Recording, Analysing and Using Human Resources Information

This document provides information on the importance of collecting and storing HR data, methods of storing records, essential UK legislation, and how to analyze HR information for decision-making. It includes activities on reviewing the organization's approach to HR data, analyzing data for decision-making, and producing a briefing note and report.

Centre name: ICS Learn
Candidate name: Ilona Brzezicka
CIPD Membership
Number:
48770175 ICS student
number:
21031428
Qualification title: Foundation Human Resource Practice
Unit title(s): Recording, Analysing and Using
Human Resource Information
Unit code(s):
Assessment number
*Online Class Date 30/10/2018 *Tutor Name Carol
Margerrison
* Not required when submitting a Formative assessment
Please Note - You cannot submit your assignment until you have attended
your Online Classroom – all details must be filled in above before your work
will be marked.
1st Submission Date 21.02.2019 Word Count 1022
2nd Submission Date Word Count
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3RAI F203A HR

CIPD Assessment Activity Template
Title of unit/s Recording, Analysing and Using Human Resources Information
Unit No/s 3RAI
Level 3
Credit value 2
Assessment method Written
Expiry date September 2020
Learning outcomes:
Understand what data needs to be collected to support HR practices.
Know how HR data should be recorded and stored.
Be able to analyse HR information and present findings to inform decision-making.
Both activities should be completed.
Activity 1
You have a new HR Director, they have requested that you review the
Assessment
Criteria

organisation’s approach to collecting, storing and using HR data and produce
a briefing note on your findings. Within your note, you should cover the
following:
At least two reasons why the organisation needs to collect HR data.
At least two types of data that is collected within the organisation and how
each supports HR 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 data.
Activity 2
Using your own organisation information or the CIPD Survey Reports
https://www.cipd.co.uk/knowledge/hr-learn-develop-database to identify a
specific area of data. Analyse the data and present your findings in a way that
will assist an aspect of decision making in the area of data selected. Your
analysis should be presented in a report covering:
An introduction to the HR area being investigated.
An explanation of how you analysed and interpreted the data.
Your findings, presented so that they enable decision making.
1.1
1.2
2.1
2.2
3.1
3.2
Evidence to be produced

Activity 1
Briefing note of approximately 500 words.
Activity 2
Report of approximately 500 words.
Activity 1:
Business organizations are becoming more reliable towards human resource information
system or HRIS for establishing an effective data management system which will help in
minimizing clerical tasks and assists in maintaining accurate employee data.
There are a number of reasons for which a business organization needs to collect and manage
human resource data. The two most important are
Effective Workforce Planning- An effective HRIS keeps track of its available resources
within the organization and keeping critical employee data like job responsibilities, skills,
experiences, etc. (Noe, et al. 2017) An HRIS management system assists managers to
evaluate effectively when forecasting and formulating strategic workforce planning and
development (Obeidat, 2012).
Risk Management- An effective HRIS also assists in minimizing possible risks and
liabilities as the system keeps track of electronic data records of employee training records,
workforce discipline notices, employee attendance and employee compensation claims
(Aggarwal and Kapoor, 2012). This data facilitates gap analysis within the workforce and
plan training and development programs accordingly.
The two sorts of records that are collected in business organizations to support HR practices
are-

Statutory Data – These types of records ensure that the HR department is compliant to all of
the regulatory requirements. For instance, tax, General contributions for insurance coverage
of employees, illness as well as SSP, periods worked besides reserves for accidental benefits.
Employee turnover data- Employee turnover data helps in tracking the number of people
hired and the number of employees left the organization. These help in formulating gap
analysis in the manpower management and identify the problems in the resource management
system (Krishna & Bhaskar, 2011).
Collecting and storing Human Resource data and information has become a day to day
business operation. Therefore, a large amount of data is stored every day. There are mainly
two processes for storing employee or workforce data and records. They are-
Hard copy (Printed or published form) - This type of data storage are typical traditional
paper records. Since the facts come into physically through the person with power, one may
consider it as truthful. It is accepted to display precisely what was put without any kind of
mistakes.
Soft Copy (Electronic data Storage) - This type of data is usually electronic data, like CD,
floppy, pen drive, hard drive or cloud computing. Soft copy data can be accessed from any
global location with an internet connection (Gupta, 2013). Any alterations of data are
likewise mechanically updated, adjusted or edited; for instance, a salary page or else a novel
policy wherever remains assigned do not need to physically change it in all places. It is price
operative as it hoards the cost of fundamentally engaging someone to look after physical
appearance of documents and proceedings.
Tracking information develops a very prompt method by way typing the keyboard or clicking
the mouse in the search option; hence provides a distinctive solution. Workforces can
correspondingly response with assertions in reaction to statements of future dealings or
targets to every member of staff in the same extent of space. Employers may readily support
or reject applications founded on the well-adjusted leaves or confirmation settled while
concerning compensation.

