# Reports & Analytics Module

## Overview

The Reports & Analytics module provides comprehensive reporting capabilities across all HR functions with data visualization, export options, and customizable dashboards.

---

## Features

### Core Functionality
- ✅ Pre-built report templates
- ✅ Custom report builder
- ✅ Interactive dashboards
- ✅ Data visualization (charts, graphs)
- ✅ Export to PDF, Excel, CSV
- ✅ Scheduled reports
- ✅ Email delivery
- ✅ Report sharing
- ✅ Drill-down capabilities
- ✅ Real-time data
- ✅ Historical comparisons

---

## Report Categories

### 1. Employee Reports

**Available Reports**:

**Employee Directory**
```
Purpose: Complete list of all employees
Filters: Department, Position, Status, Location
Columns: Name, Code, Email, Department, Position, Status
Export: PDF, Excel, CSV
```

**New Hires Report**
```
Purpose: Track new employee onboarding
Filters: Date range, Department
Metrics:
- Number of new hires
- By department
- By month
- Onboarding status
```

**Employee Turnover Report**
```
Purpose: Analyze employee attrition
Metrics:
- Turnover rate
- Voluntary vs involuntary
- By department
- Reasons for leaving
- Trend analysis
```

**Headcount Report**
```
Purpose: Current workforce composition
Breakdown:
- By department
- By position
- By employment type
- By location
- Trend over time
```

**Demographics Report**
```
Purpose: Workforce demographics
Analysis:
- Age distribution
- Gender distribution
- Nationality
- Education levels
- Experience levels
```

---

### 2. Attendance Reports

**Monthly Attendance Summary**
```
Purpose: Overall attendance overview
Metrics:
- Total working days
- Days present
- Days absent
- Late arrivals
- Early departures
- Attendance rate
Filters: Month, Department, Employee
```

**Attendance Detailed Report**
```
Purpose: Day-by-day attendance tracking
Details:
- Check-in/check-out times
- Hours worked
- Status (Present/Late/Absent)
- IP addresses
- Notes
```

**Late Arrival Report**
```
Purpose: Track punctuality
Metrics:
- Number of late arrivals
- Average late time
- Frequent offenders
- Trend analysis
- By department
```

**Absenteeism Report**
```
Purpose: Analyze absence patterns
Metrics:
- Absence rate
- Frequent absentees
- Absence reasons
- Seasonal patterns
- Cost of absenteeism
```

**Overtime Report**
```
Purpose: Track overtime hours
Metrics:
- Total overtime hours
- By employee
- By department
- Overtime cost
- Trend analysis
```

---

### 3. Leave Reports

**Leave Balance Report**
```
Purpose: Current leave balances
Details:
- Employee name
- Leave type
- Allocated days
- Used days
- Pending days
- Available balance
Filters: Department, Leave type
```

**Leave Usage Report**
```
Purpose: Analyze leave patterns
Metrics:
- Leave utilization rate
- By leave type
- By department
- Seasonal trends
- Peak leave periods
```

**Leave Approval Report**
```
Purpose: Track leave approvals
Metrics:
- Pending approvals
- Approval turnaround time
- Rejection rate
- Rejection reasons
```

**Leave Forecast Report**
```
Purpose: Predict future leave usage
Analysis:
- Upcoming leaves
- Team availability
- Resource planning
- Potential conflicts
```

---

### 4. Payroll Reports

**Monthly Payroll Summary**
```
Purpose: Overall payroll overview
Metrics:
- Total employees paid
- Total gross salary
- Total deductions
- Total net salary
- By department
```

**Payroll Detailed Report**
```
Purpose: Individual payroll breakdown
Details:
- Employee details
- Earnings breakdown
- Deductions breakdown
- Net salary
- Bank details
```

**Statutory Deductions Report**
```
Purpose: Tax and statutory compliance
Breakdown:
- PAYE summary
- NHIF summary
- NSSF summary
- Housing Levy summary
- Remittance details
```

