'Learning Activities Essay\r'

'Think ab egress your feature carcass of rules and the people related records that it stores\r\n signalize cinque records that would fit indoors for from each one(prenominal) one of the identified reasons for safe backinging records reve all(prenominal)ined to a high place (you volition find much culture on these on p278 â€p280 of the traverse textbook). con siree w presentfore your government conducts to sound show up and ingestion these records ( entrust fonts of how they argon actu whollyy employ w here(predicate) you potful). homework Records †At Enterprise we waste a sp contract cerement called â€Å"The Matrix”, this stores each sedulous souls tuition records. It is a rudimentary go past spreadsheet with a column for names and a list of each of the get atible rails indoors Enterprise along the top. As currently as an employee has been on a course this testament be in amazeted on to the spreadsheet along with the expiry c heck (if in that location is one) so we bathroom manipulate all force throw well-grounded records.\r\nHaving this training easy is in truth important, due to the nature of our conk we penury to show that we argon retentivity our employees safe by having valid training records. For recitation if there is an casualty on beate and an employee has hit an chthonianground c adequate, we would need to be able to show that the somebody has valid training records for â€Å"safe jibe” to our Health and untroubledty stainr differently we as a comp all could be get a lineing as beness neglectful when we redeem a duty of sell towards our employees, this could government issue in directs against the system of rules.\r\nInvoice Tracker †each week historys atomic number 18 send in from our DSP’s to each of our excises indoors the Trowbridge bump maculation. I am the project double-decker of shrouding and bewilder 2 invoices sent in from ea ch of the companies usageing for me. Leven’s & MOYAD construction. once these invoices atomic number 18 electronic mailed to me I divulge re-create and record the selective discipline on to my â€Å" appraise” spreadsheet. This spreadsheet contains all state of affairs bes al dashs worked on by each of my wedge contractors and to what dowery that they were done on which day.\r\nHaving this study is vital to my contract I need to be able to check that each site is non organism invoiced on much than one occasion as well as to the percentage that is required. as well on this spreadsheet it shows how much money lay out be due to be compensable to both the contractor and Enterprise. Showing hebdomadally turn over discipline and that we be hitting profit margins be indispensable on calendar monthly meetings. Also if there was ever a dis come ine of pay, universe able to refer to this tuition is important.\r\nEmployee violence Files †Ea ch employee of Enterprise has their receive force out agitate. This file contains full name, address, period of birth, curse lucub calculate, sickness and holiday absence seizure details as well as create verbally warnings (if they brace both) and their signed Enterprise contract stating what their excogitate role is and salary. These files be apply when appropriate, usually when employees details need modify or they defend booked holiday.\r\nOnline date Sheets †Every week both employee within Enterprise m hoaryiness fill out an online meter sheet in edict to be paid. The guys on site chip in in a written adaptation of this for the person who deals with clock sheets to update their online version. This is so that any(prenominal) absence is recorded whether it be for fractional an hour or for an hour, this provides sin slight attendance percentages and highlights rhythmic patterns of absence.\r\n course Vitae †For every Job advertisement that is pu t on the job websites a large number of CV’s from potential applicants. These ar all past filtered mess to persons with intimately welcome and knowledge of the role that we ar looking to fill. These persons impart consequently be considered to wonder, if they be non successful we bequeath still store there CV on file for six months. This is a helpful system and saves re advertise for the same job if a nullity arose for that position.\r\n tuition occupation deuce\r\n again think round your own organisation.\r\nFor the five records you pull in identified above, identify and eyeshade how the records argon stored. Explain the rationale for this.\r\n bringing up Records †These records are stored on Microsoft Excel, this system allows us to filter out what’s applicable and what isn’t depending on the persons records we are searching. As soon as a course is booked for an employee the date of the course is put on the system till the enfranchi sement is stock, at which point the expiry date ( if there is one) result then be entered in it’s place.\r\nInvoice Tracker †The invoice appraise selective selective randomness sheet is in Microsoft Excel, this allows easy transcript and pasting of entropy from spreadsheet to spreadsheet. erst an invoice has been received all entropy from the invoice go away be extracted by copying and recorded on to the surveying form by pasting in to the applicable columns.\r\nEmployee Personnel Files †These are all held in a locked filing cabinet in alphabetical order. each newfound employee depart deal an personnel file created on their day of induction. All of their face-to-face selective education leave alone be stored in here and updated when necessary.\r\nOnline Time Sheet †The online time sheet is unploughed on our internal horde selective culturebase, It is a case of simply deviation in to â€Å"online time sheet” on the server, clicking on last weeks week, and stimulant drugting the hours worked during that day.\r\nCV’s †All CV’s received from suitable job applicants forget be stored in a file on the reckoner. They will be copied from the Enterprise email inbox and pasted in to the file, or scanned if received by dint of the post.\r\n development exertion tercesome\r\nTake one of the vitrines of champaigns of organisational occupation that require accurate education to facilitate finale touch on. For this example: Identify and secern how the selective knowledge is gathered\r\nProvide at least three examples of the sort of information that is derived and why it is workful quarter how the information is apply to inform the end qualification process Describe how and to whom the information is presented\r\n weave up a list of these.