Certificate in

Learning & Development Practice

Assessed Coursework Cover Sheet

Student Name : Rodzidah bt Mohd Rodzi

IC : 791103-10-5336
Organisation : CIAST, Shah Alam
Unit Title : Developing Yourself as an Effective
Learning & Development Practitioner

Unit Code : 3RAI F203A (L&D)

Coursework Component : Written Assignment
Date of Submission : 26 June 2012
 Activity 1

Questions

You have a new L&D Director, they have requested that you review the organisation’s
approach to collecting, storing and using L&D data and produce a briefing note on your
findings. Within your note, you should cover the following :

 At least two reasons why the organization needs to collect L&D data

 At least two types of data that is collected within the organization and how each
supports L&D practices

 A description of at least two methods of storing records and the benefits of each

 A statement of at least two essential items of UK legislation relating to the

recording, storage and accessibility of L&D data

Answer to Activity 1

1. Understand what data needs to be collected to support HR practices.

Bil Professional Areas Data Collected

1. Insights, strategy and solutions Business plan

Market strategy/ plan
Legal requirement

2. Leading HR Market info

Economic trend
PESTEL analysis

3. Organisation Development Organisation Chart

Manpower training
Employee competency
ASK Gap
4. Organisation Design Organisation Function
Mission, vision, objective
Budget
5. Resourcing and talent planning Education background
Working experience
Health report
 Succession planning
Business forecast
Business plan
6. Learning & talent development TNA
Training budget
ASK Gap
7. Performance and reward Discipline
KPI/ KRA
Types of rewards
Rating appraisal
Promotion
8. Employee engagement Employee welfare
Budget
Employee satisfaction
9. Employee relations EPF/ SOCSO
Employee’s union/ Worker Representative Council
(MBJ)
10. Service delivery and info Customer needs
Customer complaints

From the 10 professional areas, base on Resourcing and Talent Planning area.

1. Why do you need to collect this data?

- To gain employee information

- To identify suitable candidate for the job position

- To plan career development for resourcing and talent

- To plan for business plan and forecast

2. What type of data is collected?

- Basic Personal Information

- Qualification/Academic Information

- Working Experience
- Achievement

- Courses attended

- Personal Declaration ( for example: bankruptcy , criminal offences)

3. Method of storing? Benefit

o Filing system

For this method, we are not depending on the system. The file can be retrievable

o Database

For this method, the data can easily be assess and traceable but need back up storage

4. How do you use this information in HR and L&D?

HR

- Statistic information ( for example percentage of : gender, academic qualification, marital

status)

- Average working experience

- To identify benefit and social activities

- Estimate budget for salary, coverage insurance

- Promotion , bonus, birthday gift and increment base on performance

- Succession planning ( for replacement, resign and pensioner)

L&D

- Employee Career development

- Training Needs Analysis (TNA)( To evaluate employee needs and distribute to all)

- ASK ( Attitude, Skill and Knowledge) Gap

- Training budget ( to plan and design programme for each staff within organisation)

- Assess competency & Existing knowledge of the employees

- Employee engagement

- Identify employee that expert or Subject Matter Expertise (SME)

 JOB APPLICATION FORM

PERSONAL INFORMATION:
PHOTO
First Name _____________________________

Middle Name ___________________________

Last Name _____________________________

Date of birth ___________________________

Marital Status __________________________ No of children ________________

Street Address

_______________________________________________________

City, State, Zip Code

_______________________________________________________

Phone Number

(___)___________________________________

Language Proficiency Written _____________________ Spoken _______________________

EPF no: _______________ SOCSO no:________________Income tax no:_________________

POSITION/AVAILABILITY:

Position Applied For

________________________________________

What date are you available to start work?

________________________________________
EDUCATION:

Name and Address Of School - Degree/Diploma - Graduation Date

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

Skills and Qualifications: Licenses, Skills, Training, Awards (for example: Scuba diver, Snorkelling,etc)

_____________________________________________________________

_____________________________________________________________

Course Attended ( Relevant to job application)

_____________________________________________________________

_____________________________________________________________

EMPLOYMENT HISTORY:

Present Or Last Position:

Employer: _____________________________________________________

Address:______________________________________________________

Supervisor: ____________________________________________________

Phone: _______________________________

Email: ________________________________

Position Title: _________________________

From: ______________ To: ______________

Responsibilities: ____________________________________________________

__________________________________________________________

Salary: _______________

Reason for Leaving: ____________________________________________

===========

Previous Position:

Employer: _____________________________________________________

Address:______________________________________________________

Supervisor: ____________________________________________________

Phone: _______________________________

Email: ________________________________

Position Title: _________________________

From: ______________ To: ______________

Responsibilities: ___________________________________________________

__________________________________________________________

Salary: _______________

Reason for Leaving: ____________________________________________

May We Contact Your Present Employer?

