Can I Switch my VMS without Changing my MSP?

Many businesses believe that changing their Vendor Management System (VMS) requires switching their Managed Service Provider (MSP) as well. In fact, companies can effectively switch to a new VMS while keeping their current MSP partnership intact, enabling them to upgrade their technology without disrupting their operational flow.

Love your MSP? You can switch your VMS but keep your MSP: It's easier than you think.

Many companies may want to change their Vendor Management System (VMS) but are happy with the relationship that they have with their MSP. They think that if they want a new VMS, it also means that they must change their Managed Service Provider (MSP) as well.

This misconception can lead to unnecessary disruptions and costs. In reality, organizations can successfully transition to a new VMS while maintaining their existing MSP relationship, allowing them to gain better technology without sacrificing their operational continuity.

Upgrading your VMS can benefit both you and your MSP!

Being present and active is critical to owning the outcomes of your contingent workforce program. While some MSPs have their own VMS and use this software exclusively as part of their engagement, many MSPs have multiple VMS systems that they use for different clients. You as the client, can influence the VMS that your organization can use that better meets your needs and business requirements. You can engage your MSP, but you do not have to default to them to make the decision. Often MSP’s can be blamed for VMS frailties. Upgrading a VMS can be beneficial to both clients and MSP’s.

Here’s how to do it:

1. Define why you want to change your VMS

Before switching your VMS, you need to identify why you want to make the transition. Common reasons include:

Outdated user interface and poor user experience
Lack of automation and workflow efficiencies
Limited mobile capabilities
Inadequate integration with third-party systems
High total cost of ownership
Poor reporting and analytics
Weak support
Inability to customize or make changes as business evolves
Current platform can support downstream evolution of program

A clear understanding of your business drivers will help align stakeholders and create a compelling case for the switch.

2. Engage Your MSP as a Partner in the Process

Your MSP plays a critical role in managing your contingent workforce program. Rather than treating them as a bystander, involve them early in the process to:

Get insights into how a new VMS can enhance service delivery
Understand their experience with different VMS platforms
Identify potential operational challenges and solutions
Ensure their workflows align with the new system
Identify ways the VMS can help the MSP become more efficient. Allowing them to spend more time on strategic initiatives rather than tactical day-to-day

A collaborative approach will reduce friction and improve adoption.

3. Select a VMS That Supports MSP Independence

Some VMS providers are tightly integrated with specific MSPs, making it difficult to separate service and technology decisions. To maintain flexibility, choose a VMS that:

Enables you to own the contract directly and not through an MSP
Is MSP-neutral, allowing you to retain control over your MSP relationship
Offers open APIs for seamless integrations
Has expertise that you have access to, including implementation experts
Allows the ability to customize
Provides transparent pricing and contract terms

4. Develop a Transition Plan

A well-structured implementation plan is key to ensuring a smooth transition. Work with your new VMS provider and your MSP to:

Define a clear timeline with key milestones
Establish data migration strategies
Conduct parallel testing to validate functionality before going live
Train internal teams and staffing suppliers

A phased rollout can minimize disruptions and allow for incremental adjustments.

5. Ensure Supplier Buy-In and Support

Staffing suppliers are key stakeholders in your VMS ecosystem. Engage them early to:

Educate them on new system workflows
Address potential concerns about process changes
Ensure they have adequate training and support
Provide clear communication on expectations and benefits

A smooth transition requires supplier participation to maintain hiring efficiency. Regular reviews with your MSP and VMS provider will help identify opportunities for continuous improvement.

Conclusion

Switching to a new VMS while keeping your MSP is not only possible but can be a strategic move to modernize your contingent workforce program. By aligning business goals and processes, collaborating with your MSP, and selecting an MSP agnostic, flexible VMS, you can achieve a seamless transition that enhances efficiency and delivers long-term value. Existing process are already documented, which leads to a faster implementation than a brand new, generation 1, program. Implementing a new VMS represent a significant opportunity to improve, while still keeping your existing MSP that has all the program knowledge. Helping your MSP optimize their work efforts through a new VMS can lead to much better value for companies that want their MSP focussed on more strategic and higher value tasks.

Consider Switching to Conexis VMS

As an independently-owned, MSP agnostic VMS provider, Conexis has a great relationships and work with many different MSPs; and we can ensure you have all the tools and knowledge you need to set up and manage a successful contingent workforce management program.

We will work in close partnership with you and your MSP to ensure a smooth transition that will ensure a smooth transition and operational continuity. Our innovative VMS ensures that we can easily integrate our software with other existing tech platforms and we will support the set-up, onboarding and training on the new system. We can make it easy, fast and smooth.

Introducing Conexis Easy Switch

Conexis makes switching your VMS easy with our Easy Switch program.

Our specialized Easy Switch Team will take care of every detail for you, ensuring a seamless transition. Our team meticulously plans and executes each step, from initial assessment to final implementation, and handles all the complexities, so you can focus on your core business activities without any interruptions. Plus, you can be up and running - fully operational - in just a few weeks. Read more at: Conexis Easy Switch

Comparing Vendor Management Systems

Learn more about what to look for when choosing the best VMS for your organization. Download our Free VMS Buyer's Guide here:

Take the Next Step with Conexis VMS

Conexis is an award-winning VMS tailored specifically for mid-market contingent workforce programs. Leveraging the latest technology, Conexis delivers the expertise, reliability and security of enterprise systems, while offering the flexibility, user friendliness and tailored service you require. Conexis delivers enterprise level software - without the enterprise level complexity and cost. Learn more about our Company and why organizations Choose Conexis VMS.

If you are looking to change your VMS solution, we are here to help. Contact Us for a Free No-Obligation Consultation to discuss your workforce challenges (and get immediate actionable insights). See how easy Conexis is to use by taking a quick 2 minute Self-Guided Tour, or Book a Personal Demo Today!