FOUNDATION CHRP CL&D ASSESSMENTRecording, analysing and using HR information (3RAI)3RAI_F203A_HR_June – Core Unit Assessment – Version 3 June 2012Student name: | | CRITERIA | PASS/REFER | COMMENTS | LO1: Understand what data needs to be collected to support HR practices | 1.1 Explain why an organisation needs to collect and record HR data. | | | 1.2 Identify the range of HR data that organisations collect and how this supports HR practice. | | | LO2: Know how HR data should be recorded and stored | 1 2 3.1 Describe different systems for recording and storing HR data and the benefits of each. | | | 3.2 Explain legal requirements relating to the recording, storage, and accessibility of HR data. | | | LO3: Be able to analyse HR data and present findings to inform decision-making | 3.1 Analyse and interpret HR data. | | | 3 4.3 4.4 Present findings in a clear, concise, and meaningful manner to inform decision-making within an organisation. | | | ASSESSMENT OUTCOME | PASS/REFER | |

Students should please note that the above Assessment Outcome for this Unit is provisional and is subject to Internal EHWLC verification (IV) and external CIPD Verification (EV).

Tutor: Date: Tutor’s signature:

Title of report: Centre: Ealing Hammersmith and West London College Module Name: 3RAI

Submitted by: Nato Paksashvili Tutor: My name

Date:

CIPD Membership Number:

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Introduction

Burberry is a British luxury fashion company, distributing clothing, beauty and accessories. With more than 15,000 employees and 215 main line stores worldwide the company has to deal with different types of legislations, culture and market systems. Therefore human recourses function has a very important role to help the organisation with decision making and one of the key element that enables the company to make right decisions is collecting the data.
Activity 1 (1.1) Why organisation needs to collect HR data.

Organisation collects data as a point of reference. This data can be used for planning ahead for the business but the most importantly it is a legal requirement. For example: it enables company to make an accurate tax returns to the government. Collecting the data helps HR teams to make predictions and take actions that will benefit the whole organisation. Also, there are some certain documentations such as passport and right to work permits/visas that are required from government as a prove that company operates within the law. In order to be fear with your employees you need to have a record of their performance history. (1.2) Types of data that the organisation collects.

Almost every organisation has to collect data from their employees such as passports or right to work permits in order to make sure that employees are permitted to work. They keep a copy of one of those documents as a prove that they have checked your eligibility to work.
Other type of data that organisation collects can be absence/sickness records. This data enables Hr team to check if any employees have taken an excessive number of sick days or if there is a pattern of sickness absence that requires further attention. This data also helps Hr to identify the most frequently reported causes of absence and compare the results between departments or with the other companies of similar size and sector. Absence data also includes holidays. How many days holiday employee has got remaining and if they have enough left to cover their latest request for leave.
Other types f data that organisation collects can be employee retention, diversity, budgeting, recruitments, trainings and etc.
(2.1) Different methods of storing HR Information.
It is important to all the organisations to maintain effective systems for storing HR data to ensure compliance with all the relevant legislation (The data protection act 1998).
There are two types of methods for storing HR data: electronic and manual.

Electronic(computer, hard drives) | Advantages:Saves storage and paper.Worldwide accessibility.Cheap to transfer.Quick/straightforward Data backup in the event of fire/disastersEasy sharing.Disadvantages:Improper handingYou have to have a secure password to protect your data as if someone guesses or knows your credentials it may result in loss of data.If there is no internet connection sometimes you may won’t have an access to the data. | Manual ( filing cabinets, paper, notes) | Advantages:Less risk of corrupted data.Original signed documentsCannot be easily changed.Useful in the event of a tribunal.Disadvantages:Time consuming.Vulnerable to a fire/natural disasters.Expensive ( you have to buy lots of stationary)Lots of space.Misplaced data. |

(2.2) Legal requirements relating to storing, recording and accessing HR data
The data protection act 1998 is the law that protects personal privacy and upholds individuals rights. The act applies to everyone who handles or has an access to information about employees and they have to follow strict rules called “data protection principles”.
This principles make sure that the data is used lawfully for specific and limited purposes and they are not kept longer than necessary. It’s very important that the information is kept safe and secure. In Burberry we use both electronic and manual methods to store the data which is kept in a special office where only authorised people can have an access.
Health and safety at work 1974 is the legislation about protecting employees from injuries or illnesses as a result from their job. All the data relating health and safety must be recorded and stored securely as it may be called upon many years after employee has left the company. Every year Burberry as an organisation runs online tests for it’s employees. We have to pass the test and get a certificate as a prove that we are fully aware of safety policies.
Activity 2
(3.1) Why the organisation needs to collect HR data.
If an organisation wants to produce world class levels of innovation, productivity and performance they have to truly engage their employees. Employee engagement ensures that employees share organisation’s goals and values and are motivated to contribute to organisational success.
Satisfied employees play a key role in the organisation. They will support company’s strategy and mission and will be less likely to leave.
It’s very important to survey your employees as it is a great way to identify opportunities, gain valuable insight from your employees and it enables you to plan future actions.
The employee outlook survey which is conducted by CIPD with the partnership of Halogen Software is produced twice a year and it is a perfect way to see developing trends in the organisation.
In the recent survey spring 2015, 2226 employees from different companies and industries were asked questions to understand employee engagement trends.
The survey shows that 39% of employees are engaged which is a small increase compare to the autumn 2014 survey. The number of disengaged employees is 3% and the remaining 59% belongs to neutral employees.
With regard to sector differences, engagement levels have remained the same in the private sector at 39% and have increased in the public sector to 35% (previously 30%). However, engagement levels have declined in the voluntary sector to 49% (from 55% previously).

Employee engagement index consists of measures and factors which helps to understand the level of engagement better and in details.
The factors include:
Going the extra mile, alignment to organisation’s purpose, work-life balance, relationships with colleagues, satisfaction with role, attitude to senior managers and satisfaction with line managers.
From survey we learnt that most of the employees were dissatisfied with their attitude to senior managers, work-life balance and satisfaction with line managers. All of these factors were measured with five elements: consultation, respect, trust, confidence and clarity of vision. These areas can easily be improved by involving employees in decision making, putting them in a position of influence, empowering heir potentials and considering their feedback on different matters.
Employee engagement trends (2012-2015)

The second graph shows employee job satisfaction trends in the same period of time as employee engagement (graph 1).
It will give you an idea how employee engagement affects job satisfaction.

Employee job satisfaction trends (2012–15)

This data will help Hr to understand the importance of employee engagement and how it affects employee performance.

Bibliography 1. www.legislation.gov.uk 2. http://www.cipd.co.uk/binaries/employee-outlook_2015-spring.pdf