Personnel Security: Due Diligence over Public Service Employees

Tabled: 21 May 2020

Appendix B. Data analysis methodology

Figure B1
Compliance with police checks

Report references:

  • Audit Overview—Figure A
  • Part 2—Figure 2B

 

DHHS

DPC

DTF

Data source

  • Payroll data 
  • DHHS's police check report

 

  • Payroll data (to identify new employees for our sample)
  • Third-party provider of police check system
  • DPC's police checks spreadsheet
  • Payroll data (to identify new employees for our sample)
  • DTF's police checks spreadsheet 

 

Data scope

External recruits

External recruits

External recruits

Data period

1 July 2017–30 June 2019

1 July 2017–30 June 2019

1 July 2017–30 June 2019

Sampling method

Full population data provided by DHHS

Random sample

Random sample

Population size

4 330

954

257

Sample size

N/A

251

147

Analysis method

  • Determine if there is a police check date against each individual employee in the population.

 

  • Compare third-party provider report to our sample and identify If a police check was completed.
  • Check the third-party provider system and DPC's record management system for each individual without a police check to verify accuracy.
  • Compare police check spreadsheet data against payroll data. Determine if there is a police check completion date against each individual in the sample.
  • If a police check completion date is not found in the spreadsheet, check the third-party provider system to confirm if a police check was completed.

Source: VAGO.

 

Figure B2
Timing of police checks

Report reference:

  • Part 2—Figure 2C

 

DHHS

DPC

DTF

Data source

  • Payroll data

 

 

  • Payroll data (for sample of new employees)
  • Third-party provider of police check system
  • DPC's police checks spreadsheet

 

  • Payroll data (for sample of new employees)
  • DTF's police checks spreadsheet

 

Data scope

External recruits

External recruits

External recruits

Data period

1 July 2017–30 June 2019

1 July 2017–30 June 2019

1 July 2017–30 June 2019

Sampling method

DHHS provided full population

Random sample

Random sample

Population size

4 330

954

257

Sample size

N/A 

251

147

Analysis method

  • Calculate the date difference between start date and police check outcome date (all recorded on DHHS payroll).

 

  • Calculate the date difference between start date and police check outcome date (from third-party report and DPC's record management system).
  • Compare police check spreadsheet data against payroll data. 
  • Calculate the date difference between start date and police check outcome date to determine if it was completed after the employees start date. 
  • For individuals without a police check completion date, check the third‑party provider system to verify.

Source: VAGO.

 

Figure B3
Compliance with reference checks

Report reference:

  • Part 2—Figure 2E

 

DHHS

DPC

DTF

Data source

  • Payroll data (for sample of new employees)
  • Selection reports and recruitment files
  • Payroll data (for sample of new employees)
  • Report from DPC’s third-party provider for reference checks
  • Selection reports and recruitment files
  • Payroll data (for sample of new employees)
  • Selection reports and recruitment files
  • Advertising exemption forms

Data scope

Internal and external recruits

External recruits

External recruits (excluding graduates)

Data period

1 July 2017–30 June 2019

1 July 2017–30 June 2019

1 July 2017–30 June 2019

Sampling method

Random sample

Random sample

Random sample

Population size

5 127

1 156

257

Sample size

109

125

129

Analysis method

  • Review selection reports and attachments stored in DHHS’s information systems for centrally managed recruitment processes.
  • For divisional recruitment, obtain electronic copies of completed reference checks for our sample. 
  • Review report from third-party provider on completed reference checks for sample. Verify a selection of these through observation on the third-party provider system.
  • Where third-party provider did not have records of reference checks for sample, complete an individual review of the recruitment file on DPC’s records management system and electronic recruitment system.  
  • Review selection reports/advertising exemption forms of individuals from the sample.
  • Identify whether the correct number of reference checks were attached to the selection report/advertising exemption form (policy requires two reference checks for external candidates).

Source: VAGO.

Back to Top