HR Reporting - How to measure and report on your HR Performance. A manual for HR and non-HR Professionals

HR REPORTING
HOW-TO-GUIDE
<How to measure and
report on your HR Performance>
How-to-Guide HR Reporting
Image Copyright Andrii Muzyka, 2013 Used under license from Shutterstock.com
©HRM Toolshop, 2013, all rights reserved www.hrmtoolshop.com

It all started years ago, when we ourselves, as HR Professionals, came to
realize the hard way, that it is highly time-consuming to find ready-to-
use, straightforward HR information on the internet. The option to work
with expensive consultancy firms being a budgetary challenge in the
economic down-turn, we looked for other EFFICIENT ways for designing
and customizing our HR instruments ourselves at a high standard.
That is how our idea grew to develop pragmatic and generic how-to HR
guides around HOT HR processes, such as Strategic Planning, Change
Management, Performance & Talent Management! We also wanted to
offer great HR tools & templates that people could download quickly and
then customize to their own needs.
Just like a very professional Do-It-Yourself store for all kinds of HR issues!
To ensure the widely applicable usage of our products, we started
connecting with senior HR think alikes across the globe, to help create
and/or validate our Toolkits.
As you read this, we are producing more practical tools & templates for
you with this team. Don’t hesitate to send us a query through our web
shop if you think of something particular you can’t find anywhere!
Anne & Tania, Brussels, 2013
WE WELCOME YOU TO THE HRM TOOLSHOP
Together, we combine 40 years of
HR experience across industries
and geographies.

HRM
TOOLSHOP
• This Guide is part of the HR REPORTING
TOOLKIT. This toolkit helps you to measure
progress on your strategic HR activities and
internal HR performance.
• In the Category of HR STRATEGY & PLANNING,
you can also find the related HR Toolkits for
defining & planning your HRM Strategy:
– HRM Strategy Toolkit
– Workforce Planning Toolkit (under
construction)
– Succession Planning Toolkit (under
construction)
• Go to www.hrmtoolshop.com for more HR
Toolkits & Guides.

• Are you struggling to define the most relevant
measures that will track your HR activities? Do you
want to build an HR Dashboard that impresses your
Executive Management Team? Or are you just looking
for a professional HR reporting template?
• This Guide describes step by step how to select
different types of KPIs, how to organize your
reporting process and create your reporting
templates.
• For each step in the Guide, you will be introduced to
the relevant tools and templates to complete them:
lists of KPIs to choose from, workshop templates for
agreeing on the most relevant HR measures and so
much more. You will get a better understanding of
KPIs through some relevant definitions and theory,
but you will also receive some lessons learned around
implementing a reporting process.
ABOUT THIS
GUIDE

• Our How-to-Guides, such as the one you are currently
reading, are limited in application: each customer
can consult our How-to-Guides, but they cannot be
shared, edited, customized, etc... in any format or
context. These Guides only serve as comprehensive
manuals for you in applying all the HRM Toolshop
Tools & Templates, and should be used for that
purpose only.
• Each of our How-to-Guides is therefore only offered
in a non-customizable or non-editable format.
• On the other hand, you are allowed to use the Tools &
Templates for which you bought a license, and
customize these to your needs, subject to the
limitations under the License.
• For more information: see our General Conditions on
www.hrmtoolshop.com
USING THIS
GUIDE

• The Theory : Introducing the Concept & Model.
What is HR Reporting?
• The Practice : A roadmap for creating your HR
Reporting.
How to develop your HR Reports?
• The Experience : Sharing experiences.
How to be successful?
INSIDE THIS
GUIDE

WHAT IS HR REPORTING?
The Theory : introducing concepts & models

• Through HR reporting, key data around HR efforts
become available that could influence the business
strategy and contribute to the business results.
• HR Reporting aims:
– To measure the effectiveness of HR, its impact on
the business.
– To evaluate HR process efficiency— it indicates HR
improvement efforts.
– To guide HR decision making — it helps HR to
decide on those critical organization & people
interventions that impact the business positively.
WHAT IS HR
REPORTING?

• Key Performance Indicator or KPI:
– A performance measure or key performance
indicator (KPI) is business jargon for a type of
performance measurement.
– KPIs are commonly used by an organization to
evaluate its success or the success of a particular
activity in which it is engaged.
• Performance Targets :
– For each measure or KPI, a clear target should be
defined annually, based on historical data and
future expectations by analyzing past performance
and future challenges.
– Targets can be percentage, number, or score –
depending on the type of KPIs.
SOME
DEFINITIONS

A MODEL THAT
WORKS
Aligning your HR reporting efforts with the
business plans
Company Vision &
Mission
Business Strategy
& Plans
Business and Org
& People Measures
HR Efficiency
Measures
Analysis of
External
Envirnoment
Analysis of Internal
Environment
HOW CAN HR DO
BETTER?
HOW BIG IS HR’S
CONTRIBUTION?

