Learning Activities Essay

Think about your own system and the people think records that it shop classsIdentify atomic number 23 records that would fit in spite of appearance either of the identified primers for guardianship records outlined above (you leaveing find more(prenominal) prepargon on these on p278 p280 of the course textbook). Explain why your organization shoots to husband and use these records (provide examples of how they argon spielu anyy use w pre move you foundation). develop Records At attempt we strike a spread winding-sheet c alled The Matrix, this stores distributively employed souls training records. It is a basic excel spreadsheet with a column for names and a distinguish of to each one of the avail up to(p) courses within endeavor along the top. As shortly as an employee has been on a course this get out be arousalted on to the spreadsheet along with the expiry fancy (if at that place is single) so we put up train all personnel get through aim lega l records.Having this reading avail fitting is truly important, imputable to the reputation of our work we need to express that we be guardianship our employees safe by having valid training records. For example if there is an separatrix on site and an employee has hit an lowground cable, we would need to be able to show that the person has valid training records for safe digging to our advantageouslyness and Safety awayicer otherwise we as a order could be contacting as world negligent when we start a occupation of cargon towards our employees, this could result in claims against the organization. peak Tracker Every week write ups be send in from our DSPs to each of our contracts within the Trowbridge office. I am the project manager of shrouding and buzz off 2 invoices sent in from each of the companies functional for me. Levens & MOYAD construction. at one time these invoices ar electronic mailed to me I give likeness and record the schooling on to my s urvey spreadsheet. This spreadsheet contains all site number ever worked on by each of my sub contractors and to what percent that they were train on which twenty- quadruple-spot hour period.Havingthis nurture is vital to my contract I need to be able to check that each site is not being invoiced on more than one actor as well as to the per centum that is withdrawd. overly on this spreadsheet it shows how much money pass on be due to be p tutelage to both the contractor and initiative. Showing weekly rung over cultivation and that we atomic number 18 hitting profit margins ar inhering on monthly meetings. Also if there was ever a repugn of pay, being able to refer to this discipline is important.Employee personnel Files Each employee of enterprisingness has their own personnel file. This file contains full name, address, betrothal of birth, bank details, complaint and holiday absence seizure details as well as compose patterns (if they corroborate any) an d their signed opening contract stating what their job role is and salary. These files argon used when appropriate, usually when employees details need updating or they have booked holiday.Online Time Sheets Every week every employee within Enterprise moldiness fill out an online meshing sheet in guild to be paid. The guys on site bring in a written version of this for the person who deals with time sheets to update their online version. This is so that any absence is recorded whether it be for one-half an hour or for an hour, this provides accurate attention percentages and set offs regular patterns of absence.Curriculum Vitae For every Job advertisement that is put on the job websites a large number of CVs from dominance appli piece of assts. These atomic number 18 all consequently filtered down to persons with some experience and companionship of the role that we be weighing to fill. These persons will wherefore be asked to interview, if they are not successful we will unperturbed store there CV on file for six months. This is a helpful system and saves re advertising for the same job if a vacancy arose for that position. culture legal action twoAgain think about your own organization.For the five records you have identified above, identify and list how the records are stored. Explain the rationale for this.Training Records These records are stored on Microsoft Excel, this system accepts us to filter out whats relevant and what isnt depending on the persons records we are essaying. As soon as a course is booked for an employee the date of the course is put on the system till the certificate is received, at which point the expiry date ( if there is one) will then be entered in its place.Invoice Tracker The invoice surveying info sheet is in Microsoft Excel, this allows easy replica and pasting of development from spreadsheet to spreadsheet. one time an invoice has been received all selective reading from the invoice will be extr acted by facsimileing and recorded on to the surveying form by pasting in to the relevant columns.Employee Personnel Files These are all held in a locked filing cabinet in alphabetical order. both new employee will have an personnel file created on their day of induction. all of their own(prenominal) discipline will be stored in here and updated when necessary.Online Time Sheet The online time sheet is kept on our interior(a) server entropybase, It is a case of simply tone ending in to online time sheet on the server, clicking on last weeks week, and inputting the hours worked during that day.CVs All CVs received from suitable job applicants will be stored in a file on the electronic computer. They will be copied from the Enterprise email inbox and pasted in to the file, or scanned if received through the post. acquisition action threeTake one of the examples of areas of organizational exercise that require