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HR reports - All you need to know
HR Insights & Analytics

HR reports - All you need to know

HR blogs
Anagha Vallikat
May 2, 2022
Human Resource Management Platform
6
mins

It goes without saying that human resources (HR) department is one of the most pivotal sectors within your organization. HR department can make or break a business. They go all the way to ensure that the right talent is hired, recruited and retained. Moreover, interactive HR reports offer businesses the means to better understand their culture, spot emerging problems or issues, and deploy proactive solutions to manage their resources in a more fluent, result-driven fashion.

The HR department works in myriad ways to ensure the smooth functioning of an organization. It takes care of learning and development, operations, filling the talent gaps, onboarding, addressing employee grievance and what not. It becomes crucial for the HR department to maintain HR reports so as to keep a tab on the pivotal happenings around them.

All you need to know about HR Reports

What are HR Reports?

Fundamentally, an Human Resources report is an analytical tool for displaying human resources-related facts, insights, and metrics with the primary goal of using HR dashboards to improve workforce performance, recruiting procedures, and other important HR operations.

By using HR-driven metrics, you can spot trends, identify inefficiencies, capitalise on strengths, and strengthen weaknesses in a number of key areas, ensuring that your human resources efforts, activities, and initiatives are the best they can be for departments across the organisation.

HR is growing more significant, and reporting is critical not just for assisting professionals in extracting the finest possible insights, but also for automating operations that were previously conducted manually. To put things in perspective, we'll look at the several sorts of HR reports that examine data from various perspectives.

Why are HR reports beneficial for an organization?

HR reports are crucial in making business choices. Large amounts of paper are frequently locked up in file cabinets as a result of traditional data collecting and storage techniques. Finding patterns in this tangle of data would be virtually impossible.

The greatest solution to this problem is to use digital HR reporting software. You may enter and get important data in real time, filtering and sorting it to generate meaningful data. Predictive analytics capabilities in comprehensive business dashboards enable firms to foresee future HR events for risk avoidance and successful planning. Organizations profit from HR reports in three critical ways:

1. Identify organizational flaws

If weak linkages are not strengthened, organisations will not grow. HR departments serve as a common point for all departments to report components of the organisation that aren't operating so that staff can receive appropriate training. For example, the sales department may discover that half of the sales team is unable to clinch a sale due to a lack of excellent bargaining abilities. This could be a sign of bad hiring processes, or it could indicate the need for this segment of the sales force to be trained in effective bargaining skills.

Employee turnover rates are another area where HR departments must pay attention. A high turnover rate indicates the type of work environment in which people are employed. Companies may retain top staff by identifying concerns with the work environment.

2. Making future-focused and effective plans

HR reporting is an excellent approach to develop plans and activities in areas ranging from recruitment to employee engagement and beyond by providing a clear, data-driven picture that allows you to make informed decisions that provide genuine long-term benefits. Modern reporting methods not only allow professionals to access data more quickly as business concerns emerge, but they also allow them to plan more effectively and strategically.

3. Keep track of staff performance

HR managers that are proactive identify problems before they become disasters. A crucial aspect of this procedure is assisting employees who are drowning to get above the water. If employees aren't given frequent feedback and guidance, they won't be able to advance. There are occasions when reassigning someone to more appropriate roles may be necessary. Weekly reports generated by HR reporting software can help determine how well employees are performing.

9 Types of HR reports

1. Employee information reports

Employee Information Reports provide all information on employees' data factors, such as employee headcount, employee turnover rates, diversity, revenue per employee, employee satisfaction percentage, employee engagement percentage, and average employee tenure, among others.

HR may use these reports to track all of the aforementioned metrics and more, depending on the company's needs, such as turnover rates by department, location, or team.

The main benefit of this report is that it allows one to evaluate and compare data across departments, locations, and different cross-sections to get a detailed picture of the company's performance.

2. Recruitment reports

Recruitment Human Resources Reports are one of the most important reports that have shown to be quite beneficial in improving hiring tactics and increasing candidate-to-hire transformation rates. Measuring, analysing, and comprehending the many variables involved in recruitment can be quite beneficial to your Talent Acquisition team.

The following are some highly suggested metrics to track in recruitment reports:

- Time spent on each candidate 

- Number of candidates evaluated in a timeline

- Rate of offer declination 

- Reasons for offer rejection

- Total number of interviews

- Interview evaluations

- Duration of the interview

- Types of Interviews

- Job Application trends

- Email application trends

- Career site application trends

- Top channels for candidate sourcing

- Sources that brings the most qualified candidates

- Active job postings by location, department, and other criteria

- Candidates from the talent pool and their behaviour patterns

3. Onboarding and Offboarding reports

Onboarding and Offboarding have grown to become crucial HR functions to measure. Organizations have realised the necessity of maintaining strong employee retention and satisfaction rates, which promotes the employer brand. Make sure you measure your onboarding and offboarding processes, conduct relevant surveys to understand your employees' comments, and evaluate the data using reports to enhance both.

Onboarding feedback, pre-onboarding drop-off rates, post-90-days drop-off rates, retention rates, training spend per employee, and ROI on each employee are some key metrics to track.

4. Performance management reports

It should go without saying that in order to improve employee performance, one must have a thorough understanding of your organization's performance patterns. It's critical to keep track of employees' goals, skillsets, KRAs, feedback, and other information. It will be difficult to see how each employee compares to their counterparts without this information, and promotions will be dependent on sentiments rather than facts. Performance reports provide a logical starting point for appraising staff.

Performance reports can also show how each employee is doing in terms of meeting their objectives. They can highlight skills, as well as the good and negative feedback each employee received during the appraisal process, as well as their total appraisal scores. When all of this critical data is readily available, it can encourage higher employee performance.

