Streamlining Garda Vetting Through a Secure, Role-Based Online Platform
Client: Joint Managerial Board (JMB)
Industry: Education, Public Sector, Compliance & Safeguarding
Services: Technical Consulting, Secure Web Portal Development, UX/UI Design, Data Validation & Transformation, Systems Integration, Hosting & Ongoing Support
Overview
The Joint Managerial Board (JMB) supports schools across Ireland in managing compliance and safeguarding obligations, including the processing of Garda vetting applications for individuals seeking employment or engagement within schools. Traditionally, this process involved paper-based forms, in-person identity verification and repetitive data entry into multiple systems, creating inefficiencies, delays and increased risk when handling highly sensitive personal information.
JMB engaged ERS to design and deliver a secure vetting portal that would digitise and streamline the end-to-end registration and vetting workflow. The new platform needed to support in-person verification, controlled data capture, strict role-based access and seamless preparation of data for submission to the Garda Vetting portal. Above all, the solution had to meet the highest standards of security, auditability and data protection.
The Challenge
JMB needed a solution that could accommodate multiple actors—individuals requiring vetting, intermediary organisations such as affiliate schools, and JMB administrative staff—each with clearly defined responsibilities and access boundaries. Any breakdown in this separation of duties could compromise compliance or data security.
A core challenge was managing the in-person verification requirement. Individuals must present themselves physically to intermediaries with appropriate proof of identity, after which data must be captured digitally without duplication or transcription errors. Once entered, that data must flow through validation, review and approval stages before being prepared for submission to the Garda Vetting system in a very specific JSON format. Previously, this process involved repeated re-keying of information into different platforms, increasing both administrative burden and risk.
Additional complexity arose from handling underage applicants. The system needed to dynamically adjust workflows and forms based on date of birth, ensure parent or guardian consent where required, and manage separate notification and communication requirements for students, parents and schools. Strict timelines also applied, including a hard completion window for applications and controlled re-submission handling in the event of rejection.
Finally, the platform needed to operate in a highly secure hosting environment, support multi-factor authentication, enforce one-time exports of vetting data, and provide JMB with clear oversight and batch processing capabilities across multiple affiliate schools. Delivering all of this in a single, coherent system required careful workflow design and a strong emphasis on security-first engineering.
Our Solution
ERS designed and delivered the JMB Vetting Portal as a secure, role-based web application purpose-built for managing the Garda vetting lifecycle. The solution was developed following detailed consultation with JMB to ensure that every step of the real-world vetting process was accurately reflected in the digital workflow, while eliminating unnecessary duplication and manual effort.
The platform supports three distinct user roles: individuals requiring vetting, intermediary users acting on behalf of affiliate schools, and JMB administrative staff. Each role is governed by strict access controls and multi-factor authentication to ensure users can only view and act upon the information relevant to their responsibilities. Individuals complete their registration online after in-person identity verification, entering all required personal and consent information through structured, validated forms. Password confirmation, identity declarations and age-based form logic ensure data integrity from the outset.
Intermediaries can log in to manage their active registrations, review submitted information, upload scanned supporting documentation and verify completeness. Once satisfied, they mark applications as complete, at which point the records become available to JMB administrators. Intermediaries do not retain access to subject forms after submission, ensuring clear separation of responsibilities and reducing data exposure.
The Result
The JMB Vetting Portal has significantly improved how vetting applications are processed across affiliate schools. What was once a paper-heavy, error-prone workflow involving repeated data entry is now a streamlined digital process that reduces administrative effort, shortens turnaround times and strengthens compliance.
Schools and intermediaries benefit from a clear, guided registration experience that ensures applications are complete and accurate before submission. JMB administrators gain full visibility and control over the vetting pipeline, with the ability to batch process applications, manage rejections transparently and generate Garda-ready export files with confidence. The introduction of structured workflows for underage applicants has further reduced complexity while improving safeguarding outcomes.
Most importantly, the platform provides a secure and auditable environment for handling highly sensitive personal data, giving JMB confidence that its vetting responsibilities are being met to the highest standard. The solution establishes a scalable foundation that can evolve alongside regulatory requirements and changing operational needs.
Conclusion
ERS delivered a secure, compliant and user-centred vetting portal that modernises one of the most critical administrative processes within the education sector. By combining deep process understanding, security-first design and precise data integration, ERS enabled JMB to replace fragmented manual workflows with a single, trusted digital platform.
The JMB Vetting Portal stands as a strong example of ERS’s ability to design and deliver mission-critical systems in regulated environments—where data protection, accuracy and operational efficiency are paramount.