Considerations For Developing An Enterprise-Wide
Screening Program
Managing a multi-state or even a multi-national background screening and/or drug testing program can be quite complex, especially when it comes to program development, training, information flow, and the decision-making process around the use of consumer reporting information and drug testing results. All the pieces need to work together in a seamless manner that is secure, consistent, and compliant, while enforcing overall due diligence goals. Preparation, collaboration, and organization are key to implementing an enterprise wide screening program.
A comprehensive screening program requires input from all areas of your company before implementation begins. Whether you’re designing a new program or evaluating your current one, understanding the needs and goals of each department and how they support your overall corporate goals is essential. Corporate, HR, Operations and Risk management executives should work together to develop a program that works for the benefit of all stakeholders. Discussions around industry, corporate culture and appropriate due diligence policies need to be included in the development of your corporate strategy. The industry you operate in may already have regulations in place that require certain types of positions to be screened. Other factors such as positions that require a higher level of security and additional risks associated with the position or facility need to be weighed. Also the verification of prior work history, education and skill level, and other credentials necessary for an employee to be qualified for a position should be reviewed on a position by position basis and on an enterprise level to insure consistency.
Background screening and drug testing program management generally flows through Human Resources; understand who will be initiating requests, viewing results, along with who will have access to adverse information. Consistency is critical when requesting and utilizing background screening as part of the hiring process or the employee retention process. Standard screening packages by department and position should be considered so screening is consistent across various business units or locations.
Centralized adjudication of results may benefit your organization. The ability to limit access to adverse information to one individual or group of individuals will help keep confidential consumer report information in the hands of those on a need-to-know basis. This also provides a safety net for consistency of the adjudication process and takes the process out of the hands of a hiring manager that may be biased to hire an individual based on a warm interview, or other inconcsistent criteria.
A designated HR representative should be appointed to monitor overall program effectiveness and report to management. Management reporting, whether monthly or quarterly, provides constructive feedback to all stakeholders on the overall program success and adherence to policy. Where ever possible, reporting should be segmented by facility and even position to help analyze and manage specific areas of the program.
Managing legal compliance across state lines and/or across international borders takes specific geographic legal knowledge. Policies and procedures need to address issues such as FCRA compliance; state specific regulations requiring additional consumer pre and post notification procedures; and restricted use of criminal records information. Utilizing information such as employment credit reports, E-Verify, or understanding state accepted methods of drug testing may vary from state to state. All of these factors need to be considered, researched, implemented, and managed for a fully compliant program. In addition, periodic legal review and on-going monitoring of changing legislation needs to be addressed within your screening program.
A risk assessment should be conducted at every employment level and a comprehensive screening program should be established for all positions from the highest executive to the entry level job. Always consider the goals of corporate security and risk management as key drivers of assessing your overall screening and drug testing needs. Not implementing a due diligence program across the entire company can leave huge gaps and increase exposure for safety risks or potential of negligent hiring or retention litigation. Always remember to include contingent workers, temps, contractors and volunteers as part of the risk assessment process.
The ebb and flow of business may change the need for additional staff or even mandate downsizing as necessary. If the recruiting, screening and on-boarding processes don’t meet the needs of operations on a timely basis, production could be adversely effected. This is even more critical for an organization that relies on several decentralized business units to work together for a smooth production flow. Screening can provide the right worker for the right job, decrease turn-over and ultimately increase production and profitability.
The use of electronic and decentralized recruiting, enterprise-wide applicant tracking, on-boarding, and integration into a HRIS system can create great efficiency and security within your screening process. The ability for an applicant to provide the necessary screening information online, supply consent, and be provided with proper compliance notifications can streamline the recruiting process and the amount of data-entry required by a requestor. On the flip side, disseminating report information to decentralized locations, routing email notifications to decision-makers, and storing information securely can be achieved with the right screening partner and appropriate system integration. Having the right data flow and process mapped out from initial candidate application, to data transferred securely to your screening provider, to final on-boarding and beyond, can bring great efficiencies to the program. Leveraging screening technology along with integration into a company’s recruiting and applicant tracking process is a must for many decentralized employers.
EBI provides enterprise-wide solutions to help decentralized corporations setup, implement and manage the entire screening process, both on a domestic and international basis. EBI provides account set-up with multiple levels of notification and security, and the ability to order services and notify decision-makers in remote locations with a touch of a button. EBI supplies your hiring managers and security professionals with the right tools for the right job. The EBI team will work with you regarding compliance measure, regulatory requirements and monitory changes within the screening industry to keep you up-to-date. EBI’s technology platform can be easily integrated into your entire ATS system. We also offer the right management reporting to keep the entire executive team abreast of cost, turnaround time and the effectiveness of our solutions.
Here are just a few ways EBI assists national and global employers:
Global program evaluation, design and setup
Industry specific products and services
Federal and state compliance review, resources, forms and guidelines
Customized and configurable web-based solutions for decentralized screening
Customized multi-location setup and customization
Multi-location management reporting to track the entire process
Seamless ATS integration to transfer data securely and efficiently
Global screening solutions to provide due diligence in over 200 countries
Competitive volume based pricing
Compliance alerts and updates, ongoing education and resources
World class customer service
EBI offers enterprise-wide solutions for the most complex and decentralized employers. With EBI, all of your screening goals come together in one place.
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All information contained herein is provided by Employment Background Investigations solely for the convenience of its clients. EBI is not providing legal advice or counsel and nothing provided on this document should be deemed as legal guidance or advice. Readers should consult with their own legal counsel to determine their legal responsibilities or if they have questions on any information provided by EBI.