FOUNDATION CHRP CL&D

ASSESSMENT: Recording, analying and

!ing HR in"or#a$ion %&RAI'
Michael Francis Redhead
Recording, analysing
and using HR
information
3RAI_F203A_HR_June
Contents/Index Page
Page 1 Recording Assessment Front sheet
Pages 2-3 Assessment activity template
Page !itle o" assignment sheet
Pages # Introd$ction
Pages %-1& Assignment Proper
Page 1& Concl$sion ' Recommendations
Page 11 Appendix ' pd" doc$ments
Pages 12-2& samples o" (R records
Page 21 Re"erences) so$rces etc*
FOUNDATION CHRP CL&D ASSESSMENT
Recording, analysing and sing HR in!or"a#ion $%RAI&
%RAI'F()%A'HR'*ne + Core Uni# Assess"en# + ,ersion % *ne ()-(
S#den# na"e. Mic/ael Francis Red/ead
CRITERIA PASS0REFER COMMENTS
LO-. Unders#and 1/a# da#a needs #o 2e collec#ed #o s33or# HR 3rac#ices
1.1 Explain why an organisation needs to
collect and record HR data.
1.2 Identify the range of HR data that
organisations collect and how this
supports HR practice.
LO(. 4no1 /o1 HR da#a s/old 2e recorded and s#ored
2.1 Describe different systems for recording
and storing HR data and the benefits of
each.
2.2 Explain legal requirements relating to
the recording, storage, and accessibility
of HR data.
LO%. 5e a2le #o analyse HR da#a and 3resen# !indings #o in!or" decision6"a7ing
3. !nalyse and interpret HR data.
3.2 "resent findings in a clear, concise, and
meaningful manner to inform decision#
ma$ing within an organisation.
!%%E%%&E'( )*(+)&E "!%%,RE-ER
S#den#s s/old 3lease no#e #/a# #/e a2o8e Assess"en# O#co"e !or #/is Uni# is
3ro8isional and is s29ec# #o In#ernal EH:LC 8eri!ica#ion $I,& and e;#ernal CIPD
,eri!ica#ion $E,&<
T#or. Da#e. T#or=s signa#re.
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 2
%RAI F()%A $HR&
CIPD Assess"en# Ac#i8i#y Te"3la#e
Ti#le o! ni#0s Recording, analysing and using HR information
Uni# No0s 3R!I .HR/
Le8el -oundation
Credi# 8ale 0
Assess"en# "e#/od 1ritten
Learning o#co"es.
1. *nderstand what data needs to be collected to support HR practices.
2. 2now how HR data should be recorded and stored.
3. 3e able to analyse HR information and present findings to inform decision#ma$ing.
5o#/ ac#i8i#ies s/old 2e co"3le#ed<
Ac#i8i#y -
4ou ha5e a new HR Director, they ha5e requested that you re5iew the
organisation6s approach to collecting, storing, and using HR data and
produce a briefing note on your findings. 1ithin your note, you should co5er
the following7
!t least two reasons why the organisation needs to collect HR data
!t least two types of data that is collected within the organisation and
how each supports HR practices
! description of at least two methods of storing records and the benefits
of each
! statement of at least two essential items of *2 legislation relating to
the recording, storage and accessibility of HR data
Ac#i8i#y (
*sing your own organisation information or the +I"D %ur5ey Reports
http7,,www.cipd.co.u$,hr#resources,sur5ey#reports to identify a specific area
of data. !nalyse the data and present your findings in a way that will assist
an aspect of decision ma$ing in the area of data selected. 4our analysis
should be presented in a report co5ering7
!n introduction to the HR area being in5estigated.
!n explanation of how you analysed and interpreted the data.
4our findings, presented so that they enable decision ma$ing.
Assess"en#
Cri#eria
.
.0
0.
0.0
3.
3.0
E8idence #o 2e 3rodced
Ac#i8i#y -
3riefing note of approximately 899 words.
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 3
Ac#i8i#y (
Report of approximately 899 words.
Assess"en# gidance
Uni# #i#le and No7 Recording, analysing and using HR information : 3R!I
Credi# 8ale7 0 credits
>eneric gidance.
(he assessment acti5ities for this unit should equate to approximately ,999 words.
(he acti5ities can be done in the context of the learners6 own organisation, one they are
familiar with, or using a case study.
1e would normally expect students to refer to *2 and European law. -or programmes
deli5ered outside of the E* students must refer to their local legal requirements. In the
absence of local requirements students must refer to European law.
Assess"en# Cri#eria gidance.
AC -<- and
-<(
;earners should include at least 0 reasons why organisations collect HR or
learning and de5elopment data.
;earners should identify at least 0 types of data and explain how each
supports HR or learning and de5elopment practices.
AC (<- ;earners should include at least 0 methods of storage, and the benefits of
each.
AC (<( ;earners must refer to legislation relating to data protection and freedom of
information.

