Recording, Analysing and Using Human Resources Information

Explains why an organisation needs to collect and record HR data, giving at least two reasons.

Data is collected for reasons such as;

  • To satisfy legal requirements – Government bodies such as HMRC can ask for details, on how many people are employed by Oldbridge Council, what they are paid, how much they have been paid over a period of years and how many hours they have worked. Also new employees need to provide proof of right to work documentation, to show they have the right to work in the UK. This is a legal requirement.
  • To provide the organisation with information to make decisions – Information and knowledge are key of good decision making therefore data needs to be recorded accurately and clearly, information should also be kept up to date. For example, the employee engagement survey that Oldbridge Council have conducted has provided them with, the data to show the employee relation climate, it has some key pieces of information which I will be addressing throughout this report.

Identifies at least two types of data to be collected and explains how each supports HR practice.

  • There are different types of data that can support HR practice, primary (is data that has been collected for your own study, such as an employee engagement survey) and secondary ( this type of data is material that has already been used, such as books or professional reports, this type of data can be used to support change by using information that already exists, perhaps seeing examples of things that have worked and, things that have not), qualative (is words and meanings, this can allow for people to expand on their answers when filling out questionnaires which could give deeper insight into a particular question there are answering) and quantative (is numbers and statistical, just like the employment engagement survey, this data is very easy to interpret and gather findings from).
  • When looking at restructuring or redeployment data collected from, Probation / appraisals, skills, qualifications or experience, attendance records (which must be accurate and not include absences relating to disability, pregnancy or maternity), and disciplinary records can be used to inform an organisation to help make disicons as it gives an overview of the company. This information is important when making any plans for the business, this information can help to identify any issues that they may have with lack of flexibility and skills, the employee relations climate, if the climate is not great then it will be difficult when implementing any changes. We can see from the results of the survey that Oldbridge Council staff are feeling overworked (83% say their workload has increased in the past year), also a large number are feeling stressed (90% have stated their jobs have become increasingly stressful in recent years). Such information is key to implementing change, the current climate is telling us that the employees may not receive any change well.

Describes two methods of recording and storing HR data and the benefits of each.

There are 2 methods of storing data which I will be detailing below.

  • Hard copy / Paper copy: The benefit of holding paper documents means they will comply UK laws, i.e. formal letters such as an invitation to a disciplinary meeting. This would be beneficial in the case of a claim. Having paper documents means have an original copy of something, for example, signed contract of employment or job description, which will also be signed by the employee. Documents are secure if stored in a lockable filling system, this complies with GDPR 2018.
  • Soft copy / Electronic systems: This is a great way of storing data, as it does not take up a lot of space, it is easy to collate information and produce reports within minutes. Systems can also be accessed from anywhere, like form home. It could also enable self-service, for employees they would be able to update their own personal details, which means it’s all ways up to date, and for managers too, which would free up HR time. The computers or laptop are also kept secure, individual employees would have their own log in details, different access levels could also be set so everyone is not able to assess sensitive information. Certain documents stored on the system can also be further protected by, password protecting it.

Explains two essential items of UK legislation relating to the recording, storing and accessibility of HR data.

Two legal requirements that Oldbridge Council would need to take into account, when recording, storing and accessing HR data are as follows;

Data Protection Act 2018 (UK’s implementation of the General Protection Regulation 2018) (GDPR): This act is to control how your personal information is used by organisations, businesses or the government. Therefore, Oldbridge Council are responsible for ensuring all data collect and held by them is kept, secure, is accurate and kept for no longer than necessary, it should be processed fairly and lawfully. It should also be kept up to date. Data should only be obtained for lawful purposes, in accordance with the right of data subjects and used fairly and transparently. Personal data must not be transferred outside the EEA unless the country has adequate safeguarding for data subjects.

The Freedom of Information Act 2000: This act is of the UK parliament defining the ways in which the public may obtain access to government-held information. This applies to all public authorities such as Oldbridge Council. Other examples include; Government departments and local assemblies, local authorities, health trusts, hospitals and doctor’s surgeries, schools, colleges and universities, publicly funded museums, and the police. If Oldbridge council have received a request for information (which must be made in writing, by letter or email), under The Freedom of Information Act then they have 20 working days to provide this information.

Identify an area of HR data that you will investigate, (such as absence data, records of new starters or leavers, performance appraisal statistics), the time period you intend to investigate and the part of the organisation you will focus on. Analyse this data to identify any trends, patterns, causes and; Present your findings in a written statement in a clear, concise and meaningful manner to inform decision-making, with relevant supporting documents (for example, spreadsheets, tables, graphs or charts) to illustrate your analysis. You must include at least three visual formats to illustrate your analysis.

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