Companies want to tailor their VMS solution to accommodate their personal specifications and business requirements. Ringo offers 5 solution models to support Clients in achieving their goals - Traditional VMS, Managed Services Program, Master Staffing Vendor, Employer of Record and E-Timesheets. Understanding your needs and discussing your goals will certainly identify the model that is right for you. Your assigned Account Manager will provide you with information regarding each of these models and assist in selecting the one most suitable for your needs.
Any of the solutions listed below can be adapted to suit the needs of both Client company users and the Staffing Vendor network of suppliers. No matter which strategy your firm deploys, it must support your primary business model and allow for effective workforce management throughout all internal disciplines, customer users and verticals, offering support and fluidity of different policies and practices throughout the organization.
Traditional VMS - In this model, Client personnel organize, facilitate and manage the contingent labor process of all authorized Staffing Vendors. A varied Leadership Team comprised of key departments or Senior Management within Human Resources or Procurement are appointed to manage/participate in the VMS process, ensuring adherence to policies, procedures, quality standards, approval processes, workflow management, invoicing, pricing analysis and monitoring historical reports. Often times, HR acts as a "mandatory approver" for job requisitions enforcing further adherence to organizational standards and to achieve centralization.
Managed Services Program - This model is completely Vendor neutral and unbiased. In this model, the VMS firm works in partnership with Key Leadership across the enterprise functioning as a liaison with them and their authorized staffing partners to ensure communication and adherence to the goals, company processes, policies, procedures, quality standards, approvals, workflow management, invoicing, pricing analysis and monitoring historical reports. The VMS firm takes an integral and active role, assigning a dedicated support team and/or Facilitator to coordinate, foster and monitor all facets and serve as an extension of supervisory support for the Client. The Facilitator is responsible for performing regularly scheduled visits or phone calls to both the Client and corresponding Vendor users to ensure that the needs, directives, policies, and procedures of the Client are being met. On a daily basis, the Facilitator reviews all open positions, tracks the filling of jobs, and works with the Client to make sure they are making the most of their use of the platform. Weekly checks of the platform are conducted to ensure that job orders are properly entered, time is submitted and approved, and invoices are authorized in a timely fashion. Consolidated Invoices and payment options vary by Client specifications. The MSP model enables the VMS firm to oversee the job requisition process, report back to the Client and work with the Client to ensure standards are met. However, the Client makes all decisions, maintains control and direction.
Master Staffing Vendor - In this scenario, the Master Staffing Vendor acts as the primary supplier to the company or healthcare system, managing all third party Vendors. The VMS is the technology tool that supports the contingent process. The Master Vendor receives all job orders via the VMS and either fills the job requisition or distributes it to authorized third party Staffing Vendors for accurate and timely filling of jobs. Working in partnership with the Client, the MSV also oversees the reports from the technology including aging and Vendor ratio reports. The MSV is responsible for tracking these and other management reports gleaned from the VMS to ensure Client goals and job order fulfillment are met. Once the hours have been billed to the Client and approved for payment, typically a consolidated payment is remitted to the MSV, who in turn remits payment to all other Staffing Vendors. The major benefit to this model is that the Client has one point of contact (the MSV) that they can count on for filling jobs and a single payment made to the MSV reducing time and labor in the internal accounting department. By partnering with the MSV, Client personnel have increased time and resources to focus on other internal priorities.
EOR - Employer of Record - Through our proprietary software and Vendor partnerships, Clients may build on their temporary labor pools without the associated benefit costs. The Employer of Record connects quality contingent labor directly with Client's needs and provides comprehensive services in a cost efficient setting.
E-Timesheets - The E-Timesheet model is less comprehensive and strictly used for Clients who want to process timesheets electronically. Timesheets are submitted weekly for management review and approval. This process streamlines the timesheet approval process, expedites payments and virtually eliminates timesheet fraud. Additionally, usage may be upgraded to a more comprehensive Vendor management model.
During Implementation Meetings, all key elements pertaining to your platform and a review of policies & procedures concerning contingent staffing are discussed. Implementation, training and launch dates are established. Specific tools and log sheets are provided for gathering important data.
Upon agreement, training is scheduled for management, other personnel and Vendors. Ongoing training and support is provided throughout the use of the platform, at no cost to our Clients or their partners.
During scheduled test dates, Ringo runs in tandem with traditional paper method to ensure complete understanding of the process. Recap meetings with the Client Management Teams are conducted at this time through the GO LIVE Date. Upon the GO LIVE date, all paper processes are eliminated and all processes from order generation, fulfillment, timesheets, invoices and reports are processed and fully operational on Ringo.
Based on the predetermined timeline, additional locations, if appropriate, will follow the implementation process and the corresponding department managers and Vendors are trained. The same procedures will be followed until all sites are up and running LIVE on Ringo. Adding additional facilities has historically been conducted in a shorter timeframe, adopting all of the policies and procedures learned through the first phase of implementation. This allows for standardization and adherence to your policies.