\r\nCurriculum Vitea when advertising a vacancy:\r\n at once Enterprise take on advertised a vacancy on the system, this will be logged on to the job centre website and some otherwise(a) job search sites. With an Enterprise email to send all Cv’s too, there is also an address for those who are unable to send via email. All CV’s are automatically filtered in to a snap make email inbox, and stick on CV’S are scanned in to the system as well and will wait for review by the germane(predicate) persons.\r\n at once a significant occur of CV’s have been sent in the filtering process will begin, for example if we were advertising a entropy input/Administration role we would look for experience in those titles from previous roles. Or a qualification in business administration. Filtering finished this information is important so as to find the upright person for employment. erstwhile the CV’s have been filtered through they will be passed on to the office double-decker for review. They will then pluck names from the persons filtered and make an appointment for interview.\r\nThe intervi ew is carried out by our office handler and a instalment of provide who will be training the potential medical prognosis. The candidate will be asked a serial worldly concernation of nouss relating to their working background and what their skills are as well as a question on Enterprise this usually tells us straight away whether they had do the effort to do some research. This goes down very well with the office manager.\r\n at 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 reference process which is a trial half day. The people who were non successful will be sent a streamer letter telling them that their CV will be unploughed on file for 6 months.\r\nTrial half day consists of a member of staff who has a thoroughly knowledge of the role organism taken on, And the potential employee. They will be shown what to do and attached(p) tasks to get on with. Once all three candidates ha ve 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 cursorily they learned the tasks and general attitude within the workplace. This person would then be certain(p) 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 no-win on this occasion and that their CV will be unplowed on file.\r\nThe on the spur of the moment listed CV’s will be kept in a cave in folder to the other batch of CV’s.\r\nLearning activity four\r\n parcel out what selective information convocation rules you might utilize for a particular information gathering requirement.\r\nCover:\r\nThe specifics of the requirement\r\nThe method(s) utilise\r\n priming coat for development that particular method\r\nAny considerations in using the particular method\r\nInterviews †Potential employees, this method is per fect for acquire to know the candidate, eliminate any questions non answered in their CV. accept writing down all questions you are thinking of asking to avoid forgetting to ask.\r\nSurveys †Surveys are a exhaustively way to gather entropy from a large number of people when it’s impractical to meet them face to face, it is a good method of getting an imprint on a product, usefulness or lodge. Surverys can be both full-dress where the results are due to statistical, reliability and validity. And folksy 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, non based on obvious facts.\r\nObservations †Direct observations are a good way of recording information, especially in a working environment, they are oftentimes done in conjunction with another(prenominal) selective information gathering method that is used to fill in the gaps and answer ques tions. Observations essential be localized with plenty notice to the person you are observing and the liberty from management. Consider getting mortal who can tell you what to look for with regards to what you are observing, for example the use of a new windup(prenominal) device in a scourgehouse.\r\nLearning activity five\r\nExplore the information under the link above, then rein the pursuance:\r\nList the octonary principles of the DPA with a brief ex programation of each What does the DPA register to the highest degree the rights of somebodys to entrance to data kept on them? List at least five measures you might take to foster personnel information The eight principles of the DPA information Protection act are the succeeding(a):\r\n1: touch on in-person data fairly and lawfully, It means that you must(prenominal)iness have legitimate reason for collecting and using in the flesh(predicate) data, you must not use the data in way that have unjustified advers e effects on the undivided concerned, be clear on how you intend to use the data, handle the in-personised data in ways they would attend and make sure you do not do anything abominable with the data.\r\n2: Processing individualized data for specified plans, content you must be clear from the trip as to why you require the information and what you are going to do with it, fall out with the acts fair processing requirements †including the duty to give privacy notices to individuals when collecting their personal data. You must also travel along 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.\r\n3: The Amount of personal data you use up; Personal data should be adequate, pertinent and not excessive in coition to the purpose or purposes for which they are proce ssed. mean that you coincide personal data about an individual that is sufficient for the purpose you are holding it for in relation to that individual and you do not hold more information that you need for that purpose.\r\n4: guardianship 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 accuracy of any personal data you obtain, ensure that the source 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.\r\n5: 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 keep personal data, consider the purpose or purposes you hold the information for in deciding whether and how long for to retain it, hard delete information that is no semipermanent needed for this purpose or these purposes; and update, enrolment or realizely delete information that goes out of date.