It helps to arrange periodic assessments and evaluations of every worker centred on the
rotation of analysis apportioned to them. There may be pre-set reminders for judgments of
employees. The stored data and essential documents can be retrieved through certified
operators.
The two essential items of UK legislation relating to the recording, storage and accessibility
of HR data are:
Data Protection Act 2018: Under this act employee personal data both hard and soft copy
are stored. It is not necessary that employee information has to be confidential data
(Regulation, 2018). It creates regulations for the data security to appropriately set and be
used in the “digital era” wherein an endlessly increasing volume of information is being
administered It authorizes individuals to take charge of their documents and backs UK
industries and establishments through the transformation which confirms that the nation is
primed for the future subsequently after parting from EU.
Freedom of Information Act 2000: Under this act, any individual can request for the access
of data stored by any public or government organization (Birkinshaw, 2010). Generally, the
Freedom of Information Act 2000 operates in two methods. Firstly, the public authority of the
UK is bound to publish information comprising of activities of the government and secondly,
any individual public can request certain information from the public authority in the United
Kingdom (Burgess, 2015).

Activity 2
In the contemporary competitive business scenario, managing and utilization of human
resources have become one of the major challenges for the management. Employee turnover
brings negative consequences for the organization and costly as well. An employee when
leaves an organization adopts skills, abilities, customer information and organization’s
training investments. Therefore, the organization has to substitute the resource by employing
another member. According to Joarder, et al. (2011), hiring a new employee costs five times
more the salary of an existing employee Therefore, hiring and training a new employee is
always a time consuming and costly affair. Moreover, there is no assurance that the new
candidate will provide the same amount of insights and expertise as the previous employee.
The international industry of TCS is transitioning toward an innovative age wherein
technology is in concert with dominant role in the development by enrapturing a superior
client involvement anytime, everywhere. The control of a trade currently hinge on its
capacity to accomplish the changeover from process mellowness to data management. The
“Internet of Things” stands around capturing facts from machineries and devices; cloud is
assisting to sort the statistics obtainable at scale as and once required; computerization plus
“artificial intelligence” are serving to scrutinize over and done with massive extents of data;
besides analytics is facilitating to develop understandings and create valuable forecasts from
those records. Industries have to modify and comprehend the influence and power of these
tools. Those who may fix it wilder and keener will remain the cream of the crop within the
new economic domain (Aggarwal & Kapoor, M., 2012).
Staff turnover stands as a significant approach to measure together the efficiency of the
human capitals management structure and the general administration of an association or
software package. It delivers a harmonizing extent to the preceding indicator on the strategic
positions which are occupied. If turnover remains high, the business/program need to sustain
additional outgoings of engaging fresh staff; these overheads comprise cross-examining,
checking orientations, besides start-up planning, amid others. Since human resources
frequently put away more than 70% of propagative capability program of resources,
preservation of competent staff, or else deficiency thereof, may ensure precisely enormous
effect on output and performance (Obeidat, 2012).

Absenc
e Rate
Complaint
Rate
Resignation
Rate
Professiona
l
Satisfaction
Performance
associated
Remuneratio
n
Overall
group
Enactment
Existing
Performance 101 50 53 264 20 102
Target
Presentation 100 80 79 95 40 77
Figure: Analysis and elucidation of data of operative scores in past years
(Source: Tcs.com, 2019)
(Refer to appendix)
The Business did not reflect any explicit mode of endowment of promotional designs with
steady promotion consistent with the suitability of educations and involvement. The large
competitive in work conditions every now and then posed to cause serious tension within the
perceptual setting of staffs. The tireless tasks substantiated to be risky for the inexperienced
individual and painstaking contestants who flopped to contend in stride with the hectic
timetable. The different forms of payment structure of the teams along with the
“performance” presented the competitive strategy. The establishment have confidence in the
ultimate features of pooled intelligence instead of positioning on the distinct values of
divergent approach. The modest essence of efficiency grips extensive measures for
recognizing the tangible job of creating advantages of healthier salaries sand rewards with the
scale of compensation to the personnel. The business contests to indicate the improved and
firmer tactics for the particular entities (Tcs.com, 2019)
In 2017, the organization added around 79,000 staffs with over 387,000 personnel
transversely through 130 nations. Women frame 34.7% of the entire workforce.

