I have mentioned “VMS” systems in previous posts but haven’t fully explained their function, importance and the impact that they will have in your job search. These systems are changing the process that job seekers use to find work and changing the way that recruiters present their candidates to employers. Personally, when I hear “VMS”, I want to throw my computer through the wall and go on a tirade about how they are making my life and my consultant’s lives harder. However, VMS is going to stick around and we, as recruiter and job seeker, will have to evolve and understand this relatively new process.

 

So, let’s start out defining what exactly VMS is and what it does. VMS stands for “vendor management system’. These systems are put in place to manage the hiring process from beginning to end. VMS’ primary purpose is the management of vendors (aka. outside staffing firms). They are also  responsible for the flow of communication from both the hiring manager and the company to the staffing firm. VMS’ standardize rates, store candidate information, streamline the “requisition-to-recruiter” process, improve billing efficiency and track vendor metrics for performance analysis. “Large companies” have began to adapt VMS at an increasing rate. In 2008, the percentage of large buyers (Fortune 500) using VMS passed the 50% mark and will continue to increase as time passes. The increased adoption of these systems will change the recruiting life cycle and the way that candidates are being communicated to.

 

*picture presented on staffingrobot.com

VMS has changed the way that recruiters and their agencies do business

 

There’s less direct manager contact now than there was before – In a traditional job search, candidates would typically get positive or negative feedback as they went through the submittal, interview and offer process because the recruiting firm was communicating DIRECTLY with the hiring manager. Now, there’s no guarantee that you will be getting feedback at all because most communication is funneled through a “gatekeeper”. This gatekeeper, especially in enterprise level companies, is managing multiple jobs with multiple managers. She is also trying to manage all of the vendors and candidates who have been submitted to each of these job openings.

 

For example, assume that “acme” (company) has 5 job openings. Acme currently has 15 vendors on their list that can work on their positions and they each submit 2 candidates to each opening. That gives us 150 candidates that has been submitted to acme. From my experience, it’s highly unlikely that most of these 150 candidates are going to get feedback as to why they were rejected. Even worse, in my experience, after interviews are completed many of these candidates won’t get an explanation as to why they were rejected. So, when your recruiter isn’t able to give you specific feedback, ask her if the client is using a VMS.

 

Many VMS’ have standardized rates – Many employers have implemented a standardized rate card for all positions. These rate cards make no room for individual experience and will not allow rate negotiations. Managers are being forced to work within pre-set budget templates and ultimately being forced to pass up more expensive talent that they would normally have hired, because a rate had been preset before interviews even took place.

 

Identification information – Many VMS’ now require personal information, such as social security numbers, to be entered into their systems at the time of submittal. They ask for this info to limit the possibility of double submittals and also to keep track of candidates who interview and are submitted. As a recruiter, it’s really uncomfortable to ask for candidates to give me such information. I realize that it’s also uncomfortable for candidates to give someone the key to their credit who they might have never spoken to before. I encourage you to ask about the reason the recruiter needs this information and also ask what VMS they need it for.

 

Competitive selling advantages diminish – Staffing agency’s that can directly communicate with hiring managers have multiple opportunities to sell you to their clients. VMS’ reduce this selling advantage per firm and levels the playing field. Therefore, it’s imperative that staffing agencies find the right people in the least amount of time. This has caused agencies to put more of an emphasis on their recruiters and the recruiting process than on the account management and selling process.

 

VMS adoption will change the way that you work with recruiters

 

The value of resume/marketing material is even more important – As alluded to in previous posts, you had better make sure that your resume is tailored to the job description because it matters now more than ever. There’s probably going to be a lot of competition, especially in this current economy, and you have to find a way to set yourself apart.  I realize that it would be hard to customize every one of the resumes that job seekers send out. At least make a point to customize your information when you’re working with a recruiter who knows their client. Even if you decide not to customize your entire resume to the job, write up a short blurb (summary) and pass it along to your recruiter. The recruiter can then supplement your resume and request that the summary be pass along to the hiring manager as well.

 

Be patient with the process – I realize that this is easier said that done, but communication is ultimately governed by the end-client. As covered earlier, the quality and quantity of feedback that you receive from your recruiter will most likely suffer if they have submitted you to one of their strict VMS’.  They probably won’t have all of the information that you want or need, but realize that this is typically client driven.

 

It’s easy to get discouraged working within these systems because you typically won’t be getting the communication from the client that you want. Hang in there and remember that your recruiter’s main goal is to place you with their client with the tools that they are given. Have a frank discussion with them about their relationships with the client and get them to give you accurate expectations for communication up front, from what they’ve seen in the past with their clients.

Happy hunting!

Similar Posts:

• Double Submittals
• Things you might have forgotten to ask your recruiter (pt.1)
• Recruiter/Client Relationships Matter
• What My Hiring Manager Thinks
• Tailor Your Resume!