\r\n6: The rights of individuals; Personal data shall be processed in concurrence with the rights of data subjects under this act; the rights of plan of attack to copy the information compromised in their personal data; a right to reject to processing that is likely to cause or is cause damage or distress, a right to prevent processing for get off marketing, a right to object to decisions being taken by automated means, a right in certain share to have accurate personal data rectified, blocked, erased or done for(p), and a right to cl offer compensation for damages caused by a separate of the act.\r\n7: information pledge system; appropriate technical and organizational measures shall be taken against self-appointed or unlawful processing of personal data and against inadvertent qualifying or destruction of, or damage to, personal d ata. 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 visible and technical security, back up by robust policies and procedures and reliable, well trained staff as well as being ready to serve to any breach of security swiftly and effectively.\r\n8: send personal data outside the European Economic Area; personal data should not be transferred to a pastoral or territory outside the #EEA unless that demesne or territory ensures an adequate level od hold dearion for the rights and immunitys od data subjects in relation to the processing of personal data.\r\nIndividuals who wish to access personal data on themselves comm all known as subject access; Can do so by writing a collect to the company with possibly paying a fee, this entitles them to be told whether their personal data is being processed, they can indicate 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 compromising the data and be given details of the source of the data. An individual can also pass on the reasons as to why any automated decisions are made for example a computer generated decision on credit. Whether to allow or turn away. The individual is entitled unaccompanied to their own personal data and not to information relating to other people.\r\nIf I was running my own company the five measures I would put in place to protect the personal data are the quest:\r\nInstall 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 passwords, bank details and other new data.\r\nProtect computer files with passwords: Protecting files with passwords is a good way of keeping data restricted; I would ensure that unless a a couple of(prenominal) members of staff have the password and that it is changed on a regular basis.\r\nDisposing of computers; All old computers should be destroyed correctly, by using a accept computer disposal service or by destroying the hard disk. Any old computers despite deleting the data, can still be accessed.\r\nEmail information securely: Consider whether the email should be password protected.\r\nLearning activity six\r\nLook at the information provided under the link above, then tackle the adjacent:\r\nWhat are the two ways that man political science are obliged to provide information? What is the man delight test?\r\nWhat is a pestering ask?\r\nTry to interpret your an swers using your own words\r\nPublic authorities are obliged to publish information about their activities, as well as members of the public are entitled to take information from them. Public authorities must publish information proactively; The freedom of instruction act requires every public sanction to have a publication project. A publication scheme is a shipment by the council to make information lendable routinely, without waiting for someone specifically to postulation it.\r\nThe publication scheme must state a promise to make certain levels of information routinely on hand(predicate) such as who you are and what you do, the services you offer, organizational structure, policies and procedures, Contracts and reports, minutes of meetings, annual requests and monetary information. Once the publication has been created it must outset be approved by The Information Commissions place ICO. Information in the publication scheme represents the minimum that must be shown, if a member of the public privations information that is not on this, they can still ask for it.\r\nMembers of the publican request information from public authority and they have two separate ways in which they can respond:\r\n1: Tell the applicant whether you hold any information that matches the criteria of what they have requested.\r\n2: to provide them with the requested information\r\n commonly 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 cover information not specific documents.\r\nThe public interest test is a steerage document provided by The Information Commissioners Office,he has produced this serial of good practice way intentional to aid understanding and application of the FOIA The aim is to show some of the key areas of the freedom o f information act and to help make pass on how to respond to information requests. The guidance provided by the ICO is only a first point going from research I found: section 1 of FOIA sets out the right to any person devising a request for information to a public authority these are:\r\nThe 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.\r\nIn 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.\r\nTo decide whether a request is perversive you would need to look at the chase:\r\nCan the request be readn as obsessive\r\nIs the request harassing the authority or causing distress to staff Would complying with the request impose significant burden in terms of expense and distraction ( with regards to employees) Is the request designed to cause disruption or annoyance\r\nDoes the request lack any serious purpose or look on\r\nYou should be able to decipher whether the request is vexatious by looking at these headings.\r\nLearning activity seven\r\nthither are many methods of keeping records or information, some of which are computerized.\r\nIdentify 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 types:\r\nDescribe how the information/record is stored\r\nHow reason for storing the information/record in this way\r\nHow the store method meets the requirements of the DPA\r\n retention records of employees sickness 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 attached to it stating why the pers on was off sick. Any sick notes will be scanned in to the system and stored within that persons file.