When talking about compliance in the contingent workforce, people tend to only think about classification and employment statuses. Although this is an important part of the process, many other aspects should also be considered to ensure a program stays compliant. Things like data privacy, onboarding, offboarding, training, and learning are also a big part of successful compliance management.
With the right technology, these procedures can be tracked easily. A vendor management system (VMS) can help any organization automate and streamline the full cycle of the contingent workforce, from candidate sourcing to offboarding. In fact, one of our customers’ main reasons for partnering with a VMS is to improve and strengthen every aspect of its contingent workforce’s compliance cycle.
In this article, we describe five specific use cases of our compliance manager, with examples from a variety of different industries.
1. Healthcare System Access
Onboarding is an important part of the contingent worker experience. However, when many internal teams are involved, it can be a huge headache to ensure compliance. One way in which one of VectorVMS’s healthcare clients has simplified this process is by requiring the vendors to submit key candidate information into the compliance management process before they can accept an offer.
Once the information is in the system, the compliance item is deemed completed and the vendor can move forward with accepting the offer. By having it generated in the VectorVMS compliance manager, internal systems receive an automatic notification to generate access to their healthcare systems, removing manual effort.
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2. Safety Tracking
Safety is a huge concern for many light industrial organizations. Without safety checks in place, the possibility of huge liability increases. That’s why one of our light industrial clients uses the VectorVMS compliance manager to track safety incidents.
If a candidate has a safety incident three times within 90 days, they can track that in the compliance manager as a single source of record. This data is useful to know when a candidate needs to be removed from the job site to comply with safety rules and regulations.
3. Background Check Validation
Most organizations require some form of background check prior to starting a role. We’ve found that organizations that use a single provider have more efficient onboarding, thanks to the streamlined processes that come with a single background vendor of choice.
One of VectorVMS’s large financial clients uses a background check integration with our system. The integration sends all engaged contractors to their background check provider. They then use the candidate’s adjudication to determine if they have passed or failed the background check. All of this information is populated in the compliance manager.
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4. Equipment Provision
It can be exceptionally challenging to manage equipment for a population of workers that come and go in different waves and periods. That’s why many of our clients use the VectorVMS compliance manager to track any items, access, or equipment that need to be provided to a candidate.
A few examples are:
- Hard hats
- System access
Not only do they track the distribution of equipment, they also keep track of the return of equipment by creating both onboarding- and offboarding-specific compliance items. Some organizations even integrate directly into their provisioning systems to trigger allocation as soon as a worker accepts an offer.
5. Compliance Expiration Tracking
Compliance is critical in many industries like healthcare, government, and finance. Hence why it’s crucial to track compliance throughout a contingent worker’s entire time in an organization, and not only during the onboarding process.
For example, VectorVMS’s healthcare clients can track all vaccination statutes, licensures, certifications, and boosters in the vendor management system. This process helps to determine when a healthcare professional needs to renew a compliance item or needs to be offboarded.
Thanks to this tracking, organizations can automatically turn off badges when a worker is out of compliance, for example.
Other industries use this to keep track of:
- Background checks that need to be re-run
- PMP certifications that need to be renewed
- Drivers licenses that are going to expire
- Forklift certifications that need to be done again
Overall compliance is at the heart of many organizations’ desire to implement vendor management technology. To ensure smooth processes, compliance managers should be extremely flexible and deeply woven into the sourcing and candidate management process.