**Payroll Comparison Report**
```
Purpose: Compare payroll periods
Analysis:
- Month-over-month
- Year-over-year
- Variance analysis
- Trend identification
```

**Cost Center Report**
```
Purpose: Payroll by cost center
Breakdown:
- By department
- By project
- By location
- Budget vs actual
```

---

### 5. Performance Reports

**Performance Summary Report**
```
Purpose: Overall performance overview
Metrics:
- Average performance rating
- Rating distribution
- By department
- By position level
- Trend analysis
```

**Goal Achievement Report**
```
Purpose: Track goal completion
Metrics:
- Goals set
- Goals achieved
- Achievement rate
- By employee
- By department
```

**Performance Trend Report**
```
Purpose: Performance over time
Analysis:
- Individual trends
- Team trends
- Improvement areas
- Top performers
```

**Training Impact Report**
```
Purpose: Training effectiveness
Metrics:
- Pre/post training scores
- Performance improvement
- ROI analysis
- Skill development
```

---

### 6. Training Reports

**Training Participation Report**
```
Purpose: Track training engagement
Metrics:
- Enrollments
- Completion rate
- No-show rate
- By department
- By training type
```

**Training Effectiveness Report**
```
Purpose: Measure training impact
Metrics:
- Participant feedback
- Assessment scores
- Knowledge retention
- Behavior change
- Performance impact
```

**Training Budget Report**
```
Purpose: Training cost analysis
Breakdown:
- Cost by category
- Cost per employee
- Budget utilization
- ROI calculation
```

**Skills Gap Report**
```
Purpose: Identify training needs
Analysis:
- Required skills
- Current skills
- Gap analysis
- Priority areas
- Training recommendations
```

---

### 7. Recruitment Reports

**Recruitment Pipeline Report**
```
Purpose: Track hiring process
Metrics:
- Applications received
- Screening rate
- Interview rate
- Offer rate
- Hire rate
- Conversion funnel
```

**Time-to-Hire Report**
```
Purpose: Hiring efficiency
Metrics:
- Average time to hire
- By position
- By department
- Bottleneck identification
```

**Source Effectiveness Report**
```
Purpose: Evaluate recruitment channels
Metrics:
- Applications by source
- Quality by source
- Cost per hire by source
- Conversion rates
```

**Recruiter Performance Report**
```
Purpose: Recruiter productivity
Metrics:
- Positions filled
- Time to fill
- Quality of hire
- Candidate satisfaction
```

---

## Dashboard Views

### Executive Dashboard

```
┌─────────────────────────────────────────────────────┐
│ Executive Dashboard                                  │
├─────────────────────────────────────────────────────┤
│ ┌──────────┐ ┌──────────┐ ┌──────────┐ ┌─────────┐│
│ │ Total    │ │ Active   │ │ New      │ │ Turnover││
│ │ Employees│ │ Employees│ │ Hires    │ │ Rate    ││
│ │   250    │ │   245    │ │    12    │ │   8.5%  ││
│ └──────────┘ └──────────┘ └──────────┘ └─────────┘│
├─────────────────────────────────────────────────────┤
│ ┌─────────────────────┐ ┌──────────────────────────┐│
│ │ Headcount by Dept   │ │ Attendance Rate (Month)  ││
│ │ [Bar Chart]         │ │ [Line Chart]             ││
│ └─────────────────────┘ └──────────────────────────┘│
├─────────────────────────────────────────────────────┤
│ ┌─────────────────────┐ ┌──────────────────────────┐│
│ │ Payroll Summary     │ │ Leave Utilization        ││
│ │ [Pie Chart]         │ │ [Donut Chart]            ││
│ └─────────────────────┘ └──────────────────────────┘│
└─────────────────────────────────────────────────────┘
```

