Hrm Seminar

8/2/2019 Hrm Seminar

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Personnel records

PREMAKUMARI.C 15/02/12


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INTRODUCTION

Personnel records and reports enable managers to

obtain the requisite information concerning the use

of human resources in various departments and

divisions.


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Meaning and Types

A record is a piece of writing or a chart which provides

ready information and which preserves evidence for

future reference or use.

Types

Conventional and

Modern


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Personnel records

Refer to the informational documents and files

relating to the human resources of an organisation,

which are utilised by the organisation for carryingout its operations.


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Significance of Records

Supply information required by the management fordeveloping and modifying personnel policies.

Identify training needs and design training

programmes.

Know the validity of employment tests and interviews.

Take personnel decisions such as transfers, promotion,

layoff, suspension, dismissal etc.

Compensate employees for their services to theorganisation.

Maintain upto date data on leaves, training,

promotion, layoffs, retirements, dismissal etc.


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TYPES OF PERSONNEL RECORDS

Job application and test scores

Job descriptions and job specifications

Interview results

Employment history

Medical reportsAttendance records


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TYPES OF PERSONNEL RECORDS

Payroll

Employee ratings

Training records

Leave records

Accident and sickness recordsGrievanvces, dispute records

Contracts of employment


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Utility of personnel records

In the process of personnel audit.

Payroll, total and unit labour cost,

interview reports, test scores,

stikes, turnover reports etc.


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Essentials of a good record

Objectives should be clearly andadequately statedconsistent with the

requireents

Upkeep and maintenance should not be

costly

Periodically reviewed

Easily accessible

Easily identified and diffrentiated fromother records

Duplication of entries should be

avoided


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Information included.

1. Preliminary summary & service2. Employment

3. Job analysis, recruitment and selection

4. Training

5. Promotion, transfer, apprasisals

6. Labour relations

7. Medical, health and safety

8. Other employee services9. Wage and salary administration

10. Personnel research

11. Staff administration


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Generating and organisingdata in an useful way is

called data processing.

Data means fact,

observation, assumptions

or occurrence.

Data are representations

of facts pertaining to

people, things, ideas and

events.

DATA PROCESSING


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Data processing is the act of handling or

manipulating data in some fashion.

Processing tries to assign meaning to data.

The ultimate goal is to transform data into

information.

Data processing is the process through which

facts and figures are collected, assigned meaning,

communicated to others and retained for future

use.

Definition


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Information

Defined as data that has been transformedinto useful and meaningful form for specific

purposes.

Data is not useful unless subjected to aprocess through which it is manipulated and

organised, its contents analysed and

evaluated.Only then data becomes information.


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Data processing activities

Collection Conversion Manipulation


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Storage Communic

ation


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Data processing cycle

The cycle consistsof 4 functionalcategories:

Data input

Data

processingData outputand

Data storage


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Data item

A smallest unit of information stored in acomputer file.

A single element used to represent a fact such as

an employees name, item price etc.

Field

Data items are physically arranged as fields

in a computer file.Record

File

Database

Data organisation


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Refers management refers tothe management control of

records.

Includes all activities right from

the creation of records up to theultimate disposal of records.

Therefore, it is concerned with

the creation, distribution,

maintenance, retention,

preservation, utilisation and

disposal of records.

Records management


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Definition

Ricks & Gow Records management is the

systematic control of records from creating to final

disposition.

Zare.K.Quible The activities designed to controlthe life cycle of a record from its creation to its

ultimate disposition.


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LIFE

CYCLEOFA

RECORD


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Objectives

Keep an orderly account to progress

Facilitate preparation of statements regarding the

current business position

Facilitate comparisonDetect inefficiency and wastage of resources

Legal formalities


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Establish the genuineness of facts in dispute to

ensure availability of information speedily and inform.

Improve productivity Provide information and

records at the lowest possible cost.

Render maximum service to the user of the records.

Dispose of records no longer needed.


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Features of records management

Creation and maintenance of records

Information should be treated as a resource

Records are the memory of an organisation.

Manage records through their life cycle

Control

The program should be continuous


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PRINCIPLES OF RECORDS MANAGEMENT


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Essentials of a good record system

Simplicity

Accuracy

Economy

Usefulness

ili f f d k i


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Filing as a form of record keeping

It is the basis of record keeping.It entails the process of arranging and storing records

so that they can be located when required.

