The objective of this tutorial is to help you understand how you can use the Reports Module to create and manage the reports and staff data in regards to the scheduled hours, worked hours, crib sheets, anniversaries, vacations and availability.
Access from your: Computer
Applies to: Managers, Supervisors, Schedulers and Employees
The ‘Reports’ tab is the central hub where you can get the data you need, in the format you prefer, for your employees, so you can make everyday decisions for your business.
‘Reports’ tab has various report types, which make it easy to produce and organize your staff data. Being part of the management, it lets you create and manage 'Custom Reports' as well.
Things to know before you begin:
- You must have a manager/admin, supervisor and scheduler access privileges in Humanity to view the report module.
- ‘Reports’ module must be enabled from the ‘Settings’ module for employees to access it.
- Schedulers can manage reports for specific locations, positions and staff which has been granted to them by their Managers.
- Employees can be granted scheduler permission to specific positions by their Managers which will allow them to view the reports linked to that positions only.
- The visibility of some report options might vary according to the permission level in Humanity.
- Shifts Confirmed Report will not appear if you have the 'Shift Approve' feature disabled.
- Time sheets reports section will be visible only if the 'Time Clock' module would be enabled.
- The forecast feature must be enabled to view the forecast summary report,
- Employees must set their hourly availability to be reflected under the 'Availability' and 'Unavailability' report.
- The expiration date for the skills must be added with the skills to view 'Skills Expiration' report.
The scenario outlined in this tutorial consists of the following building blocks:
- All Reports
- Custom Reports
- Forecast Report
- Schedule Reports
- Budget Reports
- Time Sheet Reports
- Employee Reports
'All Reports' is a tab gives you a brief description related to various types of reports available in Humanity.
If you are not able to see the exact report that you're looking for, you can create
your own report!
With ‘Custom Reports’ tab, you can get the data you need, in the format you prefer, so you can make everyday decisions for your business. Following custom, report options are available under this type.(underlined as you need to look into the custom reports article to fabricate the available types under this type further)
‘Forecast summary’ report view the exact number of employees you need to schedule per hour. It determines if you were overstaffed or understaffed.
1. Schedule Summary Report:
The 'Schedule Summary' is a report that will list all the shifts scheduled and hours per day with both start and end times of the shift from the ShiftPlanning. The report can be easily grouped by 'Location' or other filters set in the application and also includes totals for the key metrics.
2. Position Summary Report:
With ‘Position Summary’ report, you can view the number of hours scheduled, by 'Position' and group by 'Location'.
3. Position Summary Cost Report:
The 'Position Summary Cost Report' shows you the total daily cost by the 'Position' grouped by the 'Location'. The report can be used side-by-side with Position Summary report in order to compare the Hours scheduled VS Cost per position.
4. Hours Scheduled Report:
Hours Scheduled report gives the total hours scheduled per employee for a selected timeline.
The 'Budget Report' represents the 'Actual' Scheduled Hours/Income against the set 'Budget' Hours/Income by 'Location' for your employees.
Note: If you are under budget the 'Difference' will be shown in ‘Green’ and if you're over budget it will be shown in ‘Red'.
6. Daily Peak Hours:
The 'Daily Peak Hours' is a report that will show the maximum daily hours scheduled per 'Position' or by 'Skills'.
7. Shifts Scheduled:
The 'Shifts Scheduled’ report can be used to keep track of hours that employees are scheduled to work on the schedule along with the positions' details.
8. Shifts Confirmed:
The 'Shifts Confirmed’ Report is used to keep track of hours that have been 'Approved' through the ‘Shift Approval’ feature and not through the ‘Time Clock.’
9. Crib Sheet:
The 'Crib Sheet’ report can be handy when pulling the scheduled shifts with detailed information e.g. shift notes and titles etc; It is useful for keeping track of breaks/hours offline.
10. Shift Exchanges:
Under this report, you can pull up the details for the shift exchanges done by your staff using the 'Shift Trade' build in feature of the app. The report can be easily grouped by 'Location' or other filters set in the application and also includes totals for the key metrics.
11. Open Shifts:
This report provides you with a list of all the open shifts listed by date and the names of the 'Employee' that have filled the open shifts.
Note: The 'Slots' refers to the number of open shifts that have been filled, as a fraction of the total number of available open shifts.
12. Shift Acknowledgment:
‘Shift Acknowledgement’ report allows managers to quickly track the Scheduled Shifts' acknowledgment status.
‘Tasks’ report is a report used to track the activities of the tasks that were assigned to staff. The report provides details on Tasks Name, Task Start & End Time and the duration to complete a Task
Time Sheet Reports
1. Time Sheets:
‘Time Sheets’ report view the number of hours employees have clocked in and out through the Time Clock module. This report only shows the Confirmed Time Sheets data generated from clocking in and out using the Time Clock module.
2. Time Sheets Summary:
‘Time Sheet Summary’ report view the number of hours employees have clocked in by day and week through the Time Clock module.
Note: Time sheet filter let managers choose between Approved & Unapproved Time sheets.
3. Time Sheet Attendance:
‘Time Sheet Attendance’ report view the number of shifts/hours employees have clocked, as well as how often they have been late or absent. This report compares the 'Scheduled Shift' times against 'Clocked Hours' to calculate the attendance score.
4. Time Sheet Late Summary:
‘Time Sheet Late Summary’ report view the number of hours employees have clocked in late by day and week through the Time Clock module.
Employee - Reports of Staff Actions
‘Attendance’ report views the number of shifts/hours employees have worked, as well as how often they have been late or absent. This report calculates the attendance score from the Shifts that managers approve manually using the Shift Approval feature.
Note: 'Karma' is essentially a percentage score of your 'Late', 'Overtime' and 'Absences'.
This report reflects the upcoming work anniversaries of your staff members when you add an employee to your account, Humanity automatically adds his "Start Date" in his profile which can be modified.
‘Vacation’ report view the number of days employees have given for vacation, or how many were rejected/left outstanding. It also shows the number of vacations your staff has requested and is then categorized as approved, declined and the ones still needing approval.
4. Vacation Summary:
The 'Vacation Summary’ report gives you a comprehensive overview of the vacation requests made by the staff.
Note: The is an extensive version of vacation report which shows approved/declined the requests when the request was submitted, and the remaining vacation days, etc;
'Availability’ report view the availability of employees during a certain time period.
Here you can view your employees' availability by day during a certain date range. The 'Total' shows hours/percentage for which someone is available during the selected date range.
'Unavailability’ report view the unavailability of employees during a certain time period.
Here you can view your employees' unavailability by day during a certain date range. The 'Total' shows hours/percentage for which someone is not unavailable during the selected date range.
7. Hourly Availability:
‘Hourly Availability’ report view the availability of the number of employees available in per hour in a day.
8. Skills Expiration:
‘Skills Expiration’ report view the skills expiration date added next to the skills assigned to the staff.
If you have any further queries, please don't hesitate to reach us at firstname.lastname@example.org. Happy Scheduling!