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Prof.

Soniya Dsouza
HEADCOUNT REPORT-BASED CALCULATION-BASED

Gender Number of Male Vs. Female Female to Male Ratio

Number of employees belonging to different ethnic Minority Count divided by Majority


Ethnicity
groups Count

Age Categorize by different age-group Average Age of Workforce

Length of Service Categorize by length of service Average Length of Service

Full-time Vs. Part-Time Number of FT and PT employees Ratio of PT and FT employees

Regular Vs. Temporary Number of Regular and Temp employees

Management Vs. Union Count of Management and Union employees

Demographics Veteran Status, Education, Place of Residence

Actual Headcount, Average


Headcount
Headcount

HR Effectiveness HR to Staff Ratio


Indicates workforce composition by gender
Example: How many male vs. how many female

Metrics:
Total Male Employees + Total Female Employees = Total Headcount
Female to Male Ratio = Total Female Total Male

Application and Analysis:


Is it a balanced workforce?

Is there an (unintended) adverse impact?

EEO Reporting on Adverse Impact Ratio Analysis


Adverse Impact refers to employment practices (hire, promotion, training, etc.) that
appear neutral but have discriminatory effect on a protected group (Gender, Ethnicity).

How do you report


By Department HR Vs. Operations

By Positions Clerical, Conductor, Customer Service, etc.

By Management/ Union
Indicates workforce composition by ethnic group
Example: # of employees that are White, Black, Hispanic, Asian, American Indians, etc.

Metrics:
Count of Minority Vs. Majority (Dominant) Ethnic Group

Application and Analysis:


How balanced is the workforce?
Analyze discrimination cases/lawsuits
EEO Reporting on Adverse Impact Ratio Analysis
Adverse Impact refers to employment practices (hire, promotion, training, etc.) that
appear neutral but have discriminatory effect on a protected group (Gender, Ethnicity).

How do you report


By Department HR Vs. Operations
By Positions Clerical, Customer Service, Directors, Chiefs, etc.
By Management/ Union
Indicates workforce composition by age
Example: # of employees less than 25, between 25-40, between 40-60, over 60

Metrics:
Average Age = Total Age of all employees Total Headcount
Average Age of Male Vs. Average Age of Female

Categorization for analysis


Develop rationale behind age categorization
Young blood, Middle-aged, Eligible to retire early, Full retirement age, etc.

Application of Average Age Metrics


Average age of workforce Is it comprised of aging population or younger population
Helps in conducting Retirement Readiness Analysis
Ex: Eligible to retire immediately vs. will be eligible to retire in 3 or 5 years, etc.
Develop Succession Planning
Ex: Cross-training, shadowing positions
Forecasting Staffing areas of opportunity
Ex: Design Recruiting Program to ensure there is no shortage of staff
Calculating future benefits liability for your organization
Ex: Healthcare cost, Life Insurance Coverage, etc.
Indicates workforce composition by length of service in the company
Example: # of employees who have been with the company for 5 years, 10 years, 25 years.

Metrics:
Average LOS = Total years of service Total Headcount

Reporting:
Average LOS by Management & Union
Categorization: 0-5 years, 6-10 years, 11-15 years, etc.

Application of LOS Metrics


Loyalty Factor (Ex: Leave within 2 years, within 5 years, etc.)
Attrition/Turnover Analysis (Ex: Leave while still on probationary period)
Knowledge, Experience and Skillset Is there a shortage? Need for training?

When LOS is analyzed in conjunction with Age it offers better analysis


Identify retirement population (Ex: Age 60/20 LOS)
Trends in Attrition
Younger Population Vs. Older
Early career Vs. Mid career
Indicates workforce composition by number of full-time and
part-time employees

Metrics:
# of full-time Vs. # of part-time employees

Application/Impact:
Offer health coverage

(if working at least 30 hours/week based on company size)


Availability/shortage of staff to undertake the tasks

Investment on special projects

Budgeting Purpose
Indicates workforce composition by number of regular and
temporary employees

Metrics:
# of Regular Employees Vs. # of Temporary Employees

Application/Impact:
Benefit Offerings

Seasonality or special projects


Indicates workforce composition by number of management employees
and number of employees represented by the collective bargaining
agreement

Metrics:
Headcount = Number of Management Vs. Number of Union (Represented)

Application/Impact:
Helps determine workforce complexity

Helps understand work/organization culture

Collective Bargaining Agreement Negotiation

Hiring for seasonal/special project employees


Total number of Military Veterans in the company

Reserved Military Status

Active Duty - Deployment

Military Leave/ Policy Obligations

Backfill vacant positions


Qualification of employees

Categorization by:
High School Diploma
Undergrad
Masters

Helps Talent Management + Training


Skill Development
Succession Planning
Employees commute

Travel Time

Flexible work schedule benefit

Remote Access/ Telecommuting

Accessibility in case of emergency

Laws/Policies Ex: Same-Sex Domestic Partner


Terminology:
Budgeted Headcount

Actual Headcount

Budgeted Headcount
Number of positions approved by the Companys President.

Total positions accounted for.

Actual Headcount (on Payroll):


Actives (A)

Leave of Absence (L)

Paid Leave of Absence (P)

Suspended (S)

Metrics:
Actual Headcount = A + L + P + S
Number of HR Staff for every 100 employees in an organization

Metrics:
(Total Full-Time HR Employees Total Non-HR Full-Time Employees) * 100

Example:
Suppose there are 10 full-time HR Employees, and 500 other full-time employees.
HR to Staff Ratio (also known as HR to Employee Ratio) = (10 500)*100 = 2
Interpretation: There are 2 HR employees for every 100 other employees

Note: Other full-time employees does not include HR full-time employees

Analysis/Impact:
Assess HRs effectiveness in delivering services
Cautious when including/excluding HR Staff
Include Generalists, Benefits, Compensations
Exclude Specialists, Payroll, Training & Dev
SHRM Human Capital Benchmarking Study
Promotion is the act of moving an employee
to a higher or more important position or
rank in an organization.

Promotion Rate : Employees promoted as a


percentage of headcount

Expressed as a percentage

Formula:
(Promotions Average Headcount) * 100
Employees moving upward in the
organization as a percentage of all employee
movement.

Formula:

Promotions (Promotions + Transfers)

Note: Transfers are lateral movements for


employees to gain additional experience from
new functional areas.
Calculate Promotion Rate and Career Path Ratio for an
organization with 500 employees, if 100 employees were
promoted, 75 were transferred and 20 were demoted.

Promotion Rate
(100 Promotions 500 Headcount)*100 = 20%

Career Path Ratio


(100 Promotions (100 Promotions + 75 Transfers)) = 0.57

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