Introduction to Reports in the Human Resources Management Module

As with all modules, to print a report in the Human Resources Management module, click (Windows/Mac OS X) or tap (iOS/Android) the [Reports] button in the Navigation Centre. You can also use the Ctrl-R (Windows) or ⌘-R (Mac OS X) key combination. The 'Reports' window will open, listing the reports that are available in the Human Resources Management module:

Double-click (Windows/Mac OS X) or tap (iOS/Android) the report that you need in the list. A specification window will then appear, where you can decide what is to be included in the report. Leave all the fields in this window blank if the report is to cover all the records in the appropriate register. If you need to restrict the coverage of the report, use the fields as described individually for each report.

Where specified below, it is often possible to report on a selection range, such as a range of Employees or a range of Contracts. To do this, enter the lowest and highest values of the range, separated by a colon. For example, to report on Employees 001 to 010, enter "001:010" in the Employee Number field. Depending on the field, the sort used might be alpha or numeric. In the case of an alpha sort, a range of 1:2 would also include 100, 10109, etc.

Use the Media options at the bottom of the specification window to determine the print destination of the report. The default is to print to screen. You can initially print to screen and subsequently send the report to a printer by clicking the Printer icon at the top of the report window (Windows/Mac OS X) or by selecting ‘Recalculate and Print’ from the Operations menu. If you are using iOS or Android, you will find this function on the Tools menu (with ‘wrench’ icon).

Once you have entered the reporting criteria and have chosen a print destination, click or tap [Run].

With a report in the active window, use the 'Recalculate' command on the Operations menu to update the report after making alterations to background data. The 'Reopen Report Specification' command on the same menu allows you to produce a new report using different reporting criteria. If you are using iOS or Android, the ‘Recalculate’ function will be on the Tools menu. There will be no 'Reopen Report Specification' command: tap < to go back to the specification window instead.

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Please follow these links for details about each report:

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Employment Contract List

The Employment Contract List report allows you to produce lists of Employment Contracts that meet various criteria.

One of the powerful aspects of the Employment Contract List is that the specification window contains four period fields. These fields allow you for example to produce lists of Contracts that started recently or with trial periods ending soon for review purposes.

When printed to screen, the Employment Contract List has the Standard ERP Drill-down feature. Click (Windows/Mac OS X) or tap (iOS/Android) on any Employment Contract Number in the report to open an individual Employment Contract record.

Number
Range Reporting    Numeric
Specify a Contract Number or a range of Contract Numbers here if you need specific Employment Contracts to be included in the report.

Employee
Paste Special    Employees in Employee/Contact register
Range Reporting    Alpha
Specify the Contact Number of an Employee or a range of Contact Numbers here if you need the Employment Contracts for particular Employees to be included in the report.

Class
Paste Special    Employment Contract Classes setting, Human Resources Management module
If you want to restrict the report to Employment Contracts belonging to a particular Employment Contract Class, specify that Class here.

Department    
Paste Special    Departments setting, Human Resources Management module/Assets module/System module
If you want to restrict the report to Employment Contracts belonging to a particular Department, specify that Department here.

Job Title
Paste Special    Job Titles setting, CRM module/Human Resources Management module
If you want to restrict the report to Employment Contracts with a particular Job Title, specify that Job Title here.

Start Period
Paste Special    Reporting Periods setting, System module
If you specify a period in this field, the report will list Employment Contracts with Start Dates that fall in that period.

This field will contain a default value, taken from the first row in the Reporting Periods setting in the System module. You can remove this default and leave the field blank if you want to use one of the other period fields below.

End Period
Paste Special    Reporting Periods setting, System module
If you specify a period in this field, the report will list Employment Contracts with End Dates that fall in that period.

You can enter a specific date or a period with start and end dates separated by a colon (:).

Trial End Period
Paste Special    Reporting Periods setting, System module
If you specify a period in this field, the report will list Employment Contracts with Trial End Dates that fall in that period.

You can enter a specific date or a period with start and end dates separated by a colon (:).

Change Period
Paste Special    Reporting Periods setting, System module
If you specify a period in this field, the report will list Employment Contracts with at least one related Employment Contract Change with a Transaction Date that falls in that period.

