Human Resource Information Management: A Comprehensive Report

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ADMINISTRATION
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Table of Contents
Introduction.................................................................................................................................................3
AC 1.1 Explain what HR-related information needs to be kept and why?...................................................4
1.2 Explain the relationship of HR to other parts of an organisation...........................................................4
1.3 Describe the impact of other organisations on HR activities.................................................................5
1.4 Describe the features and uses of organisational systems for managing human resource information...6
1.5 Explain the requirements of confidentiality, data protection and system security..................................7
1.6 The information to be provided for different management reports........................................................8
1.7 Explain the limits of their own authority in administering HR records..................................................9
1.8 Explain the implications of not keeping HR records up-to-date............................................................9
Conclusion.................................................................................................................................................11
References.................................................................................................................................................12
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Introduction
Human resources are the most valuable assets of the organization. Any business operation cannot
be carried out without the help of human resources irrespective of the technological
improvement and advancements. Thus, the management of human resources is an integral and
important part to be conducted by the management. It includes hiring the professionals,
providing hem training and facilitating all resources which are required to complete the given
and specified tasks. In addition to this, the information and record related to the human resources
are also required to be kept and maintained within the organization to provide services to the
human resources. There are various types of information of human resources which need to be
maintained and updates time to time. Thus, this report includes the type of information, the ways
in which it can be maintained, consequences of not maintaining the information and the ways in
which, the mismanagement of data can be prevented, are discussed in a precise manner. In
addition to this, a conclusion has been drawn at the end of the report summarizing the main
findings of the report. All information and data provided in the discussion is derived from the
authenticated source including journal articles, research papers and books related to human
resource management.
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AC 1.1 Explain what HR-related information needs to be kept and why?
The information and records of human resources that should e kept with the organization are as
follows:
Terms and conditions of employment: It includes the copy of the written statement of employee
and other correspondence in case of any change in the conditions and terms.
Personal Details: Details about the name, emergency contact number, address, medical fitness,
qualifications and other work related disabilities.
Absence: Records related to sickness, lateness, other authorised as well as unauthorised leaves so
as to ensure the estimated level of performance of the employees.
Employment History: Details related to the previous employment including term of employment,
joining and leaving date, promotion history, previous as well as current job title including
training and appraisal history (Johnson, et. al., 2016).
There are a lot of reasons to maintain information related to human resources which can be
defined as follows:
Absence/sickness management: This is the most important causes to concern for the managers.
An unapproved leave from the work may cause some problems and issues to the managers in
managing day to day activities as tasks. Keeping records of the employees related to sickness and
health issues may help the management to monitor he overall performance and also to analyse
the issues that are required to be solved.
To meet the legal obligations and requirements: The laws of all countries and nations specified
that it is required to maintain updated records of the employees working in the organization
either the size of organization is small or large. This may also help in meeting the requirement of
working time regulations 1998 pay rated along with ensuring the requirement of minimum wage
act 1998. Maintenance of personal data of employees to monitor the compliance with the
legislations (Noe, et. al., 2017).
1.2 Explain the relationship of HR to other parts of an organisation
Human resources are responsible for almost all the functions and operations carried out by an
organization. However, the same are required to be conducted with the collaboration of other
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departments. Human resource department tend to frame and implement the program and policies
but the same are implemented by the operational and other departments and thus there should be
coordination among all the departments.
Human resource department provide necessary information related to the working and other
functions to other departments on the basis of which the tasks and other activities of the
organization are planned.
In addition to this, in well-functioning and coordination of all activities and functions, it is
required to provide training to the human resources on the basis of which overall organizational
performance is increased along with the increased profitability of an employee (Kavanagh and
Johnson, 2017).
1.3 Describe the impact of other organisations on HR activities
Labour Supply and Compensation
Labour supply determines the compensation amount that is required to attract the employees. In
a oversaturated market conditions, where employment is high along with the availability of more
qualified candidates in comparison to the job openings. HR is required to evaluate the amount of
compensation by location and conducting industry specific surveys to ensure the level o
compensation to be provided to the employees. HR is also required to ensure the fairness of
compensation structure.
Impact of Legislation:
Legislations have a great of all types of Human Resource activities. State and federal legislation
clearly shows the time, for which the records and data of employees should be stored along with
the ways. HR professionals must follow the legislations and provide training to the employees
and managers related to their responsibilities.
Internal Policies and Employee Relations:
Internal procedures and policies affect human resource policies a lot. For example, if an
organization has policies to promote employees within certain time frame, thus, it is also
required to provide appropriate training as well as resources to the employees. Proper
opportunities are required to be provided to the employees and along with maintaining employer-
employee relationships in order to increase the performance of employees (Lawler and
Boudreau, 2015).
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In case, the organization is unionized one, HR is required to get engaged in the overall
bargaining with union on h representation matters. Political factors, organizational culture and
external influence are some factors that may cause to the complaints and grievances to the
human resources of an organization.