The following are some of the most typical parameters to be examined when measuring performance:

- Employee evaluations

- Time to productivity

- The number of hours worked and revenue

- Employee objectives and performance, as well as their improvements

- Peer reviews, etc. 

This can be done based on levels, locations, departments, positions, and so on. One may track the performance of all product marketers, for example, to see how well product marketing is performing in the company.

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5. Compensation reports

The finance team is in charge of majority of the compensation provided to employees. Payroll, on the other hand, is the responsibility of the HR department. They must determine which group or pay level each employee belongs to, as well as how their remuneration is calculated, all of which are part of the measurement process.

To better understand compensation, keep track of salary reports, appraisal reports, paid time off reports, overtime compensation and dues reports, shift compensation, deductions, and financial reports based on each filter or criteria.

6. HR administration reports

New Hire Budget/Analysis

This report, as the name suggests provides a list of all employees that have been newly hired within a defined date range. The report also contains details such as annual salary, employment status and the like.

Terminations Budget/Analysis

This report contains the list of all employees who have been terminated from employment within a defined date range.  The report also details the salary of the terminated employees, whether they have been replaced with a new hire and the reason for termination, whether it was voluntary, involuntary and likewise.

Rehired Terminations Budget/Analysis

This report contains the list of those employees who were terminated by the employer and were rehired. The report also encompasses details such as salary information, current employment status, original hire date, and prior termination date.

Turnover

This is a part of the monthly HR reports that gives an analysis of the number of terminated employees which is the monthly turnover rate. Sometimes, it becomes hard for the organization to retain employees and it may lead to a massive turnover. The organization then develops strategies to bring down their turnover rate.

Paid Leave Analysis

This report is used to create an assembled summary of available paid leave for a specific group of employees. It provides details such as the number of paid leave left, the hours that have been taken, the salary of the particular employee and the likewise.

Leave Administration

This report provides details about the employees placed "On Leave" within a particular date period. This report is used to generate a list of employees on extended leave. It includes details such as the type of leave, leave, whether it is paid leave, leave duration, and return date.

Employee Change History

This report gives a summary of changes that have been made to an employee profile over a specified period of time. It might be marital status, residential information and likewise

Status Change

This report provides a summary of all employee records where a specific type of account change has been executed within a defined date range. This report is used to identify accounts affected by specific types of data adjustments, including pay rate, job code, hire date, or termination.

7. Equal employment opportunity reports

Equal employment opportunity is a pivotal concept for employees and employers alike. It ensures that the employment in an organization is not biased towards a specific gender, race or age group.

New Hires Information

This report will give the details of the new hires and other data specific to the equal employment opportunity reports.

Terminations  Information

This report is a variation of the standard Terminations report, including additional employee personal data specific to Equal Employment Opportunity analysis.

Equal Employment Opportunity Headcount

This report provides employee information in the government-specified equal employment opportunity format.  The government mandates the filing of this form for all employers with more than 100 employees.

8. Miscellaneous HR Reports

Employee Transfers

This report provides a list of all employees transferred to a new company using the Employee Transfer EAN with an effective date in the defined date range. The old and new companies are included in the report.

Years of Service

This report provides tenure information for all employees within the organization.  Use this report to perform analysis on staff experience by department, job title, location, or other employee classes.

Employment anniversary

This report provides employment anniversary date information for all employees within the organization. Use the report to create a summary of employee anniversary dates for use in recognition programs or other business purposes.

Emergency Contact

This report provides a summary list of current Emergency Contacts designated for each employee within the organization, including contact name, telephone number, and relationship to the employee.

Address/Phone/Email

This report provides a summary list of current contact information designated for each employee within the organization, including employee address, telephone number, and email address.

Birthdays

This report provides a summary list of birthday information (excluding year of birth) for each employee within the organization.

Mailing Labels

This report provides a summary list of employee address information that can be used with Excel and MSWord to create formatted labels.

9. Workplace Safety Reports

Employee Grievance Reports

It is very common for employees to file grievances and it is pivotal for the HR department to address this grievance and maintain a report of the same.

Worker's Compensation Audit

This report provides a report on the compensation of the employees, the laborers.

Worker's Compensation Census

This report provides a detailed analysis of the compensation given to the employees, the wages, the time that it was given at, any changes in the wages or salary and the likewise.

Safety Reports

The HR department is responsible for making a report pertaining to the safety at workplace. Especially in the case of industries with an inclination to hazards such as chemical industries, construction sites, etc. They are supposed to maintain a report detailing any mishaps or accidents, casualties, losses, etc.

HR reports - All you need to know | peopleHum
HR reports - All you need to know

Conclusion

It is pivotal for the HR department to keep their reports up to date and organized. HR reports for management can have a direct impact on employee retention and even productivity. A constantly updated health reports, wellness reports, etc will make the employees feel valued and worthy at the workplace and hence have a reflection on retention. The employee engagement reports will help the managers and team leads to get a better understanding of the teams and individuals who are engaged and can do the needful to alter their engagement activities accordingly. It is safe to say that HR is the breath and life of an organization.

How peopleHum can help with HR reporting

peopleHum is a powerful HR reporting tool that will transform the way HR functions in your company. It's a safe system that boosts HR departments' productivity. HR managers will be able to generate reports that clearly indicate the company's flaws, make future planning easier, and track employee performance effectively.

See our award-winning HR Software in action

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Sneha

October 25, 2021

A very inspiring list. Thanks for putting this together

Vanessa

October 25, 2021

This is such a great list of women leaders! More power to you all

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