16
Recording, analysing and using HR information
3RAI F203A (HR)

Activity 1

Introduction
Throughout organisations it has become evident that HR departments must collect and store various types of data. Through reference to data stored, this can be used to influence business decisions as the data is analysed and used in conjunction with the company’s strategy and objectives. This report will discuss examples of the reasons why HR must collect data, types of data, how this can be stored and legislation that the organisation must comply with.
Why HR Data is collected
There are various reasons why there is a need for organisations to collect and store HR data. Firstly, it is important to collect and store accurate information to comply with legislation. For example, Right to Work, supporting documents from employees, equality act, documentation to prove the organisation is compliant with UK policies. Health and safety at work act (1974), documents providing evidence of training carried out which ensures that all staff are trained in compliance with the law. By storing the accurate, up to date documentation the data can be used as evidence to support the organisations either legally or at audits. Another example of why data should be recorded to highlight patterns or concerns that may lead to other problems in the workplace. For example, absence records. By storing information on employee absence, it allows for trends in employee absence to be highlighted and took to the next stage. The data can be used as evidence and support for investigating or disciplinary procedures, equally it can assist HR in promptly the employee to share underlying issues that they should be concerned about.
Types of data and how this supports HR
There are an endless amount of types of data that an organisation collects. An example is employee training records. By storing information on each individuals training records it allows HR to review skill sets of the workforce, conduct skills gap analysis, prepare learning and development actions and use as support for a pitch to senior management to suggest plans, and calculate costs for the business needs with regards to training
By keeping a record of different processes it can allow for information to be accessed months later if required. For example disciplinary records must be kept on record so allow HR practionnaires to monitor the progress and can be referred to if an employee is to be disciplined. For example to check which stage the employee is currently at.
Methods of storing information
Once the information has been collected, it is important for the organisation to store the data securely. One option is to store the information using a computerised HR system. This can included an employee details database, attendance system, virtual learning platform to view and update training records. The benefits of storing information on an HR system, allows speedy input and retrieving of data, frees up physical space, password protection to allow access to HR department only.
Another method of storing information is hardcopies, the storage of information on paper, in many organisations through the use of a filing system. The advantages of information this way means that the information is accurate and first hand, avoiding any typing issues when being transferred to a computer system. This avoids the risk of human error. Furthermore, the information is accessible at all times, as it doesn’t rely on a system which may at times, be down.
HR Data Legislation
Data protection act 1998
The act is a piece of legislation designed to protect personal employee data that may be stored within and HR department, computerised and hardcopy form. (data which relates to an employee by which they can be identified). The primary aim of the legislation is to control how information is retained, and provide individuals who have information stored about them, with legal rights. The act defines how the information stored about employees of an organisation can be used. As an HR department will mostly store personal information regarding the employees, the company must apply to register with the information commissioner, where data controllers must declare what information will be stored and how it will be used.
Freedom of information act 2000
The act was implemented to make the members of the public sector more open and accountable for the information they store. It provides the public with a ‘right of access’ to information stored by public authorities. On receipt of an access request, the public body has 2 duties, Firstly they must inform a member of the public whether or not it holds the information being requested and secondly, if so, they must communicate it to those making the request. However, there are many exceptions under this and therefore it is important that all factors are considered throughout the process.
Activity 2
Introduction to HR area
Absence figures

How the data was analysed and interpreted
Findings, so that the y enable decision making