Administering Human Resource Records: A Comprehensive Guide

Desklib provides solved assignments and past papers to help students succeed.

Administer Human Resource Records
1

Table of Contents
Introduction.................................................................................................................................................3
AC1.1: Explain what HR-related information needs to be kept and why....................................................4
AC1.2: Explain the relationship of HR to other parts of an organisation.....................................................5
AC1.3: Describe the impact of other organisations on HR activities...........................................................7
AC1.4: Describe the features and uses of organisational systems for managing human resource
information..................................................................................................................................................9
AC1.5: Explain the requirements of confidentiality, data protection and system security.........................11
AC1.6: Describe the information to be provided for different management reports..................................13
AC1.7: Explain the limits of their own authority in administering HR records.........................................14
AC1.8: Explain the implications of not keeping HR records up-to-date....................................................15
AC1.9: Explain the actions to be taken in the event of problems arising or incomplete or inaccurate dat. 17
Conclusion.................................................................................................................................................18
References.................................................................................................................................................19
2

Introduction
Human resources are people shape the workforce of a particular organization, business
department and economy. It is also known as human capitals. It refers to the narrower effect.
Human resources are the systematic approach which takes charge with recruit, training, finding,
screening and training job applicants as well as administrate the employee benefits programs and
events. In this report, it defines human resources information which is required for organizations
to maintaining the business environment for meeting the legal requirements. The report also
explains the Tesco relationship of HR with the other parts of a particular organization. It
describes various types of impacts of other organizations towards HR activities. It explains
different kinds of features and uses of organizational systems to maintaining human resources
information. In this report, it defines various types of required mechanisms tools and techniques
which are essential for data protection and security. It explains relevant information for multiple
types of management reports. At the end of the report, it explains some limitations of own
authority, implications of not keeping HR records. It defines some relevant actions to secure the
medium and sorts out the problems.
3

AC1.1: Explain what HR-related information needs to be kept and why.
Human resources record means to information documents operate and utilize by a particular
organization to generate and carry out its works. It shows memory of organization; records
provide the information towards the organization which is managed intangible, i.e.
 Charts,
 Pictorials
 Written etc.
Objectives are: For analysing various types of problems, stored records support to the
organizations to reduce the risk of the issues.
Purposes are: To help the managers for find out, prepare and implement the training programs
for the workforce and executive development for the managers (Noe, et. al., 2017).
It provides the facility in decision making on these types of areas such as;
 Promotion,
 Transfer,
 Redeployment
 Demotion.
It also supports to prepare the wages and salary sheets and manages it with a systematic form. It
provides facilities for human resources audit. It gives support for the organization by providing
information about wages, salaries, accidents records, absenteeism and labour turnover. The
organization should focus on keeping HR-related information such as; keep the accurate staff
records, personal data’s and should able to be aware of data protection standards, which are
under the GDPR. The organization should focus on to maintain and keep the records of
employee’s personal and sensitive data. Data protection act 2018, under these types of data’s, are
those who find out and relate to the particular individuals.
The HR information needs to keep the employee's personal records because it is susceptible and
take responsibility to keep confidential personal information safety and security. Personal
records give information towards the position of HR within the organization, i.e. training related
4

records, absenteeism, salary and wages, productivity records, labour turnover, social security, job
satisfaction and employee welfare. All these types of documents are essential for human
resources management to keep for future recordings and for present requirements. Employee’s
appraisal forms, pension-related information, certifications and education documentation records
are needed to stay a safe and secure environment (Johnson, et. al., 2016).
It is essential because it gives support to the organization to meet with the legal needs and
maintains it without any hurdles and bias. It also supports to meet with the internal procedures,
provides information towards employment validity and employment interviews.
5

AC1.2: Explain the relationship of HR to other parts of an organisation.
HR is an essential part of an organization, and its need to establish a relationship with other
elements and activities in the organization. For example, Tesco is the leading supermarket in
Australia. The HR team of Tesco is supportive of its staff and its organization. It works in the
corporation which provides various brands in the same field and makes their customer happy and
satisfied by its employees' service.
The HR works for disciplinary action in the company, which increases the motivation level in the
company. Motivation increases when the company provides training to its staff and provide
efficient salary and benefit. For this purpose, HR is the only one which discusses with the team
and higher authorities regarding employee benefits (Boella, 2017).
 Its potential is to recruit skillful, or talent employees who work for the company
development achieve all the determine goal of the organization. Nowadays, recruitment is
of different types, like online and offline recruitment.
 The company mostly allows online recruitment in which they hire the employees by
using video conferencing and aptitude test.
 The selection criteria need to be specific and hire those employees who willingly work
for the organization growth. Selection is on the basis of experience and qualification of
employees. Company selection criteria prove that how they are dangerous towards hiring
and select only selective candidates.
 Another role is to concern with the higher authority regarding staff issues and
requirements. Another part is to conduct some meeting or evaluation of some specific
staff and discuss its appraisal or promotion.HR is the one only which able to discuss with
the employee and employer (Wood, 2016).
 Another specific role is to keep the record of every employee regarding its professional
information as well as its information. The most crucial aspect is employment, which
needs to be a concern by HR for every employee.
6