Impact of the recruitment competition:
The level of competition in an industry has a great impact on organization’s ability on the
recruitment process of qualified workers. The giants of the industry easily find such employees
who are looking for job. In such case, there is no need to make any investment on advertising as
candidates would visit the official website of the company on their own.
Small business organizations do not tend to possess the same branding power or reputation of the
company and thus, it is required to seek the well-qualified professionals for some critical
industry environment. In such case, HR department is required to concentrate on the
development of recruitment activities for promoting the organization and to attract the
professionals (Amanchukwu and Ololube, 2015).
1.4 Describe the features and uses of organisational systems for managing human resource
information
Every organization is required to manage the information of its human resources in order to
manage the resources in a systematic manner and to increase their performance level and
contribution level to increase the overall performance of the organization. To manage the
information of HR, various organization structures are used by the management.
The information system helps the management to fulfil job functions by completing the most
difficult job tasks including compliance, reporting, compensations analysis, payroll, skills
inventory, applicant tracking and benefits administration.
In addition to this, function managers also facilitate data to attain the objectives and goals. Thus,
the management system provide information to promote he employees as well as for
performance appraisal, processing of team and project management, skills testing and training
and development of professionals through feedback.
The organizational systems also represent the investment made in human resources. They also
mention and represent the cost which is involved in maintaining HR records and information.
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Human resource professionals tend to spend their time in the improvement of business processes,
workforce metrics, talent management, workforce management, HR strategy, competency
planning and management.
In addition to this, monitoring external and internal environment for analyzing the threats and
opportunities may have a positive impact on the plans of organization (Berman, et. al., 2019).
Improvement in productivity and quality: Development and analysis of human resources in a
certified manner.
1.5 Explain the requirements of confidentiality, data protection and system security
Data managed by the HR systems is knows as personal data and come under the Data Protection
Act (1998), There are some guidelines which may be used to protect data as well as information.
The main directives that can be taken to protect data as per this act are as follows:
 The data should be adequate and will not represent any type of false information to any of
the related authority and users.
 The data should be up to date and accurate.
 The data should not be kept after its use.
Applicable organizational and technical measures should also be taken against the unlawful and
unauthorised processing of data and information in addition to the destruction or accidental
events which may cause to the damage of personal data (Jekiel, 2016).
Security and Passwords
The unique identification and passwords of individual users should not be given to any other
person. Every user may have more than identification passwords for the multiple applications
and uses. Thus, it is also required to inform the HR team, about any changes that may require
privilege.
There are some principles for maintaining the security of personal data which can be defined as
follows:
Fairness, lawfulness and transparency: The personal data should be processed by law and in a
fair and transparent manner related to the data subject.
Purpose Limitation: The personal data should only be collected for the explicit, legitimate and
specific purpose. In addition to this, data should be deleted after completion of its purpose.
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Data Minimization: It should be ensured that the processed data should be adequate in related to
its purpose for which it has been collected.
Accuracy: Every possible step is required to be taken by HR department to delete or remove the
irrelevant, incomplete and inaccurate data. Human resources also possess right to ask for deletion
o personal information of them and management is required to do the same within one month
(Woo, et. al., 2016).
1.6 The information to be provided for different management reports
The HR department is required to provide some important information to the other
organizational department for the preparation of various reports which can be defined as follows:
Newly hired analysis/budget: This report contains a list of newly hired employees within a
specific period of time. The salary information and present status of employment is also
mentioned in this report.
Termination Analysis: This report contains a list of terminated employees including the salary
information, tenure, current status and reason behind termination.
Rehired Termination Analysis information: This includes a list of employees rehired within a
specific period of time.
Turnover: This includes analysis of the total terminated employees’ out of the total active
employees for a specified period. This also includes the annual turnover rate of all months.
Paid Leave Analysis: This includes the information related to the paid leave, hours occurred,
plan information, hours available and hours taken. This information can be used to summarize
the available paid leave for all employees.
Leave Administration: this report includes the information related to the on leave employees
along with prescribing the reason.
Status Change: This report includes the summary of records of employees related to change of
account within a specified period of time. This report can be used in identification of accounts
which can be impacted by the changed pay rates, data adjustments, hiring code, termination and
job code.
Emergency Contact Details: This report include the emergency contact details of the employees
which can be used by the different departments as per the available employees (Nankervis, et.
al., 2016)..
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1.7 Explain the limits of their own authority in administering HR records
For the purpose of expalanation of this concept, the example of a leading player of
telecommunication industry has been taken into consideration which is named as “Vodafone.”
The organizational is working at international level and is providing employment to thousands of
employees. Thus, the organization needs to manage a large amount of data of its human
resources. The organization is working with the help of advanced technology and has a personal
portal for employees where all information of employees are uploaded and updated in order to
ensure the accuracy of information. In addition to this, all documentation and other employee
data related practices are carried out by the human resource department and all documents are
kept by following the data security act, 1998. The employees are also provided unique
identification passwords which is different to all employees, by using which, they can enter into
the portal and can also change some detailed of them.
