Recording, Analysing & Using Human Resources Information Assignment

This assignment, completed by a student at ICS Learn, focuses on the practical aspects of managing human resources information. The student, referencing sources like Shameem (2018) and Marja-Liisa (2010), discusses the reasons for collecting HR data, emphasizing its role in decision-making and legal compliance. The assignment covers the types of data collected, differentiating between qualitative and quantitative data, and provides examples of each. It explores how data is analyzed using computerized systems like Excel and SPSS, as well as how organizations ensure data accuracy through regular audits. The student also explains how HR departments use this information to guide consultations, provide documentation, and support employee-related decisions, presenting data in formats like graphs and tables. The assignment provides a comprehensive overview of HR data management within an organization.

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 & Using
Human Resources Information
Unit code(s):
Assessment number Formative Assessment
*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 01/11/2018 Word Count 510
2nd Submission Date Word Count
Candidate declaration:
‘I confirm that the work/evidence presented for assessment is my own unaided work.’
I have read the assessment regulations and understand that if I am found to have ‘copied’
from published work without acknowledgement, or from other candidate’s work, this may be
regarded as plagiarism which is an offence against the assessment regulations and leads to
failure in the relevant unit and formal disciplinary action.
I agree to this work being subjected to scrutiny by textual analysis software if required.
I understand that my work may be used for future academic/quality assurance purposes in
accordance with the provisions of the Data Protection Act 1998.
I understand that the work/evidence submitted for assessment may not be returned to me
and that I have retained a copy for my records.
I understand that until such time as the assessment grade has been ratified by internal and
external quality assurance verifiers it is not final.

Why information is collected
In managing human resources, HR professionals in this organization collect
information for various reasons, such as decisions making, abiding with legal requirements,
Supply management information: to make sure that decisions made regarding the
manpower planning and training are based on actual needs, to keep contact details for
employees, to provide information for consultation requirements among others. According
to Shameem (2018), managing human resources collect information not only when a need
arises but also when everything work normally to ensure when an urgent need arises, the
company can retrieve it from its database to avoid wastage of time.
Type of data collected
Human resource professionals in this organization collect both qualitative and
quantitative data. According to Marja-Liisa (2010), qualitative data refers to information
about qualities or information which cannot be measured. One of the types of qualitative
data which human resource professionals can collect include employee performance as
excellent, good or poor to determine those who do better and those who need to be
subjected to various performance enhancement measures such as training to ensure they
perform well.
On the other hand, quantitative data means measures of numbers and are usually
expressed through numbers (Mahmoud, 2014). An example of quantitative data which the
HR department may collect includes employee turnover rate, the number of salaries paid in
a particular period, and so forth. Both types of data are crucial because they assist HR
professionals to make key decisions concerning the workforce.
These are good examples.
How data is analyzed and stored
HR departments have a large number of employees to manage and therefore to
make the process of analysing data faster and accurate, many organizations have
introduced computerized systems (Satyendr, 2013). An example of how HR professional can
analyse data is using various systems such as Rstudio, Excel, Power BI, SPSS among others in
to compare the variables in order to make conclusions. In this organization, the human
resource department has introduced systems known as computerized personal information
systems to assist in analysing and storing its data. The introduction of these systems has
enabled the company to realize various advantages such as quick access to personal files,
easy way to amend data, multiple access, and speedy analysis of data to provide labour
statistics among others. Although there has been a great shift from the use of paper-based
records, the company also relies on this type of data storage method on some occasions.

How to ensure data is accurate
To ensure data is accurate, human resource professionals in this organization makes
sure that the information systems are up-to-date. They also attain this through a regular
audit of information stored in information systems to identify and address issues that may
make the data to be inaccurate.
How the information is used by the organization and in what format.
Human Resource department use data to assist them to identify various things within the
organization and also to come up with sound decisions. This means that they collect
information, analyse it, and store it further use.
At Refugee and Migrant Centre, where I work as an Initial Assessor Human Resource
department is used information in different ways. For instance, it is used as an essential tool
for guiding consultations, to provide documentation in case of a claim, to provide important
details concerning employees when required and so forth. Data used in these cases is one
which is analysed to ensure it is accurate enough to give a proper conclusion. Some of the
examples of formats used to present employee data include graphs and tables.
References
Mahmoud, A. K. (2014). Human Resource Information Systems and Their Impact on Human
Resource Management Strategies: A Field Study in Jordanian Commercial Banks. Journal of
Management Research, 6(4), 87-94.
Marja-Liisa, P. (2010). A Comparative Study of HR Managers' Competencies in Strategic
Roles. International Management Review, 6(2), 29-35.
Satyendra, P. C. (2013). Applied Human Resource Management: Strategic Issues and
Experiential Exercises. South Asian Journal of Management, 20(3), 65-79.
Shameem, S. (2018). Winning on HR Analytics – Leveraging Data for Competitive Advantage.
South Asian Journal of Management, 25(1), 78-91.