...2014/2015 CIPD Certificate in Human Resources Practice Unit 3 – 3RAI Recording, Analysing and Using HR Information Diane Kubok Organisations need to collect data as a point of reference to be able to retrieve information whenever it is needed. There is also need for data as a legal requirement. Two examples of data collected:- Attendance – recording staff absences is essential to an organisation to identify true absences i.e. illness against identifying those who may choose to take time off for other reasons, i.e. dissatisfaction with role, dissatisfaction with management, lack of motivation and accountability. Many organisations use the Bradford Score to calculate frequent short term absences in order to monitor cost and reasoning behind each absence and identify those who may benefit from Occupational Health support. Medical Tests – many organisations may have a requirement for medical tests to be performed for compliance with health and safety, i.e. skin tests, eye site, and general fitness, for the roles including lifting and carrying, along with white finger tests for those using vibrations tools. Methods for storing record and the benefits:- Computerised HR information systems: Advantages – large data base capable of holding a large amount of information that can be separated by sections for easy analysis and retrieval. Information can easily be retrieved and reviewed in entirety or by section. Disadvantages are limited to protection of information...
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...1. Explain why an organisation needs to collect and record HR data. Reasons why organisations collect data To meet legal requirements: • Checking that each employee is eligible to work in the UK • Ensuring that the Company is complying with any governing body e.g. FCA • Making sure that processes such as grievances, disciplinary, maternity etc. are performed in the correct manner. To help make informed decisions: • Understanding whether the company needs to expand and what skills they will need • Looking at where redundancies might be made • Using benchmarking to make sure that employees are paid at a competitive rate To identify areas of growth: • Looking at demographics and understanding where products sell best • Understanding what skills are needed to hit the target market and what skills current employees need to improve to increase productivity 2. Identify the range of HR data that organisations collect and how this supports HR practice. Range of HR data that organisations collect Exit Interviews Exit interviews enable HR to understand why an employee is leaving the Company. The HR department are then able to analyse the data and implement necessary changes i.e. it might be that the manager of that area needs additional management training or that Company are not paying competitively and a benchmarking exercise would be useful. By looking at this data the organisation can limit the number of employees leaving...
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...Recording, analysing and using HR Information There are several reasons why it is important for the company to collect, store and use HR data these include meeting legislation, workforce planning & budgeting. The primary information gathered is personnel details including start date, job title, name, address, contact number, D.O.B, National Insurance number, bank details this is then used to run payroll but additionally can be used for retirement details, length of service and department salary costs. Leave and absence records are collected so they can be used to plan labour to reduce the risk of disrupting production and if required, bring in temporary labour. Absence records are kept to monitor trends i.e., if it is the same person - is it ongoing condition, if they is an increase at certain times of the year within departments or is it a work related issue. By looking at the trend maybe find ways to reduce the absence levels and costs. Records can be stored in a few different ways we have a paper based system that is kept within a key coded payroll / HR office in a locked filing cabinet and the key is stored within a locked drawer. It holds all the original documents. Records of employees are also logged into a password controlled Time and Attendance system which holds all employees primary details. It is a daily clocking system which can be used for fire drills but it records all holidays booked / absence / lateness / training days etc. Notes can be also added...
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...2 Types of data HR collect & why Personnel data – right to work, Absence – patterns, triggers, reasons Storing data: Spreadsheets, HR Systems, on file Pie charts, social media Presneting info Good way of getting info around – team brief – Q&A, Images, graphs, presentations, News letter Internal data data – purchasing, marketing Storing Data electronically: Electronic data can be easily shared and takes up less space. Online HR systems are available to employees where data and information can be added and updated by an individual and also can be accessed by one or more people such as line managers. This is useful for appraisals . UK Legislation relating to the recording, storing and accessibility of HR data The freedom of information Act 2000 enables the right to ask any organisation in the public sector for recording information that they keep on any subject. There are no restrictions on who can make a request. You must make a written request detailing your name, address and the information you require. You may have to pay a small fee and your request should be responded to within 20 days. Who can see it and who can’t – individual- employee can look at file, employer has to ensure it’s up to date and accurate – or Third party – eg auditor has to have permission from employee to see their file. Data can be collected in two different types of formats within an organisation. These are quantitative and qualitative. Quantitative is data collected...
