Reported staffing is material synthesis and analysis of data related to the hr team in the business, including the number of fluctuations, employment status, performance indicators related. This report can be in the form of Excel file, report the personnel of the company or dashboard report to the online help managers monitor the situation, hr monthly, or in real-time.
Report personnel not only is the table of data about employees but also the panorama help leaders grasp the situation, trend forecasting, to take strategic decisions fast, accurate.
The article will provide three main information follows:
- Report personnel, including the content, what?
- How to set up reporting the stars for easy to understand, easy to apply?
- Sample report tool supports to save power and avoid errors.
Lac Viet Computing will help you understand concepts, standard structure of a report to the provided report template hr and hints automation solutions to optimize the entire reporting process.
1. Report what is?
Reported staffing is material synthesis, analysis, presentation of information related to human resources of the business in a given time period (month, quarter, or year). The objective of the report is to provide accurate data to support leadership in the management, coordination, strategic planning, hr.
Role in corporate governance:
- Track fluctuations personnel: report helps to determine the number of existing employees, the number of new job openings, the number of jobs, from which assess the stability of the labor force.
- Reviews effective use of human resources: combined with data productivity, KPI, or evaluate the effectiveness of work, businesses can measure the level of contribution of each department.
- Support planning staff: Based on past data and current, businesses can forecast demand recruitment, transfer or training.
Illustrative example: A company produced garment usually have highly seasonal. If based on file reporting the monthly Excel hr can realize that in the second quarter and third quarter, the rate of the holiday increased by 20% compared with the remaining quarter. From there, leaders can actively recruit additional or deploy programs retain employees before the high season, which helps to avoid production disruptions.
2. Includes what?
2.1. Overview of hr
Offers comprehensive picture of the workforce at a specific time, helps leaders understand the scale the team structure. Help to forecast human resource needs, adjust strategies to recruit and maintain a balance of personnel structure.
Content typically includes:
- Number of current staff: Charged according to the company, divided by departments, branch location.
- Personnel structure: the Proportion of gender, age, education level, seniority.
- Employment rate: Number of new hr compared with the total number of employees.
- The rate of the holiday: the Number of employees left in the period and causes of action (voluntary termination of the contract or discipline).
2.2. Effective recruitment
Evaluate the entire recruitment process, from seeking candidates to sign the contract. The optimal source of recruitment, reduce costs, shorten the time of recruitment.
Content typically includes:
- Number of candidates: Total candidates receiving candidates through the loop filter, profile, interview, get a job.
- Conversion rate: From candidate → interview → get the.
- Recruitment cost: includes the cost of posting news, free software, recruitment costs interviews and onboarding.
- Recruitment time average: the Number of days from when openings to when the candidate for a job.
2.3. Situation training
Reflects the level of investment and efficiency programs for training personnel. Help determine which program is highly effective, from which budget allocations reasonable.
Content typically includes:
- The number of training: Internal, outsourced or online.
- Number of employees involved: Classified according to the department or level.
- The rate of course completion: a comparison of registration with the finish.
- Effective training: evaluation results after the course, the ability to apply to jobs.
- Cost of training: includes free trainers, documents, software, training.
Value management:
2.4. Fluctuations in hr
Track the changes of personnel in the period to identify trends and causes. Early warning of problems retaining personnel policy adjustments.
Content typically includes:
- The number of new employees: According to each department and location.
- Number of employee: analysis of causes left.
- Change work location: Promoted, transferred, demoted.
- Rate fluctuations personnel: the left compared to the total number of personnel on average.
2.5 degree of compliance with rules
Assess the situation abide by rules and regulations of the business. Help build a culture of compliance, awareness, discipline, work environment, professional.
Content typically includes:
- Number of violations: Come late, leave without permission, in violation of occupational safety...
- Rate of employee violations: in Comparison with the total personnel.
- Discipline: Remind, reprimand, warning, or dismissal.
- Trend violations: Increase or decrease over time.
Value management:
2.6 personnel Costs
Summing up all the costs related to workers who support financial planning. Help balance the budget, assess the ROI of investments in personnel.
Content typically includes:
- The total cost of salary: basic Salary, allowances, overtime.
- The cost and reward: performance Bonuses, holiday bonus, bonus project.
- Cost of insurance: SOCIAL insurance, health INSURANCE, UNEMPLOYMENT insurance, supplemental insurance.
- The cost of welfare, other: travel, health, staff gifts.
3. Classified report to the popularity in business
3.1. Report personnel
This is the type of report reflects the entire labor force of the business at a specific point in time. Contents usually include: the total number of personnel, the allocation by department, gender, age, seniority, fluctuations in hr (recruitment, new jobs, moving thing).