AC %<- and
%<(
E5idence of analysing HR or learning and de5elopment data to inform decision
ma$ing, with findings presented pictorially .e.g. charts, graphs and diagrams/
and supported by an explanatory statement.
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 4
Ti#le o! re3or#. Recording, analysing and sing HR in!or"a#ion
Cen#re. Ealing Ha""ers"i#/ and :es# London College
Modle Na"e. %RAI $HR&
S2"i##ed 2y. Mic/ael Francis Red/ead
T#or. Se McE8oy
Da#e. (?
#/
Se3#e"2er ()-%
CIPD Me"2ers/i3 N"2er.
:ord Con# @ -())
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 5
Introd$ction
T(e Organia$ion i a $ar$)!* $er$iary Pri+a$e Li#i$ed Co#*any, non)do#iciliary !**or$ed li+ing
Agency, -eing a $ar$)!* co#*any i$ i i#*era$i+e $(a$ In"or#a$ion Ser+ice %IS' and $(e collec$ion,
colla$ing, analying, $orage analyi and !age $(ereo" i o*$i#ally cond!c$ed and co##!nica$ed,
e""ec$i+e co##!nica$ion .eing $(e "o!nda$ion "or any organia$ion/ *!.lica$ion o" i$ *olicy,
$ra$egy in reac(ing i$ e#*loyee, $a0e(older and in$ere$ed *ar$ie, good $1o)1ay co##!nica$ion
i re2!ired $o 0ee* all in$ere$ed *ar$ie in"or#ed o" *olicie, *lan and $o illici$ +alid, +al!ed
reac$ion and in*!$ $o #anage#en$ 3 *ro*oal and ac$ion, 4alerie Anderon %5' *oin$ o!$ $(a$ all
organia$ionally 6.aed HR in+e$iga$i+e en2!irie #a0e !e o" 2!ali$a$i+e da$a 1(ic( i only
e""ec$i+e 1(en $(o!g($ i gone in$o (o1 i$ i going $o .e #anaged and analyed $(ere.y en!ring
coni$ency in #e$(odology in da$a)ga$(ering and analyi *rocee, Inacc!ra$e collec$ion can i#*ac$
$(e re!l$ o" a $!dy and !l$i#a$ely lead $o in+alid, #ileading re!l$ and +ary in e+al!a$ion i#*ac$
along a con$in!!# "ro# 2!an$i$a$i+e #e$(od and a$ $(e o$(er end are 7!ali$a$i+e #e$(od,
In"or#a$ion Collec$ion can .e ei$(er Pri#ary or econdary, "or o!r *!r*oe "oc!e on Pri#ary
Collec$ion:
Information collection tools, advantages & disadvantage0001.pdf
O.er+a$ion
In$er+ie1ing
Mail !r+ey
E8*eri#en$a$ion
Si#!la$ion
Pro9ec$i+e $ec(ni2!e
ca$egoried a:
S$ra$egic) "or con!#*$ion .y $(e .oard o" direc$or, $o in"or# $(e co#*any/ direc$ion,
Tac$ical 6!ed .y #iddle)#anage#en$ $o de$er#ine .!dge$ary de#and
O*era$ional 6 *eriodical !*da$e, %#on$(ly' $o en!re $(e .!ine i o*era$ing 1i$(in .!dge$
:o1er %;' ac0no1ledge $(a$ IS $ec(nology i con$in!ally ad+ancing, .eco#ing red!ndan$ 2!ic0ly
and reco##end a #e$(odology, %2!an$i$a$i+e or 2!ali$a$i+e' .e e$a.li(ed $o en!re correc$ c(oice
in i$ deign, de+elo*#en$ and i#*le#en$a$ion, $o en!re o*$i#!# Proce con$rol, Logi$ic,
Financial, Co##!nica$ion, Reo!rce #anage#en$, Mar0e$ing , Sale and Ser+ice deli+ery y$e# $o
"!l"il $1o i#*or$an$ "!nc$ion:
O*era$ional in"or#a$ion 6 $a0)orien$a$ed
Manage#en$ In"or#a$ion )iden$i"ying 1(en $(ing are no$ 1or0ing o*$i#ally, need
i#*ro+e#en$, c(ange or red!ndancy,
T(e +$antitative data collection methods rely on rando# a#*ling and $r!c$!red da$a collec$ion
in$r!#en$ $(a$ "i$ di+ere e8*erience in$o *re)de$er#ined re*one ca$egorie, *rod!cing re!l$