### HR Manager Dashboard

```
┌─────────────────────────────────────────────────────┐
│ HR Manager Dashboard                                 │
├─────────────────────────────────────────────────────┤
│ Pending Actions:                                     │
│ • Leave Approvals: 5                                │
│ • Payroll Reviews: 2                                │
│ • Performance Reviews: 8                            │
│ • Training Requests: 3                              │
├─────────────────────────────────────────────────────┤
│ ┌─────────────────────┐ ┌──────────────────────────┐│
│ │ Attendance Today    │ │ Leave Calendar           ││
│ │ Present: 235/245    │ │ [Calendar View]          ││
│ │ Late: 5             │ │                          ││
│ │ Absent: 5           │ │                          ││
│ └─────────────────────┘ └──────────────────────────┘│
├─────────────────────────────────────────────────────┤
│ ┌─────────────────────┐ ┌──────────────────────────┐│
│ │ Recruitment Status  │ │ Training Progress        ││
│ │ [Funnel Chart]      │ │ [Progress Bars]          ││
│ └─────────────────────┘ └──────────────────────────┘│
└─────────────────────────────────────────────────────┘
```

### Department Manager Dashboard

```
┌─────────────────────────────────────────────────────┐
│ Department Dashboard - IT Department                 │
├─────────────────────────────────────────────────────┤
│ Team Overview:                                       │
│ • Team Size: 25                                     │
│ • Present Today: 23                                 │
│ • On Leave: 2                                       │
│ • Average Performance: 4.2/5.0                      │
├─────────────────────────────────────────────────────┤
│ ┌─────────────────────┐ ┌──────────────────────────┐│
│ │ Team Attendance     │ │ Team Performance         ││
│ │ [Line Chart]        │ │ [Bar Chart]              ││
│ └─────────────────────┘ └──────────────────────────┘│
├─────────────────────────────────────────────────────┤
│ Pending Approvals:                                   │
│ • Leave Requests: 3                                 │
│ • Training Requests: 2                              │
│ • Performance Reviews: 5                            │
└─────────────────────────────────────────────────────┘
```

---

## Custom Report Builder

### Report Builder Interface

**Access**: Reports → Custom Report Builder

**Steps**:

1. **Select Data Source**
   ```
   Choose Module:
   ○ Employees
   ○ Attendance
   ○ Leave
   ○ Payroll
   ○ Performance
   ○ Training
   ○ Recruitment
   ```

2. **Select Fields**
   ```
   Available Fields:
   ☑ Employee Name
   ☑ Employee Code
   ☑ Department
   ☑ Position
   ☐ Email
   ☐ Phone
   ☑ Joining Date
   ☑ Status
   
   [Select All] [Clear All]
   ```

3. **Apply Filters**
   ```
   Filter By:
   Department: [All Departments ▼]
   Status: [Active ▼]
   Date Range: [From: ___] [To: ___]
   
   [Add Filter]
   ```

4. **Sort & Group**
   ```
   Sort By: [Department ▼] [Ascending ▼]
   Group By: [Department ▼]
   ```

5. **Choose Format**
   ```
   Output Format:
   ○ Table
   ○ Chart (Bar/Line/Pie)
   ○ Pivot Table
   ```

6. **Generate Report**
   ```
   Report Name: [____________]
   Save as Template: [✓]
   
   [Generate] [Save] [Schedule]
   ```

---

## Data Visualization

### Chart Types

1. **Bar Charts**
   - Department comparisons
   - Monthly trends
   - Category breakdowns

2. **Line Charts**
   - Time series data
   - Trend analysis
   - Performance tracking

3. **Pie Charts**
   - Distribution analysis
   - Percentage breakdowns
   - Category proportions

4. **Donut Charts**
   - Similar to pie charts
   - Central metric display
   - Multiple series

5. **Area Charts**
   - Cumulative data
   - Volume over time
   - Stacked comparisons

6. **Scatter Plots**
   - Correlation analysis
   - Outlier detection
   - Pattern identification

7. **Heat Maps**
   - Attendance patterns
   - Performance distribution
   - Activity intensity

