1. The last audit of 1-9s and the employee files was conducted on June 30th 2009. The U.S. Immigration and customs Agency conducted the exercise. The accuracy rate was 75% as it was able to bring out the major information required. Due to the nature of the process and the activities involved, we conduct this type of employee audit once in a year.
2. It is necessary to interrupt some of the employee so that we can retain proper documentation. This means that some of these employees will not be working when we are carrying out this activity. This has a major impact on the productivity of the company because during this time, the company will only be going at a loss, as there will be no meaningful activities taking place.
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3. The company has sixty employees classified in a hierarchical order depending on their experience and skills. The company maintains this information in the online database done by international commercial data handlers and in the local computers in the local office network. However, only the senior personnel at the company have access to this information. The company classifies these employees according to their duty stations, the time they have stayed at the company and their job classification. The company runs for twenty-four hours and therefore there are three work shifts. The first one starts from 8 a.m. to 4 p.m. The other one starts from 4 p.m. to 12 a.m. while the last shift starts from 12 a.m. to 8 a.m.
4. The company maintains its data and statistics through the company’s information technology department, which has its offices three hundred miles away from here.
5. If we are not able to meet the designated timeline, we will have to right to the U.S. Immigration and Customs Agency and explain to them the reason why we might not be able to meet the deadline. In addition, we will also request for extension during when we will be able to accomplish the task.
6. Some of the technical specification that would help in preventing interfering with other company data is first understanding that the whole practice is taking place at the human resources department. Therefore, the process should not touch any other information that is outside the human resources department.
7. The main contract of technical difficulties is the director of the technology department within our companies. This person handles all the data concerning the company and it is the same person who is responsible for any technical hitch that we may encounter.
8. It happens that for a long time, we have been using the softcopy or rather papers in our hiring process. This means that not all the information concerning our workers is available in computers. This may create a big challenge as some of this information make take a lot of time to locate on hardcopy files.
9. Over the years, there have been many cases of ghost workers. These are imaginary workers who paid by the company yet they do not benefit the company in any way. It is due to this reason that we have decided to start an e-verification at the company. In addition, there is a requirement by the law and it is necessary to adhere to it.
10. We also plan to adopt this method from here onwards to all those new hiring that we will be making in our company. This will be simpler than adopting the old style and then carrying the audit again. In addition, adopting this new method would be simpler in future employee audits.
11. After the best option of uploading is selected, we plan to create a new division at our human resources department, which will be responsible for uploading this information.
12. Concerning final presentation and other than the fact that this is a compliance requirement by the law, this process is very crucial to the company as it is helping the company to have a very competent team working. In addition, the company is able to know what type of workers it has and what to expect from them. However, the company does not plan to make public the results of individual persons, as this would have a negative impact of the workers. In addition, this would be interring with the privacy of the workers.
13. We plan to continue with communication with those who are in the field for as long as the current practice is still running. In addition, we plan to carry out this practice more often or rather after every six months. We therefore hope that communication with the field will always be there so that we can monitor the process and the success of the practice.
14. The company’s 1-9s is retained by ensuring that the company has the current 1-9s forms all the time. All those employees who are looking forward to working at the company must fill and submit this form before they start working. This is one of the requirements by the federal government and we ensure that we are 100 percent compliant with it to be able to operate smoothly with this project.
15. Most of those veteran workers at our company have been working for years and their information is only on hardcopies. We do not expect them to just accept to go through the rigorous activity of providing new information, which they would have provided many years ago. We also do not expect to broadly accept the tests and exercise that need to be done in the verification process. However, this is resistance that we expect but should not block us from going with the project.
16. We will measure our success based on the outcome of the project. If we have a positive outcome, then we will consider the project successful. However this will not be that soon as we have to give the project a grace period of about a whole year.
17. My preferences on feedback delivery are suggestions on areas that we need to improve on the project so that we can have the best out of it. I would also like to know how the workers view the project and what they thing is the advantage of the project. This way, I will be able to improve on some of the issues they raise and this would assist the auditors in conducting the audit, as the workers will be more cooperative.
AllBusiness.com. (2009, July 30). Don’t Wait to Audit I-9 Forms. Retrieved August 7, 2010, from http://www.allbusiness.com/technology/software-services-applications-markup/12586313-1.html