HRBoss Blog

Same Practices, New Rules: Steps for HR Compliance in light of PDPA & FCF

The new regulations by the Singaporean authorities to be set in place for the recruitment industry are fast approaching and amongst the changes that we will foresee include the Singapore's Personal Data Privacy Act (PDPA) and the Fair Consideration Framework (FCF). Whether or not these changes are a step in the right direction is something we will have to wait to find out. Analysts and expert opinions are surfacing across news sites and blogs, helping us delve deeper into the possible scenarios we will face upon implementation of these rules in the HR-sphere.
 
While continuing to stay afloat with rigorous daily routines, the need to start paying attention on how these rules will implicate our recruitment processes is paramount. There is no longer time to waste as time will be required for HR teams, hiring managers and recruiters to adjust and assimilate with the laws being introduced.
 
But how do these rules slot into regular HR practices? Follow these steps to help keep you in line with the changes in Singapore’s regulations:
 
Step 1: Advertise it right
 
As part of the FCF, companies are required to advertise their vacancies on the national job portal developed solely for the purpose of monitoring job postings by the Ministry of Manpower (MOM) Singapore. These advertisements must be active for at least 14 days before companies can search for candidates outside of the bank.
 
It is vital that your advertisement be completely rid of anything discriminatory, including but not limited to race and gender. More importantly, the aim of the job bank is to ensure that residents of Singapore get first dips on offerings, so ensure that the advertisements are locally oriented, wherever possible.
 
Step 2: Keep it transparent
 
Once your job advertisement has been published, be prepared for an influx of resumes into your email inbox. However, safeguard your HR practices by reminding your team that candidates who submit their CV have given consent to use their CVs for review purposes only and not for public disclosure – all as part of the PDPA. File your CVs into a secure, local network that is accessible to only relevant personnel in your office.
 
A good way to do this is to make use of hiring solutions such as HiringBoss, where profiles are “rated” according to quality and match positions offered. Statuses can also be assigned to candidates who have been offered or rejected from a job, followed by the keying in of reasons for these statuses as derived during the interview process – keep in mind that you give equal opportunities to all candidates from different ethnicities and gender in order to stay compliant.
 
Step 3: Monitor for improvement
 
The interview process is over and you’ve made your selection. During on-boarding, highlight the company’s culture to the newcomer to ensure they are aware of how the firm operates. Always bear in mind that you have to ascertain that the employee is also motivated and loyal - and you can do just that with the help of insightful analytics.
 
Unfortunately, many companies are still in the dark about how big data analytics can effectively boost their company’s performance.
 
Big Data analytics such as EmployeeBoss not only help track trends that will result in better decision-making that will in turn maximise workforce productivity, it will also ultimately help raise bottom lines with the data it analyses. Use this data as an indicator of the success level of the crafted strategies you have set in place – whether be it for individuals or the company across the board.
 
Data on the employee’s progress can be attained via regular reviews and managerial discussions in order to administer relevant trainings based on competency gaps identified.
 
Step 4: Maintain a clean slate
 
Do not mistake the above-mentioned steps simply as a one-off measure. With new regulations set in place, authorities are becoming more stringent with their checks on errant companies. Aside from maintaining these steps across all levels and every time a new position opens, here are some other considerations to maintain an orderly recruitment process:
 

  • Ensure the candidates you choose receive the same benefits and have the same access and advantages as all other employees across the board.
  • Maintain a diverse workforce to help foster innovation from the different viewpoints brought forward by varying cultures and understandings.
  • Create an anti-discrimination policy at work and take immediate action against anyone who exhibits racist behaviour.
  • Respond to any complaints of unfair treatment at work immediately.
  • Remain relevant by using data analytics to keep track of what’s being offered in the market to ensure your employee retention and continuous motivation.

 
Click here to download HRBoss’ HR Compliance Guide for 2014 for more details on what your organisation should be aware of in anticipation of the new regulations.