You can enter a specific date or a period with start and end dates separated by a colon (:).

Sorting
Use these options to specify whether the Employment Contracts in the report should be sorted into Employee Number, Employee Name or Department order.

Include
Specify here whether Employment Contracts that have been marked as OK and/or those that have not been marked as OK are to be included in the report.

Function
Use these options to specify the level of detail to be shown in the report.
Overview
This option produces a simple list of Contracts, showing for each one the Contract Number, the Start Date, the Employee Number and Name, the Job Title and the Department. This information will be taken from each Employment Contract, not from any Employment Contract Changes that might exist.

Detailed
In addition to the information shown in the Overview, the Detailed version of the report will also show for each Contract the Trial End Date, the End Date, the Reason and Reason Details, the Salary Type, Gross Salary and Salary Currency, and the Comment. It will also list all connected Employment Contract Changes.
Include Terminated
Select this option if you would like Terminated Contracts to be included in the report.
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Reports in the Human Resources Management module:

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Head Count

The Head Count report is a powerful report that can contain up to four sections as follows:
New Hires
Displays figures analysing the Employees hired during a specified period.

Job Changes
Displays figures analysing the Employees subject to at least one Employment Contract Change during a specified period.

Terminations
Displays figures analysing the Employment Contracts that were Terminated during a specified period.

Training
Displays figures analysing the Employees who attended at least one Course Event during a specified period.
In each case, the report will provide you with analysis of the figures in two dimensions. One dimension will be Employment Contract Class (except in the section for Terminations, where it will be Termination Reason), while you can choose whether the second dimension will be Department, Gender or Ethnicity. For example, the New Hires section of the report will display a table with separate lines for each Employment Contract Class and columns for each Department, Gender or Ethnicity. The Terminations section of the report will display a table with separate lines for each Termination Reason and again columns for each Department, Gender or Ethnicity.

Period
Paste Special    Reporting Periods setting, System module
Specify the period to be covered by the report. This period will be used in different ways in the various sections in the report, as follows:
New Hires
Employment Contracts with Start Dates falling in the period specified here will be included.

Job Changes
Employment Contract Changes with Transaction Dates falling in this period will be included.

Terminations
Employment Contracts with End Dates falling in this period will be included.

Training
Employees attending Course Events with Start Dates falling in this period will be included.
Department
Paste Special    Departments setting, Human Resources Management module/Assets module/System module
If you want to restrict the report to Employment Contracts with a particular Department, specify that Department here.

Job Title
Paste Special    Job Titles setting, CRM module/Human Resources Management module
If you want to restrict the report to Employment Contracts with a particular Job Title, specify that Job Title here.

Specify
Use these options to specify whether you need the figures in the report to be broken down by Department, Gender or Ethnicity.

For example, the New Hires section of the report will display a table with separate lines for each Employment Contract Class and columns for each Department, Gender or Ethnicity, depending on the option that you choose here. The Terminations section of the report will display a table with separate lines for each Termination Reason and again columns for each Department, Gender or Ethnicity.

If you choose the Department option and you have more than nine Departments, you must choose to print to file or Excel. A blank report will be printed if you choose one of the other Media options, because otherwise there will be too many columns to fit on a page.

Include
Each of these options will add a separate section to the report, as follows:
New Hires
The New Hires section of the report will contain a table summarising the Employment Contracts that started during the report period (i.e. the Contracts that have Start Dates during the report period), excluding any that have already been Terminated.

The table will contain separate lines for each Employment Contract Class and columns for each Department, Gender or Ethnicity, depending on the Specify option that you chose above. For example, if you have separate Classes representing part- and full-time positions and you choose the Department option above, the table will display the number of part- and full-time Employees you took on in each Department during the report period.

The final two columns in the table will be Total, which will display the total numbers of Employment Contracts in each Class from the report period, and Head Count, which will display the total numbers of Employment Contracts, both new and already existing (but excluding Terminated), in each Class.

Job Changes
The Job Changes section of the report will contain a table summarising the Employment Contract Changes that were made during the report period (i.e. the Contract Changes that have Transaction Dates during the report period). Only Contract Changes that have been marked as OK will be included in the summary.