$(a$ are eaily !##ari<ed, co#*ared, and generali<ed,
+$alitative data collection methods *lay an i#*or$an$ role in e+al!a$ion .y *ro+iding in"or#a$ion
!e"!l $o !nder$and $(e *rocee .e(ind o.er+ed re!l$ and ae c(ange in *eo*le/ *erce*$ion,
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 6
!!ally !ed $o i#*ro+e $(e 2!ali$y o" !r+ey).aed 2!an$i$a$i+e e+al!a$ion .y (el*ing genera$e
e+al!a$ion (y*o$(ei= $reng$(ening $(e deign o" !r+ey 2!e$ionnaire and e8*anding or clari"ying
2!an$i$a$i+e e+al!a$ion "inding,
Regardle o" $(e da$a in+ol+ed, 2!ali$a$i+e da$a i $i#e)con!#ing 1i$( $(oro!g(, acc!ra$e and
y$e#a$ic recording o" any *o$en$ially !e"!l da$a o.er+ing $(e e""icien$, e""ec$i+e and e$(ical
*rinci*le,
Di""eren$ 1ay o" collec$ing da$a are !e"!l "or di""eren$ *!r*oe, eac( (a+ing ad+an$age and
diad+an$age, in"l!enced .y collec$ion #e$(od, 2!e$ion .eing in+e$iga$ed, reo!rce, and $i#eline
a#ong$ o$(er,
1.1 >(y organia$ion need $o collec$ and record HR da$a
Mar$in, >(i$ing and ?ac0on %&' *oin$ o!$ e+en reaon:
a$i"ying legal re2!ire#en$
*ro+iding in"or#ed deciion) #a0ing
recording con$rac$!al arrange#en$ and agree#en$
0ee*ing con$ac$ de$ail o" e#*loyee
*ro+iding doc!#en$a$ion in $(e e+en$ o" a clai# again$ $(e organia$ion
*ro+iding in"or#a$ion "or con!l$a$ion re2!ire#en$
"or d!e diligence (o!ld a .!ine $ran"er ,
o$(er reaon incl!de:
acc!ra$ely acceing le+el o" *rod!c$i+i$y and *er"or#ance
#oni$oring a.ence le+el, e#*loyee $!rno+er, ic0ne, acciden$, la$ene, dici*line e$c,
ena.ling $i#ely and a**ro*ria$e re*one
organia$ional record)0ee*ing, ind!c$ion, recr!i$#en$ and elec$ion *roced!re@ re!l$,
$er#ina$ion, e2!al o**or$!ni$ie i!e, $raining and de+elo*#en$
T(e $(ree #o$ i#*or$an$ reaon "or o!r organia$ion are:
,egal Re-$irements
Legal Reasons for compliance.pdf
Provision o" in"ormation to ma.e credi/le decisions*
T(e old adage goe A0no1ledge i *o1erB, and, Mar$in, >(i$ing and ?ac0on %&' add A0no1ledge
and in"or#a$ion are $(e li"e.lood o" good deciion)#a0ing "or organia$ion,B T(e *ro+iion o"
in"or#a$ion on !c( +i$al a A.en$eei#, C(ange Manage#en$, C!$o#er Ser+ice S!r+ey, S$a""
S!r+ey and Feed.ac0, can *ro+e $o .e $(e Ali"eB or Adea$(B and re#ain 0ey $o $(e !nderlying
*!r*oe o" HR Pro"eional,
Recording Contract$al Arrangements and Agreements
Recorded agree#en$ are .inding, neceary "or clari$y, and, "or legal en"orcea.ili$y,
1.2 T(e range and $y*e o" in"or#a$ion collec$ed .y HR Pro"eional 1(ic( 1e (all .e collec$ing
1i$(in o!r organia$ion $o !**or$ good *rac$ice and (a+e a er+ice 1(ic( i "i$ "or *!r*oe, 1ill
.e o#e o" $(e "ollo1ing:
Payroll A.en$eei# Record Per"or#ance Record
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 7
Ti#e and A$$endance Training) Learning and De+elo*#en$
Record
Candida$e Selec$ion Record and y$e#
Heal$( and Sa"e$y Record CR- c(ec0 Medical Record and Cer$i"ica$e a#ong$
o$(er
%0ee sample "orms in appendix ta/le #'
Since !cce"!l HR Planning a$$e#*$ $o rela$e an organia$ion/ c!rren$ and "!$!re re2!ire#en$ $o
