Managed Services Requests

You can use the VMS application to track engagements that might not fit a client organization's core business spend. For example, auxiliary workers such as gardeners or custodians. Managed Services (headcount tracking) engagements are primarily used to track workers that are on site, but do not require financial information or billing.

Managed services engagements do not follow the request workflow as other request types do. When you add a worker (new or existing) to a request and select an existing supplier, the request is automatically converted to an engagement (Status='Filled'). When you enter a new supplier, instead of selecting an existing supplier, the MSP receives the request for review. If configured, the application still performs all configured approval routing and duplicate worker checks.

Your MSP organization can open headcount tracking requests on behalf of a client organization, or you can configure the application to allow a client manager or designated vendor to manage the request workflow. Once a request is open, you can either add the workers, or send the request to the vendor to add the worker's information. Settings at the user permission level control if a vendor is allowed to managed headcount tracking requests. Additionally, settings in the supplier/vendor Managed Services agreement control management ability. For more information about required permissions/settings, see the following:
  • Supplier User Permissions - Describes the permissions for the supplier/vendor to access managed services requests.
  • Supplier General Information - Describes the contact level settings to allow a supplier/vendor to manage workers for headcount tracking engagements.

Managed services can have additional data configured to allow you to associate fees at the engagement level, or by creating a fee process tied to an invoice option. For more information about creating a fee process, see Fees and Rebate Process.

Managed service workers do not enter time in the system, but you can set up details at the engagement level in order to create billing items (fees with the 'Adjustment' or 'Benefit' billing type). You can only add billing items for a managed services engagement at the engagement level. The Billing page only allows you to add billing items for a worker or a supplier.

For more information about billing, see Billing Page.