Actual value:
- Help leaders understand the structure the current level of stability of the team.
- Allow to predict early risk shortages or imbalances of skills.
For example: A sample report personnel of the company form the pie chart shows the percentage of employees over 10 years of experience accounted for 40%, this is both the advantage of experience, just warning risk of shortages young, design-if there is no recruitment plan reasonable.
3.2. Report hr monthly
Be set periodically, this report focuses on the update of the latest changes in personnel during the month: the number of existing employees, new employees, employee turnover, change titles or salary.
Actual value:
- Help leaders closely monitor fluctuations personnel to put out timely adjustment.
- Support personnel assess the effectiveness of policies to recruit and retain employees.
Businesses can use file report to the monthly Excel column data such as: name, department, title, date joined, dates of stay, reasons to stay. When combined with trend charts, the data is easy to see what month rates stay the same unusual underlying cause.
3.3. Performance reports work
This is the report focuses on the measurement, analysis of the level of completion of the work of employees or departments. Data are usually obtained from time and attendance system, KPIS, OKRs, or project report.
Actual value:
- Helps business identify hr team has high performance to rewards, at the same time detect the points that need improvement.
- Support, training plan, allocate resources appropriately.
3.4. Dashboard reporting personnel
Other reports as text or Excel sheet, dashboard reporting personnel present data visually with charts, graphs, table of. This system often real-time updates, help users quickly grasp the important indicators as the ratio of the holiday, the rate of successful recruitment, personnel structure.
Actual value:
- Shorten analysis time data from several hours down to just a few minutes.
- Minimize errors due to input manually.
- Increase transparency when the entire data is updated directly from the system of personnel management.
For example, A retail business with more than 2,000 employees use dashboard to track employee sales target each week. Thanks to that, they quickly deploy training programs complement group performance, a low sales month after an increase of 12%.
4. Structure of a report to the professional standards
A report to the quality, not merely the aggregation of data that must be organized scientific context, analysis so that the reader can quickly grasp the situation the correct decision. This report usually HR or planning department personnel performed periodically (monthly, quarterly, or annually) to provide an overview of labor resources of the enterprise.
4.1. Title, scope report
The title should clearly reflect the content, for example: “report on the situation of human the second Quarter of 2025 – The company” or “report fluctuations on September 7/2025 – Volume Production.”
Range report should clearly indicate:
- Duration: month, quarter, year.
- Audience analysis: the company, each department or project team.
Benefits: Helps the reader to immediately identify the context data, avoid misinterpretation or compare the deflection stage.
4.2. Data source
Source collect may include:
- System attendance management, shift work.
- Personnel records on software HRM or ERP.
- File report to the monthly Excel or Google Sheets of the parts sent.
Why should clearly state data source?
- Increase the transparency and reliability of the report.
- Help check and compare when it detects the wrong number.
Practical benefits: If the application software that dashboard reporting personnel data is updated in real-time, up 60-70% of the time, synthetic versus how to make crafts (according to the Gartner report 2024).
4.3. The indicator should be in the report
A report template hr usually includes the main indicators:
- Total personnel: Help leaders visualize scale current hr.
- The rate of quitting (Attrition Rate) and the rate of new job openings: Reflection retention, attraction of the business.
- The rate of progression, internal transfer: Measurement effectively develop talent within.
- Personnel costs: includes salary, bonus, allowances, insurance and other benefits.
- The chart is intuitive: When shown on a dashboard report in hr, these indicators can be displayed as a pie chart, column or line, helping the manager analyze quickly in few minutes instead of having to read dozens of lines of data.
4.4. The review and recommendations
Review: don't just report the data, HR needs trend analysis. For example, if the report of the company shows the ratio of the holiday increased by 10% compared with the previous quarter, need to specify the cause (food policy has not compete, work pressure, lack of opportunity for advancement...).
Recommendations: Take out specific solutions, feasible, keep abreast of problems.
- Increase benefits or structural adjustment bonus.
- Organize training courses, advanced skills to retain employees.
- Revise the recruitment process to improve the quality of input.
Values bring: Variable reporting personnel from a “file” statistical tools, strategies, support leadership decision fast in the right direction.