Yes _____ No _____

References:

Name/Title Address Phone

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

Have you been convicted of or pleaded no contest to a felony within the last five years?

Yes_______ No_______

If yes, please explain: _________________________________________

__________________________________________________________

Have you been declared bankruptcy within the last five years?

Yes_______ No_______

If yes, please explain: _________________________________________

__________________________________________________________

I certify that information contained in this application is true and complete. I understand that false information may
be grounds for not hiring me or for immediate termination of employment at any point in the future if I am hired. I
authorize the verification of any or all information listed above.

Signature______________________________

Date__________________________________
Select one of the position in the company : Housekeeping

5 main activities/jobs:

1. Clean rooms

2. Clean toilets

3. Empty wastebaskets

4. Replenish toiletries

5. Room services

6. Toilet cleaning

Behavioral compentencies

1. Attention to detail

2. Acting with integrity

3. Personal accountability

4. Teamwork

5. Treating people with respect

No Functional Competencies RCL CCL GAP Development Needs

Clean rooms 3 4 -1

Collect and replenish dirty towels,

linens 3 5 -2

Replenish toiletries & drinks 3 4 -1

Clean toilet 3 4 -1

Empty wastebaskets 3 5 -2
 Supervisory Skills Courses

Hotel Mgmt Courses

No Behavioral Competencies RCL CCL GAP

Self-esteem improvement
Attention to detail 4 3 1 course

Acting with integrity 5 5 0

Personal accountability 5 5 0

Teamwork 4 3 1 Teambuilding courses

Protocol & Ettiquette

Treating people with respect 5 4 1 courses

Professional Area

- Learning and Talent Planning

Process

- Perform Functional and Behaviral Competencies analysis (refer to the table above)

Why do you need to collect this data?

-To perform ASK gap analysis

What type of data is collected?

- Functional and behavioural competencies

Method of storing?

o Filing system

For this method, we are not depending on the system. The file can be retrievable

o Database

For this method, the data can easily be assess and traceable but need back up storage.

How do you use this information in HR and L&D?

HR

- To identify promotion, bonus

- Estimate budget for salary

- Average working experience

- Succession planning ( for replacement, resign and pensioner)

- Identify career enhancement

L&D

- Employee Career development

- Training Needs Analysis (TNA)( To evaluate employee needs and distribute to all)

- ASK ( Attitude, Skill and Knowledge) Gap

- Training budget ( to plan and design programme for each staff within organisation)

- Assess competency & Existing knowledge of the employees

- Employee engagement

- Identify employee that expert or Subject Matter Expertise (SME)

- Identify employee for mentor mentee coaching

- Plan training methodology – short courses, On job training, self training

 ATTENDANCE FORM

Course :

Organizer :

Venue :

Date :

Lecturer :

No. Name NRIC Department Job Date and Signature

Position
18/6 19/6 20/6 21/6 22/6

Prepared by: Verified by:

Date : Date :

Professional Area

- Performance and Reward

Process

- Create Attendance Form

Why do you need to collect this data?

- To provide evidence for :

o Issuing certificate
 o Attendance evidence

o Attendavce report

- To provide statistic :

o Employee’s department

o Employee’s job position

What type of data is collected?

- Attendance

- Department

- Job position

- Lecturer/ instructor

- Courses details

Method of storing?

o Filing system

For this method, we are not depending on the system. The file can be retrievable

o Database

For this method, the data can easily be assess and traceable but need back up storage

How do you use this information in HR and L&D?

HR

- To identify employee’s training record

- Organisation’s competency report

- To identify employee commitment

- To fulfill training KPI

- To decrease gap between RCL and CCL

- As Labour court and audit evidence if convicted

L&D

- Propose additional course needed

- Trace training budget

 TRAINING FEEDBACK FORM

Course :

Date :

Organizer :

Please tick on the number according to the scale provided below:

1 2 3 4 5

Very Poor Poor Satisfied Excellent Very Excellent

Q1. Did the course objective achieved?

1 2 3 4 5

Q2. How this course improve your knowledge and skill?

1 2 3 4 5

Q3. How do you rate the trainer’s ability in conducting this course?

1 2 3 4 5

Q4. How helpful the materials / handout given in this course?

1 2 3 4 5

Q5. How the learning environment fulfill your requirement?

1 2 3 4 5

What data do you want to collect?

- Scale of course’s performance

- Gain customer complaints

How do you want to collect this data?

- By performing training feedback form after training conducted

How do you use this data?

