Human Resource Management and Practices Assessment Task Solutions

Summative Activity 3: Practical Assignment: Investigating Report

Assessment Task 1

You are required to write a comprehensive report on the findings of your investigation into current available HRIS pertaining to the payroll system as implemented within an organisation. You should investigate the following –

1. Data collation – Consult the data capturing staff of the organisation and obtain data that must be captured – preferably data on HR related matters regarding the payroll. List and explain five (5) items that should/must be verified (collated) before the data is captured.
2. Data Management – Consult the staff responsible for the management of data at the organisation. Verify the following:

• Security access to the data.
• How the data is organised.
• How the data is entered and/or captured.
• How and when the data is archived.

3. Information Usage – Consult the staff responsible for the management of data at the organisation and if possible obtain the HR Information Policy. Verify the following:

• Typical information requested by management.
• Typical information requested by staff.
• Typical information that must be provided to external stakeholders (example SARS) on a regular
• What is the most important data management principle that should be adhered to and why?

4. Review – Write a brief report on the Data Information System that you observed, stating what improvements you would suggest.

• The HRIS – payroll module is evaluated to ensure identified user requirements are Appropriate measures are taken to ensure deficiencies are rectified.
• Review measures and criteria are cost effective, and make optimum use of data sources and means of collection.
• Review measures and criteria provide sufficient and timely information to make judgements about effectiveness of the information system for human resources management.
• Resources required to conduct the review are identified and sought, and are appropriate to the review method to be utilised.
• Conclusions of the review define and detail the effectiveness of the information system for human resources management and are in the required format, within the required timeframes.
• Review is conducted in accordance with organisational and legal requirements.

Assessment Environment:

• Neatly presented report on the findings of an HRIS investigation pertaining to a specific payroll system that is implemented at an organisation.
• Neatly typed out with font Calibri, 10”
• Entire assignment should not exceed more than 8 A4 Pages.

Your assessments should reflect on the following:

1. The investigating report should reflect on the management of capture, storage and retrieval of human resources information within the applicable HRIS – payroll (US10171, SO1, AC1 – AC4 integrated within the context of the activity)

• The collated information meets design requirements. (US10171, SO1, AC1)
• The information is accurate, verifiable against reliable sources and obtained within agreed time frames. (US10171, SO1, AC2)
• Information obtained is verified and where information is inadequate, contradictory or ambiguous, prompt and effective action rectifies deficiencies. (US10171, SO1, AC3)
• The methods used to collate information are effective, efficient and consistent with organisational values, policies and legal requirements. (US10171, SO1, AC4)

2. The investigating report should reflect on the organisation, control and monitoring of storing, recording, maintaining and retrieval of collated info. (US1071, SO2, AC1 – AC9 integrated within the context of the activity)

• Resources are used efficiently to capture, record and organise information within agreed timeframes. (US10171, SO2, AC1)
• Information is recorded accurately and stored securely, in line with system requirements. (US10171, SO2, AC2)
• The stored information is maintained in accordance with organisational policies and legal (US10171, SO2, AC3)
• Review of the records capture system ensures that system quality records are in accordance with the organisation’s record keeping procedures or industry best practices, organisational quality control procedures, and customer service (US10171, SO2, AC4)
• Access to stored information is controlled in accordance with organisational policies. (US10171, SO2, AC5)
• Resources are developed and utilised efficiently and effectively for the retrieval of information on demand. (US10171, SO2, AC6)
• Provision is made for the training of users and operational staff is carried out in accordance with organisational and technical requirements. (US10171, SO2, AC7)
• Records of long-term value are identified at creation stage and are maintained according to long-term preservation and retrieval requirements. (US10171, SO2, AC8)
• Monitoring of the records continuum facilitates the timely transfer of inactive records, and ensures efficient use of equipment. (US10171, SO2, AC9)

3.The investigating report should reflect on the ability of the HRIS – payroll module in terms of providing advice and information to the organisation/individuals in terms of relevant HR information. (US1071, SO3, AC1 – AC7 integrated within the context of the activity)

• Information and advice are given at a time and place and in a form and manner appropriate to the needs of (US10171, SO3, AC1)
• Information given is accurate, relevant, current and sufficient for the specifications of the user. (US10171, SO3, AC2)
• The advice given is consistent with the policy, procedures and resource constraints of the (US10171, SO3, AC3)
• The advice is supported by reasoned arguments and appropriate evidence. (US10171, SO3, AC4)
• Recipients’ understanding of the information and advice given is checked and confirmed. (US10171, SO3, AC5)
• Organisational confidentiality is adhered to. (US10171, SO3, AC6)
• Feedback from recipients about the usefulness of information and advice provided is used to improve ways in which information and advice are given. (US10171, SO3, AC7)

4. The investigating report should reflect on the review of the HRIS – payroll system (US11906, SO2, AC1 – AC6 integrated within the context of the activity)

• The system is evaluated to ensure identified user requirements are met. Appropriate measures are taken to ensure deficiencies are rectified. (US11906, SO2, AC1)
• Review measures and criteria are cost effective, and make optimum use of data sources and means of (US11906, SO2, AC2)
• Review measures and criteria provide sufficient and timely information to make judgements about effectiveness of the information system for human resources management. (US11906, SO2, AC3)
• Resources required to conduct the review are identified and sought, and are appropriate to the review method to be utilised. (US11906, SO2, AC4)
• Conclusions of the review define and detail the effectiveness of the information system for human resources management and are in the required format, within the required timeframes. (US11906, SO2, AC5)
• Review is conducted in accordance with organisational and legal requirements. (US11906, SO2, AC6)

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