This report is going to explain how an organisation should collect and record HR data, look into systems used for recording data, the legal requirements and then give you some examples and explanations of how these would help your management team when restructuring the organisation. At the end of the report it will show the outcome of the staff survey that had taken place and the selection of the outcomes. HR has also put some recommendations under each graph but this will need urgent action.
Collecting and Recording HR Data
It is important for HR to collect and record data as it helps protect both the company and the employee’s. The company need to collect data for the following reasons:
To satisfy legal requirements
To provide the organisation with information to make decisions
To record contractual arrangements and agreements
To keep contact details of employees
To provide documentation in the event of a claim against the organisation
To provide information for consultation requirements
For due diligence in the event of a business transfer
As you can see from above if we don’t collect this information then we wouldn’t cover ourselves as a company. Here is a brief explanation of two of the above and why it is so important that we collect and store it.
To satisfy legal requirements:
Right to Work – we have to prove that each employee has the right to Work in the UK. Government bodies such as the HMRC, Department for Work ; Pensions can also ask us to provide them with this information to make sure people are who they say they are and they are also not in receipt of any benefits.
DBS Checks – We have to make sure that if staff are entitled to DBS Checks that they are at the correct level, guidance is given on the government website.
To provide information for Consultation requirements
It is essential that we keep all relevant and up to date information on all staff for this. As the company is looking at restructuring and also there is the possibility of redundancies we will need to make sure that we have each employee’s up to date Learning and Development so we have the options of redeployments.
As you can see the two that have been chosen are essential within our working environment at this time in our company. HR are going to look into our computer system and carry out an audit on how we keep this information up to date, how it is visible and who it is visible to. With the companies restructure we need to pull the learning and development spreadsheet to see where the employees have the skill set and to what departments. This will then help find any training requirements and then this will need to be filtered down to the relevant managers.
Every Company has a legal obligation to record data. The systems used are on the Premises HR System and paper. These both should mirror each other.
On – Premises HR System
The systems HR currently use at the moment helps to build it to their company’s specification and are able to keep adding to this on. The on – premises system does come with its own benefits such as:
Having its own IT team onsite this allows the system to run a backup every night any problems can come to light before the morning so this will not be affecting the workforce.
Recording of exit interviews, absence etc. to see the trends and look at how to monitor this.
This has a flexibility factor as the company owns this system this allows it to be built to the company’s needs.
Its password protected so not everyone has access to this unless they have permission from the HR team.
The system also runs alongside with Recruitment, HR and Payroll which helps the company recognise what the employee requires and any trends absence etc.
The company also keep paper copies of staff files in a locked cabinet which only the HR team have access to. This is due to staff security and confidentially reason. The benefits of having paper files are:
They are very easily accessible
Very reliable especially when the computer systems go down
The government and government bodies require original documents (or you to certify you have seen the original)
It is important that the company keep the two systems running alongside each other as its needed so HR are able to have access to all staff information at all times.
As a company everyone always need to comply with all Legal requirements. Here is a brief explanation of two that do apply to the company and how they are help.
Data Protection Act 1998The data protection Act was put into place to control how your personal information is used by organisations, businesses and the government. Everyone who is responsible for using data has to follow strict rules as follows:
To use all information fairly and lawfully
That it is always kept accurate
That it is kept safe and secure at all times
The information is to be used in a way that is adequate, relevant and not excessive
It is kept for no longer that it is absolutely necessary
There is also stronger legal protection for more sensitive information. They are as follows:
All this information can be and was sourced from the Government website https://www.gov.uk/data-protection
Freedom of Information Act 2000
The Freedom of Information Act was put into place so that it gives you the right to access recorded information which is held by public sector organisations. Anyone can request this information and there are no restrictions on age, nationality or where you live.
Your request may be handled by different regulations depending on what type of information you require such as:
Data Protection Act – If you ask what information the organisation holds on yourself.
Environmental Information Regulations (EIR) if you ask for environmental information.
Please note that an organisation can refuse your request if the information is sensitive or the cost is very high.
You can request information from some of the public sector organisations such as:
Government departments, and other public bodies and committees
Schools, Colleges and Universities
Health Trusts,, Hospitals and Doctors Surgeries
Publicly owed companies
Publicly funded museums
All this information can be and was sourced from the Government website https://www.gov.uk/make-a-freedom-of-information-request
Please look on this website so you are aware and follow any links for all the updated information.
As everyone is aware of the management team is considering a restructuring of the organisation to meet all the new business demands. HR has included the three outcomes which are stated in a report to the management teams. This has been broken down by Positives, Negatives and Learning and Development. Under each of the graphs there will be a brief explanation and recommendations. HR had forwarded this report.
This shows that staff are enjoying coming into work in the morning, are happy with the level of responsibility they have and are happy with the promotion opportunities.
The company need to build on this by encouraging recruitment to promote within and look at anyone who wants any extra responsibility be given the option to. This needs to be encouraged for staff to make suggestions on how Management could help them enjoy the whole working day and what the company could do so they enjoy the full day at work rather than just the morning. This would keep staff motivated throughout the day and this will make the workforce happier.
This shows staff have a very high percentage of sometimes feeling stressed, very low amount of people feel they have job security and over half the workforce are looking for alternative employment.
HR have recommended that the management team / managers work with HR and speak with staff to see if what is making them feel stressed and how what the company can do to look into this, one option is look at training etc. Even though the company are only looking at restructuring managers need to let staff know that the HR Team, Recruitment Team and all Management Teams are not looking at letting people go but utilising their skills in the correct departments and maybe look at reshuffling staff to where their skill set is best suited. Employees would feel more job satisfaction and this will make a happier workplace.
The above information shows that the staff has a very high percentage of finding that their jobs have become more stressful in recent years, this needs to investigated and make changes on how this could be reduced. It also states that just fewer than 50% enjoy a varied work load and 33% are happy with the training and development opportunities.
The company / HR need to look at finding out what particular parts of the job is more stressful, look at the training needs that could be put into place and the outcome of this will be that staff will feel more confident to do their role and feel confident to approach management. This will make staff feel motivated throughout the whole day and feel valued.
HR have recommended that there is a number of issues from all three graphs which need to be addressed and the company need to rethink their communication strategy with the staff about how the restructure, how they are feeling and letting them know that they are not looking at making people redundant but making best use of their skill sets. Management also need to look at Learning and Development and look at training staff, this should hopefully bring the stress levels down and look into what changes in their roles are they finding stressful and what the company could do to support them.
Once this has been looked into this should put everyone in a better place to put training and suggestions into place, this should have motivated workforce who will work with us as a company and build on moving forward.