Workforce activity composition and leave patterns

The leave management reports enable people managers to monitor leave within their team and identify patterns. The leave management reports show:

  • Cost of leave by leave type
  • Leave taken by period (e.g. pay period, month or year), displayed by individual or team
  • Sick leave patterns by day of the week and month of the year

How will these reports benefit me?

There are many benefits to effective leave management for both the department and employees. These include:

  • Employees taking regular periods of leave to ensure wellbeing and work-life balance.
  • Offering support to employees who are facing short or long term health issues.
  • Avoiding staff accruing high amounts of leave which can be difficult for the department to manage.
  • Offering professional development opportunities to staff who are backfilling for leave periods.

Leave management reports give managers an insight into both planned and unplanned leave. It enables planning for future leave and identifying patterns in unplanned leave. Effective leave management involves finding a balance between providing support to employees and ensuring employee welfare, while addressing issues with employees who display a clear and concerning pattern of unplanned leave.

What do the workforce activity and leave pattern reports provide?

The first page displays the cost of leave use by financial year. It also shows the hours (as a cost) by at work and not at work (on leave) for the financial year selected. The purpose of this page is to provide an aggregate view of time at work and time on leave.

The second page provides a breakdown of leave taken by pay periods (i.e. pay fortnights), over a year.

The third page displays sick leave patterns by month of the year and day of the week. Although it does not drill down to specific information for each employee, the table provides the number of sick days or hours taken per month, by employee. This will enable people managers to identify where further investigation may be required.

Slower speeds may be experienced when utilising page three, due to the high volume of data used to produce the information.

How can I use the workforce activity composition and leave pattern reports to support my people management activities?

Workforce productivity – managers will have the ability to enquire into leave activity, take steps to address high absenteeism and the costs associated.

Staff health and wellbeing – to identify sick leave patterns where support strategies may be required and to ensure that staff take recreation leave as required.

Individual employee accountability – to enable manager-employee conversations regarding leave patterns, such as leave frequency.

Short term workforce planning – to identify if there are typical peaks and troughs for staff taking leave (eg recreation/annual leave) and to plan for adequate staff levels to cover these periods.

What should I look for?

Monitor unscheduled absences (such as sick leave) for any concerning patterns (e.g. days of the week, time of the year). If a sick leave pattern is identified, discuss potential reasons with staff member and any support required to improve attendance. Monitor the changes in the reports on a monthly basis.

Where does this data come from?

Leave data comes from the department’s Leave Management System (LMS). This is refreshed at the end of each month.

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