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...CIPD Unit of Assessment – 09003 Unit title | Recording, analysing and using human resource information | Level | 3 | Credit value | 3 | Unit code | 09003 | Unit review date | Sep-11 | Qualifications link | Certificate in Human Resource Practice | Aim | To enable the learner to record, analyse and use accurate records relating to human resources and understand the legal implications of record keeping | Unit abstract The overall focus of this core unit is to develop the learner’s understanding of the important contribution which accurate data, whether stored manually or electronically, can make to the HR function. The legal implications of storing personnel data are also addressed. The unit will enable the learner to record data and interpret, analyse and present information clearly and accurately in an appropriate format to support the HR function in decision-making in order to meet organisation-wide objectives. The unit content is intended to span the remit of data management for all areas of the HR function including but not limited to human resource planning, performance management, absence management, recruitment and selection and disciplinary and grievance procedures. A separate unit is available for data management relating to learning and development. This unit is suitable for persons who: * are working in human resources in an administrative capacity * have responsibility for data management relating to individuals within an organisation...
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...Activity A – 500 Words Imagine that your organization (or one that you are familiar with) has a new HR Director. They have requested that you review the organization’s approach to collecting, storing and using HR data and produce a briefing note on your findings. Within your note, you should cover the following: Q. At least two reasons why the organization needs to collect HR or L&D data, Organizations need to collect data to ensure that the organizations are adhering to the specified Laws and regulations. The stored data is essential to maintain quality standards, track performance of employees, and monitor learning and development activities. Specific data can also be gathered to analyze a trend of absence in a department or individually. Q. At least two types of data that is collected within the organization and how each supports HR or L&D practices, Training Hours: - We gather the number of training hours in order to analyze development activities. This also helps us in providing a clear path to our employees. E.g. If they want to specialize in a certain field of work. Absence Report: The absence report is generated to understand how we can overcome the number of man-hours that are lost on the production floor. The report also helps us to identify if employees are absent due to illness or other reasons. Q. A description of at least two methods of storing records and the benefits of each, The two most common methods of storing data is Manual Storage...
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...Recording, Analysing and Using Human Resources Information Why an organisation needs to collect and record HR Data Organizations needs to collect HR data for a number of reasons, this can include but is not limited to: 1. Compliance; with legal or industry requirements. For example, organizations are required to keep a copy of an employee’s documents such as a passport to prove that an employee is eligible to work in that particular country. 2. Administration: A system needs to be in place to be able to store information about your employees to enable you to communicate with them, run payroll etc. Almost all organizations will collect this sort of data in one form or another, (paper based or electronic). The real value for collecting data on employees is to enable HR teams to analyse the data, make predictions based on the analysis and ultimately take the relevant action. Different types of Data collected by HR There are many types of data collected by HR, these can include but again is not limited to: 1. Absence Data; this would be collected to determine the below: Are there any employees that have taken an excessive number of sick days? Who are they? Does this require any intervention? How many days holiday has an employee taken? How many have they got remaining? Do they have enough holidays left to cover their latest request for leave? Is there likely to be a backlog of holiday requests towards the end of the year? 2. Recruitment; this would be collected to...
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...Internal Report To: Date: 2012. From: Introduction Company name has experienced a bout of rapid growth recently due to the success of various projects and securing Contracts. Due to the growth within the organisation over the last 12 months, I predict that current absence monitoring procedures and policies need to be introduced or in some cases simply enforced as I suspect the absence costs are rising, where financial savings can easily be made, along with improvements for our employees regarding how their absence is being managed from their line managers. How I collated and analysed my data See below chart: By obtaining staff figures, per department (total employed and absence) for the past two years I was able to total these and compare each year, I was then able to identify how the absence rates have changed. As you can see, the absence has risen by over 50%, within my findings I will explain why I believe this increase has occurred and what procedures can be implemented to improve them. Department | Staff Numbers2011 | Days Absence 2011 | Staff Numbers2012 | Days Absence 2012 | Accounts | 5 | 23 | 8 | 27 | Contracts | 10 | 18 | 12 | 24.5 | Warehouse | 4 | 3 | 7 | 17 | Housekeeping | 2 | 18 | 3 | 30 | HR | 2 | 3 | 3 | 5 | Marketing | 2.5 | 2 | 3.5 | 6 | Purchasing | 2 | 8 | 4 | 24.5 | Waste Disposal | 6 | 25 | 8 | 27 | Sales | 12 | 28 | 13 | 30 | TOTAL | 45.5 | 128 | 61.5 | 191 | My Findings The column below compares absence figures from 2011 and...