accurate reading to facilitate decision making. For this exa mple Identify and secern how the entropy is gatheredProvide at least three examples of the break up of info that is derived and why it is useful Describe how the information is used to inform the decision making process Describe how and to whom the information is presentedDraw up a list of these.Curriculum Vitea when advertising a vacancyin one case Enterprise have advertised a vacancy on the system, this will be logged on to the job centre website and other job search sites. With an Enterprise email to send all Cvs too, there is as well an address for those who are unable to send via email. All CVs are automatically filtered in to a smash email inbox, and posted CVS are scanned in to the system as well and will wait for retread by the relevant persons.Once a significant amount of CVs have been sent in the filtering process will begin, for example if we were advertising a info input/Administration role we would olfactory property for experience in those titles from previou s(prenominal) roles. Or a qualification in business administration. Filtering through this information is important so as to find the good wing person for employment. Once the CVs have been filtered through they will be passed on to the office manager for review. They will then pick names from the persons filtered and postulate an appointment for interview.The interview is carried out by our office manager and a member of staff who will be training the possible nominee. The candidate will be asked a series of questions relating to their working background and what their skills are as well as a question on Enterprise this usually tells us straight a elbow room whether they had made the effort to do some research. This goes down very well with the office manager.Once all interviews have been carried out they will be filtered down to three potential employees who will go to the final stage of the Interview process which is a trial half day. The people who were not successful will be sent a standard letter telling them that their CV will be kept on file for 6 months.Trial half day consists of a member of staff who has a good fellowship of the role being interpreted on, And the potential employee. They will be shown what todo and effrontery tasks to get on with. Once all three candidates have been in for this, the office manager, the trainee and and a member of office staff will sit down and make a decision based on how well they got on, how quickly they learned the tasks and general attitude within the workplace. This person would then be informed of their success and will be given a start date. The two other candidates will be sent a standard letter informing them that they were unsuccessful on this occasion and that their CV will be kept on file.The short listed CVs will be kept in a separate folder to the other batch of CVs.Learning activity four grapple what information gathering method actings you might use for a exceptional information gathering re quirement.CoverThe limiteds of the requirementThe method(s) usedReason for use that particular methodAny considerations in using the particular methodInterviews Potential employees, this method is perfect for acquiring to know the candidate, asking any questions not answered in their CV. Consider writing down all questions you are thinking of asking to avoid forgetting to ask.Surveys Surveys are a good way to gather information from a large number of people when its impractical to meet them face to face, it is a good method of getting an opinion on a product, service or keep company. Surverys can be both formal where the results are due to statistical, reliability and validity. And informal where the results are anecdotal Anecdotal The definition of anecdotal is something that is story-like or something that is based on stories and retellings, not based on provable facts.Observations Direct observations are a good way of recording data, especially in a working environment, they are often done in conjunction withanother data gathering method that is used to fill in the gaps and answer questions. Observations must be arranged with plenty notice to the person you are detect and the permission from management. Consider getting someone who can tell you what to look for with regards to what you are observing, for example the use of a new mechanical contrivance in a warehouse.Learning activity fiveExplore the information under the link above, then turnout the succeeding(a)List the octad principles of the DPA with a brief explanation of each What does the DPA say about the refines of individuals to opening to data kept on them? List at least five mea positive(predicate)s you might take to protect personnel information The viii principles of the DPA selective information Protection act are the following1 bear uponing private data fairly and lawfully, It room that you must have legitimate reason for assemblage and using privateised data, you must not use the data in way that have unjustified adverse effects on the individual cin one caserned, be clear on how you intend to use the data, compensate the individualised data in ways they would expect and make sure you do not do anything unlawful with the data.2 Processing individualized data for condition intents, meaning you must be clear from the counter parallelism as to why you require the information and what you are going to do with it, comply with the acts fair processing requirements including the duty to give privacy notices to individuals when collecting their personal data. You must also comply with what the act says about notifying the information commissioner and ensure that if you wish to use or disclose the personal data for any purpose that is additional to or different from the originally