Hr records

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Hr records

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

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