The table will contain separate lines for each Employment Contract Class and columns for each Department, Gender or Ethnicity, depending on the Specify option that you chose above. For example, if you have separate Classes representing part- and full-time positions and you choose the Department option above, the table will display the number of part- and full-time Contracts in each Department that were changed during the report period.

The final two columns in the table will be Total, which will display the total numbers of Contract Changes in each Class from the report period, and Head Count, which will display the total numbers of Contract Changes, both new and already existing, in each Class.

Terminations
The Terminations section of the report will contain a table summarising the Employment Contracts that were or are scheduled to be Terminated during the report period (i.e. the Contracts that have End Dates during the report period that may or may not have been marked as Terminated). A Contract with an End Date that has not been marked as Terminated might represent a fixed-term Contract: if the end date of the report period is in the future, some Contracts that are scheduled to be Terminated may be included.

The table will contain separate lines for each Termination Reason and columns for each Department, Gender or Ethnicity, depending on the Specify option that you chose above. For example, if you choose the Department option above, the table will display the number of Contracts terminated for each Reason in each Department during the report period.

Training
The Training section of the report will contain a table summarising the Employment Contracts representing Employees who attended Course Events that started during the report period. Contracts that have since been Terminated will be excluded.

The table will contain separate lines for each Employment Contract Class and columns for each Department, Gender or Ethnicity, depending on the Specify option that you chose above. For example, if you have separate Classes representing part- and full-time positions and you choose the Department option above, the table will display the number of part- and full-time Employees in each Department who attended Course Events during the report period.

The final two columns in the table will be Total, which will display the total numbers of Employment Contracts in each Class who attended Course Events during the report period, and Head Count, which will display the total numbers of Employment Contracts (excluding Terminated) in each Class.
In each case, you can add more detail by choosing the Detailed option below.

Function
Use these options to specify the level of detail that will be shown in the report.

If you choose the Overview, the report will contain separate sections for each Include option. Each section will contain a summary table: please refer to the descriptions of the Include options above for details.

If you choose the Detailed option, the summary tables from the Overview will again be printed. Below each table, a list of the records that were summarised in the tables will be printed, as follows:
New Hires
Each new Contract (i.e. each Contract with a Start Date in the report period) will be listed individually. For each Contract, the Contract Number, Start Date, Employee Name, Job Title, and Department will be shown, together with the Gender and Ethnicity of the Employee. This information will be taken from the Contracts i.e. it will be correct for the Contract Start Date and won't include any subsequent Contract Changes.

You can open individual Contract records by drilling down on the Contract Numbers.

Contracts that have already been Terminated will not be included in the list.

Job Changes
Each Contract Change with a Transaction Date in the report period will be listed individually. For each Contract Change, the Contract Change Number, Date, Employee Name, Job Title, and Department will be shown, together with the Gender and Ethnicity of the Employee.

You can open individual Contract Change records by drilling down on the Contract Change Numbers.

Terminations
Each Contract with an End Date in the report period will be listed individually. For each Contract, the Contract Number, Start Date, Employee Name, Job Title, and Department will be shown, together with the Gender and Ethnicity of the Employee. This information will be taken from the Contracts and won't include any subsequent Contract Changes.

You can open individual Contract records by drilling down on the Contract Numbers.

Contracts that have been marked as Terminated will not be included in the list.

Training
Each place taken by an Employee in a Course Event in the report period will be listed individually. For each place, the Course Event Number, Date, Employee Name, Job Title, and Department will be shown, together with the Gender and Ethnicity of the Employee.

You can open individual Course Event records by drilling down on the Course Event Numbers.

An Employee with a place on a Course Event and a Contract that has been marked as Terminated will not be included in the list.
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Reports in the Human Resources Management module:

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Leave Balance

The Leave Balance report displays each Employee's leave statistics for a specified date. The statistics displayed in the report are as follows:
Carried Fwd
Number of days' allowance brought forward from a previous year and/or from the Fwd. Bal Days field in the Employee's Contract or Contract Change.