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...Legal requirements relating to the recording, storing and accessibility of HR data: The Data Protection Act 1998 The Data Protection Act controls how your personal information is used by organisations, business or the government. Everyone who is responsible for using data has to follow strict rules called ‘data protection principals’. They must make sure the information is: * used fairly and lawfully * used for limited, specifically stated purposes * used in a way that is adequate, relevant and not excessive * accurate * kept for no longer than is absolutely necessary * handled according to people’s data protection rights * kept safe and secure * not transferred outside the UK without adequate protection There is stronger legal protection for more sensitive information, such as: * ethnic background * political opinions * religious beliefs * health * sexual health * criminal records Source: https://www.gov.uk/data-protection/the-data-protection-act Freedom of Information Act 2000 The Freedom of Information Act gives you a wide-ranging right to see all kinds of information held by the government and public authorities. You can use the Act to find out about a problem affecting your local community and to check whether an authority is doing enough to deal with it; to see how effective a policy has been; to find out about the authorities spending; to check whether an authority is doing what it says and to learn...
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...|Unit title |Recording, Analysing and Using Human Resources Information | |Level |3[1] | |Credit value |2 | |Unit code |3RAI | |Unit review date |Sept. 2011 | Purpose and aim of unit This unit develops the learner’s understanding of the important contribution that accurate data, whether stored manually or electronically, can make to the human resources (HR) or learning and development (L&D) function. The unit is intended to span the remit of data management for all areas including but not limited to HR planning, recruitment and selection, performance and reward management, absence management, disciplinary and grievance procedures and electronic record management for L&D. It covers the legal implications of collecting, storing and using personnel data and will enable the learner to record data and information and to interpret, analyse and present information clearly and accurately in an appropriate format in support of decision-making to meet...
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...* 2 reasons why the organisation needs to collect HR data * Satisfy Legal requirements : In many countries the employment protection rights requesting employers to keep records for many functions within their organizations. This can be a protected issue for employers against discriminations or unfair dismissed employees. H&S legislation request record keeping about any accidents, H&S exit plan, training, etc. In our region the government asking for information about how many employees they have, number of Saudi nationals employees (there is minimum mandatory percentage of Saudi nationals within the organization), and salary transfers proofs and dates of payments (wages protection system – a system of transferring salaries to banks) * Contact details of employees: Having records about the contact details of the employees will make it easier to pay them in the right time. Having their bank details for example will make it easier for Hr to transfer the salaries for all employees. Also details records will be a resource to contact a relative or friends in case of emergencies. * 2 types of data that is collected within the organisation and how each supports HR practices * Employee Performance Appraisal: will help the organization to identify the performance gaps. Developing the training plans as this considered part of the training needs for the organization. Support the promotion and reward systems for high performer’s employees. In our...
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...1. Two reasons why the organisation needs to collect HR data It is essential for organisations to keep up to date and accurate records to ensure efficient forward planning, to meet requirements of employment equity legislation. Employment protection rights demand that we keep records of employees; two important reasons to maintain our records are listed below: 1. Verify, monitor, measure and address gaps, trends, progress and perceptions proactively identify opportunities for improvement and growth. 2. To promote an inclusive and equitable work culture to effectively thrive in an increasingly globalised, competitive business environment. HR records encompass a wide range of data relating to individuals working in an organisation, which may be stored in a variety of media, such as computer database or paper files. There and advantages and disadvantages to both media: 1.1 Paper records/ Paper Files: A risk analysis needs to focus on the secure storage and the prevention of threats such as fire or theft and relevant personnel can only access those files. There are legal requirements that employees are required to meet in terms of the length of time that specific documents are to be retained, so thought needs to be given to storage space and all files must be easily retrieved and accessed when required. The business must implement and maintain a good document discipline, i.e. no paper should be left laying around for unauthorised access, and a clean desk at night...