However, the organization is responsible to maintain the confidentiality of personal data of
employees and is also bound not to provide the personal information of an employee with any
other department as well as employees as it may lead to the breach or privacy and data protection
act.
1.8 Explain the implications of not keeping HR records up-to-date.
The records and information maintained by an organization are required to e tracked for one or
more reason, If the records not maintained in a proper manner, it may lead to the closure of the
organizations and arising legal, financial and other consequences.
There are many implications that can be emerged by not maintaining the accurate and up-to-date
records of human resources which can be defined as follows:
Financial: When records are not maintained properly, the organizations can face trouble in
paying taxes and other financial burdens. In addition to this, the management may also face
problem at the time of audit procedures (Crawshaw, et. al., 2017).
Legal: Disorganized information and data keeping makes it difficult to generate important
information from them on time. It may lead not to fulfil the statuary and legal compliance on
time.
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Productivity: Due to the mismanagement of reports and information, it takes time and efforts to
find out the important information from the unorganized reports. Thus, the time is consumed and
it may also hamper the productivity of employees and well as overall organization for some time.
Loss of Data: The size of records increases as per the level of business increases. Thus, it
becomes more difficult to manage such data and information. In such case, maintenance of the
backup of records is also not possible. It may also lead to loss of important data which may result
into creating consequences to the management (Lussier and Hendon, 2017).
1.9 Explain the actions to be taken in the event of problems arising or incomplete or inaccurate
data.
There are several problems that can be occurred due to the mismanagement of data. Such
problems include multiple data duplicity, inconsistency in the formats, incomplete information,
inaccurate data, multiple languages and units etc.
To maintain the problems related to data management, several actions can be taken which can be
defined as follows:
 Timely updating the records: The management is required to update the records
immediate in case of any type of changes in manual as well as in electronic records. It
can save the extra time which can be involved at later stages in finding out the
information.
 Keeping Copy of Records: The management should always keep supporting information
and evidences in case of any type of loss o information and data. However, it will take
time o derive information from such evidences but the legal and financial implications
can be stopped (Johnson, et. al., 2016).
 Data Protection Act, 1998: It should be included in the rules and regulations of the
organization to follow data protection act and maintain records accordingly. In addition
to this, here should be penalty on the employees for no doing the same.
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Conclusion
On the basis of above discussion, it can be concluded that it is beneficial for an organization to
maintain the records of its employees to keep full records of them. This report is based on the
importance of keeping records of human resources by the management. It also includes the
discussion about relation of human resources with the other organizational activities and
departmental functions. In addition to this, the an example of Vodafone, a leading market player
of the telecommunication industry, has also been taken into consideration to explain its policies
and working culture related to the management of human resources. This report is providing a
brief analysis about the importance of management of HR records along with the consequences
which can be occurred by not doing the same. Further, the need of following legislations related
to data protection, confidentiality and privacy management, has also been discussed in order to
provide a deep understanding of the concept. All information is derived from the authenticated
sources and articles published on the management of human resources.
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References
Amanchukwu, R.N. and Ololube, N.P., 2015. Excellent school records behavior for effective
management of educational systems. Human Resource Management Research, 5(1), pp.12-17.
Berman, E.M., Bowman, J.S., West, J.P. and Van Wart, M.R., 2019. Human resource
management in public service: Paradoxes, processes, and problems. CQ Press.
Crawshaw, J., Budhwar, P. and Davis, A. eds., 2017. Human resource management: Strategic
and international perspectives. Sage.
Jekiel, C.M., 2016. Lean human resources: redesigning HR processes for a culture of continuous
improvement. Productivity Press.
Johnson, R.D., Lukaszewski, K.M. and Stone, D.L., 2016. The evolution of the field of human
resource information systems: Co-evolution of technology and HR processes. Communications
of the Association for Information Systems, 38(1), p.28.
Johnson, R.D., Lukaszewski, K.M. and Stone, D.L., 2016. The evolution of the field of human
resource information systems: Co-evolution of technology and HR processes. Communications
of the Association for Information Systems, 38(1), p.28.
Kavanagh, M.J. and Johnson, R.D. eds., 2017. Human resource information systems: Basics,
applications, and future directions. Sage Publications.
Lawler III, E.E. and Boudreau, J.W., 2015. Global trends in human resource management: A
twenty-year analysis. Stanford University Press.
Lussier, R.N. and Hendon, J.R., 2017. Human resource management: Functions, applications,
and skill development. Sage publications.
Nankervis AR, Baird M, Coffey J, Shields J. Human resource management: strategy and
practice. Cengage AU; 2016 Sep 15.
Noe, R.A., Hollenbeck, J.R., Gerhart, B. and Wright, P.M., 2017. Human resource management:
Gaining a competitive advantage. New York, NY: McGraw-Hill Education.
Woo, S.E., O'Boyle, E.H. and Spector, P.E., 2017. Best practices in developing, conducting, and
evaluating inductive research.
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