Using a flexible workforce today comes with many requirements. An efficient tool that enables you to manage legislative and regulatory requirements as well as the demands of your own organisation’s internal working methods is essential. You aspire to full contingent workforce compliance.
One file per resource so that you can get full visibility of their up to date status whenever you need it. Have the supplier and individual agreements been signed? Is a certificate still valid? Other items that organisations may want to check are:
- Curriculum vitae
- DBS check (criminal records check)
- Confidentiality agreement
- Client’s health and safety instructions and other policies, degrees, certificates, diplomas, etc.
For many organisations, having the ability to centrally track compliance with the various laws and regulations is one of the main reasons to start a workforce management program. There are many risks associated with the incorrect hiring and management of external resources – from Agency Workers Regulations to IR35 and GDPR, to name a few. A VMS can be a powerful tool to help reduce both risks and the burden of compliance monitoring.
A key approval process when dealing with an extended workforce is the procurement structure, in other words: who can authorise a new assignment or an extended engagement? In a VMS, the approval workflow can be configured completely and can effectively replace ERP based approval workflows in case more flexibility is required. The VMS will enable the creation of an audit trail (‘forensic evidence’) and provide full visibility of the procurement process, increasing transparency, ensuring consistency and contributing to the overall aspect of compliance within the organisation.
A separate file per supplier can be created, allowing you to organise supplier information such as:
- Hiring conditions
- Signed agreements
- Statement of account
Maintaining accessible and up to date data is paramount. Being able to create an up to date report of all temporary personnel engaged by each supplier will be handy whether you have an internal audit or an inspection by the labour authorities. As documents and checklists vary depending on the sector or industry, you can configure requirements to accommodate the expiry dates, retention periods and anonymisation that must be observed in each case.