Human Resource Information Management in Notaro Homes Limited

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BUSINESS ADMINISTER HR
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Table of Contents
Introduction......................................................................................................................................3
1.1:...................................................................................................................................................4
1.2:...................................................................................................................................................4
1.3:...................................................................................................................................................5
1.4:...................................................................................................................................................5
1.5:...................................................................................................................................................6
1.6....................................................................................................................................................6
1.7:...................................................................................................................................................6
1.8:...................................................................................................................................................7
1.9:...................................................................................................................................................7
Conclusion.......................................................................................................................................9
References......................................................................................................................................10
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Introduction
It is essential for the human resource department of each of the organisation to maintain a proper
HR related information. The human resource manager is ascertained with the responsibility o of
planning, co coordinating, staffing and resourcing the organisation. The relationship of the HR
with the other departments, the impact of the organisations and the requirements of the
confidentiality, data protection and the system security will be included in the sections.
The case study of Notaro Homes limited will be selected. The organisation is an example of one
of the leading care home in UK that has been operating for the past 30 years. The organisation
has a total of 12 care homes that are located in the different parts of the country for providing
supreme services to the candidates (Notaro Homes, 2019).
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1.1: Explain what HR-related information needs to be kept and why
It is essential for all of the organisations to maintain proper information related to the employees.
In case of care homes, special importance is given towards preserving this information as this
helps in knowing the employees. Notaro Homes Limited gives proper importance towards
maintaining all the information regarding the contract of employment of the individual, the
different appointment as well as the interview details of the individual. Along with these, the
personal information such as the name, age, gender, address, contact number, blood group,
nationality are also maintained. The medical disability, completed staff appraisal forms,
information related to the salary, certificates and the qualifications of the staff, the pension
information, that are applicable are also maintained. Apart from these, the different legal
information such as the CRB checks, copies of the passport and the birth certificates, the CPD
and the staff training records are also maintained in the organisation (Body, 2018).
In most of the cases, this information is maintained for meeting up with the internal procedures
and the legal procedures. The information of the employees can be needed at any point of time
during the operations, and calling the employees for these information every time, hamper the
overall process of the organisation. Hence these are stored, so that the information can be
accessed at any point of time as and when needed.
1.2: Explain the relationship of HR to other parts of an organisation
The relationship however varies from time to time and depends greatly on the type of problems
raised. In cases when the grievances are raised, the relationship is mostly of the advisory types.
In the words of Ross (2016), at times of taking notes during the disciplinary meetings as well as
attending the interviews with the new staff, supporting the recruitment and the selection process,
the relationship of the HR with the other departments is mostly supportive (Maitra et al., 2017).
Apart from these, the supportive role of HR is also identified while organising the interviews for
the staff as well as reporting and recording the key documents of the staff. Whenever, a new
employee joins any of the departments of Notaro Homes Limited, it is the HR who
communicates with the employee and explains him the job roles and the responsibilities. The
relationship of the HR with the other departments can also be considered as an advising one, as
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the HR manager explains the key aspects of the employment law to the other departments.
(Eyring and Consuegra, 2017).
1.3: Describe the impact of other organisations on HR activities
The government is one of the most essential organisations that can impact the HR activities. In
the words of Ross (2016), the changes in the government such as the changes in the minimum
wage level, changes in the employment legislation have grave impacts on the HR activities. The
overall compliance as well as the rules and the regulations of the organisation also need to be
changed, in accordance with the new ones. Additionally, the changes in the trade unions along
with the other relevant bodies also compel the HR to introduce some changes in the existing
rules and regulations. Some of the significant regulations that underwent a proper change include
the Stark law (2012), Anti Kickback statute, False Claims Act (2015). The government standards
regarding the minimum qualifications in case of the professions in the care home as well as the
nursing staff also impacts the HR activities. These types of activities compel the HR to bring in
some changes in the recruitment and staffing policies of the organisation as well.
1.4: Describe the features and uses of organisational systems for managing human resource
information
The organisational systems identify the set of systems and processes that work together towards
the achievement of a common goal. It has been identified that among the different organisational
system, Notaro care homes relies on the adoption of the functional organisational systems. The
particular feature of the system is that, the system divides the organisation on the basis of the
functions that they provide (DeCenzo et al., 2016). For example, the Notaro Care homes witness
the presence of some of the significant functional departments such as those based on the
diseases- dementia, ARDB, Domiciliary Care, Respite care. One of the important advantages
that this particular system contributes towards the HR department of the organisation, is these
type of department facilitates the HR in consulting the different departments regarding a
particular employee. In the words of McCalman et al.(2016), the functional departments, eases
the work of the human resource manager and helps him in managing the human resource
manager in a much extensive manner.
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1.5: Explain the requirements of confidentiality, data protection and system security
Notaro Care homes gives proper emphasis towards ensuring the confidentially of the data as well
as securing the data. Maintaining the confidentiality of the data affects the performance of the
employees of the organisation. As part of the confidentiality, the HR department prefers storing
the data of the employees in a particular cabinet that have authorised access. The records are
even stored by means in a proper electronic records that have a limited access. Permissions of
accessing these data are given to some handful number of staff only and proper security is
provided in the rooms. The data, thus stored is shared with some authorised recipients only. The
systems thus adopted by the HR administer helps the organisation in maintaining the
confidentiality of the data along with protecting the data as well as the systems security.