$(e !i$a.ili$y o" $(e a+aila.le 1or0"orce, e$(o and reo!rce, $(e a.o+e are 0ey in e$a.li(ing and
aligning HR Policy $o o+erall Cor*ora$e S$ra$egy, Iden$i$y, goal, c!l$!re and *riori$ie, O!r
organia$ion/ a**roac( 1ill .e a .alance o" ASo"$CB HR 1i$( A(ardB HR $o #ain$ain and ac(ie+e a
+al!ed organia$ional c!l$!re cond!ci+e $o !$ained .!ine gro1$( 1(il$ #ain$aining a loyal and
*rod!c$i+e 1or0"orce and S$a0e(older,
(ealth and 0a"ety Records
4alerie Anderon %5' no$ed $a$i$ic *ro+ided .y HSE o" e#*loyee in9!red a$ 1or0 in ;DD5);DD;
1ere groly !ndere$i#a$ed .y "la1ed legal re*or$ing re2!ire#en$ o only E&F o" e#*loyee in9!rie
1ere re*or$ed,
A/senteeism Records
T(e CIPD A.ence Manage#en$ Ann!al S!r+ey Re*or$ ;D5; !$ilied .elo1 (ig(lig($ $(i,

!raining and development Records
>i$( a +ie1 $o #ain$aining and 0ee*ing o!r $alen$ .ae a$ $(e o*$i#al le+el 1e (all .e en!ring $(a$
all $raining need are iden$i"ied, ra$ionalied, dic!ed and "!l"illed 1i$(in $(e co#*any/ .!dge$ and
(a+e already in+e$iga$ed, are o!rcing and *!$$ing in *lace $raining *rogra##e and o**or$!ni$ie
1(ic( are co$ e""ec$i+e $(o!g( *ro+ider !c( a LearnDirec$, 4iion; learn, local "ree *ro+ider, T(e
?o. Cen$re and o$(er !c( agencie $o *ro+ide neceary $raining a a$$ac(ed:

;ist of a5ailable
training offered999. pdf
Candidate selection Records and 0ystems /1xit Intervie2s and Retention Ratios* I$ i +i$ally
i#*or$an$ $(a$ $(ee are 0e*$ "or o.+io! reaon incl!ding legal c(allenge and *oi.le $ri.!nal
*roceeding and (a .een o no$ed .y o!r organia$ion,
2*1 Haine and Pe$i$ %5GGH' de"ine AHR In"or#a$ion Sy$e#, %HRIS', a a y$e# !ed $o ac2!ire,
$ore, #ani*!la$e, analye, re$rie+e and di$ri.!$e *er$inen$ in"or#a$ion a.o!$ an organia$ion/ (!#an
reo!rceB, T(ere are n!#ero! !c( y$e#, and, al$(o!g( older, 1ell 6e$a.li(ed organia$ion
#ay $ill (a+e *a*er).aed i$e# !c( a original 9o.)a**lica$ion, con$rac$ o" e#*loy#en$, le$$er
e$c,, y$e#a$ically "iled "or ec!ri$y, C(arle Lea$(er.arro1 %E' *oin$ o!$ $(e increaing necei$y "or
in"or#a$ion .eco#ing #ore y$e#a$ic, "ac$!al and in"or#a$ion).aed, Taylor %I' %;DDJ'
enco#*aing Parry and Tyon %;DDH' goe "!r$(er (ig(lig($ing $(e reliance o" co#*!$eried
in"or#a$ion)y$e# ena.ling HR Prac$i$ioner $o i#*ro+e *lanning)#oni$oring, *yc(o#e$ric)
$e$ing, e#*loyee)de+elo*#en$, a.en$eei#, $!rno+er and *ay 1(ic( :
*ro+ide a relia.le .ai "or $ra$egic deciion)#a0ing
!**or$ er+ice $o line #anager and *ro+ide g!idance and ad+ice $o Line )#anager
i eaily .ac0ed)!*, $ran"era.le, accei.le and *or$a.le a .elo1:
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 8
Fig.1 Data Storage Methods - advantages and disdvantages0001.pdf
>(ic(e+er y$e# i !$ilied $(e "!nda#en$al re#ain $(e a#e:
($$*:@@111,aca,org,!0@#edia@*d"@c@a@AcaKPeronnelKda$aKrecordK0ee*ing)accei.le)+erion)?!ly)
;D55,*d"
Acc!racy, relia.ili$y and coni$ency
Con"iden$iali$y
Econo#ical
ada*$a.ili$y
1i$( conidera$ion gi+en "or co#*!$eried or #an!al, loca$ion, doc!#en$ deign and ec!ri$y, %ee
lin0 .elo1',