5. Guides report staff by Excel
Although many businesses have turned to software hr management with automation features, report to the Excel is still in common use, especially in the small and medium companies. The main reason is that Excel has low cost, flexible, easy-to-customize. However, to avoid status reports take a lot of time or erroneous data, businesses need to understand the following steps:
5.1. Building structure logical data
File a report to the monthly Excel efficiency should be scientifically designed right from the start:
- Column basic information: name, employee Code, department, title, Day on, Day off work (if applicable), contract status, basic salary, allowances, birth Date, Gender.
- Column data analysis: seniority (calculated by formula DATEDIF), State personnel (working/retired/trial).
- Data format standard: Use the date style (Date) for the time column, type (number) for wages to avoid errors when calculating.
- Apply a table format (Table): filter, sort data quickly and link support versatile recipe.
For example: A sample report personnel of the company can be structured as follows:
| Name | Departments | Titles | Date to | Holidays | Type of CONTRACT | Basic salary | Allowance | Status |
| Nguyen Van A | Business | Team | 01/03/2020 | Undefined | 15,000,000 | 2,000,000 | Are working | |
| Tran Thi B | Accounting | Staff | 15/07/2022 | 10/07/2024 | Determine 1 year | 10,000,000 | 1,000,000 | The holiday |
5.2. Using the tool, Excel formula to increase speed analysis
A report on good personnel listed not only data, but also analysis and information visualization:
- VLOOKUP/XLOOKUP: lookup departments, titles, or contract information from the catalog.
- PivotTable: the Total number of personnel in departments, the proportion of male/female, seniority, or contract status.
- Conditional Formatting: color alert personnel about the expiration of the contract in the next 30 days, or staff rate vacation high.
- Chart: Create Dashboard reports with chart, column, pie or line chart to leadership to track trends in hr.
6. Download and customize the report template hr Excel
Business can start with report template hr basics, then customize according to internal needs:
- Report template hr monthly: Focus on fluctuations in hr, the rate of the holiday, the number of new employees.
- Sample report the synthesis of five: Add trend analysis, forecast recruitment needs next year.
- Report template hr following departments: Help department, efficient management of resources.
7. Automation solution reporting personnel with Lac Viet SureHCS
In many businesses, especially the unit, medium and large scale, the reporting personnel by Excel crafts are revealed many limitations: time-consuming data entry, easy to errors and difficult to synthesize from multiple different data sources. This leads to the risk report is not timely or accurate, directly affect the quality of the decision of the leadership.
Automation solution reported by the use software personnel management (HRM) has integrated dashboard report to the radical remedy of this problem. When the data from the modules like attendance, payroll, records management is synchronized on a platform, a report will be created automatically in real-time.
Outstanding benefits businesses get:
- Save time by 50-70% compared with manual method to remove imported data, calculate the repeat.
- Accurate data, instant updates help leaders timely response to fluctuations in hr.
- Trend analysis hr easy: for example, the system can detect the ratio of the increase in certain parts and send alerts to HR handle soon.
- Increased ability to customize: businesses can create a report template personnel private in accordance with regulatory requirements.
In the context of business, increasingly attention is paid to the human resource management efficiency, the demand for a system of personnel management comprehensive, easy to use, has the ability to analyze data depth is becoming more urgent. Instead of losing hours and hours general file report hr monthly craft, many businesses have turned to technology solutions to help automate processes, provide dashboard report to the intuitive support quick decision making.
Lac Viet SureHCS software solution is human resource management is designed exclusively for Vietnamese businesses, meet the full range of services from attendance – payroll – benefits manager to report and analyze hr. Don't just stop at the store, data processing system also helps managers quickly create report template hr standard, extract reports staffing with Excel or PDF, at the same time monitor the situation personnel of the company in real time.
CONVERT THE NUMBER OF PERSONNEL WITH COMPREHENSIVE LAC VIET SUREHCS
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INTEGRATED AI ACCELERATION CONVERTER OF PERSONNEL
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BUSINESS IS WHAT WHEN DEPLOYING SOFTWARE LAC VIET SUREHCS?
- Comprehensive solutions from A‑Z cover the entire process of HR from recruitment, profile, attendance, payroll, benefits, training, reviews, experience staff
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CONTACT INFORMATION:
- Hotline: 0901 555 063
- Email: surehcs@lacviet.com.vn | Website: https://www.surehcs.com/
- Office address: 23 Nguyen Thi Huynh, Phu Nhuan, ho chi minh CITY.CITY
The application of hr solutions as Lac Viet SureHCS allows businesses to automate the process of reporting, ensuring accuracy, timeliness, ability to analyze deep. From file report hr monthly to dashboard report to the intuitive, all information is updated real-time help managers grasp the situation and make a decision quickly. Invest in a reporting system modern hr is investing in the power management long term of business.
