VMS MSP Services

The purchase of services is a very specific type of purchase, considered complex, very different from the purchase of a traditional product. Numerous constraints and parameters have to be taken into account. Nevertheless, it is possible to obtain large margins of productivity and gains on these purchases. E-procurement solutions can now provide optimization solutions without neglecting the predominant human aspects in the Client/Service Provider relationship.

We offer some purchasing solutions to optimize the purchase of services:

1. Supplier risk management

Unlike the purchase of conventional products, the purchase of services brings into play the human person, business specificities, and needs specific to each company and each person. Additional vigilance is therefore required when purchasing services.

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The first vigilance to be aware of is supplier risk management.

Attention to the obligation of vigilance! First of all, it is necessary to ensure that the supplier is in good standing, so you must check regularly (every 6 months) the URSAAF declaration, the list of posted workers (to avoid any hidden work), and of course the KBiS extract. Social risk is often minimized and yet very frequent and very dangerous for the client in the event of a breach.

Legal and financial monitoring!

Then, it is essential to monitor these suppliers in order to avoid unpleasant surprises.

Collecting regulatory documents can be very time consuming and burdensome. Fortunately now there are solutions such as Vigilegal.com to automate and outsource these tasks:

• Online documentary collection
• Automatic email reminders
• Monitoring statistics and alerts.
• Control of documents and certificates of conformity
• Connections to databases (Infogreft, Base SIRET, Altares) Coface, Crédit Safe, Ellysphere, Ecosphere, Cecurity, Security, Certinomis, Allysone, Universign, BODACC, BOAMP-JOUE...)

Now, specialists and large groups are using more and more outsourcing of this collection of information that combines the performance of the tool and human control with the intervention of specialists such as Lawyers, Financiers and Buyers.

2. VMS solutions: Digitizing profile requests

As with all purchases, using a solution allows significant gains. Les VMS solutions (Vendor Management System) are now very ergonomic and easy to handle. They allow the buyer to automate as many tasks as possible. They also delegate the launch of the consultation while maintaining control.

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Here are the most important features that should not be forgotten in your specifications:

• First of all, Creating a Directory of Service Providerss with regular updates of information.

It is essential to launch requests for optimized profiles. The VMS tool coupled with the SRM of Sourcing-Force.com, makes it possible to gather all the information on a only tool and choose the good providers (Geolocation, Skills, transaction histories, contracts, general and financial information, contact).

• secondly, the standardization of the expression of needs through online forms (specifications, response grids).

It is essential for this type of purchase. The standardization of specifications in the company allows the buyer to create a framework in which he goes delegating to business departments (R&D, Industry, HR...) the responsibility for tenders and the follow-up of the service. First of all, it reduces exchanges, limits errors or omissions, and the construction of standards. But also, it makes it possible to compare consultations, profiles and quotes between them according to providers, agencies, types of services and date.

• Finally, formalize an answer grid.

It allows the comparison of supplier responses in effective ways. Also, it ensures that the supplier provides the right information to avoid time-consuming exchanges with low added value.

Saving valuable time

The buyer wastes precious time managing the multitude of emails that he receives every day. The implementation of a VMS solution makes it possible to reduce the number of emails per consultation by 90%. Through its collaborative aspect, business departments, the buyer and the supplier all respond on a single tool. It is a messaging by consultation to not lose any information, and to centralize conversations. A supplier area allows the supplier to respond and update its offer independently.

For the remaining 10% of emails, a large part of the solution is automated: Invitation to consultation, alert when an offer is submitted, follow-up emails or even response emails...

Productivity gain

A last very important gain in productivity is the centralization of consultations in a single tool. Thanks to the search engine, each stakeholder can find the information in a few seconds. All information can be consulted throughout the consultation (Initial specifications, history of supplier responses, stakeholder profiles, messaging, planning).

Provide prescribing departments with an E-catalog of negotiated benefits/services, or even day/hour package statistics, will speed up the ordering process and internal customer satisfaction.

Software solutions such as Sourcing-Force.com

provide rationalization that is all the more necessary as these purchases of services continue to develop. BME Consulting, a major player in source-to-pay, has made this purchasing family a specialty.

3. MSP — Centralize the purchase of services!

Another way to optimize the purchase of services is outsourcing. Very widespread in the United States, outsourcing management with a single service provider such as MSP (Managed Service Provider) provides 3 major advantages:

• Limit the sourcing phase for service providers,
• the MSP, such as Buy Made Easy, propose a network of service providers (SSII, Freelance...) already referenced and sorted according to their jobs. Pre-qualification can be carried out and only the most relevant service providers are made available. The database is regularly updated, and new specific service providers can be added on request. A pre-selection of supplier offers allows us to focus on the essentials of the consultation.
• Remove the creation of supplier accounts,
• By going through a company such as Buy Made Easy, you benefit from a single point of contact. Also, you no longer create a supplier account in your ERP, which saves you a considerable amount of time. Buy Made Easy becomes your unique service provider.
• Outsource administrative processing,

The MSP ensures the administrative management i.e. the collection of legal documents, the editing of orders and invoices. Then, also the issuance of contractual documents, payments... You get a single invoice each month.

By combining the Sourcing Force e-Achat solution with an outsourcing service such as

Buy Made Easy the margin for optimizing the purchase of services is considerable. Still too few companies, especially ETI and SMEs, use this type of solution, but this purchasing category generates very significant costs.