarding are facilitated by custom notifications that can be triggered to inform the correct party of actions that must be completed. Engagement tracking features ensure that you don't miss important extension or termination dates.

Feature Details

  • View a candidate summary with options to see more or less detail
  • Sort candidates by specific data columns and rank candidates by skill match
  • Forward the candidate to another hiring manager
  • Review employment status of candidates
  • Reject a candidate and specify the reason
  • Include comments or file attachments for clarification
  • Avoid redundancy and verify history with configurable duplicate checking
  • Enable duplicate adjudication with time and date stamping on candidate submission
  • Designate a candidate as ineligible to return (do not rehire)
  • Track and edit multiple dates for an engagement
  • Extend or shorten an engagement duration
  • Comply with Sarbanes-Oxley audit requirements with visible history tracking and engagement controls
  • Associate contractors with specific projects to ensure correct billing
  • Configure cost center and GL lists to match ERP chart of account structures
  • Trigger email notifications and require approvals on both new and changed engagements
  • Set an engagement length limit to avoid co-employment issues

Rates and Billing Rules
With VMS you can set rates for job descriptions, either as guidelines or to limit the rate submitted by the vendor. Tracking unique payment categories, rate requirements and timesheet standards broadens the usefulness of VMS for specialized staffing areas, and automating rate management rules facilitates a margin/markup-based relationship between you and your vendors.

Feature Details

  • Configure the rate uplift percentage, fixed uplift or fixed amount, by engagement and by region
  • Automatically associate time to billing rules or manually configure it for each engagement
  • Enforce contractual rates or establish a threshold to limit vendor bill rates
  • Set a tolerance percentage for variance from the rate card, and designate approvers for overages
  • Configure multiple rates for an individual candidate
  • Use a budget calculator to help define dollar-based budgets versus hours times rate
  • Schedule rate increases for a contractor
  • Use either per unit or hourly billing
  • Structure rates for positions with variable pay, such as shift differentials
  • Enforce labor law overtime rules such as hours worked per day or hours worked per week
  • Support reverse auctions where vendors can see the lowest rate

Timesheets and Expenses
VMS lets contractors enter their timesheets and expenses online, so you get timely and accurate visibility into the costs of temporary labor and services. You can use this information to perform detailed cost analyses for real-time control over company expenditures.

Feature Details

  • Designate contractor or vendor proxies for time entry
  • Notify contractors to enter time when the system indicates a timesheet is missing
  • Track contractor time and expenses by cost center or by project
  • Use a summary view of timesheets to quickly approve multiple timesheets
  • Amend timesheets while maintaining a full audit trail
  • Allow candidates to see pay rates (configurable)
  • Configure timesheets to reflect hourly, daily or per-unit elements
  • Configure timesheet periods for weekly, semi-monthly and monthly time entry

Localization
Globalization calls for cultural flexibility, while complex regulations demand strict adherence to procedures. VMS supports the nuances necessary in the global arena to be successful and have full visibility across your enterprise.

Feature Details

  • Select values for currency symbols, addresses, dates and workflow settings to meet your specific needs.
  • VMS supports unique country-based employment questions and the calculation of PAYE (pay as you earn) tax payments.
  • You can choose not to capture and store certain reference information, depending on location.
  • Supports multiple currencies within one overall client organization implementation.
  • Prepare a consolidated financial view of the entire organization in any of the currencies in use.

Reporting
Peopleclick’s Business Intelligence Platform is the industry’s only solution that provides comprehensive reporting and analytics across all types of labor—including salaried, hourly and contingent. You can combine data from all segments of recruiting and hiring into a single consolidated view, and use this actionable information as the basis of true workforce planning. The solution offers self-service and collaboration capabilities with new data visualization and dashboard views.

Integration
Industry-leading data integration technologies are a fundamental component of Peopleclick’s Talent Acquisition solutions. Our solutions integrate with systems such as HRIS, assessment, background, drug testing, tax credit and financial systems.

Feature Details

  • Rapid implementation of secure data integrations
  • Web services and batch
  • Standardized integration model across applications
  • SOA Infrastructure for real-time/on-demand web services
  • A multitude of data formats
  • World-class infrastructure for reliability and security