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VICTORYTRAINING & DEVELOPMENT

INSTITUTE

KINGDOM OF BAHRAIN

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Instructor Profile

Name : Mr. Ali Al Aradi

Email : [email protected]

Mobile : 39887872

CIPD Membership : ACIPD

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mailto:[email protected]:[email protected]

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3RAI

Unit Title :Recording, Analyzing and Using

Human Resources InformationUnit Code : 3RAI

Credit Value : 2

Date : September 23 - 27, 2012

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Purpose and the Aim

The important contribution that accurate data,

whether stored manually or electronically

The unit intended to span the remit of data

management for all areas

The legal implications of collecting, storing and using

personnel data

Support L&D solutions for individuals and groups

within the organization4

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Learning Outcomes

Understand what data needs to be collected to

support HR practices

Know how HR data should be recorded, managedand stored

Be able to analyze HR information and presentfindings to inform decision-making

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Learning Outcome (1)

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The learners will: The learners can:

LO1 - Understand what data

needs to be collected to

support HR practices

AC1- Explain why an

organization needs to

collect and record HR data.

AC2- Identify the range of

HR data that organization

collect and how thissupports HR practice

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Why Records are Important in HR?We see seven main reasons why records are important: To satisfy legal requirements

To provide the organization with information to make

decisions

To record contractual arrangements and agreements

To keep contact details of employees

To provide documentation in the event of a claim

against the organization

To provide information for consultation requirements

For due diligence in the event of a business transfer

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Team Activity - 1

Open your textbook (Human Resources Practice) by

Martin, Whiting and Jackson (1997), pp 278 279

Read the seven main reasons why records areimportant . And write in the flipchart

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Why organizations need to record and

manage HR data

Employee personal details

Employment contract

Employee attendance records

Payroll and reward info Employee performance info

Heal and safety records

Attendance records Discipline or grievance issues

Performance (appraisal) records

Training records. 9

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How HR/LD Information help Decision-

Making

Type of Information Key Uses

Employee Performance Review

Individual performance and development

review (appraisal) records, showing learning

needs identified within the review process

Informs L&D priorities and planning

Enables effective targeting of training

budget and resources

Patterns might indicate other problems in

the organization which L&D can address

Individual L&D Records

Records of learning needs identified

(performance review documentation), L&D

activity undertaken, outcomes of L&Dactivity where relevant (e.g. assessment

outcomes, marks, grades(

May be necessary to confirm compliance

with organizational or legal requirements

Confirms individual competence, capability

or eligibility for roleSupports claims for qualifications, licenses

and other professional requirements

May be necessary for audit by external

awarding or funding bodies

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Making (Cont)


Organizational Information

Operational plans, projects plans and

business objectives current and future

related policies and procedures

Informs L&D priorities and planning

Informs how L&D activities are delivered

Defines policy and procedural

requirements

Financial Information

Budgets and spending priorities, costs of

delivered L&D activities, price information

for training related expenditures (eg

venues, travel, external providers)

Informs ongoing L&D planning

Informs design and purchase of L&D

Essential information for management of

L&D budget and expenditure control

Enables effectives use of budget and

resources

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Making (Cont)


Personnel/learner information

Numbers and profile of learners, personal,

location and contractual details governing

work arrangements

Informs logistical arrangements for L&D

activity

May inform design of L&D and delivery

methods

Specific learning needs information

Information gathered from specific needs

analysis, maybe in relation to a new

product, service or business development

Informs design and L&D activities

Enables appropriate delivery of L&D for

different learner groups

Identifies areas of strength and weakness

and best deployment of staff

Can inform strategic objectives and

timescales for achievement

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Making (Cont)


Records of available L&D opportunities

Types of learning available, practical

information including costs, timing,

availability, entry requirements, targetaudience, intended outcomes.