1.6: Describe the information to be provided for different management reports
The management reports form an integral part of any business entity. The management reports
are designed mostly to inform each individual about the changes in the management as well as
the basic rules and the regulations that are developed by the same (Brewster and Soderstrom,
2017). Some of the key information that are to be provided in the different management reports
are staff sickness, total number of staff, the retention policy as well as the costs associated with
the staff. Some of the other relevant information that are included in the management report are
salary, tax to be paid, the overtime hours, payments to be made to the staff etc. The management
report provides a proper summary of the different rules and the regulations of the organisation
along with the different facilities that are provided to the staff of the organisation (Newsome et
al., 2015). Apart from those mentioned above all of the other relevant information that may be
essential for the employees of the organisation are also included in the management report. The
management report is indeed important as it provides a proper idea as to the employee and the
employer rights in the organisation.
1.7: Explain the limits of their own authority in administering HR records
It has been mentioned in the above sections that the human resource department gives proper
emphasis towards ensuring the confidentiality of the data and protecting the data. The Human
Resource department in the Notaro Care Homes emphasizes much on the ensuring that the data
of the employees are stored, protected and the confidentiality of the data is maintained. The
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access of these data is given to a handful of authorities only. The human resource manager of the
organisation enjoys the full access to the data of all kinds. The HRM can access the data
whenever he likes and there is no restriction in that. The HR administer of Notaro Care homes
has limited access to these. Though he can access the employee data bases, but the personal
information cannot be accessed by him. The HR administer has access to the name, salary, sick
leaves, casual leaves as well as the date of joining of the employees. ((Notaro Homes, 2019).
Apart from these, the managing director of Notaro Homes Mr. Nunzio Notaro and his wife
Constance has full access to all sorts of HR records that are maintained by the organisation.
1.8: Explain the implications of not keeping HR records up-to-date
The HR records are indeed of great importance for maintaining smooth operations in an
organisation. The HR records include all of the relevant information of the employee data that
are essential for the different legal as well as the regulatory needs of the organisation. However,
there are some of the significant disadvantages that are obtained from not maintaining the HR
records in a proper way. In the words of Banfield and Royles (2018), it has been identified that
not maintaining and updating the HR records often creates issues regarding the correct
processing of the salaries. In most of the cases, the salaries are not processed within the time and
the calculations of the leaves are also affected. In most of the cases, this also hampers the
information that is sent out to the employees of the organisation. Statistics are seen, then it has
been identified that more than 80% of the organisations prefer maintaining these records for
ensuring the smooth flow of operations in the organisation (Bratton and Gold , 2017)
1.9: Explain the actions to be taken in the event of problems arising or incomplete or
inaccurate data
The records are not maintained up to date, then it is an obvious fact that these will lead to
complications regarding the employee management and the operations. Hence it is essential for
the organisations to find proper solutions to these in the organisations as and when they arise. In
the words of Bratton and Gold (2017), finding solutions towards the events of recording
inaccurate data is extremely important. In such cases, it is important for organisations like Notaro
Care Homes to gather the correct employee information and update them to the database as soon
as possible. The organisation can also create a proper action plan for correcting the errors of
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these types. It is also essential for the department to brief the staff of the HR department
regarding their roles and responsibilities. In cases, situations like these go on repeating, then it is
high time that the organisation arranges for proper training programs for enhancing the skills and
the competencies of the staff.
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Conclusion
The above section has provided a clear idea regarding the role of the different HR reports in case
of an organisation. There are actually a range of legal as well as regulatory reasons for which
these records are maintained. The ways in which the confidentiality as well as the security of the
data can be maintained have also been discussed in the above sections. The implications of not
maintaining a proper up dated HR record along with the problems that may rise due to the
incomplete data have also been included in the sections above.
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References
Banfield, P., Kay, R. and Royles, D., 2018. Introduction to human resource management.
Oxford University Press.
Body, G., 2018. Management of HR Personal Files, Information and Records Policy. policy.
Bratton, J. and Gold, J., 2017. Human resource management: theory and practice. Palgrave.
Brewster, C. and Söderström, M., 2017. Human resources and line management 1. In Policy and
practice in European human resource management (pp. 51-67). Routledge.
DeCenzo, D.A., Robbins, S.P. and Verhulst, S.L., 2016. Fundamentals of Human Resource
Management, Binder Ready Version. John Wiley & Sons.
Eyring, A. and Consuegra, J., 2017. HR and Marketing: Partners in Growth. People &
Strategy, 40(4), pp.6-7.
Kelly, S. and Reimer, D., 2017. HR and the internet of People. People & Strategy, 40(3), pp.6-7.
Maitra, A., Sengupta, S., Tom, G.E.O., Ramnani, R.R. and Tiwari, H.R., Accenture Global
Solutions Ltd, 2017. Scoring documents. U.S. Patent Application 15/046,032.
McCalman, J., Jongen, C. and Bainbridge, R., 2017. Organisational systems’ approaches to
improving cultural competence in healthcare: a systematic scoping review of the
literature. International journal for equity in health, 16(1), p.78.
Newsome, J., Szerwinski, R. and Hayek, J., Robert Bosch GmbH, 2015. Method for protecting
sensor data from manipulation and sensor to that end. U.S. Patent 9,100,193.
Notaro Homes. 2019 About Notaro - Notaro Homes. [online] Available at:
https://www.notarohomes.co.uk/about-notaro-care-homes/ [Accessed 17 Jul. 2019].
Ross, K., 2016. Fearless HR: Driving Business Results. People & Strategy, 39(4), pp.57-58.
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