Changing HR platforms or Background Screening Vendors? Ask these questions first!
For most HR departments there will come a time in the business cycle when you are faced with evaluating vendors and the tools you use. Whether it’s a payroll system overhaul or a simple addition of an Applicant Tracking platform, make sure to ask these questions first before finalizing your decision:
Questions to ask yourself when considering an HR platform change
What is the core reason prompting the change, and does this platform/vendor/organization align overall to current business strategies in the near future?
How far will the impact of the change reach in the organization? Will it just make the immediate team’s life better, or will it improve the company as a whole?
How does this product tie in with existing systems? For example, if your company uses Firefox across the board, but a web platform only functions on Chrome.
Is your current setup already addressing the issues you have, and how does a potential new system set itself aside?
What savings can be achieved with regards to cost, labor, turnover, etc.?
Is this solution the best available just for right now, or can they prove their adaptability with constant changes in technology?
Have you tried to fix this problem before? What were the concerns from that time?
What is the ultimate end goal, according to YOUR plan?
This is not an all-inclusive list, but having a clear set of questions in mind can drastically reduce the margin for error when making a final decision.
Questions to ask when comparing background screening vendors
Is your screening process comprehensive, starting with a Social Security Number Validation to uncover aliases, DOB, and previous addresses?
*Tip: Some states do not provide DOB information, so it’s important for a researcher to be able to link identifiers.
Are you capable of advising on the information you provide i.e. FCRA/Adverse Action? E-Verify? EEOC? Local statutes?
*Tip: Some companies just deliver information rather than act as a partner. It’s also helpful to know if they have experience in your industry. Ask for references!
Can the services you provide be mixed and matched to meet our needs?
*Tip: Although the stock package may seem easier, a tailored approach can save you time and money by not ordering unnecessary information.
Do you offer multiple channels for communication i.e. online, email, fax, live people to speak to by phone?
*Tip: Ask if you will have the same person assigned to your account or if you will be bounced around every time you contact them.
What is your cost structure? Are there hidden fees or extra charges? What costs are incurred from aliases?
*Tip: Be wary of companies touting abnormally low fees. The reports are not likely to be comprehensive and could lead to disputes.
What can we expect for turnaround times?
*Tip: Companies that claim instant results should raise a red flag, as there is no single instant database for all criminal records. These companies are also not likely to be researching at county levels.
Do you screen your own employees? Is work sent offshore? Can you explain your Quality Control process for records?
*Tip: Do not consider a BACKGROUND SCREENING COMPANY that does not SCREEN its employees. Also, some foreign locations carry weak ID theft/confidentiality laws.
Do you safeguard candidate SSNs? Do you have a security certificate for online systems? Do you protect background report data?
*Tip: Ask to see privacy and data-security policies as an added step.
Does your firm carry any professional memberships such as the National Association of Professional Background Screeners (NAPBS) or Society for Human Resource Management (SHRM)?