Right to Work data - Mitigating Risk

The Challenge

Following a recent software upgrade and associated change to the way employee data was recorded, management became aware of a risk relating to right to work data.

The data was not able to be easily viewed or reported, so no reliable checking process for eligibility. Additionally, there was no ability to use the software to prompt renewal dates for time limited leave to remain records.

Project Delivered

Clearly an urgent project requirement given the organisational risk involved.

One initial finding was the lack of up to date process map or guidance to cover onboarding in light of the software change. I then spent time with the Recruitment team to explore the current work methods when onboarding new employees and recording right to work documentation.

Generating a detailed process map for the onboarding work, I identified gaps in the process and the risks arising from the way the data was being recorded.

Working with relevant HR, Recruitment and IT stakeholders, to update the system use in respect of recording employee right to work data and the process used by the team when onboarding new employees. Additionally, worked to set up automated process for identifying where existing employees need to provide renewal right to work documentation and recommend ongoing audit process for senior managers.

Outcome

All relevant processes in place and updated system data to reduce risk of not receiving or recording right to work data for new and existing employees.