Term and Hr Data free essay sample

Describe different systems for recording Appropriate identification of the benefits of and storing HR data and the benefits of Pass store HR data. each. 2. 2 Explain legal requirements relating to Good explanation of the Data Protection the recording, storage, and accessibility action, further enhancement could be Pass of HR data. chieved by providing more details on the Freedom of Information act. LO3: Be able to analyse HR data and present findings to inform decision-making 3. 1 Analyse and interpret HR data. A good quality analysis and interpretation of Pass HR data. 3. 2 Present findings in a clear, concise, and Clear and effective presentation of the data to meaningful manner to inform decisionenable informed decision making. Pass making within an organisation. A good and well written assignment with some very good analysis and interpretation of HR data. Students should please note that the above Assessment Outcome for this Unit is provisional and is subject to Internal EHWLC verification (IV) and external CIPD Verification (EV). Tutor’s signature: Tutor: Michelle Maunder Date: 29/04/2012 10 April 2012 Recording, analysing and using HR information (3RAI) Trinity Mirror PLC is the largest newspaper publisher in Britain, consisting of around 10,000 employees. Trinity Mirror PLC are constantly aiming toward their strategic goal by implementing management across all relevant data collection regarding each employee and team. The organisation of this data is vital to ensure that any flaws within the data are managed correctly to ensure the consistency of success in the business. Recording/Managing Data It is essential for Trinity Mirror to manage it’s data due to two key reasons: Legalisation Compliance – Following the boundaries of the data protections act, all employee personal information must be held to support factors such as, right to work, (if visas are required etc) health records and health and safety inductions carried out when employees attend their first day of work. Supporting personnel administration HR Strategies – Supporting the business objective and managers through efficient record keeping ensuring that all information is at hand to perform effective recruitment, assess levels of performance along with monitoring personnel files in case of any dismissal cases. Managing this administration ensures that employees receive the correct pay and benefits. Comment [N1]: Good introduction. Comment [N2]: Good. Collection of HR Data Absence Monitoring – Our HR strategy is to support the strategy of the business, absence monitoring is one way of doing this. Managing this data is carried out on a monthly basis using the Bradford Factor in which employees with a score of above 100 are highlighted and sent to managers, identifying which employees need to be consulted with in order to determine the reason behind the absence. The reason needs to be pinpointed to ensure that the cost of the absence is minimised. Training Needs from PDRs – We strive to keep our Talent at a high level at Trinity Mirror PLC ensuring that all training needs are fulfilled as stated in the employee’s yearly PDR. This element of the HR strategy is support the organisation’s objective by identifying training needs ensuring sessions are created for each learning requirement. Heightened morale and productivity rates are escalated within the organisation; increasing levels of success for the business. Comment [N3]: Good. Storage methods and the benefits: Methods E-Files, (Electronic, Computer based files) Benefits Fast way to view all information such as contracts, eligible benefits, pay etc Easy to access for managers and HR even when not in the office by using a shared drive, effective way for decision making Original signed copies of documents such as employment documents, copy of passport/visas etc. If any employee has been with the organisation for a long time, the files may not be saved onto e-file, making it easier to read older hard files being more detailed documents. No risk of computer failure All hard files are locked away in a cupboard Comment [N4]: Appropriate identification. Hard Files Legislation As stated by the Information Commissioner’s Office, (ico. gov. uk) there are 8 principles to the Data Protection Act that the organisation has to comply with. Data should be: Processed fairly and lawfully For specified and lawful purposes Adequate, relevant and not excessive Accurate and where necessary, kept up to date Kept no longer than necessary In accordance with the rights of data subjects Secure Personal data must not be transferred outside the European Economic Area unless the country has adequate safeguards for data subjects Comment [N5]: Good utilisation of a key secondary resource. The organisation must ensure employee information is secure and kept confidential. The employee can view their own information, but if third party members request this information, written consent must be provided from the employee. Freedom of information The organisation may liaise with hospitals or doctor’s surgeries regarding occupational matters, if any personal information is exchanged, it needs to be recorded and stored. Comment [N6]: Good. Comment [N7]: Good approach, if a little concise. Activity B Absence management is vital to the organisation as if it is not managed well, it can cause all sorts of implications such as money loss, lower morale and less productivity within teams. By looking at a survey report found on the CIPD website, (CIPD 2010) I found information based on absence in the workplace taken from 2010 pinpointing the absence levels and the data for short, medium and long term absence and whether it is particularly high in certain areas, whether long term absence is higher in larger companies or short term absence is higher in smaller companies. The reason for absence management is so that the organisation can identify those who have had a significant time off work and the company procedures in providing assistance to the individual in dealing with the absence, (for example, if this was absence due to stress at work, the organisation would need to enforce changes to the job role or team structure to reduce the levels of stress). Initially, I looked at the two factors that the survey had focused on when looking at the duration of absence, (Absence based on industry levels and absence based on company size). I then decided to split the piece of information into two charts, analysing them separately to assess the highest and lowest outcomes. By identifying the highest and lowest percentages, I note the findings: Chart 1 shows the highest percentage of employees who experienced up to seven days absence was in the private sector service with the highest percentage of longer absence periods being in the public services. At 36% this is a significant difference of 15% with the second from the top, Non-profit organisations at 21%. As an HR professional, there could be many reasons for this but looking at the findings it would be a concern regarding the level of long term absence in the public services as this could be related to stress, depression and other long-term illnesses, which could have developed from the workplace. Decisions would be made to carry out disciplinaries on those unable to provide substantial evidence for their absence. Comment [N8]: Good. Comment [N9]: Good. Chart 2 shows the highest percentage of absence up to a seven day period tends to occur in a smaller company, with the smallest percentage of long-term absence also occurring in the smaller companies, (7%). In contrast to this, long-term absence is at it’s highest in the larger companies at 38%, which is a drastic difference. A reason for this could be that the employees feel more valued in a smaller company, possibly having more responsibility and working within a ‘family oriented’ environment.