People Inc Free Report Templates P&A Software Solutions Report Templates

Transcription

1 Report Templates It is possible to configure any number of report templates within the People Inc. system. The standard system is supplied with around 160 templates (a list of these standard report templates is available on our website or from P&A Software on request). Report templates can be re-run as and when they are needed to produce reports as a printed page, MS Excel spreadsheet, MS Word document (rtf) or Adobe PDF. Users can add new report templates or modify the existing templates using the report designer. It is also possible to make a copy of an existing report template and modify it to produce a slight variant on the original. Reports can include information from the standard system and information recorded in custom fields added to the system by users using the screen designer. Creating reports is easy to do, but it does require a basic understanding of the report designer (please contact us if you would like to learn about using the report designer). Simple reports can be created in minutes; more complex reports can take an hour or two to create. For those who have not used the report designer, P&A Software provide a bespoke report writing service. This service is not included as part of the help desk service or as part of the annual maintenance; it is a chargeable service. Please contact us on if you would like us to provide your organisation with custom report templates. Detailed below are a number of report templates that can be downloaded from the People Inc. website free-of-charge and used with the standard configuration of People Inc. These reports are categorised in the following sections: Absence management reports o General absence o Sickness absence Establishment reports Workflow reports for training, appraisals, etc. Reports to analyse data in the system Reports for turnover and headcounts Reports to manage medicals Reports to manage disciplinary Reporting on entries in the Action List Reports for recruitment/vacancies System Reports

2 Absence Management General Specific Absence between dates (day records) For a detailed overview of time lost and the cost of absence in a given period this report takes into account only the days of absence that fall directly within the period, regardless of the start or end date of the absence record. This report uses the absence day-records to provide an accurate figure for the days and hours lost which is not possible when using the absence history records, particularly when a short period of time is chosen. Employee absence details Provides a brief overview of an employee s absence. Including their employment details, absence allowances for the chosen year, and absence history for each category for the chosen period. Holiday taken this year to date The standard absence allowance report shows holidays taken and booked for the current year. Often (for accounting purposes) it is necessary to see the holidays taken to date for the current year (ignoring any holiday booked but not yet taken). This report provides exactly this information. Employees without a holiday allowance This report lists all employees who do not have a holiday allowance allocated to them this year (in a specified year). This report is used to check that all employees have an allowance. Allowances with days to be taken Provides a list of employees and their absence allowances that have a Remaining figure above (in the template) 5 days. The number of days can be changed higher or lower. This report is helpful when trying to determine how many days need to be taken by each employee before the end of the year. Allowances that do not start 01/01 This report will pick out any allowances that do not start on the 1 st of January between a given period of years e.g. 01/01/2013 to 01/01/2014. The standard People Inc. system is set up with 1 st Jan as the start of each absence rule/allowance. In some cases employees may not have the correct start date for an allowance (they may all be set to 01/04 instead of 01/01 but instead start 13/06 which may be their start date in the company, but will not correctly calculate their remaining allowance for the year). This report will raise these records for your attention.

3 Sickness Employees with zero sickness absence (between dates) This report template produces a list of active employees with no sickness absence recorded during a specified period. This report uses a system variable to hide employees who have sickness records. Bradford Factor (by department) Departmental list showing Bradford factor for sickness absence recorded between specified dates. This report is calculated using absence day-records. This means that it will provide an accurate Bradford factor regardless of the length of the period chosen. The report is therefore suitable for (for example) monthly calculation of the Bradford Factor. Hours lost to sickness This report details the hours lost to sickness absence during a specified period, listed for each employee by department. This report uses the absence day-records to calculate the hours lost to sickness. This provides an accurate figure for the hours lost that is not possible when using the absence history records, particularly when a short period of time is chosen. The reason for this is that absence history records are defined with a start date and an end date which may fall outside the period chosen for the report (excluding those records). Rolling 12 months sickness absence (from current date) This report provides an overview of the sickness absence between the current date and the last 365 days. Includes details of each occurrence of sickness and the absence allowance associated. Note: The days lost do not reflect half days. Allowances will only reflect absences within the same period. Sickness overview (between dates) This report provides an overview of the sickness absence between specified dates. Includes details of each occurrence of sickness and the absence allowance associated. Note: The days lost do not reflect half days. Allowances will only reflect absences within the same period. Sickness absence list Departmental list of sickness records during a specified period (based on the start date of the records). This report lists all the sickness absence records that end after a particular date (at the beginning of the period) and start before a particular date (at the end of the period). As this report is based on absence history records (rather than absence day-records) the days and hours lost may include time that is outside the period specified. Sickness occurrences in the past 12 months (from current date)

4 A simple list report which counts the number of occurrences of sickness between the current date and the last 365 days. Those with the most will appear at the top of the list. Sick pay Total sickness days at full pay, half pay and no pay based on specified rules. Sick pay per instance Sickness days at full pay, half pay and no pay per instance based on specified rules. Working days lost to sickness This report details the working days lost to sickness absence during a specified period, listed for each employee by department, by company. The days lost are compared to the actual working days available within the period. This report uses the absence day-records to calculate the working days lost to sickness. This provides an accurate figure for the working days lost that is not possible when using the absence history records, particularly when a short period of time is chosen.

