DREAM BEYOND

TRAINING ACADEMY
M. Dinesh Kumar, MBA, MLM, LL.B.
Director,
Dream Beyond Training Academy
Chennai
[email protected]
9790921284
 Faculty
P. Mohan Kumar BCA, MBA
HR Trainer
Dream Beyond Training Academy
Chennai
9566389876
 OVERVIEW
• Introduction
• Frequently used Excel Functions in HR Report
• Must know HR Formulas(Calculations)
• General HR Reports
– Absenteeism
– Attrition
– Manpower
– Overtime
• Cost Comparison Reports
 HR report

Introduction
Frequently used Excel Functions in Excel

Must know HR Calculation

General HR Reports
Cost Comparison Reports
 What is Reports
• A report is a document that presents information in an organized format for a specific audience and
purpose. Although summaries of reports may be delivered orally, complete reports are almost always in the
form of written documents.

• Reports use tables, charts, and other widgets to display data. Reporting can also be understood as the
process of presenting the results of a series of research and analysis.

• All reports address some specific goal. They are structured to meet reader’s expectations and deliver
accurate and objective content.
 Three Key Benefits
Reporting on the workforce is one of HR’s essential tasks. When done right, it offers three key benefits for
both HR and management:

•HR Monitoring. Regular reporting enables HR to keep a finger on the pulse of the organizations by tracking
key workforce metrics. New trends and opportunities can be spotted early on and emerging problems can be
addressed before they significantly impact the business.

•Management information. A human resources report can also help managers in doing their job better. An
HR report can inform managers about relevant developments in their teams and department. When, for
example, the marketing department struggles with high turnover and a high time-to-hire, managers will be
more likely to put emphasis on retaining employees and will be aware of risks like longer replacement times
when someone is about to leave.

•Track problem areas. HR reporting also offers a great way to track key problem areas in a transparent way.
Transparency in turnover rates per manager will encourage them to pay closer attention to retaining
employees because their own reputation is on the line! By tracking problem areas, HR can leverage its
position to drive improvements
What is an HR Report?
Fundamentally, a HR report is 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.

Most popular Tools for HR Report

1. Microsoft Excel
2. Microsoft Business Intelligence Tools-Power BI
3. Tableau
4. Alteryx
Entering Data in Excel

>> BasicExcel Terminologist

1. Rows and Columns
2. Cell and Cell references
3. Formula Bars

>> Data Types Data Handling

1. Numeric ( Numbers, Date, and other numeric Values)

2. String (Alphabets and other character)
 Effective HR Reports

1. Employee Information Reports

2. Department Performance Reports
3. Management Reports
 Employee Information Reports

 Absenteeism Report
 Attrition/ Turnover Report
 Employee Headcount Report
 Manpower Report
 Manpower Plan vs Actual Report
 Attendance and Leave record Reports
 Over Time Report
 CL Manpower Plan vs Actual Report
 Department Administration Reports

 Payroll Reports
 Canteen Reports
 Transport Reports
 HR Expenditure Summary Reports
 Management Report

 Payroll Cost Comparison Reports

 Direct and Indirect Manpower Report
 Revenue per Employee
 Manpower and Overtime Comparison report
 Key Formulas for the
HR Reports Calculations
Attendance Percentage

Formula : Attendance Percentage= No of Present Days X 100

Total No of Working Days

The absenteeism rate, absence rate, or absence percentage, is the rate of unplanned absence due to sickness or
other causes. The absenteeism rate can be measured for an individual, team, or the organization as a whole. Each
number gives information about the vitality of the organization

Absenteeism Percentage

Formula : Absenteeism Percentage= No of Unauthorised Absence Days X 100

Total No of Working Days

The absenteeism rate, absence rate, or absence percentage, is the rate of unplanned absence due to sickness or
other causes. The absenteeism rate can be measured for an individual, team, or the organization as a whole. Each
number gives information about the vitality of the organization
Employees Attrition Ratio /
Formula : No of Employees Resigned
No of employees in beginning + No of employees Joined

This metric shows how many workers leave the company in a given year. When combined with, for instance, a
performance metric, the ‘turnover’ metric can track the difference in attrition in high and low performers.
Preferably you would like to see low performers leave and high performers stay. This metric also provides HR business
partners with a great amount of information about the departments and functions in which employees feel at home, and
where in the organization they do not want to work. Turnover is very useful data to know when shaping recruitment
strategies. Additionally, attrition could be a key metric in measuring a manager’s success.

Employees Turnover /
Formula : No of Employees Left in the year X 100
Average No of employees

This metric shows how many workers leave the company in a given year. When combined with, for instance, a
performance metric, the ‘turnover’ metric can track the difference in attrition in high and low performers.
Preferably you would like to see low performers leave and high performers stay. This metric also provides HR business
partners with a great amount of information about the departments and functions in which employees feel at home, and
where in the organization they do not want to work. Turnover is very useful data to know when shaping recruitment
strategies. Additionally, attrition could be a key metric in measuring a manager’s success.
Revenue per Employee / Sales Per Head

Formula : Sales per Head = Total Sales

Total No of Employees
This metric shows the efficiency of the organization as a whole. The ‘revenue per employee’ metric is an indicator of
the quality of hired employees

Expenditure Per Employee

Formula : Expenses per Head = Total Expenditure

Total No of Employees
This metric shows the efficiency of the organization as a whole. The ‘revenue per employee’ metric is an indicator of
the quality of hired employees
Cost Per Hire

Formula : Cost Per Hire = Total Internal Cost + Total External Cost
Total Hires placed in time tenure

External Cost : 1. Advertisement Cost

2. Recruitment Agency Fee
3. Recruitment Campus cost
4. Training Cost
5. Training material Cost

Internal Cost :
1. Sourcing hours spent by Recruiter (Average wage * hours spent)
2. Reviewing and validating hours by Managers (Average wage * hours spent)
3. New Joiner on boarding time
4. in case of lost on Productivity
5. Other Internal Cost
Frequently used Excel Functions in HR Report
1. SUM, COUNT, COUNTA, COUNTBLANK
2. SUMIF AND SUMIFS
3. COUNT , COUNTIF AND COUNTIFS
4. AVERAGE , AVERAGEIF AND AVERAGEIFS
5. MIN and MAX
6. IF AND NESTED IF
7. VLOOKUP
8. INDEX AND MATCH
9. DATE AND DATEDIF
10.CONCATENATE
11.TEXT
HR Dashboard
Thank you