Rai Hr Assessment

1.3 – All members of staff have different responsibilities and levels of authority when processing customer information. Because dealing with data relative to recruitment, compensation and management is highly sensitive. Therefore only employees with given clearance can access and update certain data to ensure they maintain a professional attitude as if there was not any levels of authority then the information could be prone to being misused to commit fraud and other violations.

HR records encompass a wide range of data relating to individuals working in an organisation, which may be stored in a variety of media, such as computer database or paper files. There and advantages and disadvantages to both media

Service Delivery and Information - It is important that the information provided by HR is given out to the correct person, accurately, efficiently and timely. If information is passed to the wrong person you could be prosecuted for breaching confidentiality.

Records and statistics will be evaluated by inspection and investigation reports, workers orientations logs, equipment and logbooks, emergency response plans (drills, enforced safety, first aid), supervisory notes, and safety contacts (past and present) The reasoning to evaluate these areas is to ensure due diligence. This ensures the employer is taking responsibility for workers and strives to conserve a safe working environment.

Manual systems inevitably mean paper type records (text, photos, x-rays, hand written notes) these require to be out of general view when in use and locked away when not in use or attended. Lockable filling cabinets, locked rooms, (by key or number pads) locked brief case (when in transit) and special vaults and safes.

There are various legislative acts and regulations that instruct on how we are to record and store HR data, I will briefly summarise 2 of them.

One of the reasons why an organisation needs to collect and record HR data is to drive future business decisions within a company. Everything is based on the data and directly affects the company’s strategy and the company’s needs.

Legislation and Compliance – The company needs to collect data from our employees to ensure we comply with legislation and our industry requirements, for example a copy of an employee’s passport or visa to show right to work, evidence of a Doctor’s registration status. We also collect data pertaining to equality and diversity…

Below you will find an overview of some of the data that the HR function within British Gas Business collects. Within this report I will identify two reasons why British Gas Business needs to collect HR data, and the current methods in which we store the data. I will also briefly touch upon some key legislation which if compliant, will reduce any financial or legal risks to the organisation.

There are a variety of reasons why an organisation needs to collect HR data, these could be to satisfy legal requirements, provide relevant information in decision making and for consultation requirement, recording contractual arrangements and agreements, keep contact details of employees, provide documentation in the event of a claim against the organisation.

The below note will give you a brief information about the way the organisation’s approach to collecting, sorting and using HR data.

My recommendations as effective methods for this organisation to store the data relating to primary employee records and absence are as follows;

There are two purposes that HR technology serves in an organization. The first is to improve the efficiency of employee data and HR activities collection. At Xerox, the use of HR technology has been instrumental in making HR services more accessible to their workforce. The second purpose of HR technology is to capture a greater degree of informational data that enables HR planning and managerial decision making. Again, Xerox made use of this aspect by supplying intranet employee surveys and tracking employee views on the company and HR. The

Employers often have systems that contain employee records and performance evaluations. These info systems are useful for managers to communicate efficiently with employees by providing information that will allow them to better coach and develop their employees. This is very useful in achieving operational excellence.

Despite the above two reasons, as Unruh and Mathews (1992) pointed out, a vast of studies have established that all users of financial statements would gain some benefits from the HRA. Firstly, it provides methods of measuring costs and effectiveness of human resource policies. Furthermore, investors could get information regarding an enterprise’s human assets via HRA. Moreover, it offers information facilitation corporate social accountability. Lastly, it presents information about the cost and the value of personnel to a firm. (Geoff 1996)