- To identify the course’ effectiveness, relevance

- To corrective action

- To preventive action

- To identify trainers performance

- As Labour court and audit evidence if convicted

- For training management report

Respondent Q1 Q2 Q3 Q4 Q5

1 2 2 4 3 1

2 2 2 3 4 2

3 1 1 4 3 1

4 2 2 3 4 2
 5 3 3 3 4 1

6 2 2 3 4 1

7 2 2 3 3 2

8 2 3 4 3 1

9 1 1 3 4 1

10 2 1 4 2 1

Total
19 19 34 34 13

Average
3.5 3.5 6.2 6.2 2.4

%
38 38 68 68 26

Professional Area : Learning and Talent development

Process : Training evaluation

Why do you need to collect the data

- To identify course achievement

- To evaluate course performance : eg course objective, trainer performance, material and hand
out provided and learning environment

- Prove of training
What type of data is collected?

- Training feedback scale rating

o Objective

o Knowledge and skills

o Trainer

o Material and hand out

o Training facilities

Method of storing?

o Filing system

For this method, we are not depending on the system. The file can be retrievable

o Database

For this method, the data can easily be assess and traceable but need back up storage

How do you use this information in HR and L&D?

HR

- To identify the course’ effectiveness, relevance

- To conduct corrective action

- To perform preventive action

- To identify trainers performance

- Organisation’s competency report

 - To fulfil training KPI

L&D

- For training management report

- As labour court and audit evidence

- Review and revise training content

- Budget allocation for facilities improvement

- Increase trainer qualification/competencies

From 7 Principles of Data Protection

General Principle

- A data user shall not process personal data about a data subject unless the data subject has

given his consent to the processing of the personal data

Exceptions

- For the performance of a contract to which the data subject is a party;

- For the taking of steps at the request of the data subject with a view to entering into a contract;
- For compliance with any legal obligation to which the data user is the subject, other than

obligation imposed by a contact;

- In order to protect the vital interests of the data subject;

- For the administration of justice ; or

- For the exercise of any functions conferred on any person by or under any law.

Security Principle

- A data user shall take practical steps to protect the personal data from any loss, misuse,

modification, unauthorized or accidental access or disclosure, alteration or destruction.

- Where processing of personal data is carried out by a data processor on behalf of the data user ,

the data user shall ensure that the data processor provides sufficient guarantees in respect of

the technical and organizational security measures governing the processing to be carried out

and takes reasonable steps to ensure compliance with those measures.

 Activity 2

Questions

Using your own organisation information or the CIPD Survey Reports http://www.cipd.co.uk/hr-
resources/survey-reports to identify a specific area of data. Analyse the data and present your
findings in a way that will assist an aspect of decision making in the area of data selected. Your
analysis should be presented in a report covering :

 An introduction to the HR area being investigated.

 An explanation of how you analysed and interpreted the data.

 Your findings, presented so that they enable decision making.

Answer to Activity 2

Q1 . What is the problem?

ABC Hotel has 300 employees. The employees are not happy working there . The number of unplanned
absenteeism is increasing and impacting productivity. Complaints and grievances received by HR have
increased.

The General Manager would like you to investigate and present your findings.

Q2. What action was taken?

Design employee satisfaction survey

Distribute to 300 employees

Record and analyse data

 1 2 3 4 5

Very unsatisfied Not satisfied Less Satisfied Satisfied Very satisfied

Q1. Are you satisfied with your company leadership?

Q2. Do you get support from other employee?

Q3. Are you satisfied with your working environment?

Q4. Are you satisfied with your current job?

Q5. Are you satisfied with your salary and reward from the company?

Q3. What did you find?

Base on analysis the poor leadership (48%) and compensation and career progression(36%) are the
leading contributors for employees dissatisfaction.

Respondent Q1 Q2 Q3 Q4 Q5
1 2 3 4 3 1
2 3 4 3 4 2
3 2 3 4 5 3
4 3 4 5 4 2
5 4 5 4 3 3
6 2 4 3 3 2
7 1 3 4 4 1
8 2 4 5 3 1
9 3 5 4 4 2
10 2 3 3 3 1
Total 24 38 39 36 18
Average 4.4 6.9 7.1 6.5 3.3
% 48% 76% 78% 72% 36%
Q4. What is the proposed HR and L& D solution

Area HR Solution L&D Solution

1. Leadership - Special allowances for competent - Team building courses

leader
- Job rotation
- Re-structure organisation
- Leadership course development
- New top management’s
- Benchmark visit
recruitment

- Employee share distribution - Competency analysis

- ASK gap
- Increment base on performance
- Third party evaluation and proposal on
customer satisfaction

2. Compensation - Appraisal rating - Motivation course

and career
- Off record leaves for - Performance analysis
progression
obituary
- Recognition of subject matter
- Family Day expertise (SME)

Reward : Full attendance - Overseas training reward

- Employees of the month

- Birthday