CIPD - Management Report Proposal (Final)
- 1. Wirral Metropolitan College - CIPD Certificate in Personnel Practice Management Report Proposal Student Name: Nikolina Taylor Report Title: Recording Disciplinary/Grievance in ESR 1.0 Outline The main reason for undertaking this report is to develop a process of electronically recording disciplinary and grievance in Electronic Staff Record (ESR) database system in order to be able to report more effectively. Under the Equalities Publication Scheme, we as an organisation have to publish Equality & Diversity (E&D) statistics annually. As part of the positive employment strategies the Trust monitors the make up of its workforce and uses that information to guide the development of supporting action plans. 2.0 Current Involvement My Line Manager, who is our Workforce Planning & Information Manager was recently involved in the reporting for the annual E&D statistics and had to ensure that all the information that was required is complete and readily available. The task wasn’t too onerous where the information is held on ESR. The difficulty she had was with the disciplinary and grievance information, which is currently recorded using Excel spreadsheets with gaps in the information. HR Managers & HR Advisers are responsible for recording the relevant information on disciplinary and grievances that are currently being investigated. I have been given a task to develop a more effective way of capturing this information. It is paramount that the information held on ESR database system is accurate and complete where possible and it is part of my job to ensure this. 3.0 Aim The overall aim of this report is to review the way that disciplinary and grievance information is recorded in ESR and to provide any recommendations on this topic. 4.0 Objectives The main objectives of this study are: To review the current recording and reporting of the disciplinary and grievance To investigate what information is required to report on To analyse the disciplinary and grievance procedure to be able to assess the relevance of information To provide any recommendations on how can we improve the recording and reporting of the disciplinary and grievance in ESR and make it more efficient/streamline 5.0 Organisational Benefits The Trust is required by law to publish annually certain information about its workforce profile and has adopted the practice of ensuring this is reflected on its web site by the end of September each year. The figures are reported to the Equalities & HR Group, for inclusion into its work programme and Communications Team has been asked to include the publication scheme information on the CWP web site. The information required for this annual report is: Staff in Post, Leavers, Training Activity, and Applications for Employment, Grievances and Disciplinary Actions. Data is grouped by Gender, Disability, Ethnicity and Working Pattern. Most of the information is readily available from ESR, apart from Disciplinary and Grievance which is recorded on a spreadsheet. It was proven that the collation of the information from the spreadsheets was time consuming and with gaps in the equality information, a challenging and inefficient task. The anticipated benefits of recording the information in ESR are: Data is always up to date, live and complete where possible - ready to report on Equalities information will be populated directly from ESR, so no need for extra inputting This will streamline the input of the relevant information Prepared by Nikolina Taylor CIPD Membership Number: 22910330 5 January 2010
- 2. 6.0 Information Required The following information will be required to help me with my project and to complete this report: Primary Research: One to One interviews will be held with Associate Director of Workforce Development, Head of HR, HR Managers (3), HR Advisers (3), HR Administrator and Workforce Planning & Information Manager to determine the following for the recording of Disciplinary & Grievances: What information is required to report on? What information is useful to know but doesn’t need to be recorded electronically? How the information is currently being recorded and is it effective? How are the reports produced and what data is available in ESR? Collate opinions and feedback on how process can be improved and made more streamline, less complicated. I have chosen this method because it will help me understand what is needed to progress with my report and will provide me with immediate results. Questionnaires will be produced and sent to all of the above within the HR Team and a random sample of Service Managers. This will be on an anonymous basis. I have chosen this method because it will allow me to collate the opinions and provide further answers to the above questions. This will also allow me to assess and gather feedback on the suggestions on how can we improve on recording of this data. Secondary Research: I will research and gather any information about the Equalities Publication Scheme that our organisation is part of and the importance of the data that it has to produce. This will be done from a number of different sources as follows: CWP Intranet: Trust Disciplinary Policy and Procedure - HR3.3 Individual and Collective Disciplinary and Dispute Procedure - HR3.4 Grievance Policy Workforce Profile Publication – CWP: Equality & Diversity staffing summary, 2008/09 Internet: Equalities Publication Scheme CIPD – Fact sheet “Discipline and grievances at work” (July 2009) ACAS – Advisory booklet “Discipline & Grievance At Work” (November 2009) McKesson K-Base web site for ESR research ESR Career Management and Employee Relations guide ESR Discoverer Report guide I have chosen to use this secondary data because it will provide me with most up to date information and consistency of data best practice. 7.0 Information Sources Sources of information will consist of: Financial costs: Estimated Cost: • Questionnaire design / generation / distribution £2.34 • Internet access £5.00 • Stationery expenses £15.96 Prepared by Nikolina Taylor CIPD Membership Number: 22910330 5 January 2010
- 3. Estimated Total: £23.30 Time Element: Estimated Time: • Production of Management Questionnaire 5 hours • Individual interviews 3 hours • Analysis of Management Questionnaire 3 hours • Interpretation and analysis of all research 5 hours • Final report preparation 3 hours • Internet research 10 hours • Extra time for anticipated issues 2 hours Estimated Total: 31 hours Access to computer data: • Use of internet for research • Microsoft Office for production of questionnaires, analysis and final report • E-mail to distribute questionnaires Administration: • Computer with internet, Microsoft Office and printer • Stationery for questionnaires and final report • Office area for one to one interviews • Sealed box for submission of completed questionnaires 8.0 Problems / Issues Anticipated The issues anticipated in conducting the investigation will be: • Problem: Questionnaires not completed in time • Solution: Ensure colleagues are aware of the deadline and ensure this is set earlier than necessary in case any questionnaires are submitted late • Problem: Staff worry that their answers will not be treated confidentially and information will get back to management • Solution: Reassure staff that answers are submitted on an anonymous basis and ensure that questions asked do not allow me to guess whose survey it is through a process of elimination by making questions more general • Problem: Not having sufficient time to produce my report due to workload and external commitments • Solution: Ensure my time is planned in advance so that my work is not left until the last minute • Problem: One to one interviews with managers may be difficult to organise as they are busy with their own work in-store • Solution: Arrange the interviews well in advance and be willing to come into the store in my own time as it may not be convenient to remove me from my position as well as a manager. Prepared by Nikolina Taylor CIPD Membership Number: 22910330 5 January 2010
- 4. 9.0 Schedule of Work Draft Management Proposal to be submitted by: 10th November 2009 Management Proposal to be submitted by: 30th November 2009 Initial Secondary Research to be completed by: 5th January 2010 Questionnaires to be designed and checked by: 11th January 2010 Questionnaires to be distributed by: 18th January 2010 One to One Interviews to be conducted by: 15th February 2010 All questionnaires to be completed by: 15th February 2010 Primary Research to be analysed by: 1st March 2010 Evaluation of Secondary Research to be completed by: 22nd March 2010 Methodology section of the report to be completed by: 29th March 2010 Conclusions and preparation of the final draft to be completed by: 19th April 2010 Final Draft to be presented: May 2010 Final Presentation of Management Report: June 2010 Declaration: “I declare that this management proposal is my own work” Signed: _____________________________________________________ Name: Nikolina Taylor Date: 5 January 2010 Prepared by Nikolina Taylor CIPD Membership Number: 22910330 5 January 2010