O!r a**roac( $o encry*$ion
2*2 A already $a$ed, legila$ion *lay a +i$al role in da$a collec$ion, analying and !age, Ley *iece
o" legila$ion $o .e no$ed are:
T(e Da$a Pro$ec$ion Ac$ 5GGJ, M %ee $a.le .elo1 "or *ro$ec$ed rig($'
T(e Freedo# o" In"or#a$ion Ac$ ;DDD,
T(e Heal$( and Sa"e$y Ac$, a#ong$ o$(er,
Pri+acy and Elec$ronic Co##!nica$ion %EC Direc$i+e' Reg!la$ion ;DD& %SI ;DD&@;E;N'
T(e Reg!la$ion o" In+e$iga$ory Po1er %Ac2!ii$ion and Diclo!re o" Co##!nica$ion
Da$a: Code o" Prac$ice' Order ;DDH %SI ;DDH@;5GH'
T(e Da$a Re$en$ion %EC Direc$i+e' Reg!la$ion ;DDG %SI ;DDG@JIG'
Da$a Pro$ec$ion Direc$i+e GI@EN@EC
Pri+acy and Elec$ronic Co##!nica$ion Direc$i+e ;DD;@IJ@EC
!he 3ata Protection Act*
T(e organia$ion i !nder a legila$i+e d!$y $o en!re $(a$ all in"or#a$ion (eld i con"iden$ial,
*ri+ileged, and ec!rely $ored, %ee ICO reco##enda$ion in Ta.le E .elo1', and (a a "!r$(er d!$y
$o regi$er a no#ina$ed *eron a i$ In"or#a$ion O""icer 1i$( T(e In"or#a$ion Co##iioner/
O""ice, Fail!re $o do o can lead $o "inancial anc$ion, >(il$ $(e e#*loyee #ay (a+e acce $o
in*ec$, +ie1 and c(allenge in"or#a$ion .eing (eld on $(e#, die#ina$ion $o $(ird *ar$ie are $ric$ly
#oni$ored, only anc$ioned 1i$( $(e e#*loyee/ e8*lici$ 1ri$$en conen$,
Prac$ical g!ide $o IT ec!ri$y %*d"'
:!ide $o da$a *ro$ec$ion: in"or#a$ion ec!ri$y
Freedom o" In"ormation Act 2&&&
Sec$ion EI & EN concern $(e dic(arge o" P!.lic A!$(ori$ie "!nc$ion !nder Par$ 5, and $(e
#anage#en$ o" record, "ir$ly $(e ac$ e$a.li(e $(e rig($ o" any *eron #a0ing a re2!e$ $o a *!.lic
a!$(ori$y $o .e in"or#ed in 1ri$ing 1(e$(er or no$ $(e a!$(ori$y (old $(e in"or#a$ion o!g($ and i" i$
1ill !**ly $(a$ in"or#a$ion, %!.9ec$ $o *eci"ied e8e#*$ion', and econdly i$ re2!ire $(e# $o #a0e
a+aila.le in"or#a$ion $(ey (old and $o *!.li( a *!.lica$ion c(e#e 1(ic( e$ o!$ $(e ca$egorie o"
in"or#a$ion $(ey in$end $o #a0e readily a+aila.le, Any in"or#a$ion i#*ar$ed #!$ .e e""icien$ly and
e""ec$i+ely $ored and recorded, T(i i *ar$ic!larly cogen$ 1i$( regard $o Local A!$(ori$ie, Ho!ing
Aocia$ion, Medical Cen$er, e$cO
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 9
3*1 A $(e organia$ion i in i$ in"ancy, I (a+e c(oen $o !e CIPD re*or$ 4cipd Ann$al 0$rvey
Report -A/sence Management 2&125 678 "or analyi,
https9//222*simplyhealth*co*$./shcore/sh/content/pd"s/cipd:s$rvey:2&12*pd"
A *re+io!ly $a$ed A.ence Manage#en$ i een$ial in *ro+iding HR Planning in rela$ion $o $(e
organia$ion/ c!rren$ and "!$!re re2!ire#en$ and ade2!a$ely lin0ing $(e !i$a.ili$y o" $(e c!rren$ or
a+aila.le 1or0"orce 1i$( c!rren$ and *ro9ec$ed *rod!c$i+i$y, T(e ca!al i#*ac$ a.en$eei# (a no$
only on $(e c!l$!re, $r!c$!re, #oral, indi+id!al *er"or#ance, $a"") re$en$ion, $a"") $!rno+er and
o.+io! "inancial *lanning and "inancial reo!rce i in$r!#en$al,
Analyi o" $(e re*or$ (o1ed $(e "ollo1ing: %a ill!$ra$ed in c(ar$ and $a.le6"or# .elo1'
a.ence le+el 6 a+erage e#*loyee a.ence (o1ed a con$in!ed "alling $rend o+er $(e
