How to track your hidden workforce
Table of contents
According to Ardent Partners, nearly 49% of the average workforce consists of contingent workers. At the same time, 62% of these workers are not accounted for in corporate budgeting, planning, and forecasting.
While some companies try to capture information about these contingent workers using spreadsheets or human resource management systems (HRMS), the results are often inefficient, incomplete, or inaccurate. Fortunately, there is a better way.
How to track your hidden workforce 49% 62%
of the average workforce are contingent workers of these workers are not accounted for in corporate budgeting
What is Resource Tracking?
Resource Tracking gives you visibility into your organization’s nonemployee resources that fall into special categories: former executives on a retainer, workers in countries with program adoption challenges, business units that resist changes in sourcing, service workers (e.g., janitors, landscapers, security guards, etc.), and other unique cases. It allows you to capture all their essential data in a single repository through Beeline's vendor management system.
What does Resource Tracking do?
• Quantify extended workforce spend for all workers, even those not sourced through a centralized contingent workforce program
• Identify all workers who have access to your facilities, networks, and data
• Ensure compliance with organizational policies by automating onboarding and offboarding processes
• Expose and mitigate tenure and other policy risks
• Establish consistent processes for identifying and reporting on all non-employee resources
Businesses have found that Resource Tracking quickly pays for itself by discovering uncontrolled spending, reducing compliance risks, and detecting opportunities for cost savings.
Read how several Beeline clients achieved these benefits by implementing Beeline Resource Tracking at their organization.
Visibility
Gain an accurate headcount of your contingent workers and the ability to contact all workers in case of a disaster or other emergency.
Collect and control data for all contingent workers
The leading commercial vehicle manufacturer in North America depends on its extended workforce to provide flexibility, scalability, and resilience. But their operations are decentralized and they lack a way to account for all of their non-employees.
To solve this problem, they implemented Beeline Resource Tracking. The hub of the solution was the onboarding process which creates a single point of entry for all contingent workers.
Beeline’s automated onboarding and offboarding processes now provide a consistent means of collecting and controlling vital data that can be easily accessed and is always audit-ready to prevent any unexpected detours or roadblocks.
Total talent management
A leading financial services company based in Switzerland has established a strategy to optimize its total talent – both employees and non-employees – for greater productivity and cost-efficiency. But this required gaining visibility of its entire extended workforce, including consultants and service providers working on statement-of-work (SOW)-based projects.
Beeline Enterprise allows the firm to track all non-employees worldwide, including SOW workers. Beginning in Europe and North America, the company rolled the program out globally, including an Asia-Pacific expansion in late 2021.
Now the client can audit where these workers are, what access they have, and whether they have been onboarded and offboarded appropriately. In addition, they can pull a complete roster of all non-employee workers at any facility, at any time.
Compliance
Achieve a uniform process to ensure regulatory and policy compliance for all contingent resources.
Managing risks across 30 countries
An innovative transnational company that solves the world’s toughest water, wastewater, and process challenges had some challenges of its own. They needed to ensure that their processes for managing their fast-growing non-employee workforce were compliant with local laws and regulations. The first step was to ensure that their entire contingent headcount was visible.
They implemented Beeline Resource Tracking across 30 countries worldwide. Now, they can view, analyze, and report on their entire extended workforce and detect potential risks before a drip turns into a flood.
Manage risk across 30+ countries
Properly classify 25,000 contingent workers a month
Properly classify 25,000 contingent workers a month
When a fast-paced enterprise, focusing on government-sponsored healthcare programs, made a major addition to its family of companies, it needed a way to gain visibility and control of thousands of non-employee workers.
Beeline helped the program sponsors create the internal value propositions needed to implement Resource Tracking for this new contingent workforce population.
Very quickly and with minimal effort, they were able to provide visibility for their stakeholders to more than 25,000 contingent resources a month and ensure that all are properly classified.
Reduce compliance risks
The leading provider of investment and business solutions for independent U.S. financial advisors needed to ensure that its policies for classifying contingent workers were being enforced.
After an exhaustive security review, they implemented Beeline Resource Tracking solution. With this system in place, the client can be sure that all contingent workers or contract employees are properly classified and this information is readily available to internal and external stakeholders.
Operational Efficiency
Automate manual processes that vary from division to division and achieve a unified source of reliable data.
From inconsistent manual processes to full visibility
A UK-based financial services company provides retail and commercial banking, pensions, insurance, and wealth management services throughout the U.S., Europe, Asia, and the Middle East. In addition to more than 65,000 employees worldwide, they depend on the specialized skills and talents of their contingent workers.
For most of their history, they used manual processes to keep track of their extended workforce, and these processes differed from division to division. Lack of consistent visibility put the company at risk of failing to adhere to regulatory requirements, including laws covering taxation and the fair treatment of workers.
By implementing Resource Tracking, this Beeline client now has visibility into every part of their contingent workforce. In addition to regulatory compliance, they can also ensure that workers receive the required training and managers are alerted if these or other requirements are missed.
Because Beeline Resource Tracking interconnects with many of the client’s other systems, they have visibility into how non-employee talent is being used throughout their organization.
Security
Track resources not sourced by Contingent Staffing and Services Procurement programs and create a single point of entry for onboarding, provisioning, and offboarding to ensure the security of facilities, networks, data, and intellectual property.
How a biotech company uses Beeline to avoid non-compliance
A business founded by physician-scientists more than 30 years ago to improve the human condition has grown into a leading science and technology company that delivers life-transforming medicines for serious diseases. To bring its pharmaceuticals to market as quickly as possible, it depends on a workforce that blends employee and non-employee talent.
But as their extended workforce grew in size and complexity, their contingent workers were untracked, exposing the company to the risk of fines for regulatory non-compliance.
Beeline worked with the client to implement Resource Tracking to provide visibility into their contingent worker population. Rolled out first in the U.S. in a single business unit, it was expanded to other operations in the U.S. and Ireland. Later, the company’s clinical research organizations were added.
Now, the client has full visibility into their extended workforce with the ability to download data to other systems, as necessary. With this information, the company always knows who their workers are, where they are, how they are classified, and how much money is being spent.
What do you need to start tracking your contingent workforce?
As your extended workforce grows and becomes more important to your business strategy, you need the right tools to manage this workforce.
You need a single source of truth for all the information – contact information, licenses, work permits, job assignments, training records, etc. – for each contingent worker.
Click here to find out what Resource Tracking can do for your business and how easy it is to get started.
Hundreds of the world’s leading companies use Beeline Resource Tracking to quantify workforce spend, mitigate security and compliance risks, and report on their extended workforce planning and cost control.
About Beeline
For over 20 years, Beeline has empowered businesses worldwide to achieve competitive advantages with their extended workforce. Beeline Extended Workforce Platform gives companies the visibility needed to mitigate risk, achieve cost savings, and meet dynamic business needs. With tailored solutions that solely focus on the complexities of the extended workforce, clients leverage Beeline products that fit their unique requirements. Through thousands of integrations, clients can connect their extended workforce data from all technology stacks, including major procurement and HR systems.
Join the list of renowned brands benefiting from Beeline’s deeply seasoned experts, collaborative innovation, and industry-leading partner network.
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