checks360- features doc

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Features List

Speed Up Your Background Screening Operations

Checks360

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Introducing Checks360

Checks360 is an innovative technology platform of Kadamba Technologies, a product and services company providing cost-effective end-to-end solutions that are of high.

Checks360 platform enables the entire background screening process -from acquisition of candidate data to verification of the data and then onto preparation and submission of the final case-report

Checks360 is a highly scalable system that provides real-time case cum component status of cases under verification.

Checks360 offers background screeners a vastly superior alternative to manual operations or home-grown bespoke system

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How does it work ?

Job applicant in final stage of

selection

Employer registers a case

and initiates screening / verification

request

Applicant receives an email/SMS alert

from employer. Applicant registers

via portal and submits initial information

Workflow triggers a new case for Service Provider. Initial data

insufficiency validations handled

by screening analysts

Screening Analysts process service

request and assign tasks to

verification teams

Teams reach out to verification authorities

and acquire confirmation of candidate data and

necessary authentication

Ongoing two-way updates

Verification Authorities provide information

[Educational Institutions, Prior employers, Address,

Police, Court, Credit Bureau, Reference, DB Checks, Drug

& Medical]

Checks360-Employer Checks360-Applicant Checks360-Screen

Exceptions Handled

Service Request Fulfilled

Checks360-Screen

QA and Case Report Published Online

Checks360-Employer

Exceptions HandlingAccept|Reject|Re-open

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Process : Applicant capabilities

Candidate data entry process commences upon receipt of mail with portal link unique to each candidate. E mail sent by Client HR/ Case Owner

Create authentication credentials on Checks360 portal and log in Submit personal details and details required for various checks Select only those components applicable to him/her Submit any component data later, if candidate does not have the requisite

information at the time of data entry Receive automated e mail notifications for updating information where found

insufficient Upload documents, single or multiple, for each component. Each document uploaded is associated with a document type for each

component e.g. Employment check will require different document types such as Experience Certificate, Relieving Letter etc.

Capture information on gaps in education and employment, where applicable Access for candidate to his/her data entry page will be provided based on need

e.g. for first time registration and data entry, when insufficiency needs to be cleared etc.

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Employer (Client) capabilities

Review and edit (based on privilege being provided) data submitted by

candidate with option of Quick Submit

Raise insufficiency for component(s) that require additional information

Receive email notifications upon candidate completing data entry

Choose components to be sent to service provider for verification from the

list of components identified in client contract

Deletion (soft) of candidate data prior to submission for verification

View status report of each component

Clear insufficiency raised by service provider

View data provided by candidate in PDF format

View / download reports published by service provider

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Background Screener Capabilities

Case Registration Register a case

Select components, from a set of components per contract with client, to be verified

for that particular case

Identify components that do not need to be verified for that particular case (Not

Applicable)

Identify those components for which data hasn’t yet been provided (Yet to Start)

Identify those components, data of which are required solely for the purpose of

reporting and for which verification does not need to be carried out (Report Only)

Attach documents corresponding to a component or to the case itself

Search for an existing case to change a ‘Not Applicable’ component to ‘Applicable’,

meaning that component now needs to be processed.

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Data Entry

Assign case(s) to respective team members

Perform data entry for assigned case at component level

View / Attach documents for each component or case

Data Entry QC


Perform data entry QC for assigned case at component level

View / Attach documents for each component or case

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Verification


Perform verification for assigned case at component level

Verification request initiation for each component

Facility to capture costs spent on verification request initiation for each component

Facility to capture call history made for each component

Facility to capture verification details like respondent, mode of verification and

confirmation

View / Attach verified documents for each component or case

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Report Preparation


Facility to provide report comments for each field in a component

Facility to select component(s) that need to be appear in report

Facility to provide report remarks, header and colour code for case

Preview the report multiple times before completion

Save the previewed report temporarily

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General Masters

Country•Add/modify name of country

State•Add/modify state.•Map state to country

City•Add/modify city and map it to a state

Product Set up•Add a logo for service provider page•Allow/disallow Client HR to edit candidate provided details

Service Provider•Create list of branches and details like address, contact details, etc.

Role•Create a role (This is where the service provider organisation is reflected on Checks360)•Identify supervisor for role

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General Masters

Role Action Mapping

•Map pre-defined actions to a role

User Role Mapping

•Map role(s) to a user. It is possible to map multiple users to a role at once

Employee

•Create employee with details like designation, department, address, contact

details

•Create log in details for an employee

Field Executive

•Create a field executive who will do physical verification. Map to a branch

•Create basic details like address, contact numbers, etc

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Check Masters - Academic

Verifying Authority - Academic (Master database of educational institutions)

General information – Capture details such as name of institution (school or

college), address, contact details, contact person(s) and affiliated body

(university or board) and details of contact person(s)

Verification Request and Fee , if applicable. Capture information on :

Preferred mode of verification requests e.g. e mail, post etc,

Preferred mode of payment of verification fee that the institution accepts e.g.

cheque, DD etc.