Essential for learners, and their managers

to make choices about learning

Essential for learners to be able to prepare

for learning

Specific information about tailored L&D

projects and activities objectives ,

requirements, deliverables, intended

outcomes

Information gathered from specific needs

analysis, maybe in relation to a new

product, service or business development

Essential for communication purposes with

project sponsor or stakeholders

Essential for review and evaluation

purposes

H HR/LD I f i h l D i i

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Making (Cont)Type of Information Key Uses

Summary records of L&D delivered

Overall delivery of learning and

development services and activity what,

where and when


Essential for monitoring against L&D plans

and service level agreements

Essential for updating stakeholders

Supports ongoing L&D budget negotiations

Informs best deployment of personnel

Outcomes of L&D delivered

Specific quantitative outcomes of L&D and

qualitative information from evaluation

activity , including learner and customer

feedback


Informs ongoing design of L&D

Essential for monitoring against L&D plans

and service level agreements

Essential for updating stakeholders

Supports ongoing L&D budget negotiations

Informs best deployment of personnel

Patterns might indicate problems in other

areas or aspects of the organization

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Information Management and Legal

Requirements

The main legal constraints come from the Data

Protection Act of 1998, UK. The act provides

protection for individuals, in relation to the

information stored about them by organizations, andaffords them appropriate access to such information.

In brief, all UK organizations which process

personal data are required to notify the Information

Commissioners Office (ICO) and comply with the

Data Protection Act, unless they meet special

exemption conditions. 15

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Range of Data collected

Employees attendance, record (weekly/monthly)

Updated contact information

Contractual agreements

Bank information (salary transfer)

Percentage of staff turnover Employee performance appraisal records

Employee health records/medical exam records

Employee satisfaction measures record/analysis Employee skills gap (TNA)

Who attended the induction training

Training records of each employees 16

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Evaluation of L&D interventions

L&D schedules (in-house/off-house)

Client feedback

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Range of Data collected (Cont)

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Identify pattern of staff absence/tardiness Identify trends in staff turnover

Identify employees skills gaps

Identify L&D solutions for each departments as wellas common (all staff)

Know the training development budget ahead.

Using customers feedback to improve customer

service

Complaints log and processes

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Range of Data collected (Cont)

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Question and Answer

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The learners will: The learners can:

LO2 - Know how HR data

should be recorded,

managed and stored

AC2.1 - Describe different

systems for recording and

storing HR data and thebenefits of each

AC2.2 - Explain legal

requirements relating to

the recording, storage andaccessibility of HR data

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Why Records Management?

The goal of records management is to identify and

maintain records that document the organizations

employees records, functions, policies, procedures,

decisions, and essential transactions of projects andresearch.

Records management provides a rational basis for

decision making.

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What are the benefits gained by Records

Management

Increased accessibility to information faster search

and retrieval

Improved efficiency and productivity

Reduced workload, redundancy, paperwork, anddisorder

Reduced operating costs

Retention and reusability of organization knowledge

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Safeguard vital employee information

Improved regulatory compliance

Facilitates the legal process

Better support for management decision-making

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What are the benefits gained by Records

Management (Cont)

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Different Types of HR Information System

Information systems varied from a simple filing

cabinet with hanging file for each employee to

sophisticated and comprehensive multi-access

computer based system.

Manual system (i.e. filing cabinet) is more

economical, easy accessed, and has no dependence

on technology for usage.

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Computerized Employee Records System

Database

Spreadsheets

Application software (word-processing, database,

absence recording and analysis, administration, workflow, payroll, time and attendance

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Ad d Di d

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Advantages and Disadvantages

Manual Vs Computerized Employee Recording

System

Activity (1) LO2

In two teams list the advantages and disadvantages

of both manual and computerized employeerecording system

Present your findings in the Flip Chart

15 minutes presentation only.

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Benefits of Online Information System

Virtual Learning Environment (VLE)

e-Portfolio ( electronic personal development plans)

Easy access to learning materials

Updated

Economical

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Human Resource Management System

(HRMS) (HRIS), refers to the systems and processes at the

intersection between human resource

management(HRM) and information technology.

It merges HRM as a discipline and in particular its

basic HR activities and processes with the

information technology field, whereas the

programming of data processing systems evolved

into standardized routines and packages of

enterprise resource planning (ERP) software.