*re+io! $1o year, large$ red!c$ion .eing in *ri+a$e er+ice and $(e *!.lic ec$or, .!$, 1i$(
(ig( +aria$ion acro organia$ion, P!.lic ec$or a.ence 1ere a$ $(eir lo1e$ ince record
.egan, a.ence 1a grea$er in *!.lic and non)*ro"i$ ec$or, 1i$( #an!al 1or0er (a+ing on
a+erage one day #ore a.ence $(an non)#an!al 1or0er,
leng$( o" a.ence 6 (or$ $er# a.ence o" !*)$o e+en day acco!n$ed "or $1o)$(ird
co$ o" a.ence 6 le $(an (al" o" e#*loyer #oni$ored co$ o" a.ence, 1i$( $(e *!.lic ec$or
and larger organia$ion #ore li0ely $o do o, 1(ere re*or$ed co$ 1ere "alling,
occ!*a$ional ic0 *ay 6 1a *ro+ided .y #o$ !r+eyed, 1i$( +aria$ion in $(e *eriod
occ!*a$ional ic0 *ay 1a *ro+ided a#ong$ organia$ion
ca!e o" a.ence 6 #inor ail#en$ *ri#ary ca!e o" (or$)$er# a.ence, long)$er# a.ence
#o$ co##only d!e $o $re, ac!$e #edical condi$ion, #en$al ill (eal$(, #!c!lo0ele$al
in9!rie and .ac0 *ain
1or0)rela$ed $re) $1o)"i"$( o" e#*loyee re*or$ed an increae
#anaging a.ence) al#o$ all !r+eyed (ad a 1ri$$en a.ence@ a$$endance #anage#en$ *olicy
$(e $a$e#en$ o" "i$ne $o 1or0 6 !ni+erally !ed acro all ec$or, .!$, only one)$en$(
.elie+ed i$ (el*ed red!ce a.ence le+el
E#*loyee 1ell) .eing 6 grad!al increae in e#*loyee 1ell).eing $ra$egy, o+er IDF, 1i$(
acce $o co!nelling) er+ice and e#*loyee ai$ance *rogra#, 1i$( !cce +arying
conidera.ly acro ec$or, *end le+el +ir$!ally !nc(anged,
E#*loyee a.ence and $(e receion 6 $1o)"i"$( o" *!.lic ec$or organia$ion re*or$ed
red!ndancy $ra$egy o+er $(e (or$)$er# and a #ar0ed increae o" e#*loyee a$$ending 1or0
ill o+er $(e la$ year,
a.oli$ion o" De"a!l$ Re$ire#en$ Age 1a negligi.le, e8ce*$ $o increae "le8i.le) 1or0ing
*rac$ice,
I c(ooe $o concen$ra$e on $(ree a*ec$ o" $(e re*or$
A+erage le+el o" e#*loyee a.ence o+er $(ree year ;D5D, ;D55, ;D5;
A+erage le+el o" e#*loyee a.ence o+er ec$or .rea0do1n
T(e e""ec$ o" 1or0"orce i<e
analyed in c(ar$)"or# .elo1,


!5erage ;e5el of
employee absence by sector f or all999.pdf
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 10
a!le- chart of average level of emplo"ee a!sence, all emplo"ees.pdf
A+erage le+el o" e#*loyee a.ence, .y ec$or "or all, #an!al and non)#an!al e#*loyee $a.le .elo1

!bsence le5el
(ables999.pdf
Analyi re+ealed $(a$ #o$ organia$ion record $(eir ann!al a.en$eei# ra$e, recogniing i$
i#*or$ance and "!nda#en$al i#*ac$ on $(e .!ine and $(ere 1a a #all rie in re*or$ing, 1i$( *!.lic
ec$or #ore li0ely $o do o GEF , *ri+a$e er+ice: H&F , #an!"ac$!ring and *rod!c$ion and non)*ro"i$
JNF, T(e c(ar$ and $a.le iden$i"ie clear "all in $(e le+el o" a.en$eei# acro all *la$"or# 1i$( an
on) a+erage decline o" one day *er e#*loyee, .!$ 1i$( 1ider +aria$ion in $(e *!.lic ec$or 1(ere $(e
dro* 1a 5,; day on ;D55, 5,H day on ;D5D, and 5,Jday on ;DDG and 1a a$ i$ lo1e$ ince record
.egan, re!l$ #irrored in $(e *ri+a$e ec$or,
Co#*ara$i+e analyi (o1ed $(e ann!al a.ence co$ *er e#*loyee decreaing ann!ally, .!$, 1i$(
conidera.le +aria$ion acro organia$ion, and, re*or$ing $(ereo" (o1ed li$$le c(ange "ro# *re+io!