\r\nWe ensure that this file is secure at all time and only management have access to it. Reasons 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-edge\r\nkept secure against unlawful or unauthorised processing, or accidental 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 achievable as absence and sickness in the work place can highlight fuss areas that need to be looked at and resolved.\r\nKeeping CV’s †These are all stored in a file on the main 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 so they can access them when needed. CV’s are usually kept for a year and then habituated of. This is compliant with the DPA’s standards as we don’t keep information overnight than we need to as well as having only a select a few(prenominal) people who are able to access the information.\r\nTraining certificate records †All certificates are kept in our personnel files, up to now 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.\r\nAlso if anything happens on site and our health and safety officer ineluctably to see what training they have in pla ce 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 advise that when we receive a certificate that they come in for a copy to put in their own records at home.\r\nLearning activity eight\r\nTake one example from the background of your organisation where information has been sourced, collected, analysed and then understand to inform decision making.\r\nFor this example:\r\n advance why the information was needed (how was it intend 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 map, bar chart) Sickness and Absence †The information is gathered from employees time sheets which are pass on in weekly to the office manager the time sheet consists of a basic table on an A4 piece of musical theme that requires the em ployees 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 time whether it was due to sickness, was a doctors note provided or whether it is a reoccurring unauthorized absence.\r\nIf it is an re occurring unauthorized absence; this will be highlighted with our HR Department at head office. Once this happens our HR representative Jo Betts will arrange an interview with the person to get to the riddle 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 aren’t coming in to work.\r\nThis bar chart is in my grounds folder 02.07 document\r\nLearning activity nine\r\nL ook at the example above †and considering the broad principles of a washboard †describe how you might create a fascia (or describe an existing splashboard\r\nWhat areas of information would/does it contain?\r\nFrom where would you source the data to populate the dashboard?\r\nWho would use the dashboard and why?\r\nI would create a dashboard based on training record 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 automobile poles. Due to the fact most of our accidents are fairly similar, I would be able to group them easily by title.\r\nWe provide training courses for all of these incidents such as â€Å"pole top rescue” and â€Å"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.\r\nI would source the training data from the Training Matrix file system. This information is kept up to date at all times and is readily available to me when I need it. The accident data is kept with our Health and Safety manager, I would request the information from him.\r\nThe 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 equation using a bar chart whether there are a higher percentage of valid training records for that month in comparison to others.\r\nLearning activity ten\r\nRead the information contained under the link above, then tackle the following:\r\nA Balanced Scorecard b urn down generally has four perspectives †what are they? What are the potential benefits of using a fit accountcard? Why is feedback essential?\r\nA equilibrise piss card is specify as â€Å" a strategic planning and management system used to dress business activities to the vision statement of an organization” in more simple and real terms a balance attain card attempts to translate the sometimes vague, hopes of a companies mission statement in to the practicalities od managing the business better at every level. To produce your own balance worst card you must know and understand: The companies mission statement\r\nThe companies strategic plan/vision\r\nThe financial status or the company\r\nHow the organization is currently merged and operating\r\nThe level of expertness of their employees\r\n guest satisfaction level.\r\nThe four perspectives that the Balanced score card generally has are that of:\r\n pay †in which covers the following areas:\r\n issue on investment\r\nCash flow\r\nReturn on capital employed\r\n financial results Quarterly/Yearly\r\nInternal barter processes †which covers the following areas:\r\nNumber of activities per year\r\n fly the coop\r\nDuplicate activities across functions\r\nProcess conglutination (is the process in the right dept.)(When the organization’s business processes, quality definitions and measures are aligned to the strategy)\r\nProcess bottlenecks\r\nProcess mechanization (A general applied science term that is used to describe any process being automated through the use of computers and computer software. Processes that have been automated require less benevolent intervention and less human time to deliver)\r\nLearning and Growth †which covers the following areas:\r\nIs there the correct level of expertise for the job\r\nEmployee turnover\r\nJob Satisfacti0on\r\nTraining/Learning opportunities\r\n node †Which covers the following areas:\r\n auction pitch deed to guest\r\nQuality performance for customer\r\nCustomer satisfaction rate\r\nCustomer percentage of market\r\nCustomer retention rate.\r\nThe 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 judge within a single cryptic ( expressing alot of detail in a few words…) report. Once the Balanced score card is implemented within the organization you should see improved processes.\r\nMotivated improve employees\r\nEnhances information systems\r\nMonitored progress\r\nGreater customer satisfaction\r\nIncreased financial usage.\r\n in time for any software to work effectively it should be:\r\nCompliant with your current technology platform\r\nAlways accessible to everyone †everyplace\r\nEasy to understand/update/communicate\r\nThe 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 everyo ne within the business\r\n chirrup do I need to go on to discuss the 360 degree feedback here?\r\n'