---

## Report Scheduling

### Scheduled Reports

**Configuration**:
```
Report: Monthly Payroll Summary
Schedule: Monthly
Day: 1st of month
Time: 08:00 AM
Recipients:
  - hr@company.com
  - finance@company.com
Format: PDF
Delivery: Email

[Save Schedule] [Test Now]
```

**Schedule Options**:
- Daily
- Weekly (select days)
- Monthly (select date)
- Quarterly
- Annually
- Custom (cron expression)

---

## Export Options

### Export Formats

1. **PDF**
   - Professional formatting
   - Print-ready
   - Secure sharing
   - Watermark support

2. **Excel (XLSX)**
   - Editable data
   - Multiple sheets
   - Formulas preserved
   - Charts included

3. **CSV**
   - Raw data
   - Import-friendly
   - Lightweight
   - Universal compatibility

4. **JSON**
   - API integration
   - Data exchange
   - Structured format

---

## Report Sharing

### Sharing Options

1. **Email**
   - Send to recipients
   - Scheduled delivery
   - Attachment or link

2. **Download**
   - Immediate download
   - Multiple formats
   - Batch download

3. **Link Sharing**
   - Generate shareable link
   - Password protection
   - Expiry date
   - View-only access

4. **Dashboard Embedding**
   - Embed in dashboard
   - Real-time updates
   - Interactive charts

---

## Analytics Features

### Key Metrics

**HR Metrics**:
- Headcount
- Turnover rate
- Time to hire
- Cost per hire
- Training ROI
- Absenteeism rate
- Overtime hours

**Financial Metrics**:
- Total payroll cost
- Average salary
- Benefits cost
- Training budget
- Recruitment cost

**Performance Metrics**:
- Average performance rating
- Goal achievement rate
- Training completion rate
- Employee satisfaction

### Trend Analysis

**Features**:
- Historical comparisons
- Forecasting
- Anomaly detection
- Pattern recognition
- Predictive analytics

---

## Permissions

### Required Permissions

| Action | Permission | Description |
|--------|-----------|-------------|
| View Reports | `view_reports` | Access standard reports |
| Create Custom Reports | `create_reports` | Build custom reports |
| Schedule Reports | `schedule_reports` | Set up automated reports |
| Export Reports | `export_reports` | Download reports |
| Share Reports | `share_reports` | Share with others |
| View Analytics | `view_analytics` | Access analytics dashboards |

---

## Best Practices

### For Report Users

1. **Regular Review**
   - Schedule regular report reviews
   - Monitor key metrics
   - Identify trends early
   - Take action on insights

2. **Data Accuracy**
   - Verify data sources
   - Check for anomalies
   - Validate calculations
   - Report discrepancies

3. **Effective Use**
   - Focus on actionable metrics
   - Use appropriate visualizations
   - Share insights with stakeholders
   - Document decisions

### For Report Creators

1. **Design Principles**
   - Keep reports simple
   - Use clear labels
   - Choose appropriate charts
   - Highlight key information

2. **Performance**
   - Optimize queries
   - Use appropriate filters
   - Cache when possible
   - Schedule heavy reports

3. **Maintenance**
   - Update regularly
   - Remove obsolete reports
   - Document report logic
   - Version control

---

## Troubleshooting

### Common Issues

**Issue**: Report not generating
- **Solution**: Check filters, verify data exists, check permissions

**Issue**: Slow report generation
- **Solution**: Reduce date range, add filters, optimize query

**Issue**: Export fails
- **Solution**: Check file size, verify format, try different browser

**Issue**: Incorrect data
- **Solution**: Verify filters, check date range, refresh data

---

## Future Enhancements

- [ ] AI-powered insights
- [ ] Natural language queries
- [ ] Advanced predictive analytics
- [ ] Real-time streaming data
- [ ] Mobile app for reports
- [ ] Interactive report builder
- [ ] Automated anomaly detection
- [ ] Benchmark comparisons

---

**Last Updated**: February 2026