year) %;D5;: EDF= ;D55: E;F = ;D5D: EIF= ;DDG: E5F' 6in #y o*inion, $(e $rend co!ld .e do1n $o
a+aila.le 0no1ledge, li#i$ed reo!rce, a*a$(y, iner$ia, or ignorance,
T(e *!.lic and non)*ro"i$ ec$or re*or$ed (ig(er co$ o" a.ence $(an $(e *ri+a$e ec$or d!e *ar$ly $o
long)$er# a.ence and $(eir #ore genero! ic0 *ay c(e#e, T(i 1o!ld .e o" *ar$ic!lar concern $o
any HR *ro"eional, and a ca!al lin0 (o!ld .e iden$i"ied and e#.edded in$o "!$!re $ra$egy incl!ding
A.ence Manage#en$ Policy, E#*loyee >ee).eing S$ra$egy, organia$ion c!l$!re and +al!e $r!c$!re,
and Preen$eei# $ra$egy,
Concl$sions
Di""eren$ 1ay o" collec$ing and e+al!a$ing da$a are !e"!l "or di""eren$ *!r*oe, and eac( (a
ad+an$age and diad+an$age, 4ario! "ac$or 1ill in"l!ence c(oice o" a da$a collec$ion #e$(od: $(e
2!e$ion yo! 1an$ $o in+e$iga$e, reo!rce a+aila.le $o yo!, yo!r $i#eline, and #ore, and i" one i
no$ care"!l and $(ro!g(, $(e collec$ion o" any !c( da$a co!ld 2!i$e eaily .e $ain$ed .y
!n*ro"eionali#, %($$*:@@d#c,!#n,ed!@e+al!a$ion@da$a,($#l,
HR Pro"eional (o!ld al1ay "ollo1 Pro"eional E$(ic and A:ood Prac$iceB *olicie in $(e
recording, $oring and analying o" HR in"or#a$ion i" $(a$ in"or#a$ion i $o *ro+e !e"!l in $ra$egic
*lanning, c!l$!re de+elo*#en$ and organia$ional +al!e,
Recommendations
In order $o collec$ da$a $(a$ i rele+an$ and !e"!l "or any $ra$egic and #eaning"!l analyi a
n!#.er o" 2!e$ion need $o .e a0ed and reconciled .e"ore o!r da$a collec$ion can .egin, >e
#!$ decide on $(e *!r*oe "or collec$ion, $(e $y*e o" in"or#a$ion $(a$ i re2!ired, $(e
#e$(odology $o .e e#*loyed and $(e i#*ar$iali$y o" $(e collec$or@ reearc(er, Once 1e (a+e
reol+ed !c( necearie 1e #!$ .e con"iden$ o" all $(e c!rren$ legila$ion, *rac$ice,
direc$i+e and ind!$ry $andard rele+an$ $o go *rac$ice,
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 11
>i$( re"erence $o $(e analyi o" A.en$eei#, #ore organia$ion o" all $r!c$!re and #a0e)
!* #!$ #a0e a concer$ed e""or$ $o !nder$and $(e i#*or$ance o" A$(e ann!al a.ence co$ *er
e#*loyeeB o" e#*loyee a.ence i" $(e organia$ion i $o $r!ly !nder$and and re#edy
A.en$eei# and re*lace i$ 1i$( a c!l$!re o" Preen$eei# 1(ere 1ell).eing and con$ri.!$ion
o" e#*loyee are recognied and +al!ed,
La$ly and +ery i#*or$an$ly $(o!g($ #!$ .e gi+en $o $(e $orage and ec!ri$y o" $(e collec$ed
da$a, o a rele+an$, on)going, "re2!en$ly !*)da$ed *olicy #!$ .e in *lace 1i$( re"erence $o
da$a collec$ion,
Appendix -0$pplementary In"ormation
Ta.le o" S$a$!$ory re$en$ion *eriod 1i$( re"erence $o da$a (eld .y e#*loyer,
ICO reco##enda$ion: ;hat sec$rity meas$res sho$ld I ta.e to protect the personal
data I hold<
!he 3ata Protection Act 1==7

%tatutory retent ion
period.pdf

I nformat ion
+ommissioner )f fice recommendat ion on Dat a %torage .pdf
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 12

(he Data "rotection
!ct <<=.pdf

!a/le* # 1xamples o" some (R records 6adopted "rom ACA0 template
Ind$ction chec.list
I$ i good *rac$ice $o le$ $(e ne1 $ar$er (a+e a co*y o" $(i li$ 6 $(i ena.le $(e# $o "ollo1 1(a$ i
(a**ening and 1ill ac$ a a re#inder o" any$(ing #ied or $(a$ need *ar$ic!lar a$$en$ion, I$ (o!ld .e
$(e re*oni.ili$y o" .o$( #anage#en$ and ne1 $ar$er $o en!re $(a$ all rele+an$ i$e# are *ro*erly
co+ered d!ring $(e ind!c$ion *eriod,
Na#e OOOOOOOOOOOOOOOOOOOda$e o" $ar$ingOOOOOOOOOOOOO,
Ind!c$ion co#*le$ed %igna$!re o" ne1 $ar$er' OOOOOOOOOOOOOOOOOOOOOO
Da$e Carried o!$ .y Co##en$
Rece*$ion
Recei+ed .y
Peronnel doc!#en$a$ion and c(ec0 co#*le$ed:
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 13
PEI
NI n!#.er
S1i*e@ec!ri$y card
In$rod!c$ion $o $(e co#*any
P >(o/ 1(o
P Hi$ory
P Prod!c$@er+ice@#ar0e$
P F!$!re *lan and de+elo*#en$
Ter# and condi$ion o" e#*loy#en$
P >ri$$en $er# and condi$ion i!ed
P Con$rac$ o" e#*loy#en$ i!ed
P Ho!r, .rea0, #e$(od o" *ay#en$
P Holiday
P Cloc0ing on@"le8i$i#e@re*or$ing *roced!re
P Pro.a$ionary *eriod
P Period o" no$ice
P Sic0ne *ro+iion
P Penion *ro+iion
E2!al o**or$!ni$ie *olicy and 1or0er de+elo*#en$
P Training *ro+iion
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 14
P F!r$(er ed!ca$ion@$raining *olicie
P Per"or#ance a**raial
P Pro#o$ion a+en!e
