1.1           Explain Why an Organisation needs to collect and record HR data.

 

There and number of reasons:-

·        Sickness/ absence management- This is one of the longest running causes of serious concern to manager. Un approved absence of work causes a multitude of problems to managers and involves the organisation in significant extra cost. Keeping individual records of absence weather it is sickness or lateness enable organisation to monitor individual performance and help identify problem areas and take necessary action to resolve the matter.

·        To meet legal requirement- By law all organisation however large or small must keep records of certain information for Ex-Recording hours worked my employee to meet the requirement of the working time regulations 1998 pay rates to ensure the requirement of minimum wage act 1998 being met, NI details. Recording certain personal data enables employers to monitor to legislation compliance.

 

 

1.2           Identify the range of HR data that organisation collect and how this supports HR practise.

 

The organization needs to collect HR data for a number of reasons, some include:

•        Legal requirements: To prove that the organization is hiring at an equal opportunity standard, also, to ensure that and prove that any firing done by the company is done for the right reasons and is readily available to prove that.

•        Supply management information: To make sure that decisions made regarding the manpower planning and Training are based on actual needs.

 

 

Two Types Of Data Collected and How Each Supports HR Practices

 

1) Statutory Records – Such as tax, national insurance contributions, sickness and SSP, hours worked and accident book. These types of records ensure that the HR department is compliant to all of the regulatory requirements.

 

2) Organisational  Records- to include all recruitment documentation, absenteeism records, staff turnover and learning & development. These records are essential to all HR departments as it allows them to monitor staffing levels and recruit when necessary .staff sickeness is monitored very closely to help with productivity & ensure there are no underlying management issues hiving these monitoring proceses in place will in turn help staff to maintain a high level of efficiency and in turn benefit the business and their own personel development .

 

 

2.1Describe different systems for recording and storing HR data and the benefits of each.

 

Below are two methods of storing records in the organisation and the benefits of each…….

 

Paper Files. The records by HR are stored in the folders manually and are kept in locked

 

cabinets. HR needs to make sure that all records can be reached and found easily. All filed

 

records must be well organized. Usually they are sorted in alphabetical order. Filing system is less complex. Anyone can look through alphabetized files and easily find needed information.

 

Paper filing is cheap and effective way of keeping HR data. It is also secure method – files always are locked in the cabinets. Most of the information which is on the paper files are also recorded on the Personal Computer.Systems. Probably most effective and secure way of recording, storing and managing HR data. Data can be access quickly, has high level of security with controlled password and can eliminate problems of misfiling. The systems can safe time on filling and searching for

information. This also saves the money.

 

 

 

2.2 Explain legal requirements relating to the recording, Storage and       accessibility of HR data.

 

The most important reason for collecting the HR data is to meet leagal requirement. It is very important to maintain effective systems of imputing and retrieving information in order to improve performance of the HR and to provide quality service at the right time.

UK Legislation Relating to the recording, storing and accessibility of HR data

There are two essential items ok UK legislation relating to recording, storing and accessibilityof HR data – Data Protection Act and Freedom of Information Act.

Data Protection Act is the main piece of legislation that actions the protection of personaldata in the UK.

In case of govt department (eg inland revenue) demanding information on the number of employees, how many hours they work, their salaries etc X is onligned to provide these data. Further more , HR records contain information that can protect the organisation from claims (employee discriminated against or unfairly dismissed). Mainly though the HR data is collected in order to enable the organisation to make decision related to the organisation and/or employees  eg. Human resources planning…

 

There are many different types of data which is collected.generally these fail into the following 3 ranges: employee records, company data and statutory records

 

Personel data is the type of data which consists of the following information: employee name , address ,telephone number,next of keen etc. it enables HR to contact employees in case of last minute changes (over the phone) or any contractual changes letters.

 

Payroll data consist of a basic pay and any additional payments . it allows HR to eg. Identify who is due for annual increment through pay history  monitoring as well as incorporate additional payments to the basic (contractual) salary.

 

3.1 Analyse and interpret HR data.

 

The seven stages of HR data collection and analysis:-

 

•        Perform the HR function.
This is how you collect the data.

•        Desire to make a differenc

•        Organise how you collect HR data.


•        Understand the data.


•        Take action.

•        Analyse and compare.


•        Earn recognition.

 

 

3.2Present findings in a clear, concise and meaningful manner to inform decision making-within an organisation