Hr records and reports

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Hr records and reports

  1. 1. HR RECORDS & REPORTS 01/23/14 BMSCE 1
  2. 2. MEANING OF RECORDS: Records refer to the informational documents utilized by an organization to carry out its functions. TYPES OF RECORDS: 1.Conventional papers, cards, charts, files, blue prints etc 2.Modern Video, audiocassettes,magnetic tapes, floppy,diskettesetc 01/23/14 BMSCE 2
  3. 3. EMPLOYEE RECORD SURNAME…………………………………….………FIRST NAME………………………………………………… FATHERS NAME ……………………………………………………………………………………………………... DATE OF BIRTH…………………………………PLACE OF BIRTH……………………………………………….. AGE …………………………SEX……………………… HEIGHT………………………WEIGHT………………… NATINALITY……………………………………MARITAL STATUS……………………………………………… LANGUAGES KNOWN………………………………………………………………………………………………… PRESENT ADDRESS…………………………………………………………………………………………………… PERMANENT ADDRESS……………………………………………………………………………………………… DESIGNATION……………………………………………………………………………………………………………. DATE OF APPOINTMENT……………………….DATE OF CONFIRMATION…………………………………… DATE WHEN INCREMENT DUE…………………………………………………………………………………….. DEPARTMENT IN WHICH POSTED……………………………………………………….…………………………. DATE OF JOINING PERSON / PROVIDENT FUND…………………………………..……………………………. MONTHLY CONTRIBUTION………………………………………………………………………………………….. WHEN PAYABLE I(N CASE OF DEATH)……………………………………………………………………………. MEMBERS IN FAMILY…………………..WIFE / SONS / DAUGHTERS…………………………………………. AGES OF CHILDREN………………………….SONS………………………..DAUGHTERS……………………… EDUCATIONAL QUALIFICATIONS………………………………………………………………………………….. PROFESSIONAL QUALIFICATIONS / TRAINING ACHIEVED……………………………………………………. PROMOTIONS: TO……………………………… WITH EFFECT FROM………………………………………. TRANSFERS: TO……………………………….WITH EFFECT FROM………………………………………. LEAVE RECORD: FROM……………TO……………NO. OF DAYS…………..PAYMENT MADE………… MEDICAL/ SICK LEAVE FROM………………….TO………………….DAYS…………………………….….. PERIODICAL MEDICAL EXAMINATIONSWHEN DONE…………………………………………………………… MEDICAL HISTORY OF MAJOR ILLNESS…………………………………………………………………………… PERPORMANCE APPRAISAL………………………………………………………………………………………… WARNINGS AND CENSURES: DATE…………………….. REMARKS…………………………………………… 01/23/14 BMSCE TOKEN FILE NO………………………………………………….. 3 SIGNATURE…………………………
  4. 4. IMPORTANCE OF RECORDS • To supply information required by management • To identify training needs • To use them for succession planning • To know validity of employment tests and interviews • To take personnel decisions like transfer, promotion etc • To maintain up to date data about everything in BMSCE organization 01/23/14 4
  5. 5. ESSENTIALS OF GOOD RECORD OBJECTIVES FOR MAINTAINENCE SHOULD BE CLEARLY AND ADEQUATELY STATED  CONSISTENT WITH REQUIREMENTS  EASILY AVAILABLE  ECONOMICAL AND SAFE  PERIODICAL REVISED AND UPDATED  EASILY ACCESSIBLE  EASILY IDENTIFIED AND DIFFERENCIATED  QUICK REFERENCES  AVOID DUPLICATION OF ENTRIES  PERSON ENTRUSTED WITH RESPONSIBILITY TO MAINTAIN  A PROCEDURAL MANUAL 01/23/14 BMSCE 5 
  6. 6. PURPOSE OF PERSONAL RECORDS  PROVIDE AN EVIDENCE OF EVENTS  USEFUL FOR TAKING IMPORTANT DECISIONS  FACILITATE EVALUATION OF PERFORMANCE  AS PROVISIONS UNDER INDUSTRIAL AND LABOUR LAWS 01/23/14 BMSCE 6
  7. 7. ESSENTIAL POINTS TO FOLLOW TO ACHIEVE THE OBJECTIVES  SIMPLICITY  ACCURACY  ECONOMY  USEFULNESS 01/23/14 BMSCE 7
  8. 8. SOME EXAMPLES OF RECORDS  Employee turnover record  Absenteeism record  Accident frequency and severity  Scrap-loss record  Employee requests  Grievance records  Personnel inventories  Time standards and output records  Cost of training methods  Employee use of services such as canteen  Payroll data  Health records  Suggestions records ….etc……………. 01/23/14 BMSCE 8
  9. 9. PRINCIPLES OF RECORD KEEPING • The purpose for which the record is kept must be justifiable • Records must be capable of verification • Records must be classified • The requisite information must be available when needed • Records must be produced and maintained at a reasonable cost • 01/23/14 Records must be precise BMSCE 9
  10. 10. REPORTS A report is an account or statement describing in detail an event, a happening or evaluating an enterprise or product etc. 01/23/14 BMSCE 10
  11. 11. ESSENTIALS OF A GOOD REPORT • Should deal with a specific objective • Should dwell on the issues referred • Data collected should be interpreted honestly • Should make specific recommendations • Should be timely • Should be clearly worded • 01/23/14 Should be reader oriented BMSCE 11
  12. 12. THANK YOU 01/23/14 BMSCE 12

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