specified purpose, the new use or disclosure is fair.3 The Amount of personal data you hold Personal data should be adequate, relevant and not exuberant in relation to the purpose or purposes for which they are processed. inwardness that you hold personal data about an individual that is sufficient for the purpose you are holding it for in relation tothat individual and you do not hold more information that you need for that purpose.4 Keeping personal data accurate and up to date personal data shall be accurate and when necessary up to date, to comply with this you should take reasonable steps to ensure the true narration of any personal data you obtain, ensure that the stem of any personal data is clear, carefully consider any challenges to the accuracy of the information, and consider whether it is necessary to update the information.5 Retaining personal data personal data processed or any purpose shall not be kept for loner than is necessary for that purpose or those purposes. Meaning review the length of time you hold up personal data, consider the purpose or purposes you hold the information for in deciding whether and how long for to r etain it, unwaveringly delete information that is no longer needed for this purpose or these purposes and update, archive or securely delete information that goes out of date.6 The declines of individuals Personal data shall be processed in accordance with the rights of data subjects under this act the rights of nettle to copy the information compromised in their personal data a right to object to processing that is likely to ingest or is cause damage or distress, a right to hold open processing for direct securities industrying, a right to object to decisions being taken by automated means, a right in original pile to have accurate personal data rectified, blocked, erased or destroyed, and a right to claim compensation for damages caused by a breach of the act.7 information security appropriate technical and organizational measures shall be taken against unauthorized or unlawful processing of personal data and against unintended loss or destruction of, or damage to, persona l data. It means you will need to design and organize your security to fit the nature of the personal data you hold and the harm that may result from a security breach be clear about who in your organization is responsible for ensuring information security make sure that you have the right physical and technical security, back up by robust policies and procedures andreliable, well trained staff as well as being localize to respond to any breach of security swiftly and efficaciously.8 displace personal data outside the European Economic Area personal data should not be transferred to a country or district outside the EEA unless(prenominal) that country or territory ensures an adequate level od protection for the rights and licenses od data subjects in relation to the processing of personal data.Individuals who wish to access personal data on themselves commonly cognise as subject access Can do so by writing a demand to the company with possibly paying a fee, this entitles them to be told whether their personal data is being processed, they can prayer that they are given a description of the personal data, the reasons it is being processed and whether it will be given to any other organizations or people. The individual can also be given a copy of the information pliable the data and be given details of the source of the data. An individual can also point the reasons as to why any automated decisions are made for example a computer generated decision on credit. Whether to allow or deny. The individual is entitled only to their own personal data and not to information relating to other people.If I was running my own company the five measures I would put in place to protect the personal data are the followingInstall a fire wall, anti spy ware and virus checking on all computers, this is a very common security implication, this would protect my computers from viruses which have the potential to download information from my computers to theirs. Anti spyware provides a monitoring service which stops programs being installed that can read watchwords, bank details and other sensitive data.Protect computer files with passwords Protecting files with passwords is a good way of keeping data curtail I would ensure that only a few members of staff have the password and that it is changed on a regular basis.Disposing of computers All old computers should be destroyed trainly, by using a recognized computer administration service or by destroying the hard disk. Any old computers disdain deleting the data, can still be accessed.Email information securely Consider whether the email should be password protected.Learning activity six meet at the information provided under the link above, then tackle the followingWhat are the two ways that public authorities are cause to provide information? What is the public interest test?What is a scratchy request?Try to interpret your answers using your own words cosmos authorities are obliged to publish in formation about their activities, as well as members of the public are entitled to request information from them. Public authorities must publish information proactively The freedom of education act requires every public authority to have a consequence scheme. A outlet scheme is a commitment by the council to make information usable routinely, without waiting for someone specifically to request it.The publication scheme must state a promise to make certain levels of information routinely available such as who you are and what you do, the serve you offer, organizational structure, policies and procedures, Contracts and reports, minutes of meetings, annual requests and financial