3RAI Recording, analysing and using HR information Part B


Written Assignment B (A.C. 1.1, 1.2, 2.1, 2.2) 1100 words

Compile a report on your organisation’s approach to recording, analysing and using HR data and information, using 3RAI Written Assignment A as an example (1000 words)

  • Give 2 reasons why it is necessary for an organisation to collect and record HR data. (AC 1.1)
  • Identify the range of HR data that your organisation collects and how this supports HR practice. (AC 1.2) (types, usage)
  • Describe the systems used for recording the data and 2 methods of how the data was stored. What are the benefits of using these systems? (AC 2.1) (Oracle, Sap)
  • Explain 2 legal requirements that your organisation must take into account when recording, storing and accessing HR data.  (AC 2.2) (UK laws, how we are practicing against these UK lows and finding and solving any gaps)


1.1 Reasons why the Organisation Needs to Collect HR Data

In any modern HR organisation, HR data collection is essential to be compliance with the regulatory requirements. According to CIPD (2018), the legislative requirements that are addressed by HR data include health and safety, pay rates, and working hours.

In MNGHA, they collect HR data to satisfy government department’s legal requirements such as the General Organisation for Social Insurance (GOSI) (Ngha.med.sa., 2018). This department requires organisations (public) to have HR data on the number of employees, salary information and payments to Social Insurance. Therefore, HR data collection saves an organisation from legal issues.

Second reason is to keep the employee details updated. This is regard to the employee’s sickness, absence, turnover and dissatisfaction from exit interviews. These categories of data guide an organisation in setting requirements of a certain position, comparing and upgrading qualifications and job description. This also improves the monitoring of employee performance, problem areas and resolving them (CIPD, 2019a).  Annually, MNGHA reviews all their employees’ data to establish the employees to be promoted.

1.2 Range of HR Data and How Data Supports HR Practice


In this type of data, the categories include absence rate, sickness rate and engagement rates. In a general perspective, IES (2019) report note that attendance data assist identification of the fitness of an employee to continue working and to ensure consistent performance of an organisation. Also, identifying the most resourceful employees at a particular time guides in making decisions on recruitment and successful planning and as such having the appropriate people in all position. In MNGHA, absence rate is used to dismiss an employee or warn them on consequences with sickness rate identifying productivity rates. At some point, medical practitioners are advised against issuing sick leaves apart from when it is necessary.


Another range of HR data collected by MNGHA is the rewards which roles include balancing and reconciling payroll data and depositing and reporting taxes, deductions of wages, keeping records and to verify the payment data reliability. According to CIPD (2019a), the rewards data ensures an organisation is compliant with tax laws, recording paperwork for fresh hiring and editing files of employees. Through this, they establish employees to be given bonuses, overtime and holiday pay. In every budget cycle, MNGHA use the reward data to create a budgetary allocation for each employee. Also, they use this data to determine if the payments done to employees are in line with their performance.

2.1 System for HR Data and an Alternative and their Benefits

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