Mills & Standingford:

The process of so arranging and storing original

records or copies of them, that they can be readily

located when required


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ELEMENTS OF FILING

Logical classificationSystematic arrangement

Keeping the records in

suitable containersIdentification and location

as and when required

Withdrawal and delivery

Obj i


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Objectives

Arrange recordsproperly

Store records safely

Make records readily

available

Save time, efforts,

money and space

requiredImprove efficiency of

office operations

ili h d


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Filing methods

Horizontalfiling

V i l fili


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Vertical filing

O i i f fili


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Organisation of filing

Centralised filing

All records of differentdepartments in the

organisation are filed at a

central location.

Decentralised

The records of each

department are housed withinthat department until it is

finally disposed.

Cl ifi i f fil


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Classification of files

Main objective is to make them conveniently available.

Alphabetical

NumericalGeographical

Chronological

Subjective

St i l d i fili


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Steps involved in filing

Instructions for filing

Classification

Indexing and coding

Cross- referencing

Charging out

Follow up

Disposal of dead files

Micro filing


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OFFICE COMMUNICATION SERVICES

M i d


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Meaning and process

Good managers are good communicators and poor

managers are poor communicators

N d f b i i ti


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Need for business communication

Keep employees informed

Provide employees with orders and instructions

Solicit information from employees

Express managements interest in its personnelReduce or prevent labour turnover

Instill each employee with personal pride in being a

member of the company.

IMPORTANCE


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IMPORTANCE

ODonnell,the achievement of enterprise goals is of paramount

importance and communication is one of the

important tool available to the manager in seeking to

attain them


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Basis of decision making and planning

Coordination

Managerial efficiency

Effective leadership

Motivation and morale

Increases managerial capacity

Job satisfaction

Democratic managementProductivity and & cost

Public relations


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Organisational structure

FormalInformal or grapevine

Consensus

Flow or direction

Downward

Upward

Horizontal or lateral or sideward

Diagonal

Media or methods used

Written

Oral

Gestural

Channels of communication


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Transmission of information along the grapevine


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Transmission of information along the grapevine

DOWNWARD COMMUNICATION


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DOWNWARD COMMUNICATION

UPWARD COMMUNICATION


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UPWARD COMMUNICATION

HORIZONTAL LATERAL & SIDEWARD


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HORIZONTAL, LATERAL & SIDEWARD

Transmission is between people in the same level of

organization

DIAGONAL COMMUNICATION


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DIAGONAL COMMUNICATION

INTERNAL COMMUNICATION


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INTERNAL COMMUNICATION

Oral Communication

Face to face

Mechanical devices

Written

Messenger serviceOffice mail services

Mechanical devices

Mechanical communicationStaff location systems

EXTERNAL COMMUNICATION


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EXTERNAL COMMUNICATION

Personal Visit

Telephone

Postal Services

Electronic Mails

MANAGEMENT REPORTING


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MANAGEMENT REPORTING

A Report is defined as a document in which a given

problem is examined for the purpose of conveyinginformation, reporting, findings, putting forward ideas,

and sometimes making recommendations as the basis

of action.

Johnson,

A good business report is a communication that contains

factual information, organised and presented in clear,

correct and coherent language.

Purposes of reports


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Purposes of reports

Means of communicating information

Managerial functions- planning, organising, staffing,

directing and controlling

MR helps in obtaining information needed for

performance appraisal

Aims at analyzing the impact of business dynamics

Helps to make comparisons

Types of reports


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Types of reports

Routine reports

Special reports

Statutory reports

Technical reports

A report can be eitherFormal

Informal

Short term Progress

Staff

Justification


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REPORT WRITING

Principles of report writing


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Principles of report writing

Principle of purpose

Principle of organization

Principle of brevity

Principle of clarity

Principle of scheduling

Principle of cost

Principle of follow up

Essential elements of good report


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Essential elements of good report

Accuracy

Appearance

Simplicity

Clarity and analysis

Brevity

Title and terms of reference

Proper addressing

IntelligibilityCurrent application

Signature and date

Steps in Report writing


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Steps in Report writing

Ascertaining the purpose

of report

Collection of necessary

facts and figures

Analysing factsDiscussions

Preparing the report

Title Introduction

List of contents

Main body

Summary &

recommendations

Appendix

General

considerations

Presenting the report


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Hrm Seminar

Documents

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