Why managing Statement of Works in a VMS revolutionises project delivery

When facing skills shortages, organisations are increasingly relying on external service providers and the contingent workforce to address critical projects and operational needs.

With remote working, agile delivery, swift onboarding and offboarding, and the constant pressure to maximise value, the traditional methods of ‘getting work done’ are under strain.

As a result, more companies are turning to Statement of Work (SOW) engagements and discovering that the secret to success lies in smart Statement of Work management through a vendor management system (VMS).

Why can’t I use manual SOW management?

For many organisations, managing Statement of Work projects remains a manual process. Documents are scattered across inboxes, shared drives, and individual managers’ files. There’s no central repository, no transparent process for selecting and managing suppliers, and often a lack of professional advice and governance.

This fragmented approach leads to unnecessary risks, hidden costs, and significant inefficiencies.

Procurement professionals know that without formal processes and clear authorisation channels, service engagements can become complex and time-consuming. From defining requirements and choosing suppliers to tracking milestones and authorising payments, every step demands a robust audit trail and sign-off process.

Without these, organisations expose themselves to compliance issues and financial uncertainty.

The advantages of a VMS in Statement of Work management

The key advantage of using a VMS in Statement of Work management is that by centralising Statement of Work management in a VMS, organisations gain complete visibility over project requirements, progress, milestones and payments.

The VMS becomes a single source of truth, accessible at the click of a button. Procurement teams can instantly see the status of any project with no chasing down individual project owners or digging through emails for updates.

Outputs, timelines, and costs are clearly defined, approved, and tracked in real time, ensuring that the right people apply the right checks and balances at every stage.

A VMS like Comensura’s proprietary c.net, brings rigor to supplier selection, using formal processes for supplier evaluation, approval, and engagement. Additionally, a leading MSP provider, like Comensura, adds a wealth of market insight, helping procurement teams identify which suppliers genuinely excel in specific project areas.

The result is more informed decisions, minimised risk, and relationships that benefit both the organisation and the supplier. Suppliers themselves appreciate the transparency and assurance that comes with a VMS, generating greater confidence and value delivery.

Managing Statement of Work in a VMS also enables organisations to allocate resources strategically. Instead of hiring more staff, managers use a central repository to avoid duplication, select the best suppliers, and gain business-wide visibility. The MSP adds expert support for sourcing and managing suppliers effectively.

Real-world impact of using a VMS for SOW management in the public sector: Dorset Council’s journey

Dorset Council’s experience with Comensura’s c.net platform is a testament to the transformative power of Statement of Work management in a VMS.

Their shift from a self-service system to a collaborative, transparent platform delivered instant benefits: Clearer processes, more efficient communication, and a powerful audit trail for every project.

With Comensura’s support, the local authority built confidence in the platform, overcame initial resistance, and now enjoys greater assurance and compliance, especially around complex issues like IR35.

“With c.net we can see why a project was established and what the milestones are so we don’t have to reinvent any wheels,” stated Dawn Adams, Service Manager for Commercial and Procurement at Dorset Council. “It’s a repository for history and sign-off, and Comensura understood exactly why we needed that."

VMS and the future of Statement of Work Management

As organisations face increasing scrutiny and the need for greater control over services procurement, the benefits of managing Statement of Work projects in a VMS are clear. Full visibility, smarter supplier selection, strategic resource allocation, and efficiency gains all contribute to a smarter way to work.

With Comensura’s c.net platform and MSP support, procurement leaders can unlock the true value of their contingent workforce and ensure every project delivers on its promise.

Ready to transform the way you manage your contingent workforce?

Contact Comensura today to discover how our workforce solutions and expert support can help you gain control, visibility, and value from every Statement of Work project. Take the first step toward smarter, more efficient services procurement.