Allowance
Number of days' allowance for the year of the specified date, up to the specified date. For example if an Employee has 28 days' annual leave from January 1 and you produce the report with June 1 as the date, this field will display the proportion of 28 days for the period January 1 - June 1 (i.e. 11.67).

The annual allowance can refer to a calendar year or a fiscal year. To make this choice, use the Leave Calculation Based on options in the Leave Settings setting.

Total Allow.
Carried Fwd + Allowance

Days Taken
The number of days' leave taken by the Employee up to the specified date. This figure is not calculated from the Employee's Leave Applications but from the Activities created from those Leave Applications using the 'Activities' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android).

Balance
Total Allow. - Days Taken
Separate statistics will be displayed for each Leave Type specified in an Employee's Leave Scheme.

Employee
Paste Special    Employees in Employee/Contact register
Range Reporting    Alpha
Specify the Contact Number of an Employee or a range of Contact Numbers here if you need the report to display the leave statistics for particular Employees.

Department
Paste Special    Departments setting, Human Resources Management module/Assets module/System module
Specify a Department here if you need the report to display the leave statistics for the Employees in a particular Department (as specified in their Employment Contracts).

Job Title
Paste Special    Job Titles setting, CRM module/Human Resources Management module
Specify a Job Title here if you need the report to display the leave statistics for the Employees with a particular Job Title (as specified in their Employment Contracts).

Date
Paste Special    Choose date
The report will display leave statistics for the date that you specify here. If you leave this field empty, the last date of the current month will be used.

Sorting
The report has two sorting options, as follows:
Employee
If you choose this option, the report will contain separate sections for each Employee. For each Employee, each Leave Type will be listed individually, taken from the Leave Scheme specified in the Employee's Contract.

Leave Type
If you choose this option, the report will contain separate sections for each Leave Type. For each Leave Type, each Employee will be listed individually.
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Reports in the Human Resources Management module:

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Skills Evaluation

The Skills Evaluation report prints information from the Skills Evaluation register.

As well as acting as a journal for the Skills Evaluation register (i.e. printing records from that register), you can also use this report when you need to find Employees with particular Skills to carry out particular tasks. For example:

  • By specifying an Employee, you can obtain a list of that Employee's Skills together with Ratings.

  • By specifying a Skill, you can obtain a list of the Employees that have that Skill.

  • By specifying a Skill and a Rating, you can obtain a list of the Employees that have that Skill with that Rating.

  • By specifying a Skill and a range of Ratings, you can obtain a list of the Employees that have that Skill with a Rating in the range. To be able to use the report in this way, you should use a numeric or alphabetic scale for your Rating Codes, with low values in the scale corresponding to low ability levels.

Employee
Paste Special    Employees in Employee/Contact register
Range Reporting    Alpha
Specify the Contact Number of an Employee or a range of Contact Numbers here if you need the report to display the Skills of particular Employees.

Skill
Paste Special    Skills setting, Human Resources Management module
Range Reporting    Alpha
Specify a Skill here if you need the report to display the Employees that have a particular Skill.

Rating
Paste Special    Ratings setting, Human Resources Management module
Range Reporting    Alpha
Specify a Rating here if you need the report to display the Employees that have achieved that Rating. This will be most useful if you also specify a Skill in the field above.

Date
Paste Special    Choose date
Specify a date for the report. If an Employee has more than one Skills Evaluation record, details from the latest one (i.e. the most recent one prior to the date specified here) will be included in the report. If you leave this field blank, the report will be produced for the current date.

Sorting
Two sorting options are available:
Employee/Skill
The report will be sorted by Employee, with each Employee having their own section listing their Skills together with Ratings.

Skill/Employee
The report will be sorted by Skill, with each Skill having its own section listing the Employees that have the Skill together with Ratings.
Include
Specify here whether Skills Evaluation records that have been marked as OK and/or those that have not been marked as OK are to be included in the report.

Include All Companies
If you have more than one Company in your database, use this option if you would like Skills Evaluation records from every Company to be included in the report.
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Reports in the Human Resources Management module:

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Soft Factor Analysis

Please refer to the description of the Soft Factor Groups and Soft Factors settings here for details about this report.

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Reports in the Human Resources Management module:

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