5 Establishment Reports Employee address details Simply displays the address details of one or all employees in one neat line. This layout is designed to be easy to read and understand at a glance. Current jobs Lists all of the Current jobs that have been established within the system. Includes the category, grade, and description for each. Departmental resources Report detailing the hours available each week to each department based on the work patterns recorded for individual employees. End of probation List of employees for whom either their probationary period or their extended probationary period ends in the coming 30 days. ID cards Report to print ID cards for employees (including company logo and employee photo). Prints 24 ID cards per page (suitable for printing and laminating). Record card Report to print information from main employee record (including employee photo and actions). Suitable for the front page of an employee file. Responsibilities Provides a neat list of employees that have one or more of the health & safety boxes ticked; Key Holder, Fire Warden, First Aider. The employee s name, department, and work telephone number are also included in case they need to be contacted. Working hours per year Summarises the working hours per year for each employee based on their companies working hours per day, and working days per year. These determine the standard number of company hours per year which can be compared to each employees potential working hours per year based on their FTE. This figure is then compared to their total days and hours spent on holiday, and the difference is raised in the last column Hours per year minus Holiday.

6 Work patterns This report lists all of the employees currently on each work pattern. Includes the hours per day for each work pattern, and the employee s name, location, job title, and company.

7 Turnover Headcount by department Provides a total number of employees per department and a sub total per company. Starters and Leavers This report lists the number of starters and leavers each year (based on the dates in the employee record rather than the dates in the job history records). List of all starters and leavers This report lists all starters and leavers in a specified period. Long service awards Employees for whom 5, 10, 15 and 20 years service awards are due within the coming 6 months. This report adds a fourth category of long service (15 years) to the standard system report. Staff turnover A very comprehensive report which provides comparable percentages and totals for the starters, leavers, and headcounts per department at 2 different points in time. A headcount for each department is taken from the earliest date, and a count of the starters between both dates. These are used to create a percentage for how many more of the original headcount joined over time. The same is done for leavers, and a headcount at the latest date is taken.

8 Analysis Leavers last job details When an employee is marked as a leaver, the People Inc. system will show them as not having a current job. This report retrieves the most recent job record for leavers. Leavers with an active job/salary In some cases leavers may have been given a leaving date and had their status changed to Left, but their job or salary record may still be current or active. This is usually because they have no end date. This report will bring up any records that are still flagged as current. Gender and Age Category This report counts and totals the number of male and female employees in each age category i.e , 25-29, etc. Equal Opportunities Each of these reports portrays details of Nationality or Gender with a graph, as well as a small count. Gender Male and Female employees are shown in a pie-chart. Ethnic Origin All Ethnic Origins are shown in a bar-chart. Disability All Disabilities, including none, are shown in a pie-chart. Nationality All Nationalities are shown in a bar-chart.

9 Recruitment Agencies Lists details of Agencies for each Applicant. The details may vary for each record according to the contact person, the fee, and the contact number. The Vacancy associated with the Agency information is also recorded. Applicant sources This report uses a graph to portray the different Sources of each Applicant. This is helpful for analysing the most popular sources of applicants on record perhaps highlighting that adverts need to be improved on external sites in order to get more people applying from them. Applicants by Ethnic Origin This report uses a graph to portray the number of applicants by Ethnic Origin. This is important to consider when reviewing your Equal Opportunities. Applicants by Gender This report uses a graph to portray the number of applicants by Gender. This is important to consider when reviewing your Equal Opportunities. Previous Applications This report lists previous applications for vacancies, including the applicant s name, date of birth, date of application, etc. Further information about each applicant can be viewed by clicking on their name in the report. Vacancies Lists all vacancies of a certain Status. For example, if you search for Open vacancies, a brief list of all Open vacancies will be generated, including the closing date and reason for recruiting. Vacancy Applicants Lists the applicants for each vacancy. Includes the status of each Applicant (whether they were employed, withdrew their application etc.) and the Vacancy, and the reason for recruitment.

10 Miscellaneous Medicals Annual summary of medicals Historical list of medicals recorded for employees grouped by year. All medicals in 2012 will appear listed underneath that year. The cost, follow up date, and description for each record are included. Employee medicals Lists all medicals on record for Active Employees. Grouped by the type of medical, the report includes the cost per, and total. Disciplinary Annual summary of disciplinary events List of disciplinary records for employees grouped by year. You can search for all records for an individual employee or all records within a specific year. Action List Actions recorded for an individual employee List of actions recorded for an individual employee. This report should be run from the employee screen. The user selects the employee they are interested in (using the data screen) and then runs this report from the reports drop-down on the screen. The report automatically selects the current employee. Workflow Training Jobs with Mandatory Training Courses This report lists all Jobs with Mandatory Courses including details of each course. Jobs that do not have Mandatory Courses will not appear in the report. Some Jobs may have more than one, and some courses may apply to more than one job.

11 List of Training Courses This report lists all training course by Category. You can search for a specific status so that only Current or Induction courses are shown.