Vendor Management Flowchart

The Vendor Management Flow goes something like this:

The end user can choose either of the 4 ways available to their disposal which is to source directly,
go through MSP’s followed by tier 1 vendors and tier 2 vendors, or directly to tier 1 vendors and tier
2 vendors.

Front Office Workflow Flowchart

The front office workflow starts with Leads that are generated by the Sales or Business Development
team of the company. Through the leads, following a blueprint, few are then converted to clients.
The clients then pose requirements about employees. The company sends job requirements to
recruiting firms, with all the details. This could either be by Emails or VMS. The actual recruiters
then, possibly the vendors, would be reaching out to job seekers and vice versa, through either
marketing or sourcing. When out of the pool of candidates some are selected, recruiters make an
internal submission to the recruiting firm. Post which the recruiting firm makes a submission to the
client with details of the best suited candidates. The clients may or may not choose all of them. Once
the candidates are selected, they are officially being placed and onboarding is then done by the main
client.

What is an ATS and why is it needed?

An ATS helps companies to organise candidates for hiring and recruiting purposes. These
technologies enable firms to gather data, classify prospects according to experience and skill level,
and screen candidates.

Currently, more than 90% of Fortune 500 companies use application tracking systems. Top ATS can
track all communications with candidates, despite the fact that these systems are already great at
storing candidate data.

This reduces time-to-fill and guarantees that businesses get the best candidates for the position by
making it simple to search and filter resumes and other candidate information.

Why is it needed?

With digitization in almost every nook and crook of the world and its functionality, the need to
fasten, improve, and enable smoother flow of a recruitment and hiring process has also increased.
That’s how digitization is needed here as well.

Well explained above, an ATS is a platform to ease the hiring process. But what exactly does it help
tackle, and why does the need arise after all, is discussed in the following points:

The issues faced without an ATS:

1. More time is spent on submitting the same job ad to multiple job boards.
2. Overload of irrelevant applications from unqualified candidates
3. Career site isn’t the best fit and you can’t find a way out to maintain or enhance it.
4. Traditional tracking of hiring efforts in a spreadsheet and using email as means of
communication, making it all very messy and unmanageable.
5. You’re using external recruiters for mid-level hires to save time and admin hassle
6. Hiring team is having issues with coordinating feedback on candidates and making needed
decisions
7. Losing out on a star candidate, who previously applied for another role but was unfit for the
same, because of not being able to track him/her in the pool of inboxes since the time that
candidate had applied.
How ATS helps (respectively):

1. Allows you to submit a single job posting to various employment sites. When you need to
post to 15 or more job boards, it's a saviour. The finest applicant tracking systems offer
subsidised job advertising on some of the most well-known job boards like Monster, Indeed,
and Career Builder, which can help you save money in addition to time per recruit.
2. Provides you the option to create application forms with configurable screening questions
that are specific to your needs. You can add a screener and eliminate a substantial portion of
the undesirable applicants if you require a pertinent degree and relevant work experience.
3. Delivers organised information about each applicant, making it quick and easy to disqualify
those who won't be taken into consideration.
4. Helps to create a branded careers page with no coding required.
5. Combines all kinds of job posting and sharing with the ability to track applicants, create a
shortlist, schedule interviews, and hire new employees. Enables you to simply compare
applicants, explore their rich profiles, and collaborate productively with your hiring team on
a platform that centralises all of your notes, communications, calendars, and statistics.
6. The tools required to draw excellent applicants are more accessible and efficient than ever.
A successful process is what is required. That technique is already included in a properly
constructed ATS, which is one of its many advantages. A hiring pipeline that is simple to use
is provided by an application tracking system.
7. All of this is accomplished by an ATS. On the same candidate profile, along with their
resume, application form responses, and pertinent background, everyone's remarks,
feedback, and ratings were collected. A new member of the hiring team can quickly catch up
on what has happened thus far with the correct ATS. Without ATS, disregard it.
8. Keeps a full record of everyone your hiring team has ever considered, making it easier to
reach out to them when a relevant position opens for them.

What is VMS and why does staffing industry need it?

As discussed in the session, a VMS, is a cloud-based service or software that helps to manage the
vendors for staffing companies, there by making it easier to keep track of talent provided by each of
them and streamline the process of receiving suitable candidates from them.

Considering that when it comes to hiring, external sources are a very easy way to go by, because of
the less burden it brings to the end user. However, since the hiring in itself is a tedious process, the
process involved in getting vendors and keeping them engaged too is full of steps and various related
activities.

A VMS is needed to be able to smoothly onboard vendors on to a common platform of the company
where we can keep a track of each one of them. Be it the number of candidates they bring, their
resumes, anything. Since a company reaches out to multiple vendors at the same time, they come
back with a huge bunch of suitable candidates. It is a task to be able to keep a track of all of them in
a way that it doesn’t create confusion. A VMS does that for the company.

Moving to distributing job ads everywhere, with a VMS it becomes a task of just a couple of clicks
rather than individually sending each vendor the details.
When vendors bring in candidates, a portal created by the company, in integration to the VMS, lets
the candidate share their resume, providing the company, vendors, and candidates a common space
to engage and interact and keep themselves updated on the status of the application.

VMS also helps with shortlisting and selection process, and finally the onboarding. With this, it
allows the end user to be able to know which vendor needs to be paid how much and at what time
period. A segregated data of selected candidates of from different vendors makes the job easier.

VMS is needed to be able to provide a platform to submit timesheets as they are the mandatory
document that lets the company know how long and how much and what all work has been done in
the mentioned time slot. As mentioned previously regarding paying to the vendors, VMS also helps
keeping a track of invoices, AP’s and AR’s. Rather than having to keep a track on paper and tallying
them, VMS does that without manual work.

Ceipal’s Role in the Staffing Industry

Staffing industry comprises of multiple level players that go something like discussed in the diagram
provided above.

Ceipal provides with an ATS and VMS, WMS along with multiple other software to ease the process
of hiring, rightly making them the total talent management solutions.

Ceipal’s software are built with details and features which can be used by industry players of any
type. Be it an end client, an MSP, a tier 1 vendor or tier 2 vendor.

For an end customer, when they want to hire through direct sourcing, they can use our ATS to
streamline the process. Apart from that, even Workforce Management System should be used by
them to manage the staff internally.

VMS and ATS could also cater to MSP’s that largely serve the bigger industries.

Tier 1 and Tier 2 vendors could be served with CRM considering they cater to a lot of customers.