The human resource department of TCS has been tracking employee information on a regular
basis. Therefore, developing a strategic employee turnover plan should be started with the
relevant available data as further employee data are being tracked regularly. Consequently the
author will require encompassing the employee attributes in the data set. It is essential to be
conscious of the employment status of each individual member in the establishment (Gupta,
2013).
The gap amongst the provision of administrative purposes and planned HR accountabilities
requires to be addressed in demand for directors to transport outcomes to the Panel. When
HR administrators can evaluate the workforce modifications desirable by the industry, secure
and mature the talent required enhancing the staff, and precisely measure the grades, their
true worth can be documented (Krishna & Bhaskar, 2011).
Critical Assessment (Business Objectives scores as designed: 2019-2020)
Commercial Economic
Management
Make
provisions
Longstanding
Investment
policy
Time Setting 2019
6
2020
8
2019
6
2020
7
2019
6
2020
8
Spectator
The Value
System
Products plus
Facilities
Dealings Brand
Appearance
Time Setting 2019
7
2020
8
2019
6
2020
8
2019
6
2020
7

In-house
Procedure
Client
Management
Innovation Functioning
Superiority
2019 2020 2019 2020 2019 2020
6 7 6 8 6 8
Learning
and
Development
Personal
advancement
Skills
Time limit 2019
6
2020
7
2019
6
2020
7
(Source: Formed by author in line with Hofer’s model)
The critical assessment refers to the viewpoints of economic success, client relations , the
core expansion headed for accomplishment of objectives with the continued efforts to
improve the talents and ensure firm drift of events to stretch the physical pursuits (Tcs.com,
2019)
.
Teaching and Communication Policies
Setting targets, designating the schedules for performances, as well as linking them with the scope
of incentives.
Fix the mark for each purposes and re organize the rights and assets with innovative method to touch
the ultimate aims
Transport the appraisals on the evaluations of the presentation and attain awareness of
the shortcomings.

Figure: Balanced marks and purposes
(Source: Tcs.com, 2019)

References
Aggarwal, N. & Kapoor, M., (2012). Human resource information systems (HRIS)-Its role
and importance in business competitiveness. Gian Jyoti E-Journal, 1(2), pp.1-13.
http://gjimt.com/N14.pdf
Birkinshaw, P., (2010). Freedom of Information: the Law, the Practice and the Ideal.
Cambridge University Press.(pg 120)
Burgess, M., (2015). Freedom of information: a practical guide for UK journalists.
Routledge. Pg 2
Gupta, B., (2013). Human resource information system (HRIS): Important element of current
scenario. IOSR Journal of Business and Management, 13(6), pp.41-46.
https://scholar.google.co.in/scholar?
hl=en&as_sdt=0%2C5&as_ylo=2010&q=HRIS+storage&btnG=
Jahan, S.S., (2014). Human resources information system (HRIS): a theoretical
perspective. Journal of Human Resource and Sustainability Studies, 2(02), p.33.
https://file.scirp.org/pdf/JHRSS_2014052208314627.pdf
Joarder, M.H., Sharif, M.Y. & Ahmmed, K., (2011). Mediating Role of Affective
Commitment in HRM Practices and Turnover Intention Relationship: A Study in a
Developing Context. Business & Economics Research Journal, 2(4).
https://pdfs.semanticscholar.org/d2ad/e14e12c353adbf85ca97b1c4bd9b37f87368.pdf
Krishna, C.Y.S. & Bhaskar, S.V., (2011). Assessment of support and benefits of HRIS in
medium-scale textile industries. International Journal of Research in Economics &
Social Sciences, 1(2), pp.48-57.
https://www.researchgate.net/profile/Sirivella_Vijaya_Bhaskar/publication/
265217999_Assessment_Of_Support_And_Benefits_Of_Hris_In_Medium-
Scale_Textile_Industries/links/55796c0308ae75215870ede8.pdf

Noe, R. A., Hollenbeck, J. R., Gerhart, B., & Wright, P. M. (2017). Human resource
management: Gaining a competitive advantage. New York, NY: McGraw-Hill
Education.
Obeidat, B.Y., (2012). The relationship between human resource information system (HRIS)
functions and human resource management (HRM) functionalities. Journal of
Management Research, 4(4), pp.192-211.
https://www.researchgate.net/profile/Bader_Obeidat/publication/276181874_The_Rel
ationship_between_Human_Resource_Information_System_HRIS_Functions_and_H
uman_Resource_Management_HRM_Functionalities/links/
580e371108aef766ef10d009/The-Relationship-between-Human-Resource-
Information-System-HRIS-Functions-and-Human-Resource-Management-HRM-
Functionalities.pdf
Regulation, P., (2018). General data protection regulation. INTOUCH.
https://www.into.ie/ROI/InfoforTeachers/GDPR/Downloads/GDPRSupplement.pdf
Tcs.com, (2015). TCS: IT Services, Consulting And Business Solutions. Retrieved from:
http://www.tcs.com/SiteCollectionDocuments/White%20Papers/PlatformSolutions-
Whitepaper-Designing-Measuring-Human-Capital-Key-Performance-Indicators-
1014-1.pdf

Appendix