needs of collect HR data

There are several reasons why an organisation needs to collect HR data and are no different. During my review I have discovered the following reasons we are collecting this information and examples of information that we are collecting: •Legal requirements- This has covered working time regulations, tribunals, accident at work reports •To be able to contact family or individuals- This allows us easy access to personal details in case of accidents, sickness or emergency contacts •To allow for decision making-

Information stored allows us to consider promotions, planning training & associated costs, work force planning Types of information: •Sickness records- Allows HR to track staff sickness and provides evidence for use of the staff sickness policy. •Staff appraisals- these allow HR to track the progress of staff, reward high standards and address offer support for staff who any areas to work on. These also allow the HR department to plan future training requirements as agreed through appraisals.

•Staff contracts- by storing these it allows HR to maintain their records and consult with the documents if any queries occur for entitlements, holidays, sickness, retirements, pay, etc. •Training records- these are essential records that allow the HR department to track and maintain the workforce’s level of competency and training as identified through the individual’s appraisals, CPD and job descriptions which are vital for client audits. It also helps to build the training plan and associated budget requirements.

During my review I discovered that had 2 methods on holding these types of information. A manual filing system, where documents are stored in filing cabinets and in their computerised system, , where documents are created, stored and scanned into the company computer system. The benefits of these two methods are: Manual System •Less costs involved for storage •Original hard copies that are easy to access •System can’t go down like a computer system •No need for technical support or technical training Computerised system-

•Documents can be viewed anywhere in the company •Easy to access & Send information •Takes up less space •Environmentally friendly •Easy to update & Backup documents Due to the personal information that handles, there is a number of legal obligations that they must abide by to protect that information under the Data Protection Act 1998. As such we must comply with the 8 data protection principles in that personal Data shall: 1)Be fairly and lawfully processed 2)Processed for limited purposes 3)Adequate, relevant and not excessive

4)Accurate and up to date 5)Not kept longer than is necessary 6)Processed in line with your rights 7)Secure 8)Not transferred to other countries without adequate protection. Another legislation that governs this is the freedom of information Act. This provides the public access to information held by public authorities. It does this in two ways: •Public authorities are obliged to publish certain information about their activities; and •Members of the public are entitled to request information from public authorities.

For the public to gain this information they must provide a written request with their: •Name •Address •Description of information And can be liable to a cost for providing this information, but will be entitled to a notice stating reasons if request is refused. Word count 542 Activity 2 Training department The training department currently consists of the Training and competency manager and a training co-ordinator. Their role has been to support the projects, offer advice on training and competency requirements whilst organising any training that is required.

Training I have analysed the training that has been completed since June 2013, looking at the qualitative data consisting of the different types of training and analysing the quantitative data including the total of over 600 candidates and shown this in data base and a Bar Graph (appendix 1) To allow us to accommodate this essential amount of training, we have had to utilise different training providers ranging from within our own group, , local providers HITs, Sureclean and STS and even gaining cooperation from providers based in London, workplace Law.

By utilising these training providers, we have been able to provide a trained workforce as required for our projects but at a substantial cost to our business and with different standards of delivery. Since June, Training department have been responsible for arranging the following courses that we could easily facilitate given the correct investment: 24 Confined Space sessions at a cost of 1 1st Aid Course at a cost 5 Helper Training at a cost 3 IOSH managing safely at a Cost of As this clearly demonstrates, a substantial volume of capital constantly has to be allocated to training our project workforce to bring them up to the

required competence standard for each project. Unfortunately as they are not on permanent contracts these new skill sets and level of competence can and does disappear with the employees when they leave the project and as such means that we will require continued training to maintain this level and as such incur continuous costs. I Believe that by investing in our own Training facility and dedicated team, it would allow to provide a significant cost effective and fit for purpose training to meet national standards and project requirements to our workforce.

An example of the benefits of having our own team and facility is the fact of the costing’s for delivery of our supervisory training on IOSH managing safely courses. preferred supplier for this training at present has been. I have negotiated their cost down from approximately ? 8000 to the following: – IOSH MANAGING SAFELY Figures based on 15 delegates over 3 days Cost per delegate @ ? 650. 00 per delegate? 3000 Mileage for Trainer @ 45p per mile? 108. 00 Room Hire @ ? 100 per day? 300. 00 Food/Refreshments @ ?

209 per day? 627. 90 Total cost? 3,927. 90 Using our own trainer Projected Costs: Per course Managing Safely ? 50 Delegate Workbooks ? 18×15? 270 ?20 per certificate x15? 300 Food/Refreshments @ ? 209 per day? 627. 90 Trainer x 3 days? 345 Total cost? 1592. 90 It is very clear from this quantitative data that a significant saving by having our own trainer and training facility as we do not have any of the extra costs involved for having the trainer traveling, staying in hotels and booking of suitable training rooms.