2. CIPD Foundation Level Core Unit Recording, Analysing and Using Human Resource Information

3. CIPD Foundation Level Core Unit

4. CIPD Foundation Level Core Unit What do we need to know about each other? What am I doing here? Brief background Something unique about me! How would I describe my personality?

5. CIPD Foundation Level Core Unit Aim To develop the candidate’s understanding of the important contribution that accurate data, whether stored manually or electronically, can make to the human resources (HR) or learning and development (LD) function.

6. CIPD Foundation Level Core Unit Learning Objectives Identify what data needs to be collected to support HR and LD practices Describe how HR and LD data should be recorded, managed and stored Be able to analyse HR information and present findings to inform decision making

7. CIPD Foundation Level Core Unit Data, Information and Knowledge Data - basic building blocks, that are known facts; data can be quantitative or qualitative Information - data arranged into meaningful patterns Knowledge – the application and productive use of information

8. CIPD Foundation Level Core Unit Syndicate Work GROUP 1 Why do organisations need to have HR and LD data? What are the most common types of HR and LD records and reports kept by organisations? GROUP 2 What HR and LD information would you expect to find in an individual employees file? From what sources is HR and LD data collected? GROUP 3 If you were setting up a HR and LD information system what factors would you consider? What are the advantages of a computerised information system?

9. CIPD Foundation Level Core Unit

10. CIPD Foundation Level Core Unit Data Protection Act 1998 (DPA) Applies to personal data in a “relevant filing system” - computerised, manual or any other format, as long as the data is in a system that allows the information to be readily accessible. Most personnel and employment files will be covered by the DPA.

11. CIPD Foundation Level Core Unit Principles of Data Protection Data must be: fairly and lawfully processed processed for limited purposes adequate, relevant and not excessive accurate not kept for longer than is necessary processed in line the rights of data subjects secure not transferred to countries outside the EU without adequate protection

12. CIPD Foundation Level Core Unit How Long to Keep Records (mandatory) Wage/salary records (also overtime, bonuses, expenses) Six years Statutory Maternity Pay records, calculations, certificates (Mat B1s) or other medical evidence Three years after the end of the tax year in which the maternity period ends Statutory Sick Pay records, calculations, certificates, self- certificates Three years after the end of the tax year to which they relate Income tax and NI returns, income tax records and correspondence with the Inland Revenue Not less than three years after the end of the financial year to which they relate

13. CIPD Foundation Level Core Unit How Long to Keep Records (guidelines) Application forms and interview notes (for unsuccessful candidates) One year Parental leaveFive years from birth/ adoption of the child (18 years if the child receives DLA) Personnel files and training records Six years after employment ends Redundancy details, payments etc. Six years from date of redundancy. Pension scheme investment policies 12 years from the end of any benefit payable under the policy

14. CIPD Foundation Level Core Unit Aim To develop the candidate’s understanding of the important contribution that accurate data, whether stored manually or electronically, can make to the human resources (HR) or learning and development (LD) function.

15. CIPD Foundation Level Core Unit Learning Objectives Identify what data needs to be collected to support HR and LD practices Describe how HR and LD data should be recorded, managed and stored Be able to analyse HR information and present findings to inform decision making

16. CIPD Foundation Level Core Unit