VICTORY TRAINING & DEVELOPMENT INSTITUTE

KINGDOM OF BAHRAIN

Instructor Profile
Name : Mr. Ali Al Aradi Email : alicipd@gmail.com Mobile : 39887872 CIPD Membership : ACIPD

3RAI

Unit Title

:Recording, Analyzing and Using Human Resources Information Unit Code : 3RAI Credit Value : 2 Date : September 23 - 27, 2012

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 organization
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Learning Outcomes
Understand what data needs to be collected to support HR practices Know how HR data should be recorded, managed and stored Be able to analyze HR information and present findings to inform decision-making

Learning Outcome (1)

The learners will: The learners can:

LO1 - Understand what data AC1- Explain why an needs to be collected to organization needs to support HR practices collect and record HR data. AC2- Identify the range of HR data that organization collect and how this supports HR practice

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 are important . And write in the flipchart

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.

How HR/LD Information help DecisionMaking

Type of Information Employee Performance Review Individual performance and development review (appraisal) records, showing learning needs identified within the review process Key Uses 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 May be necessary to confirm compliance with organizational or legal requirements Confirms individual competence, capability or eligibility for role Supports claims for qualifications, licenses and other professional requirements May be necessary for audit by external awarding or funding bodies
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Individual L&D Records Records of learning needs identified (performance review documentation), L&D activity undertaken, outcomes of L&D activity where relevant (e.g. assessment outcomes, marks, grades(

How HR/LD Information help DecisionMaking (Cont)

Type of Information Organizational Information Operational plans, projects plans and business objectives current and future related policies and procedures Key Uses 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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How HR/LD Information help DecisionMaking (Cont)

Type of Information Personnel/learner information Numbers and profile of learners, personal, location and contractual details governing work arrangements Key Uses 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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How HR/LD Information help DecisionMaking (Cont)

Type of Information Records of available L&D opportunities Types of learning available, practical information including costs, timing, availability, entry requirements, target audience, intended outcomes. 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 Key Uses Essential for learners, and their managers to make choices about learning Essential for learners to be able to prepare for learning

Essential for communication purposes with project sponsor or stakeholders Essential for review and evaluation purposes

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How HR/LD Information help DecisionMaking (Cont)

Type of Information Summary records of L&D delivered Overall delivery of learning and development services and activity what, where and when Key Uses Informs ongoing L&D planning 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 Informs ongoing L&D planning 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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Outcomes of L&D delivered Specific quantitative outcomes of L&D and qualitative information from evaluation activity , including learner and customer feedback

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, and affords 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

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

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Range of Data collected (Cont)

Evaluation of L&D interventions L&D schedules (in-house/off-house) Client feedback

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Range of Data collected (Cont)

Identify pattern of staff absence/tardiness Identify trends in staff turnover Identify employees skills gaps Identify L&D solutions for each departments as well as common (all staff) Know the training development budget ahead. Using customers feedback to improve customer service Complaints log and processes
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Question and Answer

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Learning Outcome (2)

The learners will:

The learners can: AC2.1 - Describe different systems for recording and storing HR data and the benefits of each AC2.2 - Explain legal requirements relating to the recording, storage and accessibility of HR data

LO2 - Know how HR data should be recorded, managed and stored

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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 and research. 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, and disorder Reduced operating costs Retention and reusability of organization knowledge

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What are the benefits gained by Records Management (Cont)

Safeguard vital employee information Improved regulatory compliance Facilitates the legal process Better support for management decision-making

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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, work flow, payroll, time and attendance

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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 employee recording 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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 (HRIS), refers to the systems and processes at the intersection between human resource management(HRM) and information technology.

Human Resource Management System (HRMS)

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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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

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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 to such information. For more information about UK Data Protection Act (1988) visit: http://www.informationcommissioner.gov.uk
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Legal Requirements Relating to Data Collection (Cont)

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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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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Analysis of the Impact Legal Implications of Employees Share Data (Cont)

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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Learning Outcome (3)

The learners will: LO3 - Be able to analyze HR information and present findings to inform decisionmaking. The Learners can: AC3.1 - Analyze and interpret HR data

AC3.2 - Present findings in a clear, concise and meaningful manner to inform decision-making within an organization

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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 the organization 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 to convenience 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
Assignment summary: 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 the organisation 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

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

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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 must analyze this data and give a presentation to your colleagues of no more than 15 minutes on your findings.

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Assignment 2 (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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