Learning Activities
3RAI Recording, analysing and using human resources information

Learning activity one
Think about your own organization and the people related records that it stores

Identify five records that would fit within any of the identified reasons for keeping records outlined above (you will find more information on these on p278 –p280 of the course textbook). Explain why your organization needs to maintain and use these records (provide examples of how they are actually used where you can).
Training Records – At Enterprise we have a spreadsheet called “The Matrix”, this stores each employed persons training records. It is a basic excel spreadsheet with a column for names and a list of each of the available courses within Enterprise along the top. As soon as an employee has been on a course this will be inputted on to the spreadsheet along with the expiry date (if there is one) so we can ensure all personnel have valid records.
Having this information available is very important, due to the nature of our work we need to show that we are keeping our employees safe by having valid training records. For example if there is an accident on site and an employee has hit an underground cable, we would need to be able to show that the person has valid training records for “safe digging” to our Health and Safety officer otherwise we as a company could be seeing as being negligent when we have a duty of care towards our employees, this could result in claims against the organization.

Invoice Tracker – Every week invoices are sent in from our DSP’s to each of our contracts within the Trowbridge office. I am the project manager of shrouding and have 2 invoices sent in from each of the companies working for me. Leven’s & MOYAD construction.
Once these invoices are emailed to me I will copy and record the information on to my “surveying” spreadsheet. This spreadsheet contains all site numbers ever worked on by each of my sub contractors and to what

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