|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 organisation-wide objectives and support L&D solutions for individuals and groups within the organisation.

This unit is suitable for persons who: • are aspiring to, or embarking on, a career in HR/L&D • are working in the field of HR/L&D in a support role and wish to develop their knowledge and skills • have responsibility for HR/L&D activities and decisions within an organisation without a specialist function • are involved in maintaining the integrity and security of data and information systems • access and interpret data in support of business decision-making.

Learning outcomes
On completion of this unit, learners will:
1. Understand what data needs to be collected to support HR practices.
2. Know how HR data should be recorded, managed and stored.
3. Be able to analyse HR information and present findings to inform decision-making.

Unit content
Indicative content is provided for each of the learning outcomes of the unit. The content is neither prescriptive nor exhaustive but should enable achievement of the learning outcomes.

1. Understand what data needs to be collected to support HR practices. Why organisations need to record and manage HR data: why and how organisations collect and use information to inform decision-making in the wider context and how information on employees contribute to that process. Range of data that is collected: including but not limited to attendance, contact details, contractual arrangements, financial information, staff turnover, HR planning, employee performance and skills, health and safety, surveys or questionnaires to measure staff satisfaction, L&D records, including but not limited to: induction records; employee skills gaps; support and development requirements; learning needs analyses; learner progress reports; evaluation of L&D interventions; L&D schedules; future organisational needs; future budgeting requirements; customer feedback. How this data supports HR practices: for example to identify patterns of staff absence or identify trends in staff turnover, such as expansion or contraction of a particular department, to identify any skill gaps or L&D requirements in line with organisational objectives, training budgets; ways of measuring and recording cost–benefit information; using customer feedback to improve customer service: for example measuring service performance against service-level agreements, complaints logs, thematic analysis; trends.

2. Know how HR data should be recorded and stored. Different types of HR information systems: for example computerised HR information systems: their advantages and disadvantages; the benefits of online information systems, for example a learning management system or virtual learning environment that allows learners to view and update their own learning; electronic personal development plans; the use of e-portfolios; supporting online learning; easy access to learning materials. Legal requirements relating to data collection: organisational and legal requirements for keeping records; the protection afforded to individuals concerning the storage of their personal information, for example the purposes of data collection, the length of time the data is kept; codes of practice and regulation, for example the Information Commissioners Data Protection Code, the Data Protection Act 1998, the Freedom of Information Act 2000. Analysis of the impact: implications for sharing employee information, for example supplying a potential employer with a reference on behalf of an employee; the amount of information to be collected and the individual’s rights pertaining to access to information where they are the subject.

3. Be able to analyse HR data and present findings to inform decision-making. Input, retrieval, analysis and presentation of employee information: the ability to maintain and manipulate/update HR information for analysis, interpretation and presentation purposes whether stored electronically or manually; understanding and use of quantitative and qualitative methods, for example questionnaires and surveys, arrangement of meetings and focus groups and interviews in order to collect information and analyse it. Presentation of information: understanding the requirements of the audience/users when presenting the information. Choice of presentational styles - written, oral, statistical, using spreadsheets, pie charts, bar charts and accompanying narrative.

Unit assessment
To achieve this unit, the evidence the learner presents for assessment must demonstrate that they have met all the learning outcomes and assessment criteria.

|Learning outcomes |Assessment criteria |
|The learner will: |The learner can: |
|Understand what data needs to be collected to |Explain why an organisation needs to collect and record HR data. |
|support HR practices. | |
| |Identify the range of HR data that organisations collect and how this supports HR|
| |practice. |
|Know how HR data should be recorded and stored. |Describe different systems for recording and storing HR data and the benefits of |
| |each. |
| | |
| |Explain legal requirements relating to the recording, storage and accessibility |
| |of HR data. |
|Be able to analyse HR data and present findings to |Analyse and interpret HR data. |
|inform decision-making. | |
| |Present findings in a clear, concise and meaningful manner to inform |
| |decision-making within an organisation. |

Assessment guidance

|Unit title and No: Recording, analysing and using HR information – 3RAI |
|Credit value: 2 credits |
|Generic guidance: |
| |
|The assessment activities for this unit should equate to approximately 1,000 words. |
|The activities can be done in the context of the learners’ own organisation, one they are familiar with, or using a case study. |
| |
|We would normally expect students to refer to UK and European law. For programmes delivered outside of the EU students must refer to |
|their local legal requirements. In the absence of local requirements students must refer to European law. |
| |
| |
|Assessment Criteria guidance: |
|AC 1.1 and 1.2 |Learners should include at least 2 reasons why organisations collect HR or learning and development data. |
| | |
| |Learners should identify at least 2 types of data and explain how each supports HR or learning and development |
| |practices. |
|AC 2.1 |Learners should include at least 2 methods of storage, and the benefits of each. |
|AC 2.2 |Learners must refer to legislation relating to data protection and freedom of information. |
|AC 3.1 and 3.2 |Evidence of analysing HR or learning and development data to inform decision making, with findings presented |
| |pictorially (e.g. charts, graphs and diagrams) and supported by an explanatory statement. |

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[1] Equivalents in Ireland = 5; Scotland = 6