Defining Success: Background Screening Implementation and Global Rollout

Once a business has chosen their background screening provider and completed contracting, there is usually one more important step before they begin ordering their first background checks-implementation (also referred to as onboarding).

Additionally, if the company operates around the world, there will likely also need to plan the global rollout of their background screening program-for example, is a simultaneous global launch required or is a phased rollout preferred to get certain key locations online sooner?

In this post, I answer some key questions about the implementation and global rollout of background screening programs on topics including common considerations, the role of regional stakeholders, and defining what a successful global rollout looks like.

What recent background screening implementation trends have you observed?

Recently, we have seen that many large global enterprises are shifting towards a single vendor approach to global background screening. This means that when implementing a global screening program for each country or region a business operates, the company needs to have a clear vision as to how their screening program will run and why things need to be done a certain way, especially if this is different from how screening is conducted in other locations.

From an implementation perspective, this can make things far more complex than if a company is just rolling out a screening program in one location. There are many local nuances that could impact the specific checks that can be run in each location-for example, cultural acceptance of background screening, compliance restrictions, and product availability-so it is important to partner with a screening provider that is experienced in rolling out truly global screening programs, understands these challenges, and can help you to overcome them.

HireRight's 2024 Global Benchmark Report, which is based on the survey responses of more than 1,200 HR, talent, and risk professionals, found that 72% of respondents globally are working with a single provider for all their screening services. Just 14% of respondents said they work with different providers in different regions/countries, and only 13% said they work with different providers for different services.

What are some of the most common motivations for moving towards a single global screening provider?

It is important for a screening provider to understand a customer's motivations behind changing to a single vendor to help meet their needs. Some common drivers for working with a single screening provider are cost, ease of management (one vendor can be much simpler to manage than many local screening providers), and the ability to build a consistent global screening program. Applicant tracking system (ATS) integrations with screening providers are also becoming more widespread internationally - the market in the U.S. is already very mature but it is now gathering pace outside of the U.S. Working with a single global screening provider and a single global ATS can help companies to deliver a consistent background screening experience to all their global candidates, which is often a key driver for moving to a single screening provider.

How important is regional stakeholder management during a global screening program implementation?

A common mistake made by businesses is not engaging with the right resources at the right time and not engaging with the right people-particularly regional stakeholders for global screening program implementations. If individuals have previously only managed background screening in the U.S., they may (wrongly) assume they can order the same checks all around the world and not engage with their regional stakeholders who may have local knowledge that could impact the requirements of their global screening program.

Many countries or regions have their own compliance considerations, such as data privacy legislation, which need to be fully considered when building a global screening program, to ensure any local screening regulation requirements are met.

Not engaging with your regional stakeholders can cause problems during implementation and even lead to delays in launching your program, as the project may need to be re-scoped to take into account any changes. Identifying your regional stakeholders early on and working closely with them to plan out your screening requirements in each location before implementation can help to avoid unnecessary delays later down the line.

What does a successful global screening rollout usually look like for a customer?

A successful rollout typically consists of the following five things:

1. A seamless implementation of the background screening solution-and where possible, integrating with the customer's applicant tracking system(s)

2. Meeting the customer's expectations in terms of the packages and products the screening vendor provides

3. Ease of use and the ability to get adoption from all their users

4. Simple change management, so the customer knows where to go to get support when needed, and

5. High adoption throughout the business, with limited hiccups, as they go live.

When does HireRight's project management team begin working with new customers?

Our project management team typically starts working with a customer early in the customer onboarding process, so we are fully prepared to get started once the contract has been signed.

We then review the customer's requirements (e.g., the schedule, product solutions etc.), liaise with the appropriate internal teams, and organize a kick-off meeting/call with the customer (and any needed HireRight team members) to find out more about the customer and their priorities for the implementation, go over the details of the rollout, and do our best to ensure that everything is how it should be.

During this meeting, we gather as much information as we can about their requirements (e.g., how many accounts are being set up, if there is an applicant tracking system integration) and then establish a plan that will dictate how often follow-up meetings will be.

What are some of the key implementation considerations for global rollouts?

There are many factors businesses need to consider ahead of implementing a global screening program. These include:

• Local regulations - If it is a global implementation, local laws, such as data protection regulations, in each location need to be considered, as they may prohibit certain checks from being conducted in specific locations. This information can then be used by customers to create regional packages that take into account these differences, rather than one global package.

• Company policies - Each business may have its own company screening standards or policies they must adhere to globally, so it's important that these are communicated to the screening provider.

• Regional stakeholders - Even if a screening program is managed centrally from one location, it is likely that there will be key stakeholders in each region or country that need to be brought into the process.

• Account setup - Another key area of discussion for global rollouts is the account set up, which could include information about the administration of the program from the customer's side, e.g., who the users are and where they are based, as well as invoicing requirements.

• Go-live plan - It is important that organizations are prepared to discuss their go-live needs early on, including timeframes and whether the rollout is to be a phased rollout or if simultaneous global go-live is required.

• Applicant Tracking System integrations - A global business may work with one or more ATS. It can make the implementation more complex if the screening program needs to be integrated with multiple applicant tracking systems.

How do HireRight's project managers help to ensure a successful onboarding?

At HireRight, we help manage onboarding through several important documents that monitor implementation progress, track the tasks required to complete the implementation, facilitate meeting discussions, and guide customers through their account settings and contacts.

Screening programs often evolve in scope during the implementation stage, so it can be useful for the customer to have everything documented to help them to understand the details their screening program.

Lastly, what three tips would you give to a company about to go through a global background screening program rollout?

Firstly, it's essential to have realistic timeframes in mind for the implementation, with a target go-live date established early on. The complexity of a company's organizational setup, the number of accounts and packages needing to be set up, and any ATS integrations required can all impact how quickly a program can go live.

Next, it cannot be overstated how important it is to identify and involve regional stakeholders early in the process. This enables a company to get them onboard and answer any questions before the implementation has begun, which can reduce the chance of delays during the rollout.

Finally, it is crucial to have good communication between a business and their screening provider. There will be times when the screening provider will require certain information from the customer, or the customer will need to make decisions, and long internal processes and deliberation on these can impact the overall go-live date. It is a partnership, and poor communication from either party can lead to delays during implementation, which nobody wants.

For more information about HireRight's implementation and global rollout capabilities, please get in touch via our Contact Us page.

Release Date: September18, 2024