>or0er@e#*loyer rela$ion
P Trade !nion #e#.er(i*
P O$(er 1or0er re*reen$a$ion
P >or0er co##!nica$ion and con!l$a$ion
P :rie+ance and dici*linary *roced!re
P A**eal *roced!re
Da$e Carried o!$ .y Co##en$
Organia$ion r!le
P S#o0ing *olicy
P :eneral .e(a+io!r@dre code:
P Tele*(one call
P Can$een@.rea0 "acili$ie
P Cloa0roo#@$oile$@loc0er
Heal$( and a"e$y
P A1arene o" (a<ard 6 any *ar$ic!lar $o $y*e o" 1or0
P Sa"e$y r!le
P E#ergency *roced!re
P Clear gang1ay, e8i$
P Loca$ion o" e8i$
P Dangero! !.$ance or *rocee
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 15
P Re*or$ing o" acciden$
P Fir$ aid) $o incl!de Fir$ aid O""icer
P Peronal (ygiene
P In$rod!c$ion $o a"e$y re*reen$a$i+e
>el"are and 1or0er .ene"i$@"acili$ie
P S*or$ "acili$ie
P Pro$ec$i+e clo$(ing 6 !**ly, la!ndry, re*lace#en$
P Medical er+ice
P Sa+ing c(e#e %incl!ding (are o*$ion'
P Tran*or$@*ar0ing arrange#en$
P Co#*any dico!n$
T(e 9o.
P In$rod!c$ion $o #anager@!*er+ior
P Re2!ire#en$ o" ne1 9o.
P S$andard e8*ec$ed
P Co)1or0er
P S!*er+iion and 1or0 *er"or#ance a**raial

M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 16
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 17
Table 5 Sample HR documents collected
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 18
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 19
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 20
Table 5 Sample HR documents collected
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 21
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 22
Table 5 Sample HR documents collected
Table 5 Sample HR documents collected
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 23
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 24
Table 5 Sample HR documents collected
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 25
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 26
Table 5 Sample HR documents collected
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 27
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 28
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 29
Table 5 Sample HR documents collected
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 30
Re"erences
No Author/ Fig Title dition !ublisher "ear
1 Anderson, Valarie Research #ethods in Human
Resource #anagement
1
st
Edition CIPD P!li"ation 2004
2 Edited !# Dennis $o"% The $o%er Handboo& o'
#anagement
&ort'
Edition
(o)er P!lis'ing
$i*ited
1998
3
#artin #alcolm( )hiting
Fiona and *ac&son Tricia
Human Resource !ractice 5
+,
Edition CIPD P!li"ation 2010
Haines and !etit +1,,-.
as cited b/ 0andarou&(
T.1. and Ruel( H.*.#
The 2nternational *ournal o' Human
Resource #anagement
http3//%%%.in'orma%orld.com/smpp/title4
content5t-16-72518
-otledge 2009
4 9eatherbarro%
:harles( Fletcher
*anet ; :urrie
<onald
2ntroduction to Human Resource
#anagement= a $uide to HR in
!ractice
2
nd
Edition $ondon, CIPD
P!li"ations
5 Ta/lor( S( !eople Resourcing 4
t'
Edition CIPD
P!li"ations
6 Armstrong( #ichael A handboo& o' Human Resource
#anagement !ractice
10
t'

edition
.ogan Page, 2006
7 cipd in partnership
%ith simpl/health(
Annual Sur>e/ Report =Absence
#anagement 2712
:2!<
publications
2012
8 Finn( *.( ; *acobson(
#.
Just Practice: A Social Justice
Approach to Social Work.
Peosta, I$/ Eddie
!o)ers
0!lis'ing.
2008
9 *acobson( #.( !ruitt
:hapin( ?.( ; Rugele/(
:. +277,..
To%ard Reconstructing !o>ert/
?no%ledge3 Addressing Food
2nsecurit/ through $rassroots
Research <esign and
2mplementation. Journal of
Poverty, 13+1.( 1=1,.
2009
10 Russ='t( <.( ;
!res&ill( H.
>aluation in @rganiAations 1e) 2or%/ 3asi"
3oo%s
Table 1 "i0d Retention o' HR records( :2!<
Resources Factsheet
Ci0d, internet 2013
Table 2 2:@ $uide )hat securit/ measures should 2
ta&e to protect the personal data 2
holdB
2:@ 2013
Table 6 2nternet source The 9ibert/ $uide to The <ata
!rotection Act 1,,8
2nternet source 1998
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 31
Table C A:AS %ebsite Damples o' some HR records sample HR
records
2013
M i c ( a e l R e d ( e a d & R A I ) R e c o r d i n g , a n a l y i n g a n d ! i n g H R i n " o r # a $ i o n
Page 32