Is It Time to Review Your VMS

(and Maybe Make a Change)?

Vendor Management Systems (VMS) are like treadmills. When they’re new, shiny, and promising to change your life, you’re all in. But fast forward a few years, and suddenly it’s taking up space, making weird noises, and you’re wondering why you ever thought this was a good idea.

At Tracz Consulting, we’ve seen it all when it comes to VMS and Extended Workforce Technology (EWT). With our extensive experience, we’ve helped organizations break up with underperforming systems, and we’ve helped others stick it out and turn their “meh” relationships into powerhouse partnerships. The key is knowing when it’s time for a serious talk with your current system.

1. Does your VMS actually do what you need it to?

If your business has evolved but your VMS still thinks “innovation” means fax integration, you’ve got a problem. A system that can’t support today’s contingent workforce needs—non-employee labor, compliance tracking, SOW management—becomes less of a tool and more of a costly paperweight.

1. Are you getting actual support… or just a generic ticket response?

   Your VMS provider should be like a good friend: responsive, supportive, and not just there when they need something from you. If your issues are handled like an endless game of hot potato, it’s a sign. At Tracz Consulting, we’ve had clients tell us they felt like shouting into the void when they logged tickets. Spoiler: if you’re screaming into the void, the void isn’t listening.

2. Are you overpaying for “meh”?

   VMS costs have dropped in recent years, but plenty of companies are still writing big checks for systems that deliver the excitement of day-old toast. If the ROI isn’t obvious—and your team is already working around the system—you might as well staple dollar bills directly to the system and call it a day.

3. Is your VMS flexible enough for today’s workforce?

   If your VMS can’t integrate with other systems, doesn’t allow for customization, or traps you in rigid workflows, it’s holding you back. In today’s extended workforce technology landscape, flexibility isn’t a “nice to have”—it’s table stakes. You wouldn’t buy jeans that only fit if you stand perfectly still, so why settle for a system that only works if you contort your business around it?

4. Do your users even like it?

   User adoption is the holy grail. If managers are avoiding the VMS, inventing side spreadsheets, or calling it names that HR would disapprove of, it’s not working. Technology should make people’s jobs easier, not inspire new curse words.

Real-World Anecdotes

(Because We’ve Seen It All)

One of our clients came to us absolutely done with their VMS. Think: ready to pack its bags and leave it on the curb. We helped them run a complete market assessment, identified three providers that actually aligned with their contingent workforce needs, and guided them through the RFP and implementation process. The result? A shiny new system that delivered the functionality they’d been missing—like real-time analytics and compliance dashboards—and a lot fewer headaches. They went from “why are we doing this?” to “why didn’t we do this sooner?” The relief and satisfaction were palpable.

On the flip side, another client thought they needed to switch, but what they really needed was a little couples counseling with their current provider. We helped them reframe the relationship, renegotiate the terms, and elevate themselves to “priority customer” status. Suddenly, doors opened: they gained features they hadn’t even realized were included in their license, improved support response times, and a roadmap that aligned with their strategic goals. Moral of the story? Sometimes it’s not about leaving—it’s about making sure you’re getting what you already paid for.

How Tracz Consulting Helps

If you answered “no” to any of these five questions—or if your anecdotes with your VMS would make for a terrible sitcom—it’s time for a review.

For buyers, Tracz Consulting helps assess whether your current VMS or EWT is worth sticking with. If it’s not, we’ll lead you through the process of selecting and implementing a new one. If it is, we’ll help you maximize its value without the therapy couch.

For VMS providers, we help you avoid becoming the “ex.” By running health checks with your customers, benchmarking functionality against the market, and providing competitive insights, we make sure your system evolves alongside buyer needs.

Final Word

Your contingent workforce deserves more than clunky tech and “good enough” processes. Whether you’re evaluating your system, switching to a new one, or making peace with your current provider, Tracz Consulting is your trusted partner in contingent workforce consulting, Vendor Management Systems, extended workforce technology, and non-employee labor strategy.

Is it time to review your VMS? If your gut says yes, the answer is probably already decided. And don’t worry—we’ll bring the expertise, the perspective, and maybe a few jokes to get you through it. With Tracz Consulting by your side, the VMS review process will be easier than you think.