10 Common HR Reports And What They Should Include

HR Reports

Why are HR reports important?

Do I need to run HR reports for my business? Categorically, no – reports are not a requirement for your HR department. However, regular HR reporting helps to be reliably informed of the business by tracking essential employee metrics. New trends and opportunities can be identified early on and emerging complications can be addressed before there are significant ramifications to the business.

Varying reports can provide all the information you need about your employees and the business processes that are influencing them. This means that you can make more rapid and tactical decisions to strengthen the HR practices that assist your employees. As an example, a recent YouGov poll showed that only 17% of UK workers love their job. Regular reporting through your HR systems uk of attendance and performance management could pick up trends that employees are unhappy and losing motivation before it turns into a turnover issue.

What HR reports should I regularly carry out?

The types of HR reports that can be run from your HR software uk are endless. It is far too easy to get lost in numbers and statistics without truly knowing what they are showing. A quick Google search will flood you with conflicting information which can lead you down varying conflicting directions.

Not to worry, we have outlined 10 common HR reports, what they should include and how they can benefit your company. As you dive into our list, think about how these reports can translate your data and further support your employees. Remember, happy and productive employees equate to a successful business.

1. Recruitment report

Recruitment reports will gauge job candidates, analyse recruitment tasks, and assesses the overall success of a recruitment campaign. Your HR department will use recruitment reports to keep tabs on their progress and ascertain the return on investment (ROI) of their marketing and hiring decisions. This information can also help to advance their processes and make superior hiring decisions in the future.

There are numerous benefits to running regular recruitment reports including but not limited to evolving more streamlined processes, minimising the time spent on the hiring process, and discovering changes within your industry and hiring trends. A successful and robust recruitment report should include the following:

  • Your name, job title, and contact information
  • The date you produced the recruitment report
  • Number of candidates you recruited successfully
  • A list of resources and expenses
  • Any challenges you dealt with
  • Suggestions to upgrade recruitment for future campaigns
  • A summary of the results

2. Attendance report

A major part of ensuring that your company is running at its highest calibre is making sure each employee is performing at their best. Employees who regularly miss work or show up late often are unable to meet their professional expectations. This then creates a snowball effect on the other team members who must take on extra responsibilities. It is the responsibility of the HR department to report on employee attendance and filter this down to the appropriate managerial departments.

A few of the most common attendance reports are daily attendance, monthly attendance, working hours, and attendance summary. Whichever report is required for you, the following information must be always included:

Daily reports

  • Total employees
  • Present
  • Absentees
  • Paid leaves
  • Unpaid leaves
  • Holidays
  • Weekend
  • Clocked-in
  • Clocked-out
  • Still check-in
  •  

Monthly attendance reports

  • Employee name
  • Employee ID
  • Casual leaves
  • Sick leaves
  • Earner leaves
  • Maternity leaves
  • Paternity leaves
  • Sabbatical leaves

Working hours report

  • Employee name
  • Employee ID
  • Clocked-in
  • Clocked-out
  • Early/Late clocked-in
  • Early/Late clocked-out
  • Clocked-in/out location
  • Total hours
  • Payable hours
  • Shifts
  • Shift allowance

Attendance summary reports

  • Payable days
  • Expected payable days
  • Paid off days
  • Expected working days
  • Unpaid days 

3. Leave report

Leave reports are crucial as they supply details on employee absences. This is not to be confused with attendance reports. Leave reports go into further detail about why employees are absent from the workplace and can identify trends, such as spikes in sick leave. These reports can also be used to obtain data about employees that are on leave.

Depending on what you want your leave report to show (eg – leave requests, leave remaining or leave summary) it is imperative to include the following parameters:

  • Type of leave (paid/unpaid/sick)
  • Duration of absence
  • Start of the leave period
  • End of the leave period
  • Accrued leave
  • Opening leave balance
  • Closing balance

4. Employee headcount report

With headcount reports, you will be able to see the current employee count after hires, terminations, and transfers. With exceptional clarity about the number of employees in each department, you can start to explore where there may be gaps or trends in hiring and turnover. Your reports should include:

  • Job status (active or inactive)
  • Job title
  • Employment type (part-time, full-time, contract, etc.)
  • Tenure
  • Salary
  • Exemption status
  • Age
  • Gender
  • Ethnicity
  • Education level
  • Location
  • Retirement age
  • Veteran status

5. Turnover and retention report

Tying in with the headcount report, turnover and retention reports delve deeper into your employee count and how the turnover affects your business. Turnover not only has an impact on productivity but also financially as when an employee leaves, time and money must be invested to search for and identify a desirable replacement.