information. Once the publication has been created it must starting signal be approved by The cultivation Commissions Office ICO. Information in the publication scheme represents the minimum that must be shown, if a member of the public fates information that is not on this, they can still ask for it.M embers of the publican request information from public authority and they have two separate ways in which they can respond1 Tell the applicant whether you hold any information that matches the criteria of what they have requested.2 to provide them with the requested informationUsually the request should be responded to within 20 working days. When receiving a request it must be in the form of a letter of email to be valid under The Freedom Of Information Act, the request must include their name, address and a description of the information requested, the act covered information not specific documents.The public interest test is a guidance document provided by The Information Commissioners Office,he has produced this series of good practice guidance designed to aid understanding and application of the FOIA The aim is to show some of the key areas of the freedom of information act and to help guide on how to respond to information requests. The guidance provided by the ICO is only a s tarting point going from research I found section 1 of FOIA sets out the right to any person making a request for information to a public authority these areThe right to be informed Whether the information is held or not by the authority and if so then The right to have that information communicated to them.In principle it states that both these rights need to be treated separately. When applying the public interest test, consideration should be given first to whether it is right to confirm or deny whether the information is held and secondly whether the information should be supplied.To decide whether a request is vexatious you would need to look at the followingCan the request be seen as obsessionalIs the request harassing the authority or causing distress to staff Would complying with the request impose significant burden in terms of expense and bewitchery ( with regards to employees) Is the request designed to cause disruption or annoyanceDoes the request lack any serious purpo se or valueYou should be able to decipher whether the request is vexatious by looking atthese headings.Learning activity sevenThere are many methods of keeping records or information, some of which are computerized.Identify three types of records or information that relate to an area of business and inform decision making in that area. For each of the three typesDescribe how the information/record is storedHow reason for storing the information/record in this wayHow the storage method meets the requirements of the DPAKeeping records of employees disease and absence, we keep his electronically on the system in a password secured file. Each person has there own line on a spread sheet and each day they are off that date will be marked in red, with a comment affiliated to it stating why the person was off sick. Any sick notes will be scanned in to the system and stored within that persons file.We ensure that this file is secure at all time and only management have access to it. Reason s for this is that we want to ensure other employees cant see other peoples absence and reasons for being off sick as that is private and confidential. The DPA states the following obtained only for one or more specified and lawful purposes adequate, relevant and not excessive to the purpose for which the data are required accurate and, where necessary, kept cutting-edgekept secure against unlawful or unauthorised processing, or unintended loss or erasure This is compliant with the Data protection act as we have only managers who have access to the file. We must keep this information as up to date as possible as absence and sickness in the work place can highlight problem areas that need to be looked at and resolved.Keeping CVs These are all stored in a file on the briny system, these can be accessed by the nominated filter processors who are usally a member of the team which the vacancy is for, and the manager of that dept. This is sothey can access them when needed. CVs are usu ally kept for a grade and then disposed of. This is compliant with the DPAs standards as we dont keep information longer than we need to as well as having only a select few people who are able to access the information.Training certificate records All certificates are kept in our personnel files, however our training dept at head office also holds a copy as when the training is carried out a copy of the cert is sent to them also. This information is recorded on our training matrix and updated accordingly. We store the certificates in this way so that we can see who requires training and when.Also if anything happens on site and our health and safety officer needs to see what training they have in place we can have it available as soon as possible for him. Our storage methods meet the requirements of the DPA by keeping the information secure, all our employees have access to their records when required. We do dismiss that when we receive a certificate that they come in for a copy to put in their own records at home.Learning activity eightTake one example from the context of your organisation where information has been sourced, collected, analysed and then interpreted to inform decision making.For this exampleState why the information was needed (how was it intended to support decision making?) How was it sourced? What method of data gathering was used and why? Show an output from the analysis of the data (example pie chart, bulwark chart) Sickness and Absence The information is gathered from employees time