Work Authorization and Compliance

Project Completed

Problem Statement

No single end-to-end Work Authorization process exists that balances compliance with the employee experience.

Business Case

In order to improve compliance, a team will be established to focus on the following measurements:

  • Timely turnaround for audits

  • Accurate and timely reporting and documentation

  • Reduction in number of out of compliance Form I-9s

Objectives

  • Establish a Work Authorization Quality Assurance (WAQA) Team that will contribute to establishing governance controls to reduce risk, improve service and achieve process adherence. The WAQA team will be a point of contact to support the Compliance Officer (AVC P&C) perform audits, achieve compliance, address knowledge gaps, identify data integrity issues, and align all process improvements with Federal, State and UCOP compliance through collaboration, transparency, and accurate and timely reporting and documentation.

Deliverables

  • WAQA Compliance Officer confirmed
  • WAQA team members identified
  • WAQA team operational charter created 
  • Regular team meetings established
  • Communication and escalation processes established and operationalized

Project Leaders

  • Sponsors: Eugene Whitlock, Heather Archer
  • Project Lead: Janet Speer

For more information on the WAQA Team, visit:

Prior Accomplishments

Project accomplishments from prior months are noted here.

DateAccomplishments
Jan-Mar 2021
  • Website for WAQA updates and process changes published.
Oct-Dec 2020
  • The WAQA committee meets regularly, and regions know to raise issues here for decisions and resolution from the engaged sponsor and Compliance Officer (Eugene Whitlock). 
Jul-Sep 2020
  • Formation of Workforce Authorization Quality Assurance (WAQA) team, led by Compliance Officer Eugene Whitlock & BRS Central Operations leadership Janet Speer and Jeremy Engleman. The group is focused on building compliance reporting for the campus, using Tracker I-9 and the UCPath system. Additionally, they are meeting to clarify other work authorization requirements in campus policy such as Criminal Background Checks.

Risk/Issue History

Project risks and issues that have been resolved or closed are noted here. 

DateRisk/Issue
Oct-Dec 2020
  • Due to financial constraints at UCPC and technical issues with the systems (Tracker I-9 and UCPath), the ability to get to accurate compliance reports (the number of I-9s not signed on time, for instance) will not be easy to achieve and instead will be nuanced with caveats for certain populations.
  • Decisions from the WAQA are not clearly communicated out and integrated into BRS or P&C processes yet.