To accurately report on your employee turnover and retention, the minimum your report should have is:

  • Overall retention rate
  • Overall turnover rate
  • Employee satisfaction
  • Voluntary turnover rate
  • Involuntary turnover rate
  • Average length of employment
  • New-hire retention rate
  • Turnover rate by department
  • Cost of turnover

6. Compensation report

Compensation reports are very beneficial to know if your company is providing competitive and comprehensive compensation that matches the salary in your industry for each role. An attractive compensation package can help keep a higher retention rate for your company, which in the long run will be less outgoing cost.

Ensure that your HR software runs your compensation report with the following metrics:

  • Employee name
  • Salary
  • Department
  • Role
  • Salary Grade (if applicable)
  • Previous years adjustment

7. Payroll report

Financial reports and records are undeniably important to any business. Payroll reports are necessary for business audits, tax preparation, and workers’ compensation claims. They are also used to calculate an employee’s wages, taxes, deductions, and benefits.

Your payroll report may include:

  • Salaries
  • Hours worked
  • Overtime accrued
  • Taxes withheld from wages
  • Employer tax contributions
  • Leave balances
  • Benefit contributions

8. Performance management report

Through data and analysis of a performance management report, your HR department can indicate whether or not your employees are achieving their designated goals and working to their full potential. Performance reports can help the business depict the strengths and weaknesses in employee performance and provide pertinent feedback for improvement.

This keeps not only the employee expectations aligned and focused but the business as well. Employees who are provided clear feedback with clear responsibilities are less likely to leave which increases the business turnover rate.

When you run your performance management report, include these key pieces of information:

  • Timeframe of performance management report
  • Past performance metrics
  • Customer acquisition rates
  • Summary of changes approved
  • Status levels of risks
  • Market share information
  • Variance analysis results
  • Work completed during the reporting period
  • Work pending completion by the next reporting period
  • Forecasted projections
  • Liquidity and solvency ratios
  • Additional information asked for by stakeholders

9. Training and development report

Training and the subsequent development of your employees is a crucial part of any business. Without accurately trained staff, productivity and quality will be low resulting in a hit to your credibility and possibly revenue. Training and development reports will evaluate the positive and negative facets of a training program after the programme has finished.

A comprehensive and clear training and development report should have the following:

  • Overview of the training program
  • Trainee name
  • Trainer name
  • Location
  • Date
  • Description of training
  • Objectives
  • Date for review

10. Employee information report

Employee information reports provide all information on employees’ data. The core advantage of this report is that it enables you to evaluate and compare data across departments, locations, and different areas of the business to get a comprehensive picture of the company’s performance. You could say that this report encompasses all the above reports at a high level.

You will want to have all data included such as:

  • Employee headcount
  • Employee turnover rates
  • Diversity
  • Revenue per employee
  • Employee satisfaction percentage
  • Employee engagement percentage
  • Average employee tenure

Report wrap-up

It is clear that HR reporting is crucial for introducing employee management procedures that captivate and motivate your employees, permitting them to add more value to your business. How you use the information provided by the reports can make a world of difference. The more accurate data that you use, the more accurate the results are. When you amalgamate that with qualitative feedback gathered from employees, your path to a happier and more productive workforce will be far more straightforward.

Of course, having HR software that automates the process will not only make your workload easier as a member of the HR department but also provides more precise data. We recommend checking out SenseHR to see how they can help with your HR reports to boost your employees and business.

Learn more about us

SenseHR is an HR System being built by HR technology experts with decades of experience working with HR teams across the UK and beyond, and is designed to help organisations not only manage a more flexible workplace, but to also grow and thrive as they welcome a new generation of people. Book a call with us

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