Recording, Analysing and Using HR Information – 3RAI

Activity 1

Two Reasons Why Organisations Need To Collect HR Data

1) Organisations need to collect HR data to comply with legislative and regulatory requirements such as equal opportunities monitoring, equal pay audits, recruitment planning, assessing skills balance, minimum wage, working time directive and health and safety.

2) Organisations also keep information records on training and performance for employees, this enables the management team to assess each individual employee for productivity and possibly identify training needs. By doing this the management team can assess the productivity within the business.

Two Types Of Data Collected and How Each Supports HR Practices

1) Statutory Records – Such as tax, national insurance contributions, sickness and SSP, hours worked and accident book. These types of records ensure that the HR department is compliant to all of the regulatory requirements.

2) Organisational Records – to include all Recruitment documentation, absenteeism records, staff turnover and learning and development. These records are essential to all HR departments as it allows them to monitor staffing levels and recruit when necessary. Staff sickness is monitored very closely to help with productivity and ensure there are no underlying management issues. Having these monitoring processes in place will in turn help staff to maintain a high level of efficiency and in turn benefit the business and their own personal development activities.

Two Methods of storing records and benefits of each

1) Manual System: The benefit of a manual system in a lockable cabinet is not having to rely on documents being stored correctly on a centralised system, they are always accessible and will not suffer at the effects of power cuts, system crashes or in the most extreme situation