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...Activity 1 This report will explain what Data Management is and why HR departments need to collect data, what types of data needs to be collected, what this data is used for, as well as how they are stored. One of the HR function’s main priorities are to track existing employee data. HR should focus on both business results and human capital improvement. In order for a company to potentially drive workflow, report accurately on the staff and sometimes even demonstrate the value of a team’s existence, HR has to have a good understanding of the data requirements, but also have a good system to capture and track this data. It is also important to understand how this data can support the business objectives. HR personnel need to ensure they’re capturing relevant and correct information and using the output as effectively as possible. Companies would collect data to * Ensure they comply with employment legislation * Use it as a tool to manage and meet business objectives A company will monitor a number of elements such as, but not limited to : * Equal pay * Absence management Why would a company need to store data such as Minimum wage A company would to need store information about salary and in particular minimum wage to ensure they can report to Her Majesty’s Revenue & Customs (HMRC) that they are compliant with the legislation surrounding minimum wage. HMRC can request information at any time on how many people are employed...
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...INDEX 1 WHAT DATA NEEDS TO BE COLLECTED TO SUPPORT HR PRACTICES? 2.1 WHY ORGANISATIONS NEEDS TO COLLECT AND RECORD DATA? 2.2 RANGE OF HR DATA THAT ORGANISATIONS COLLECT, HOW THIS SUPPORT HR PRACTICE? 2 HOW HR DATA SHOULD BE RECORDED AND STORED? 3.3 DIFFERENT METHODS FOR RECORDING AND STORING HR DATA. 3.4 LEGAL REQUIREMENTS RELATING TO THE RECORDING, STORAGE AND ACCESSIBILITY OF DATA. 3 ANALYSE HR DATA AND PRESENT FINDINGS TO INFORM DECISION-MAKING. 4.5 ANALYSE AND INTERPRET HR DATA. 4.6 PRESENT FINDINGS IN CLEAR, MEANINGFUL MANNER TO INFORM DECISION-MAKING. INTRODUCTION The aim is to prepare a briefing for the new HR Director, who has requested the review of the organisation’s approach to collecting, storing, and using HR data. In the first two sections (1 and 2), I will explain what type of data is collected and what is the reason behind it. In the last part (3) I will present report and short analyses of the data available at my organisation. FINDINGS 1.1 WHY ORGANISATIONS NEEDS TO COLLECT AND RECORD DATA? Organisations needs to collect data about their employees to comply with legal and industry requirements such as Data Protection Act (1998), Freedom of Information Act (2000), Health and Social Care Act (2008) or Equality and Diversity Act (2010). Data is collected to enable HR effectively and appropriately proceed with personnel administration and to support broad HR strategies...
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...Dear Director of HR, Please find below a short briefing note on how data is collected within Acorn Industrial Components, how it is stored and why. Our HR department collects data to enable us to meet legal requirements, eg: working time regulations. It also provides information to help make financial decisions, eg: pay rises. Employee’s data is collected in accordance with the Data Protection Act 1998. Data such as salary, attendance records and annual leave help to ensure accurate pay roll process. Data collected allows Finance to forecast budgets which could affect the employee bonuses and benefits. Employees’ next-of-kin information is needed in case of emergencies, as well as medical information gained from the employee or though The Medical Reports Act 1988. We store most records electronically within a database that is secure but easily accessible by HR. The main benefits include having personal data in one place, allowing us to keep records secure and up-to-data. It allows accurate reports to be created, which is time and cost effective. We store hard-copies, eg: signed contracts, in locked cabinets and archived folders in our secured unit. Whilst they take up room, paper files are not dependant on technology, are available to HR when required, and can provide the original copies. To summarise the Data Protection Act 1998, controls how personal information is used by our organisation. We have to follow strict guidelines, including handling sensitive personal data...
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