Assess: Step 1 of the Employee Life Cycle

The HR Compliance Role

Manage, Assess and Execute on Compliance

Human resources (HR) compliance is an essential area for organisations to properly assess and understand their performance. It is crucial to be successful in understanding your obligations based on today’s legal environment, but achieving and maintaining compliance can be an elusive goal. It is hard to maintain the right level of awareness, recognise the challenges and develop effective processes to meet them.

Conducting Scheduled HR Compliance Audits

Unfortunately, many HR functions are typically understaffed and overworked. Conducting scheduled HR compliance audits should be a part of an organisation’s overall strategy to avoid any legal liabilities. However, without the right tools and processes in place, non-compliance can and has been the basis for significant financial and reputational risk.

HR compliance should be treated as a process

The goal for compliance is clear, however the process needs structure and rigour to effectively assess organisational levels of compliance in context to the multitude of laws and regulations governing the employment relationship and employee life cycle.

The Employee Metrics 9-Step process is designed to help the HR function take a large step towards its goal of achieving and maintaining HR compliance for the overall organisation.

Step 1 Assess: Evaluate organisational compliance across the multitude of laws and regulations governing the employment relationship and the action required to manage and mitigate risk.

How does Employee Metrics help you achieve HR best practice

The Employee Metrics diagnostic platform walks you through a detailed assessment, supported by an experienced HR Consultant. It helps you assess performance and generates a detailed appraisal of your position across the 9 steps of the Employee Life Cycle. The outcome is a detailed report including recommendations and actions, which can then be prioritised into a strategic program of work that will support you in delivering HR best practice.

The HR function is a key player within the organisation’s compliance structure

The end game is to have efficient process in place to benchmark current practices against, along with clear, consistent criteria to inform best practice throughout the employee life cycle. The advantages are clear – the visibility of HR priorities to drive a compliant organisation and workforce.

For more information on the Employee Life Cycle and how Employee Metrics can assist, please see;

Step 2 Hire: Understand the employee/roles you need and source the best talent.

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The Risks of Non-Compliance

In Australia, we work in a very complex employee-relations environment, where the majority of business owners are still largely unaware of their risk, and more-so, completely oblivious to their financial risk in terms of fines from the Fair Work Ombudsman for breaches. This is despite some very high profile cases of late, such as 7-Eleven and Pizza Hut.

Some of the most common breaches that we see on almost a daily basis, especially in the small to midsize company level, are the following:

  • Employees are unaware of what Modern Award they are employed under = BREACH
  • Employees are unaware of the location of the Modern Award(s) in the office (e.g. intranet, staff kitchen) = BREACH
  • New hires are not receiving their National Employment Standards – Information Sheet = BREACH
  • Employers are not consulting on major workplace changes = BREACH

So why is this proving so difficult for employers and business owners to get right?

The main issue is that they lack the current knowledge required to stay compliant. For example, many business owners are unaware that it is a requirement for an employee’s employment contract to state the correct Modern Award they are hired under and, also, their role classification under that Award. Often the employer has decided to do the HR component themselves, for their business, as a cost-saving measure.

Why is this so important?

It is fair to say that Fair Work are losing their patience with employers and their current levels of compliance, given that the Fair Work Act has been in since the 1st January 2010. Unfortunately, ignorance is not an acceptable defence.

The fines are significant – currently $54,000 per breach, for a company and $10,800 per breach for an individual. Yes, that’s right – you personally could be fined if you knowingly or unknowingly contravene the Fair Work Act.

To give you a sense of how determined Natalie James (Fair Work Ombudsman) is for employers to start to take their legal obligations more seriously, there is currently a bill before Parliament to increase these fines tenfold!

The main issue here is that employers and business owners generally don’t have the specialist knowledge, or expertise, when it comes to assessing the current levels of compliance in their business. What they really need is a diagnostic tool with assessment processes to ascertain their current levels of compliance, to surface their exposure to risk and where they should apply ‘best practice’ procedures across the employee life cycle. Imagine the relief they would feel, being able to say to their Exec or Board, “we have completed an HR diagnostic and for the first time we have a solid understanding of our performance, but more importantly, what we need to prioritise for a compliant workforce.

If this sounds a little like your business, get in touch – we can certainly help you become informed – and with that become a leader of best practice in employee management.

Are you sure you’re not sitting on a time-bomb of unknown risk?

You know what most Boards are continually trying to do – get results, increase profits and de-risk the business. So how is HR supporting these strategic imperatives – we try and hire the best people and manage performance, but how do we strategically influence the risk profile of the business? We try to keep the business away from the Fair Work Commission but are we able to effectively assess & report on the employee risk profile of the business? I don’t think so…

I believe that HR can informally talk about some of the inherent risks in the business, but this is undocumented and not hugely helpful to the Exec team. Can you show where your business is following employee ‘best practice’? Do you know where the dollar risk estimate sits? Do you know what the risk appetite for the business is? Again, I think not…

It’s now more important than ever to assess your risk with a new bill – Fair Work Amendment (Protecting Vulnerable Workers) Bill 2017 sitting before Parliament. This bill proposes increasing fines tenfold – that is from $54k per breach to more than $500k for ‘deliberate and systematic’ IR breaches. Now I am not suggesting that you are likely to fall into this category but I have yet to come across a completely compliant business in our complex ER landscape – have you?

It’s going to be even more imperative for you to be able to assess and report on your compliance and risk profile, to convince your Board that you have completed a diagnostic assessment of the business. That you believe the business is covered or that you have identified areas that require further attention.

Minter Ellison HR & IR specialist Gareth Jolly stresses “As most prosecutions generally involve multiple breaches, penalties often come to hundreds of thousands of dollars. This could now become millions where deliberate breaches are concerned.”

So what would be the value of a diagnostic tool?

  • Ability to assess the employee risk sitting in the business
  • Identify and de-risk the business
  • Justify your business case for action
  • Share progress against your starting point – prove your success
  • Get a valued and financially effective seat at the Exec table
  • Change the conversation from transactional to transformational
  • Use as your defence (if you need to) your proven attempts to identify, assess and address the risks and potential breaches

Are you comfortable that you have a complete picture of your employee risk profile? If you need help Contact Us today for a free initial consult about your business.