sheets which are handed in weekly to the office manager the time sheet consists of a basic table on an A4 piece of paper that requires the employees to input their hours. This will then be handed in and inputted manually. This can then be printed off and used. Sickness and absence information is required once a month at the operations meetings, the operations manager will go through with the contracts manager as to why someone was off for a period of tim e whether it was due to sickness, was a doctors note provided or whether it is a reoccurring unauthorized absence.If it is an re occurring unauthorized absence this will be highlighted with our HR Department at head office. Once this happens our HR typical Jo Betts will arrange an interview with the person to get to the bottom of why they are having this time off and whether an improvement program can be put in place. Usually they will be issued with a warning and put on an attendance watch if they cannot give a valid reason as to why they arent coming in to work.This bar chart is in my Evidence folder 02.07 documentLearning activity nineLook at the example above and considering the broad principles of a dashboard draw off how you might create a dashboard (or describe an existing dashboardWhat areas of information would/does it contain?From where would you source the data to endure the dashboard?Who would use the dashboard and why?I would create a dashboard based on training re cord information it would show what percentage of employees had valid training records and what percentage have them but they are out of date.. I would also have an accident chart, we have a few accidents a month relating from hitting underground BT cables and water pipes, as well as employees having accidents from climbing electric impels. Due to the fact most of our accidents are fairly similar, I would be able to group them easily by title.We provide training courses for all of these incidents such as pole top rescue and Safe digging practices, so where an employee may not have a valid training record for this, and that employee was involved in the accident this would be a good way of highlighting why the accident happened in the first place and that he should not be carrying out that particular job without undergoing training.I would source the training data from the Training Matrix file system. Thisinformation is kept up to date at all times and is readily available to me whe n I need it. The accident data is kept with our Health and Safety manager, I would request the information from him.The dashboard would be a great tool to take to Operations meetings where our health and safety manager goes over the level of accidents and training carried out for that month. He can then compare using a bar chart whether there are a higher percentage of valid training records for that month in comparison to others.Learning activity tenRead the information contained under the link above, then tackle the followingA match Score rag approach generally has four perspectives what are they? What are the potential benefits of using a balanced wit? Why is feedback essential?A balanced construct bank bill is delimit as a strategic planning and management system used to align business activities to the vision statement of an organization in more simple and realistic terms a balance score card attempts to translate the sometimes vague, hopes of a companies mission stateme nt in to the practicalities od managing the business better at every level. To produce your own balance score card you must know and understand The companies mission statementThe companies strategic plan/visionThe financial status or the companyHow the organization is currently structured and operatingThe level of expertise of their employees guest satisfaction level.The four perspectives that the Balanced score card generally has are that ofFinance in which covers the following areasReturn on investment bills flowReturn on capital employedFinancial results quarterly/YearlyInternal Business processes which covers the following areasNumber of activities per year junctureDuplicate activities across functionsProcess alignment (is the process in the right dept.)(When the organizations business processes, quality definitions and measures are aligned to the strategy)Process bottlenecksProcess automation (A general technology term that is used to describe any process being automated th rough the use of computers and computer software. Processes that have been automated require less human intervention and less human time to deliver)Learning and Growth which covers the following areasIs there the correct level of expertise for the jobEmployee turnoverJob Satisfacti0onTraining/Learning opportunitiesCustomer Which covers the following areasDelivery process to customerQuality performance for customerCustomer satisfaction rateCustomer percentage of marketCustomer retention rate.The benefits of using a balanced score card are that it enables you to see a mixture of financial and non financial measures each compared to a target value within a single compendious ( expressing alot of detail in a few words) report. Once the Balanced score card is implemented within the organization you should see better processes.Motivated educated employeesEnhances information systemsMonitored progressGreater customer satisfactionIncreased financial usage.However for any software to wor k effectively it should beCompliant with your current technology platformAlways brotherly to everyone EverywhereEasy to understand/update/communicateThe balanced score card is only of good use when available to everyone, not by keeping it hidden. Feedback is essential and should be contributed to by everyone within the businesscarol do I need to go on to discuss the 360 floor feedback here?