The Storage of Data - Essay Example

CIPD ASSIGNMENT Name: Course: Instructor: Institution: Date of Submission: CIPD ASSIGNMENT In any functional organization, there has to be a systematic approach through which the organization sets guidelines on matters relating to the storage of data and the availability of the data to the people who need it at any time. In Human resource practice, there are several underlying reasons as to why it is important to collect this data and the approach of conducting data collection. Fundamentally, collection of HR data aids in planning at various levels in the organization. The principle planning purpose is to assist in planning about the organization personnel. It is crucial that the organization should exercise prudence in recruitment whereby they should only engage new employees when it is only deemed necessary to do so. Essentially, the organization is also required to actively assess and planning on future career prospects of its employees. In this regard, discreet career planning for its employees is paramount. This encompasses analyzing the potential of employees and embarking on retaining the capable employees and exercising due fairness in compensation and employment. Ideally, data collection forms a crucial component in organizational decision making and compliance with the legal requirements. One area where data collection aids in keeping checks with the legal frameworks is in conducting demographic analysis. This comes in play when making demographic comparison of resident and non-resident employees. As a legal requirement, there should always be a balance and is of great importance to the government in making follow-ups on inland revenues. In addition to this, the organization needs to keep track of employee attendance. This information forms crucial basis of employee analysis in terms of consistency and punctuality. It also enables organizations to gauge employee commitment and this information could be vital when carrying out internal promotions and delegation of duties. Even as we analyze the types of data collected, it is important to analyze the methods used to collect this data. Essentially, there are two major methods. The first and best method is the online system. This methods generally avoids the massive paper work and time wastage and embarks on automation of all documentation procedures. Moreover, it is easy to retrieve data by use of an online system. The major downside is that is rather too expensive. The other method is the online system. This is based primarily on the use of files and papers for record keeping. It has a great advantage when it comes to accessibility and retention of original documents. However, it is not easily retrievable and involves a lot of paper wastage. A critical look at the UK legislation reveals several facts. First, specific legislations have been passed to ensure confidentiality and privacy of personal data which contains information such as employee address, next of kin, and telephone number. There is a provision for this in the UK protection order of 2000 and the 1998 data protection Act. Additionally, the legislation has put in place frameworks that Human resource systems should be highly secured in a bid to shield any information relating to personal data from illegal access (Jeremy, 2007). This data analysis takes a look on the recruitment data collected in ADNEC, which has embarked on analyzing the distribution of its workforce. Recruitment is the process of engaging new personnel in the organization thought the process of identifying unique organization needs. The process of recruitment goes hand in hand with selection of the employees through a rigorous process of interviews and assessment. While there is a lurking danger of shortage of labor and reduced performance in the event that an organization fails to conduct recruitment when it is necessary, there is an equally potent risk if the management fails to keep in place efficient employee retention strategies. This analysis of the recruits was done in several approaches. Basically, the use of pie chart was used to give an overview of the CVs that were collected online in comparison to those that were collected through physical visits to the ADNEC’s premises. 70% of the applicants preferred to use the online system while 30% paid visit to the organization’s premises. An breakdown of the 4590 applicants who were to be considered for 80 vacancies in different departments on the basis of education qualifications showed that the highest number of the applicants were those of high school level. Moreover, those that had the highest turnout on the recruitment were those with a master’s degree. Similarly, an analysis based on the mode of sending the CVs and the nationalities revealed that 80 of the Emiratis had sent their email applications via email while a whopping 260 participants had sent their CVs through the use of emails. ADNEC carried out data analysis of the large volume of CVs through the use Oracle. Essentially, this software was helpful in sorting out the CVs in a manner that the management is able to set schedules on the date and time of a future interview. Moreover, it is essential in setting the ideal candidate and thus makes the task of recruitment easier and more manageable. Further, it aids in making it easy for the organization to gather data of the participants and thus provides a database whereby the organization can track any employee who possesses the professional standards that the organization requires. The findings from this data showed that of the 4590 CVs of the participants, 2300 were shortlisted where only a further 325 remained and were called for a formal interview. From the rigorous interview carried out, only 80 were finally hired for the vacancies. This process brings to our attention several aspects of the recruitment process. First and foremost, it showcases the important role that the Human resource department has to play in ensuring that they strike the delicate balance of engaging the right people for the right types of jobs. Moreover, it guides in coming up with more creative ways of dealing with the recruitment process. As a matter of principle, the Human Resource should develop an understanding of the uniqueness of the job vacancy. In this light, a vacancy that is more technical nature will be best approached through work sampling technique while the vacancies that are more managerial in nature are best handled through outsourcing recruitment personnel from employment agencies or engaging assessment centers to carry out the daunting task of recruitment. Finally, we can conclude that the recruitment process has played a crucial role in maintaining competitive advantage of ADNEC. REFERENCE.  Jeremy, M. (April, 2007). Retrived from http://privacylaw.proskauer.com/2007/04/articles/international/dubai-becomes-first-arab-nation-to-enact-data-protection-law/ Read More