Ensuring candidate compliance with PASS implementation
Our client is one of the top five UK recruiters who approached PASS Software for help in reducing the time and cost of pre-employment screening of staff it recruits for its clients. They also wanted to reduce the amount of resource in their audit and compliance function who ensure the checks are properly completed, avoiding possible contract breaches. This would become a major competitive advantage.
As a well known high street brand, our client has offices all over the UK and many in Europe with its own distinct way of attracting candidates; using one of the largest job boards in the UK and its extensive branch network. The company also has regional centres for servicing its largest corporate clients. The staff it recruits are a typical mix of permanent, temporary and contract employees.
Providing an efficient, integrated staff screening solution which could be used by hundreds of branches and regional centres as well as the centralised compliance department, was the overriding challenge for our client.
Aware they needed to make improvements to their screening processes, the business had already analysed their requirements and investigated the functionality required to deliver a suitable solution. They had made some initial steps towards building their own solution, but after a significant investment, realised they didn’t have the expertise in house to deliver what was required.
The first step of engagement for PASS Software was to complete a process audit of the existing systems and understand where improvements were required.
The audit revealed an overreliance on paper based systems, with a significant amount of compliance documentation filed locally in each branch. Any information which had to be shared was sent via email, and tracking was carried out using spreadsheets.
Their own internal compliance system generated employment references but was lacking in most other areas .E.g. it didn’t track the progress of applicants, had no integration with external agencies and no way of capturing candidate information online.
The transfer of information between the recruiters and the compliance team whose function is to check the compliance of each candidate against their client’s criteria was similarly inadequate.
Several problems were identified:
- Slow inefficient processes meant potential staff could not be made compliant in a timely manner to meet their client’s needs
- Internal systems required a significant amount of manual intervention with too many staff doing the work leading to unnecessary costs
- Candidates not being background checked properly meant the company were at risk of being in breach of contract or worse waiting for a candidate to be caught doing something improper at a client location with the potential financial consequences of loss of contract
It also became obvious that any company doing these checks properly gained an advantage over its competitors, especially if they offered the client access to the compliance system to carry out their own audits to demonstrate their confidence.
After the analysis, PASS Software presented a three stage solution that would deliver the component parts that the business needed over a one year period. The overall approach was:
PASS Software installed the PASS centralised compliance system and trained all users. This enabled the central compliance team to specify the checks required for each client and configure the system with the rules. All staff had to follow the rules for each client and the internal audit team had complete visibility of the process.
It tightened up the processes and mandated everyone in the company to follow the rules with the following benefits:
- Consistency of checks right across the business
- Proper visibility of all candidates
- Faster compliance checks done by fewer people
- Significantly reduced risk of being in breach of contract
- Cost reduction
The automation accelerated the compliance process and provided the level of consistency expected by large corporate clients. When used in conjunction with the Centralised Audit module and Business Intelligence suite, their process was brought completely under control with fewer people.
PASS is integrated with Callcredit, Experian, CIFAS and Disclosure Scotland. Our client registered with PASS Recruitment Services enabling them to retrieve instant ID, address, credit, PEP, CIFAS and Sanctions results. It also connected them to the Disclosure service via the integrated interface for fast turnaround of Basic Disclosures.
This further reduced the time taken to check a candidate by retrieving much of the information at the click of a mouse without the need to type candidate name and address history over and over again into various online systems. The time saving was significant.
Each candidate enters their details into the job board which is integrated with a candidate management system (sometimes called candidate attraction system) so the next logical step was to integrate it with to the PASS compliance system.
This would provide the business with the ability to use the data entered by the candidate to retrieve all checks without the need for further rekeying, reducing the time and the cost of carrying out these checks.
This streamlined the process from end to end. After each recruiter has tracked their candidate from the application process through the interview and hiring process with their client, they simply click on their “make compliant” button and it transfers the candidate name and address to PASS Direct Connect. The candidate is sent an automatic email welcoming them to our client’s online compliance portal with a link that takes them to a fully branded online application form where they are asked to complete all of the information required for compliance. When the form is complete the information is transferred to the compliance team for processing without the need for keying the details again.
The PASS Direct Connect portal is controlled by the compliance team and is capable of producing as many application forms as required to capture all of the differing information required by the compliance team. This puts compliance in control of the process from beginning to end.
Using “one time data entry” from the job board through to the online agencies and the final candidate report, the new system improved every aspect of compliance. Virtually all paper based systems have now been replaced by a streamlined, integrated system rolled out across the client’s network of branches providing:
- Improved efficiency and the subsequent reduction of cost
- Reassurance of compliance and avoidance of possible contract breaches
- Improved candidate experience
- Management control over the end to end process
- Enhanced visibility of candidates across the company
It also provides a significant advantage for the company to use as a sales tool to help them win new business with the major financial and commercial companies who demand assurance that the service they are buying really does meet their requirements.