Recording, analysing and using HR information Essay

The new HR Director has requested a report that shows a review of the government activitys progression to collecting, storing, and using HR data. The findings will explain reasons why the placement requests to collect HR data. The types of data that is collected within the organisation and how each supports HR practices. A description of the methods of storing records and the benefits of each. A statement of two essential items of UK legislation relating to the recording, storage, and accessibility of HR data.1) Two reasons why the organisation needs to collect HR dataIt is essential for organisations to keep up to date and blameless records to ensure efficient forward cooking, remain competitive and provide a good service to their employees and customers. thither atomic number 18 number of reasons why an organisation needs to collect HR data, these could be toSatisfy good requirements provide relevant training in decision making and for consultation requirements, future v ictimisation/planningrecording contractual arrangements and agreementskeep employee contact details. The organisation needs to be able to provide schooling in the slip of a claim being made against the organisation. For due diligence in the event of an organisational transferGovernment departments including HMRC can demand information from the business on how m any people be employed, what they argon paid, what they have been paid over a number of years, and how many hours they have worked. The working condemnation regulations and national minimum wage act each require specific records relating to hours of work and pay details. use of goods and services protection rights demand that we keep records to protect ourselves, as employers, from claims that we have discriminated against or unfairly dismissed employees. wellness and safety legislation demands that records are kept of accidents, exposure to hazardous substances, what training has been provided, and much more. Employers m ust be able to demonstrate responsible anxiety of health and safety issues.2) Two types of data that is collected within the organisation and how each supports HR practices1. Organisational DevelopmentCIPD define organisational development as planned and systematic approach to enabling sustained organisation performance through the involvement of its people. 1 One of the ch bothenges in the slant of organisational development work is that it not just what you do, but also the mindset that is brought to bear on the work.Amongst other(a) areas, in practice the HR teamwork with the business development team to develop a performance management system that properly aligns individual and organisational goals (business aims/objectives and individual key roles and key performance indicators).The relationship surrounded by organisational development and HRIt is the underlying characteristics of organisational development work that helps to see the commonality across the different areas o f organisational development and the plug in to HR.Organisational development work contributes to the sustained health and effectiveness of the organisation is based upon robust diagnosis that uses received data from organisational, behavioral and psychological sources is planned and systemic in its focus, that is taking account of the whole organisation practitioners help to create alignment between different activities, projects and initiatives involves groups of people in the organisation to maximise engagement, possession and contribution.2. Measuring and managing Labour turnoverLabour turnover is becoming more important as a measure of organisational effectiveness. Keeping records of labour turnover is almost exclusively the responsibility of personnel and HR managers.Employers need to collect both(prenominal) qualitative and quantitative data on leavers broke down into the number of resignations, dismissals and the reasons. similarly including natural retirements, ill-heal th retirements, and deaths in service. These are broken down by department/unit, length of service and craft/role. To establish the organisations findings against the general labour market, it can benchmark its turnover rates with other organisations. The relationship between labour turnover and HRThe most effective ways of controlling and minimising labour turnover is to be able to review, improve, develop, and implement effective changes to Resourcing and endowment fund planning Pay and Reward management Learning and talent development Absence management Resources and tools in place to manage workforce engagement and participation1) A description of two methods of storing records and the benefits of each.HR records encompass a wide range of data relating to individuals working in an organisation, which may be stored in a variety of media, such as computer database or root files. There and advantages and disadvantages to both media1. Paper recordsA risk analysis needs to focus on the get storage and the prevention of threats such as fire or theft and that files can only be accessed by relevant personnel. There are legal requirements that employees are required to meet in price of the length of time that specific documents are to be retained, so thought needs to be disposed to storage space and all files must be easily retrieved and accessed when required.The business must implement and cite a good document discipline, i.e. no paper should be left laying around for wildcat access, and a clean desk at night policy must be mandatory.However, there are approximately benefits to collecting and retaining paper files. For legal matters, such document may need to be presented that show genuineness of original documents, i.e. hold original signatures etc. Paper files are not susceptible to computer viruses, they are user friendly, and there are benefits to their portability.2. Computerised recordsA risk analysis needs to focus on not just password protectio n but also long-term protection of data. To include the potential major(ip) threats of computer failure, viruses, fire and the possibilities and potential sabotage. The business provides each user a back-up facility, anti-virus software and firewalls. The business has a dedicated IT department that maintains and supports all IT systems and users. There are strict polices in place for all users to endorse to and any users found in breach of the polices will attract disciplinary action being interpreted by the business.Computerised records are beneficial because computerised systems allow for greater efficiency in performing specific tasks both more accurately and more rapidly than doing the same task using paper based records. Computerised records are easier to update, compare, analyse and speeding up the provision of information. The system will boost cost benefits through administrative savings.2) A statement of two essential items of UK legislation relating to the recording, stor age, and accessibility of HR data.The Data Protection behave 1998Data protection concerns safeguarding data and information about living individuals to maintain their privacy and good information management practice. Data protection covers manual records, including paper and all other media as well as those processed by information technology of any kind, i.e. email etc. Organisations should be committed to ensuring that all relevant personal data that it holds regarding its employees, customers and any other persons that are part of its operations is processed and saved in accordance with the legislation. The organisation can achieve this by upholding and complying with the 8 Data Protection Principles and any such amendments.