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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