NVQ 5

EMPM 01: Manage Workplace Information

Gather and Analyze

Data / Information
Why Data or Information?
1. To carry out Organizational Functions
2. To enhance Organizational Performance
• Data:
Data is raw, unorganized facts that need to be
processed. Data can be something simple and
seemingly random and useless until it is
organized.

• Information:
When data is processed, organized, structured
or presented in a given context so as to make it
useful, it is called information.

Please refer handout: Data vs Information

Information is created from Data

Data Data Data Data

Process

Information
From whom Information is received

• Customers
• Suppliers
• Management
• Employees
Stake holders
• Law enforcement authorities
• Interested public
• Consultants
• Market research
How an organization receive information
• Day – to – day work
• Meetings
• Audits
• Customer complaints New trends
• Financial review &
• Market Research developments
• Statutory & regulatory requirements
• Manuals
• Management Information Systems
Data Collection Techniques
• Structured Interviews
• Questionnaires
• Surveys
• Brainstorming Sessions
• Different Documents & Records
• Observations
• Focus Groups
• Case Studies
Please refer handout: Different Data Collection Techniques
• Primary Data:
Primary data is data originated for the first time by
the researcher through direct efforts and
experience, specifically for the purpose of addressing
his research problem. Also known as the first hand or
raw data. Primary data collection is quite
expensive, as the research is conducted by the
organization or agency itself, which requires
resources like investment and manpower.
The data collection is under direct control and
supervision of the investigator.

Please refer handout: Primary Data vs Secondary Data

• Secondary Data:
Secondary data implies second-hand information which
is already collected and recorded by any person other
than the user for a purpose, not relating to the current
research problem. It is the readily available form of data
collected from various sources like censuses, government
publications, internal records of the
organization, reports, books, journal articles, websites
and so on.
Secondary data offer several advantages as it is easily
available, saves time and cost of the researcher. But there
are some disadvantages associated with this, as the data
is gathered for the purposes other than the problem in
mind, so the usefulness of the data may be limited in a
number of ways like relevance and accuracy.
Explicit information:
Available for all to see. Explicit information can be
expressed in words and numbers, can be easily
communicated and shared in the form of hard
data, codified procedures or universal principles. This
is the hard information that we store in databases. It is
the information of machines.
Tacit information:
Held inside our heads. Tacit information is highly
personal and hard to formalize. Subjective
insights, intuitions and hunches fall into this category.
This is the soft information that we store in our heads.
It is the information of people.
Please refer handout: Tacit vs Explicit Information
 Data Analysis / Forecasting
• Data Analysis:
Arranging data in a systematic manner to obtain
valuable meaning / information.

• Forecasting:
A prediction, projection, or estimate of some future
activity, event, or occurrence based on historical data /
information
 Data Analysis / Forecasting
• Qualitative Data:
Based on Judgments, opinions, intuition, emotions, or
personal experiences and are subjective in nature.
(ideas)

• Quantitative Data:
Based on mathematical (quantitative) models, and are
objective in nature.
(numbers)
 Data Analysis
• Qualitative Techniques:
SWOT Analysis
PESTEL Analysis

• Quantitative Techniques:
Trend Analysis
Time Series Analysis
Moving Averages
 SWOT Analysis
Strengths Weaknesses
• Advantages • Disadvantages
• Unique & low cost resources • What would you improve

Internal
• Factors meet that you “get • Factors loose your sales
the sale”

Opportunities Threats
• Good opportunities you can • External troubles for the

External
spot business
• Changes to improve • Obstacles to your face
performance • What your competitors are
doing
+ -
 SWOT Analysis for A/C Repair Business
Strengths Weaknesses
• Competent Technical Staff • Poor transport facilities to
• Standard tools and machinery visit customers

• Financial strength
Opportunities
• Sign agreement with
multinational company to
Internal
• Advertising not effective
• Receptionist do not properly
communicate customer
complaints
Threats
• Former supervisor form a

External
new company
maintain their A/C units • Government taxes
• Existing customers • Difficult to find spare parts
recommend us to new and cost is high
customers + -
 SWOT Analysis
Strengths Weaknesses
These are internal factors and These are internal factors and
organization has to improve these because of these

factors to get more business.
Internal
weaknesses, organization loose
business. Need to eliminate these
weaknesses and convert them to
strengths to get more business

Opportunities Threats
These are external support to These are external troubles for the

External
improve business. Need to improve business and try to innovate new
the identified relationships and get mechanism to convert these threats
more business opportunities to new business opportunities
(Eg: No classes but learning from
home)
+ -
 PESTEL Analysis
• Political
• Economical
• Social
• Technological
• Environmental
• Legal
Analyze positive or negative
effects to business under each
factor. These are macro economic
(external) factors where individual
organization cannot change.
PESTEL Analysis

• Political
– Tax Policy
– Labour Law
– Environmental Law
– Trade Restrictions
– Tariffs
– Political Stability
PESTEL Analysis

• Economic
– Economic Growth
– Interest Rates
– Exchange Rates
– Inflation Rates
PESTEL Analysis

• Social
– Cultural Aspects
– Health Conditions
– Population Growth
– Age Distribution
– Carrier Attitudes
– Emphasis on Safety
PESTEL Analysis

• Technological
– R&D Activity
– Automation
– Technology Incentives
» (Minimum Levels / Outsourcing / Shift Work)
– Rate of Technological Change
PESTEL Analysis

• Environmental
– Ecological and environmental aspects such as
Weather, Climate & Climate changes
• (Effects on Tourism, Farming, Insurance, …….)
PESTEL Analysis

• Legal
– Discrimination Law
– Consumer Law
– Antitrust Law
– Employment Law
– Health & Safety Law
 0
5
10
15
20
25

201301

201302

201303

201304

201401

201402

201403

201404

201501

201502
Data

201503
Normal

201504

201501

201502

201503
Trend Analysis

201504

201601

201602

201603
Trend

201604
 Time Series
(Variation with time)
25

20

15

10

0
Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

2013 2014 2015 2016 2017

 Time Series
Components of Time Series
Trend Cyclic Variations

Seasonal Variations Random Effects

 Moving Average
Year Quarter Sales 4 Quarter MA 25

2013 Q1 5
2+4+3+8 = 4.25
Q2 2 4
Q3 4
20
Q4 3 3.50
2014 Q1 8 4.25
Q2 5 5.00 Normal
Q3 4 5.00 15 Data
Q4 3 5.00
2015 Q1 12 6.00
Q2 9 7.00 10
Q3 5 7.25
Q4 4 7.50
2016 Q1 17 8.75
Q2 12 9.50 5

Q3 8 10.25 Moving
Q4 5 10.50 Average
2017 Q1 21 11.50 0
Q2 16 12.50 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Q3 10 13.00
2013 2014 2015 2016 2017
Q4 7 13.50
Thank you!

Duminda Gunasekera