Are you Ready for Gender Pay Gap Reporting?

Mandatory gender pay gap reporting is now in force for private and voluntary-sector employers, thanks to the Equality Act 2010 (Gender Pay Gap Information) Regulations 2017 which came into effect in April 2017.

Now specific figures about an organisation’s gender pay gap (i.e. the difference between the average earnings of men and women, expressed relative to men’s earnings e.g. ‘women earn 15% less than men per hour’) is readily available on the company website.   This article explores what this means for organisations.

Does gender pay gap reporting apply to your organisation?

It applies to organisations with 250 or more employees.  Note that the 250 figure is a total headcount and employers must count all employees, regardless of how few hours they work. For more info see https://www.gov.uk/guidance/gender-pay-gap-reporting-overview

For those with less than 250 employees, don’t be too complacent it is likely a matter of time before this type of reporting becomes compulsory for most employers.

If it does apply to your organisation, what does it mean?

  • It means that by the 4 April 2018 organisations will need to publish their gender pay gap analysis on their website along with a signed statement saying that the information is accurate (and leave these results there for at least three years). Plus, this information will need to be uploaded onto the Government’s reporting website.
  • It means that those responsible will need to be familiar with the definitions in the regulations so that the metrics are calculated correctly. For example, ensuring required elements of pay are included when doing the necessary calculations (“ordinary pay” includes basic pay and holiday pay, but excludes overtime pay and pay in lieu of leave).
  • It means that organisations need to have strong reporting and analytical capabilities so they can collate this report. Access to the right data and an effective HR system such as SagePeople is integral to this.
  • Lastly, it means organisations will need to address the gender pay issue in a meaningful way before this information becomes available in the public domain. They also need to consider the impact from making this information available and how it portrays the organisation to prospective candidates, existing staff, prospective customers and other 3rd parties such as potential investora. A plan of action to address gender pay gaps is eminently sensible to avoid a potential  backlash as evidenced recently over the BBC’s gender pay gap.

Conclusion

So, will you be compliant next April? And will you be able to address the challenges of a gender pay gap. If you would like to discuss any of the issues raised in this article please contact us on 01327 317 701 or via our website.

General Data Protection Regulation (GDPR): Are you ready for the new law?

If not, you are not alone. Recent research by Compuware Corporation shows that the majority of businesses surveyed are not yet ready with a plan to respond to GDPR.

As HRIS consultants working regularly in the EU with client’s sensitive data we are very aware of its importance and potential impact on organisations. So here is a quick overview of issues we think are worth noting.

What is it GDPR?

It is 220 pages of new data protection legislation designed by the European Commission to strengthen and unify data protection for individuals within the European Union.

It was adopted on 27 April 2016 and will come into force on 25 May 2018.  Once in force, it will require every organisation that offers products or services to EU citizens, as well as those handling data of EU citizens, to adhere to a strict set of data privacy and security measures.

And do not let the Brexit issue muddy the waters, the new legislation will be here in May 2018 whatever the Brexit timetable is so best get prepared.

Why is GRPR Important?

The definition ‘personal data’ has been extended which has far reaching consequences for business but really the main reason it is important and you need to take note, is that this new legislation has teeth! The fines are scarily massive for non-compliance – up to €20M or 4% of the offending company’s global annual revenue, whichever is higher.

This will be enforced in the UK by the ICO (which will no doubt be eager to plug the gap their income from the lost data register fees).

GDPR’s Key Issues to Consider:

  • Implicit consent now required with an onus on organisations to demonstrate that consent has been given (no more small print tucked away or pre-ticked boxes and it can’t be inferred from pre-ticked boxes or inactivity)
  • Right to be forgotten by organisation (can you enact this easily given that data may be fragmented and difficult to find)
    Data security breaches reporting will be required to reported to the ICO within 24 hours
  • Data Protection Officer needs to be appointed that is properly trained for the role and has direct access to the board / senior management team
  • Subject access request – the current £10 fee payable is to be abolished and the 40 day delivery period reduced to 30 days.

Going back to the “personal data” definition. This has been expanded in the new legislation as personal data now means any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

In conclusion, it is time to get ready for the coming legislation changes as data protection and how you manage the processes become increasingly important.

Boost HR Productivity in SMEs

In our experience, budgets are usually leaner and expectations higher for HR departments in mid range organisations. We find quite rightly that return on investment, getting it right first time and working as productively as possible rank highly on a HR Manager’s priority list in a SME.

So how can you boost HR productivity? Well having worked with a multitude of mid-sized businesses we find that starting with these 3 basic elements provide an excellent springboard to enhancing HR productivity.

Review your HR Processes

Start by understanding who the department’s key stakeholders are and what their touchpoints are so that you can better engage with them. This will highlight the important business drivers and HR focus areas.

Then take the opportunity to look inwards at your processes and their outputs. Are they efficient and effective? Map them to see how they can be streamlined to remove duplication.

Embrace the Cloud

Cloud based HR systems like Fairsail have designed especially for SME’s with a highly competitive implementation costs and relatively quick implementation timeframes, usually a lapse time of only one to three months. Importantly cloud systems put control of systems, data and reporting management back in the HR Manager’s hands – as the systems are designed for non technical users. Therefore HR users don’t need the IT department or external consultants to manage the system or the data on their behalf.

Collaborate and Communicate

HR departments should make the most of their HR technology to improve communication within the business. Communication is no longer the preserve of the marketing team instead HR should be as communication savvy as marketers. Consider webinars, snap poles and instant messaging to share information little and often for maximum impact.

Productivity levels can be boosted on collaborative projects as there is no longer a need to send files back and forth multiple times; employees are instead able to open and work on the same files with much less hassle.

To boost HR productivity in your business call the HRIS experts at Tugela People on +44 (01327) 317701

Employee Data Checklist

Handy employee data checklist

Why should you collect and manage key data on your employees? It’s important because it helps to improve communication throughout your organisation and ensure your company policies and protocols are adhered to.

So now that we have established that it is important what should you collect? Read on for a handy checklist of essential data you need to keep on record for each of your employees.

1.     The Essentials

Contact details and residential addresses of each employee should be kept on file. This ensures communication is optimised and every employee receives all the information they need for their job. It is also important to keep emergency contact details on record. This information should be updated as regularly as is necessary to ensure the data is useful and effective.

2.     Background

Employers should be well-educated on the background of each of their employees. This includes everything from criminal records to details about previous employment. This type of information helps to determine whether or not the employee is suited to their role. Data in this category should include any past convictions, how many times they changed their job in the past, details of experience gained and how well they performed in their previous roles.

3.     Personal Attributes

Up-to-date information about the employees in their current roles should also be recorded. Regular feedback should be noted along with performance metrics and credentials. This information should also include personal interests and specialisms of the employees to ensure they are happy with and well-suited to their roles.

4.     Future Plans

Data should be kept on file to help plan the future of your employees within the business of further afield. Information regarding willingness to relocate should be recorded along with potential for internal mobility. This includes opportunities for your employees to progress to leadership and management positions. Each employee should be involved in active career development planning and details of this should also be kept.

Overall the information kept on record about your employees should paint a clear picture, from details about their past, current strengths and the direction they are heading in for the future. Making sure this data is kept up to date is the best way to maximise the potential of each employee and keeps them informed and well looked after within your organisation.

Tugela HR are HR systems experts. We help SME’s get on the right track to better people management, making for a much more productive business all round. Whether you are looking to upgrade a manual system or replace an existing vendor we can help. Our HR system technical skills and HR process knowledge add value to the implementation process. Call us on 44(0)1327 317701.