Summary
Smart Track VMS
Smart Track, DCR’s SaaS-based Vendor Management System (VMS), provides full support for all aspects of contingent workforce management. The system offers operations personnel and corporate executives a single, unified approach to procure, manage, and analyze agency and independent contractors, Statement of Work (SOW), alumni, and other niche resource pools.
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Smart Track translates volumes of data that are generated each day into valuable insights needed to understand the environment in which you operate. The application offers a single platform for viewing and manipulating transactional and interactional data from different areas of your company and the marketplace so that you can evaluate the impact of temporary talent on overall performance.
Planning and Forecasting - Smart Track tools offer demand and spend forecasting, resource mix analysis, and bill rate adjustment analysis.
Reporting - On-demand reports as well as user-specific dashboards display numerous types of data breakdowns and results including spend, process/cycle time, purchase order and budget tracking, and performance by skill category or location.
Cost Control - Easily perform analyses of aggregate spend by supplier group or worker classification. Earned Value Management (EVM) reporting evaluates project costs against progress, thereby anticipating cost overruns.
Trend Analysis - Review metrics showing trends, scores, and ranking based on established performance. Comparisons can be made across job titles and locations and over various time periods, including monthly, quarterly, or yearly.
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Smart Track delivers the financial and operational information you need to gain a comprehensive, clear view of your organization’s extended workforce. By providing visibility into previously inaccessible areas, you can truly understand the ways in which your money is being spent and can balance available resources, grade suppliers, and identify areas needing attention.
Viewing - Configurable role-based dashboards and reports provide a complete graphical and interactive view of the most critical data allowing you to uncover hidden issues, spot policy violations, and identify anomalies across your business.
Tracking - Financial and operational metrics are constantly tracked, and vital comparisons such as for budget versus actual spend are even displayed during every transaction requiring approval of expenditures.
Communicating - The two-way interface between our system and industry-leading HRIS, time reporting, and onboarding and invoice/payment systems ensures data is up-to-date and accurate.
Scoring - Smart Track scores and compares candidates to provide market appropriate compensation and also scores and compares suppliers based on client-configured performance metrics.
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Smart Track compliance features help ensure your business is always in compliance with regulations and policies, whether government or corporate, and safeguards against safety issues and supplier breach of contract.
Rules and Agreements - Smart Track systems mirror business policies and legal obligations. Reminders and alerts are automatically triggered when approaching spend thresholds, end of contracts, and even for missing timesheets or unapproved hours.
Suppliers - Online creation and management of contractual agreements, tied with monthly reporting of supplier performance, ensure full compliance with Service Level Agreements.
Independent Contractors - A 1099 compliance module provides online assessments, calculates risk levels, and validates compliance with licensing, certification, and DoD security clearance requirements.
Other Non-employees - Smart Track accurately adheres to government-mandated compensation and reporting for SCA/PCA workers. The program also calculates fatigue thresholds of high-risk workers and issues alerts as those thresholds approach.
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DCR ensures a simple, cost-effective, and rapid VMS deployment even for a complete workforce program transition. Gain control of your contingent workforce and project services within weeks. We provide a complete, “no surprises”’ blueprint from program inception through deployment, transition, training, and support.
Simple Technology Deployment - Dedicated teams of experts with extensive system knowledge and experience will configure and deploy Smart Track, including integration with industry-leading application such as ERP and HR programs.
Program Transition Across Your Enterprise - DCR offers a customized multi-phased approach that defines steps based on your priorities, required timeline, and desired degree of change.
Specialized User-Specific Training - Training modules are developed for each and every type of user including company program managers, hiring managers, supervisors, system and administrators as well as suppliers.
“Always-Available” Support - DCR provides 24/7/365 technical and usage support from onsite resources during extended business hours to a helpdesk that is available around-the-clock via telephone, email, and our website.
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Smart Track allows you, your staff, suppliers, and contingent workers to conduct tasks and transactions using any device, be it a smart phone, tablet, laptop, wearable, or PC. The system supports remote requirement creation, candidate screening and selection, onboarding, time reporting and approval, and worker off-boarding. Stay in control of your temporary workforce management program while you are on the go, and keep your teams fully connected via Smart Track’s extensive suite of tools that are always available.
Technology Demo Notes
- Started as an MSP organization and moved into a technology, VMS, role
- Dave Putt - Sales
- Rich Piva
- Tool is able to be configured - We get to make the changes as well without support
- Support team available if help is needed
- To-do list on the right that will flag notifications. Ability to autoset emails
- Dashboard:
- Can interact with dashboard (circle info) and then download as PDFs
- Active contractors
- CWs contracts ending soon
- Can limit data based on roles/rights
- Can set up requisition templates including rates
- Upload a recording - could be good for recording "intake sessions" and uploading it?
- Approval workflows can be build on spend
- Approval paths can be tracked real time
- Add candidate questionnaires - will knock out candidates based on answers
- Can broadcast openings outs to agencies - can set up distribution lists and supplier can further breakout the distribution list
- Ideally can build out supplier lists by type of role
- Calendar function integrates with Google Suite
- If candidates are "knocked out" we would still be able to see the candidates but they would be flagged
- Transition messages "Please wait messages" between screens can customized to communicate to users
- Data feeds:
- Typically don't charge with integration
- Implementation is including in the pricing
- Implementation length: 8-16 weeks
- Reporting:
- 300 canned reports
- Analytic section
- Can build ad hoc reports
Quick start circles
Configuration
Naming convention is determined at the time of implementation
They will train power users so we can make changes past implementation
To-Do List
Requirement
Candidates submitted
Interviews to confirm
Timesheets
ETC
Single, opt in/out, none
Everything in your queue that you need to action with links
Notifications
Full mobile capabilities - native app from Apple/Android store
Dashboard
List of contract workers
Charts
Totals widget
X contracts ending soon
X submittals
Customizable with the ability to filter from the dashboard
Drag and drop to change your view
Create requirement - equivalent to job titles/requisitions
Rate card
Job description
Necessary skills
Scope of work
Pre-screening questions
Quick pick templates from catalogs
OR customize an existing template
OR one can be built from scratch
Once requirement is created, it moves into My Workspace
Distribution lists
Ability to automate which requirements automatically go to certain distribution lists
Autosend for approvals
Ability to see where in the approval process the requirement is
All tracked in analytics
Once approved, you can set up a broadcast
Integrates with Google Suite
Integration with the client’s invoicing system
OR ability to push to our invoicing system
25 hours on our side to coordinate integration mappping
No charge for implementation
8-16 weeks typically depending on size and complexity
Colgate - 4 integrations over 5 weeks
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Contact
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