Headcount and attrition report

Purpose

Produce a period-specific workforce movement report that reconciles people at the beginning and end of each period and explains where exits, hires, and vacancies changed the organization.

Scope

Assess employee roster snapshots, hire and termination events, approved position register, leave status, organization hierarchy, and prior report. Show total and voluntary/involuntary exits only when the source defines them.

Excluded: predicting individual flight risk, inferring protected characteristics, changing HR records, and recommending a termination or hiring decision.

Data basis

• Employee roster with employee_id, active_flag, department, team, level, location, manager, start_date, end_date, and employment_type.
• Hire and exit event table with event_date, reason, and source status.
• Approved positions table with position_id, status, department, and vacancy_date.
• Prior-period headcount report and company metric definitions.

Result

A movement sheet and narrative report covering opening headcount, hires, exits, closing headcount, average headcount, attrition rate, vacancy count, segment changes, and data limitations.

Quality criteria

• Opening plus hires minus exits reconciles to closing headcount for every period and segment.
• Attrition formula and denominator are printed beside each rate.
• Employee IDs are deduplicated without discarding conflicting source rows.
• Segment changes meet the configured materiality threshold or are labelled descriptive.
• Every explanation cites an event row, roster snapshot, or approved report.

Instructions

Use roster snapshots for opening and closing populations and event dates for movements; do not count a person twice because of a status correction. Exclude contractors only when employment_type rules say so. Treat an absent exit reason as unknown, not voluntary. Report small segments using the company’s privacy suppression rule. Preserve snapshot timing differences and make the reconciliation visible before writing commentary.

Adapt before use

• Map roster, event, position, and organizational fields to the HR system.
• Set period boundaries, contractor treatment, attrition formula, privacy suppression, and materiality threshold.
• Add the prior report and approved definitions for headcount, hire, exit, and vacancy.