Introduction to Managing the Human Resource

Question one: Identify the kind of information which must be stored by Ann Smith of Goodwins plastic, and explain why it is important that this information is accurate and up date.

1. Information: ← Contact and personal details of workers (Name, Address, Telephone number, Date of Birth, Medical history, etc.) ← Worker profiles (Level and type of qualifications held, Training and working experience, Details of performance review interviews, Absence and holiday recording, etc.) ← Contractual agreements (Hours of work, Level of salary agreed, Agreed changes to contract, etc.)
2. Purpose of Personnel Record Keeping ← To keep contact and personal details of workers. Because of the records for worker had been lost so that the workers parents had not been contacted with this worker. The result is the worker concerned being taken to hospital without the knowledge of his parents. So it is important to store up the staff’s contact and personal detail. This can help personnel manager know the situation of staffs and contact them in time. ← To make more informed decisions for the benefit of the organization and the individual. Ann has taken a telephone call from a lady who was interviewed for the position of a machine operator last week. Ann knows that the man who gets the job is based on his knowledge and ability to do the job. However, the lady believe that she has been a sex discriminated. The reason why she believes is Ann cannot find the notes taken at interview. For another example, the owner of the business named Len Goodwins has telephone Ann to complaint that Ann did not provide him with information, which he had asked for a fortnight ago. If Ann makes the information correct and get them in time, she would not be complained by the owner of the company and the lady who was interviewed last week. She would provide the details the owner asked quickly. She also would show the notes taken at interview to the lady. ← To record contractual agreements. This company now employing 429 workers who are employed on series types of employment contracts including: full time, part time and short term temporary contracts. ← To adhere to current statutory requirements. Personnel manager must clearly identify the importance of accurate and up-to-date personnel records in adhering to legislation aimed at ensuring that unlawful discrimination does not occur within employment.

Question two: Advise Ann of the benefits of a computerized personnel information system (CPIS) in overcoming the problems she is facing at the present time.

1. Built a computerized personnel information system would be improve the speed of access. Ann is always taking an increasingly long time to provide information when someone asked. This can help Ann in providing information more quickly and avoid complaints from Len Goodwins, the owner of the business..
2. It is convenient for other department to lookup the information. Ann had got a complaint from workers because they had not been paid for extra work they had carried out. The reason why is Ann had been forget to providing the details of this extra work to the Finance Department. If Ann holding the information on computer, the finance manager would know the details as soon as possible.
3. To build a computerized personnel information system can make the data stored by classification to help data controller find the information he/she need. Ann had lost the notes taken at interview because the notes were paper based. If Ann holding the details with computer system, she would not be complained by the ladies who believe that Ann has been unlawfully discriminated.

Question three: Advice Ann of key factors which she must be aware of in ensuring that Goodwin’s plastics is adhering to the requirements of the Data Protection Act 1998.

The responsibility of data controllers is to adhere to the following eight principles of the Act: ← Personal data shall be fairly and lawfully processed; ← Personal data held shall only be used for a specified purpose; ← Personal data shall be adequate, relevant and not used excessively; ← Personal data shall be accurate and up to date; ← Personal data shall not be kept for longer than necessary; ← Personal data shall be processed in accordance with the rights of data subjects under the Data Protection Act 1998; ← Suitable technical and organizational measures will be taken to guard against: unauthorized or unlawful processing of personal data, accident, damage, destruction and loss of personal data; ← The transfer of data shall not be transferred outside specified boundarises unless adequate levels of protection in relation to the rights and freedoms of in relation to data subjects are ensured.
For comparison to Ann:
1. Under the Data Protection Act 1988, an organization must have a legitimate reason for holding personal data. It is important for an organization to manage the staffs and help managers improve the working efficiency. Ann didn’t build a effective system in her job.
2. Organizations are legally required under this legislation to be registered with the information commissioner. Goodwin’s Plastics must be registered with the Information Commissioner’s Office.
3. Under the Data Protection Act 1998, in order to control access to personal data that data controllers are clearly nominated and identified. Ann didn’t carry out her responsibility to be a data controller.
4. As a data controller, Ann should be complying with the principles which proposed above.