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Best Practice: Custom Reports

In this article, we will show you some examples of how to use custom reports. For a detailed description of how to create a custom report, please refer to this article. 

Please note that the best practice examples are merely recommendations. You can always customize your reports to meet your company's needs, add required data and adjust time periods.

 

Point in time report type: annual accounts

For the annual accounts, in order to pull up employee data for a specific date, select the Point in time report type. The following example shows the annual accounts for all of the employees in the Growth department as of 31.12.2019.

custom-report-pointintime_1en-us.gif

We recommend the following settings for your annual accounts:

  • Report type: point in time
  • Date: 31.12.
  • Table columns: email, fixed salary (100%), cost center, weekly hours
  • Filter employees by: e.g. department; status equal active.

 

Timeframe report type: paid vacation

A typical use for timeframe reports is showing absences. In the following example, all employee vacation periods for 2019 are listed.

custom-report-holiday_1en-us.gif

We recommend the following settings:

  • Report type: timeframe
  • Date: 01.01.2019–31.12.2019
  • Table columns: paid vacation entitlement, paid vacation taken days, paid vacation periods, paid vacation balance at beginning of timeframe, paid vacation balance at end of timeframe, paid vacation carryover from previous year, paid vacation expired days from carryover 
  • Filter: Status equal active during chosen timeframe

To see your employees' upcoming vacation periods, we recommend you use a future timeframe (e.g. from today to the end of 2020) and add the Paid Vacation planned days attribute.

 

Historical data report type: career development

The historical data report type enables you to track changes in employee data over a customized time period. This is useful, for example, for reviewing career and salary development within a department, as in this example:

custom-report-historicaldata_1en-us.gif

We recommend the following settings:

  • Report type: historical data
  • Date: any
  • Table columns: department, position, fixed salary (100%)
  • Filter: department equal (chosen department)

 

Timeframe report type: goals and subgoals report

This report provides you with an overview of the employee's progress on their goals and subgoals during the time period of your choice. This data helps to inform employee performance planning and monitoring. 

This report includes the following groups of attributes:

  • Goal attributes:

Goal name: Name of the performance goal
Goal status: Status of the performance goal
Total goal achievement: Overall goal achievement percentage, combining all subgoals
Goal time frame: Time frame of the performance goal
Goal time frame start date: Start date of goal time frame
Goal time frame end date: End date of goal time frame

  • Subgoal attributes:

Subgoal name: Name of the subgoal
Subgoal description: Description of the subgoal
Subgoal achieved percentage: Achievement of subgoal in percent, contributing to the Total goal achievement
Subgoal achieved: Achievement of a quantitative subgoal in number
Subgoal target: Target of a quantitative subgoal in number
Subgoal type: Can be number, percentage or yes/no
Subgoal weight: Share of the subgoal within the entire goal in percent

 

custom-reports-performance_1en-us.gif

We recommend the following settings:

  • Report type: Timeframe
  • Date: This year
  • Table columns: First name, Last name, Position, Department, Goal name, Goal status, Total goal achievement, Goal time frame, Goal time frame start date, Goal time frame end date, Subgoal name, Subgoal description, Subgoal achieved percentage, Subgoal achieved, Subgoal target, Subgoal type, Subgoal weight.
  • Filter: Status equal active during chosen timeframe.

     

Timeframe report type: salary and compensation report

This report provides you with an overview of the employee's compensation during the period of your choice. This data helps to generate and analyze reports on the company's compensation development and structure.

This report includes the following groups of attributes:

  • Salary attributes:

Fixed salary (100%): Recurring type of base salary which repeats either monthly or yearly. It does not take into consideration the employee’s working hours.
Effective salary: Salary calculation based on the relation between the employee’s weekly hours and the department hours. It does not take leave periods into consideration.
Prorated salary: Salary calculation based on the relation between the employee’s weekly hours and the department hours. It does take leave periods into consideration.
Hourly salary (Rate): Non-recurring type of base salary which does not repeat on a monthly or yearly basis, and only gets paid after each worked hour. 
Hourly salary (Payout): Amount that was paid out to an employee in a given month. If calculated automatically, the payout is a result of Hourly salary (Rate) and hours worked in the respective period.

  • Bonus:

Paid bonus: Bonus amount that was paid out to the employee. It relates to goal types, custom, and target.

  • Recurring compensations

[Name of compensation] (Recurring): Recurring compensations are salary components with a regular payment (monthly, quarterly, half-yearly, or yearly). Each compensation type is listed in a separate column in Custom Reports, like in the Salary tab. 

  • One-time compensations

[Name of compensation] (One Time): One-time compensations are non-recurring financial payments, such as signing bonuses or severance packages.

  • Overtime compensation

Overtime hours (Payout): Reimbursement of overtime hours.
Overtime hours (Compensable hours): Overtime which can be converted to payout, among other things like paid vacation days or similar types of time off.


We recommend the following settings:

  • Report type: Timeframe
  • Date: This year
  • Table columns: First name, Last name, Position, Department, Fixed salary (100%), Effective salary, Prorated salary, Paid bonus, [Name of compensation] (Recurring), [Name of compensation] (One Time)
  • Filter: Status equal active during chosen timeframe.

Example
 If you create a Point in time custom report with a Today date, and Fixed salary 100%, Effective salary, Recurring comp as Table columns, a part-time employee who works 30/40 hours and has a fixed salary of €4000 combined with a recurring compensation for public transport will appear with the following values:

▶︎ Fixed salary (100%): €4000 
▶︎ Effective salary: €3000 
▶︎ Public transport (Recurring): €70

Timeframe report type: overtime balance

With this report, you can see the overtime balance for any of your employees, or group of employees.

For this custom report, use the following settings:

  • Report type: Timeframe
  • Date: Custom date
  • Start date: when your company started tracking time in Personio.
  • End date: the date you want the balance for.
  • Table columns: First name, Last name, Overtime (approved).
  • Conditions: Any filter you want to apply.

Timeframe report type: absences tracked in hours

This report provides you with an overview of your employee's absences tracked in hours.

For this custom report, use the following settings:

  • Report type: Timeframe.
  • Date: Custom date.
  • Start date: when your company started tracking time in Personio.
  • End date: the date you want the balance for.
  • Table columns:
    1. COLLECTION: ABSENCE TYPES (6 COLUMNS) attribute section. You can select all or specific absence types. This collection attribute will add the following columns for each absence type to the report: Absence type, Custom ID, Absence start date, Absence end date, Duration of absence (days), Duration of absence (hours).
    2. ABSENCE ATTRIBUTES section: Balance today (hours), Balance at beginning of timeframe chosen in report (hours), Balance at end of timeframe chosen in report.
  • Conditions: Any filter you want to apply.