Verification fee amount

Frequency of requests - capture information on whether verification requests

should be sent one by one, or grouped into a batch once a day or one day in a

week etc.

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Check Masters – Past Employer

Verifying Authority – Company (Master database of companies that are past

employers)

General information – Capture details such as name of company, address,

contact details, contact person(s)

Verification Request and Fee, if applicable. Capture information on:

Preferred mode of verification requests e.g. e mail, post etc,

Preferred mode of payment of verification fee that the institution accepts

e.g. cheque, DD etc.

Verification fee amount

Frequency of requests - capture information on whether verification

requests should be sent one by one, or grouped into a batch once a day or

one day in a week etc.

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Check Masters

Database

Create elements, tags and groups – 3 tier information hierarchy of database

checks e.g. Canada CGlobal Database Search (Group)

Bottom up hierarchy giving flexibility to have same element as part of

multiple tags and same tag as part of multiple groups.

Drug

Create tag and elements – 2 tier information hierarchy of drug tests e.g.

Bottom up hierarchy giving flexibility to have same element as part of

multiple tags

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Operational Masters

Client

General information - Capture general details such as name of client, address,

contact details, contact person(s) i.e. Client HR

Client user log in credentials - Create login credentials for contact person(s) to

access Checks360 portal

Edit provided data ? - Define whether Client HR is allowed to edit details provided

by candidate, if this facility is enabled for the service provider

Notifications Settings – Define whether e mail notification has to be sent or not

upon occurrence of certain events such as :

insuff being raised on a component by service provider team – notification can

be sent to client or candidate or both

case submission by candidate - notification can be sent to client.

Select and upload logo settings for both candidate and client pages

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Operational Masters

Calendar Create a client-specific calendar containing list of working days and holidays–used

for TAT monitoring An existing calendar can be copied

Client Contract Create a contract for a client- project. This entails selection of components based

on contract and SLA between service provider and client Define TAT for both component and client Existing contract information can be reused to create a new one

Project General information - Capture general details such as name of client, address,

contact details, contact person(s) i.e. Client HR Report Header – Select header(s) that will be used for candidate reports under this

project. E.g. Final Report, Interim Report etc.

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Operational Masters

Project

Report Template – Select report template(s) to that will be used for candidate

reports under this project

Questions – Choose list of questions from a pre-defined list for each check that

elicits a ‘free text’ response - typically used for Reference Check.

Notifications Settings – Define whether e mail notification has to be sent or not

upon occurrence of certain events such as :

insuff being raised on a component by service provider team – notification

can be sent to client or candidate or both

case submission by candidate - notification can be sent to client.

Notifications that have been created at Client set up can be modified here.

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Operational Masters

User Project Mapping

Users can be mapped to one or more projects so that they have rights to access

the case information

Mapping multiple users to a project at once is possible

Document Details

Documents can be categorized into different types like address proof, relieving

letter, etc.

Creation of such document types for each component is possible

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Operational Masters

FlexiReports

A report template is a the format of the report, in terms of presentation

Define a header and footer for each report

Text formatting can be done for each component or check using powerful editor

Create one table format and re-use across checks many times over. Define in which

order the checks and components appear in report.

Insert page breaks where required

Define where the attachments should appear in the report for each check e.g.

immediately after check information or at the end of the report

•Preview anytime during the design

•Create template over many sessions

•Copy an existing template and re-use it for another client

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Operational Masters

SmartFetch

Checks360 SmartFetch is a feature in Checks360 that can automatically connect

to the customer ATS (Applicant Tracking System) and update the case data and

documents into Checks360

Automating data entry process using Checks360 SmartFetch can significantly

bring down the operational cost and eliminate manual errors.

SmartFetch helps the service provider save up to 20 minutes per case for the

client. For large scale operations, impact on TAT can be quite significant.

SmartFetch can also work independently along with any Background verification

technology

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Operational Masters

RapidXL

Automated import of case data from Excel

Facility to design excel input template (column & cell format definitions)

Facility to handle both multiple cases in one Excel and single case in one Excel.

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Featuring Checks

•Address

•Education

•Employment

•Criminal

•Court

•Database

•Drug and Medical

•ID

•Credit

•Reference

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Workflows

Candidate self-registration and data entry Service provider case registration and data entry Client case registration Raise Insufficiency at case registration, data entry, data entry QC, verification Raise CEP(Current employment pending) at case registration, data entry, data

entry QC, verification Redo facility in the event of poor work for corrections Data Entry QC to Data Entry Verification QC to Verification Report Generation to Verification QC Report Publish to Report Generation Stop component(s) at any stage after Data Entry QC Close component(s) after publishing final report Re-open closed component(s) Route, when required, specific components to any other employee Reassign components(s) from current employee to another at any stage

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MIS reports

Checks360 offers ten different MIS reports to track cases at various levels

These reports are categorized based on case and component level.

Using MIS reports, the service provider can monitor work-in- progress and update clients on case statuses

The excel format of MIS reports can be imported and used for monthly / quarterly / early performance analysis

Checks360 MIS reports helps in assisting the services provider’s management team on taking key decisions internally

Thank You