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H R M t S t

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Human Resource Management System

(HRMS) (Cont)

Currently Human Resource Management Systems

encompass:

Payroll

Work Time

Appraisal performance

Benefits Administration

HR management Information system

Recruiting

Training/Learning Management System

Performance Record

Employee Self-Service 29

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Legal Requirements Relating to Data

Collection

UK Data Protection Act (1988)

The act provides protection for individuals in relation

to the information stored about them by

organizations and affords them appropriate access tosuch information.

For more information about UK Data Protection Act

(1988) visit:

http://www.informationcommissioner.gov.uk

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http://www.informationcomminssioner.gov.uk/http://www.informationcomminssioner.gov.uk/

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All UK organizations which process personal data are

required to notify the Information Commissioners

Office (ICO) and comply with the Data Protection Act

(1988). Open your textbook (Learning and Development)

pp. 63 64 and read the Eight Principles of Data

Protection Act (1988).

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Legal Requirements Relating to Data

Collection (Cont)

A l i f th I t

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Analysis of the Impact

Legal Implications of Employees Share

Data Damage employees public image or internal morale.

Ruin a business deal

Violated the trust of a valued client Put the employer in violation of security regulations.

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A l i f th I t

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Employers should appreciate the following risk from

employee shared information;

- harassment and discrimination claims

- defamation claims

- breach of confidentiality

Read the (external handout) and share your thoughts

(Activity 1)

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Analysis of the Impact

Legal Implications of Employees Share

Data (Cont)

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The learners will: The Learners can:

LO3 - Be able to analyze HR

information and present

findings to inform decision-making.

AC3.1 - Analyze and interpret

HR data

AC3.2 - Present findings in a

clear, concise and

meaningful manner to

inform decision-makingwithin an organization

l d

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Analyzing and Interpreting Data:

Data analysis and interpretation is the process of

assigning meaning to the collected information and

determining the conclusions, significance, and

implications of the findings.

The steps involved in data analysis are a function of

the type of information collected, however, returning

to the purpose of the assessment and the

assessment questions will provide a structure for theorganization of the data and a focus for the analysis.

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Presentation of Information

Finding reports (based on data collected) to useful to

the users (line managers)

Each Line managers might requires different findings

reports of his/her employees Different report format (statistical, graphics, written

report, tables, and figures)

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Analyzing HR Information

Using staff turnover data to influence the need of

different type induction/process

Using feedback from the evaluation process toconvenience Line Managers to do more pre- and

post-course coaching

Using return on investment data to convince budget

holders to allocate more funding to training events

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Assignments - 1

Assignmentsummary:

Your Organization (or one that you are familiar with)

has a new HR Director. They have requested that you

review the organizations approach to collecting,storing and using HR data and produce a summary

position statement on your findings.

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Assignments 1 (Cont)

The HR Director has asked you to cover the

following:

At least two reasons why the organisation needs to

collect HR or L&D data

At least two types of data that is collected within theorganisation and how each supports HR or L&D

practices

A description of at least two methods of storing

records and the benefits of each

A statement of at least two essential items of UK

legislation relating to the recording, storage and

accessibility of HR or L&D data 39

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Assignment 1

Assessment Criteria:

Learners should include at least two reasons why

organizations collect HR or learning and

development data. Learners should identify at least two types of data

and explain how each supports HR or Learning and

Development Practices

Learners should include at least two methods of

storage, and the benefits of each.

Learners must refer to legislation relating to data

protection and freedom of information 40

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Assignment 2

Assignment Summary:

Using your own organization (or one that you are

familiar with) review a specific area of activity where

HR or L&D data is collected and stored. You mustanalyze this data and give a presentation to your

colleagues of no more than 15 minutes on your

findings.

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Assignment2 (Cont)

The presentation should cover:

An introduction to the HR area being investigated

Details that clearly show your activity of analysing

and interpreting the data Your findings, presented so that they enable decision

making.

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Assignment 2

Assessment Criteria:

Evidence of analyzing HR or Learning and

Development data inform decision-making, with

findings presented pictorially (for example charts,graphs and diagrams) and supported by an

explanatory statement

10 minutes presentation tomorrow.

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Question and Answer

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