...SOME PAGES ARE MISSING HERE...
Go to www.hrmtoolshop.com
and download the entire How-to-Guide
©HRM Toolshop, 2013, all rights reserved

HOW TO DEVELOP YOUR HR
REPORTS?
The Practice : A roadmap for creating your HR
Reports

ROADMAP OVERVIEW
STEPS FOR DEVELOPING YOUR HR REPORTS
IV. Implement your HR
Reporting Approach
A. Plan and
schedule all HR
Reporting
Meetings
B. Define a
feedback
mechanism to
translate all
input from
Reporting
Meetings into
HR
improvement
actions
III. Design your HR
Reporting Process & Tools
A. Collect all
Reporting
Requirements
for different
satekeholders
B. Build the
most
appropriate HR
Reporting
Process &
Templates
C. Design a
process for
collecting
relevant data on
target
realization for
each measure
II. Set Targets for each
identified HR KPI
A. Organize a
Workshop with
the
Management
Team to define
Targets for all
Organization &
People
Measures
B. Organize a
Workshop with
the HR Team to
define Targets
for all HR
Performance
Measures
I. Identify the critical HR
Measures (KPIs)
B. Determine
the HR
Performance
Measures that
will monitor the
efficiency of
your HR service
delivery and
processes (=
Lead Measures)
A. Select a set of
Organization &
People
Measures that
will monitor the
impact of the
HRM Strategy
on the Business
Outcomes (=
Lag Measures)

• Objective =
To define the most important HR
outcomes that enable you to measure
the HR efficiencies and effectiveness
as planned for.
• Critical HR Competencies to have:
– Business Understanding
– Conceptual Thinking
– Analytical Thinking
STEP I – IDENTIFYING CRITICAL HR MEASURES
(KPIS)
I. Identify the critical HR
Measures (KPIs)
B. Determine the HR
Performance Measures that
will monitor the efficiency of
your HR service delivery and
processes (= Lead Measures)
A. Select a set of Organization
& People Measures that will
monitor the impact of the
HRM Strategy on the
Business Outcomes (= Lag
Measures)

• Start with reviewing the approved overall business
plans and potentially discuss these plans with the
Heads of Business to understand which elements are
related to your HR strategic plans: what are priorities
for the coming year – where do they believe that the
impact of HR will be crucial?
• Continue with reviewing your HRM strategic plan and
objectives : how do they link with the overall business
plans (see tools from our HRM STRATEGY TOOLKIT).
• Conclude with making a list of the top 5 critical HRM
projects or activities that will, potentially, bring a major
contribution to the business strategy.
A. SELECT A SET
OF
ORGANIZATION &
PEOPLE
MEASURES

HR REPORTING – TOOLS OVERVIEW
AVAILABLE TOOLS PER STEP IN THE PROCESS
IV. Implementing your
HR Reporting Approach
III. Designing your HR
Reporting Process &
Tools
II. Setting Targets for
each defined HR KPI
I. Identifying critical HR
Measures (KPIs)
 HR KPIs - List
 HR KPI Progress & Issue
Log – Template
See also HRM Strategy Tools
 Workshop Setting Targets
for Org & People Measures
- Template
 Workshop Setting Targets
for HR Performance
Measures - Template
 HR Reporting Stakeholder
Analysis - Worksheet
 HR Dashboard –
Reporting Template
 HR KPI Progress & Issue
Log - Template

CRITICAL SUCCESS FACTORS
& POTENTIAL PITFALLS
The Experience : Sharing Lessons Learned

• Identify a clear, consistent, and compelling
connection between the company’s strategy and
the work of each employee.
• Zero in on the critical few measures that have the
greatest impact on the company’s bottom line.
• Document the effects of HR on company
performance in credible ways that employees, line
supervisors, and managers can understand.
• Less is more!!!
CRITICAL
SUCCESS
FACTORS

• You liked this template and you want to share HRM
Toolshop’s Products with other HR Professionals or
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and referring other interested professionals to
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• Reproduction, adaptation or translation without permission
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Products.
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• The HRM Toolshop products are HR Tools & Templates
provided on an “as is” basis with no warranties or
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or applicable to your situation or jurisdiction.
USER TERMS

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WHO WE ARE
My fascination for Talent Management grew as I moved up the hierarchic ladder: as an eager young
search professional in the Retail Sector I came to realize the importance of efficient hiring & onboarding
processes and skills. As I moved on in various leadership roles, one of them in the Federal Government,
I often was challenged with matching people their competencies in critical roles effectively. Over these
years, I gained a lot of experience in Talent Development and Competency Management.
At that time, Compliance became an important concern in many organizations, and I decided to obtain a
Master’s Degree in Labor Law. Once graduated, I started applying these new HR Legal competencies in
my assignments as HR Consultant, mainly in the Energy sector, where I mainly focused on HR
Transformations and HR Policy design work. To really specialize in the HR Legal side of business, for
projects around restructuring, employee relations, wellbeing, etc. ..., I joined a well-known international
legal firm as a senior legal consultant for a couple of years. Today I am fully dedicated in managing my
own HR consultancy firm, offering specialized services in Talent Management besides running the HRM
Toolshop.
I started my career in the Oil & Gas Industry within the Learning & Development area, and then moved
into a senior HR consultancy role at a BIG 5 Consultancy Firm where I became trained in Organization
Design, Change Management and HR Transformation through theory and practice.
Interesting times, lots of international traveling, but I felt that I needed to get exposed to the down-to-
earth, operational side of HR!
I took up several international HR Director roles in Europe and the Middle East, in various industries:
working within different cultures, and how to apply HR practices across locations became my key
lessons learnt those years.
Summarizing all the things I saw and experienced during my career up until now would be as follows:
“Running a Successful Business is Being very Smart about how you manage your People and Starts with
Genuine Respect”. Any successful HR action will derive from this principle.
Tania acquired 20 years of
experience through managing
international HR Legal Projects and
Talent & Development Programs
across industries.
Anne gained 20 years of experience
in guiding businesses through
change, leadership development and
strategic HR planning programs
internationally.

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HR Reporting - How to measure and report on your HR Performance. A manual for HR and non-HR Professionals