Due to these all reason, HR develop its relationship with every department and analyze which
employees are facing any kind of issues regarding the organization and its tea, HR discuss it that
individual and trying to resolve the issue by using some other alternative.
7

AC1.3: Describe the impact of other organisations on HR activities.
It is investigating that external and internal both factors influenced the organizations for its
human resources activities. External factors are broader and categorized in some components
such as social, cultural, economic, political, technological and legal. These factors influenced the
organization HR practices indirectly and outside controls of HRM. It requires action towards
HRM to identify their effects on the organization and its aims, objectives.
Impacts of the legislations are:
Some legal laws act indirectly affects to the HR activities. Federal and state legislations address
how long a business can run and keep the records of its workforce data, how it can be stored. HR
professionals must focus on next of the legislation and give training to the managers on their
duties and responsibilities (Adewuyi, 2016).
Internal policies, procedure and employees relations:
Some internal policies and employees relationships directly affect to the HR activities. Many
companies set programs for giving promotions to the right employees who are suitable for this
position. So company managers provide training and development for promotion. In these
conditions, HR managers assess and monitor the best employees and choose a suitable match for
the position. HR managers should focus on the monitor the employee's list and select the
employees who are eligible for retirements (Dmour, et. al., 2015).
Impacts of competition on recruit process:
Increase in the competition affects the organization abilities to recruit the qualified workforce. It
is investigated that there are no requirements for spending the funds to advertising the
recruitments because candidates will search by company’s official’s sites. Human resources
department require to focus on develop recruitment materials and attend the job fairs to
promoting and enhance the company and attract the candidates. The HR needs to develop the
programs, reward systems to retaining the best employees for company progress (Conway, et. al.,
2016).
Technological factors:
8

These factors directly affect to the HR activities. In the modern technology world, it reduces the
risk of conflicts and minimizes the chances of work pressure. Technological tools are; pagers,
tablets, laptops and cell phones. Employees use these technical tools and do work on a job if they
are far from the office.
Budget factors:
Fewer money funds create difficulties for the companies human resources practices such as;
recruitment, training and retain the best employees. Many companies, HR as non-revenue,
generate their departments in low budget and manage all the tasks according to the requirements.
9

AC1.4: Describe the features and uses of organisational systems for managing human
resource information
HR needs to follow organization requirement as if the organization need is to hire only 100
employees. It is the responsibility of HR to binding themselves within 100 or if they are unable
to hire 100 employees within the deadline. 'It's only their responsibility to identities other
recruitment areas like an advertisement in the newspaper, move-in the campus recruitment or
collaborate with the consultancy companies. Human resource needs to work for the organization
requirement like invest only some specific amount on the training process.
Due to top this reason, HR bound its activity and investment under organization requirement.
The organization provides them kind of flexibility because they respond to managing the large
part of the organization and dealing with their issues. Every organization must take the
experience individually or built a strong team for HR by which they can deal with 'employee's
development program efficiently.
Organizational requirements features and uses are:
 HR systems are move beyond the infancy within wider areas of different types of
companies which operate and utilize the systems.
 Some features are which is essential for the organizations such as HR information
database, payroll systems, employee self-services, performance reviews, feedbacks,
benefits administrations, recruiting alternatives and on boarding option.
All these are the features and essential for maintaining human resources information. HR
information database is the core base of the HR systems and management. In this system,
employee 'information's are the record and keep in the form of a database.
Organizations can eliminate and minimizes the needs of hard copies of their records and personal
'information's. It keeps the files in systematic shape and organized it in an easier way of
assessing the virtual and electronic automatic filing cabinets. Payroll systems are the central part
of the HR systems. It allows to the organizations to keep the employee's data joined with the
10

payroll data. It supports to the organizations when they are making changes in scheduling, pay
systems and monitor the employees working hours. It is investigated that many organizations
use employee self-services to allow employees to check and make appropriate changes within
the information, communicate with the high authorities and submits the time off requests (Van
der Voet, et. al., 2016).
11

AC1.5: Explain the requirements of confidentiality, data protection and system security.
Any type of information which should be kept in the business records needs to maintain and
manage the high organization authorities. The organizations need to protect and secure the
employee's data, which is stored in the digital form, should defend adequately. It is investigated
that there are various types of data which is essential for the organization to keep in a safe and
secure medium and take responsibility to protect it.
It includes;
 Employee's records,
 Personal information,
 Customer's details,
 Transactions,
 Bank information's,
 Loyalty schemes require protecting.
Protecting the data is essential to preventing the data by misuse of the third parties, scams, lost
the documents; collect by the thefts, fraud. So these reasons give indications for the
organizations to keep and prevent the data in high security and digital safety.
Some common data's are which store by the organizations is such as; the name of the people,
their address, emails contact numbers, bank and debit, credit cards details, health information’s.
These types of data are susceptible and relate with the organization staff members, company
partners, shareholders, clients and many members connect with the public (Palm, et. al., 2016).
All these data are protected in this act that is the data protection act which requires the business
to adhering towards particular standards.
 Law: Data protection act support to the organizations, business to keep the people data in
a safe environment with lawful.
 These standards include is; not store data for long term purposes, preserved in the safe
and secure medium, used it by the permission of the law, utilizes in important ways, not
transfer the information of European economic areas.
12