See Post Fill, Deductions and Churn Before the Client Does
The questions facility managers ask are about posts and sites: was every post filled on every shift, what did the client deduct and why, where is turnover highest and which contract earns its margin. Our HR analytics and management reporting service defines each measure, joins attendance, payroll, billing and recruitment data, and delivers a short monthly pack and a daily post-fill view that you can act on.
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Share your requirementsThe starting point
Do You Know Which Contracts Make Money and Which Do Not?
The data you need exists, in registers, payroll, billing and recruitment trackers, but rarely in one place. Reports are built by hand each month and arrive late. A contract's margin depends on the labour cost against the manpower billed, and the answer only appears when attendance, wages and the invoice are laid side by side.
We help you define the few measures that matter, and produce them reliably from the data you hold.
You may be experiencing:
- Post fill reviewed monthly, long after a gap was filled or lost.
- Client deductions known in total, with no breakdown by reason, site or supervisor.
- Labour cost per contract not compared with billed manpower until the accounts close.
- One attrition figure for the whole business, with no site, tenure or supervisor view.
- Headcount quoted differently by operations, payroll and finance.
- Relief and overtime growing at some sites without anyone noticing.
- Management packs of many pages that nobody reads.
What we can help with
Our HR Analytics and Management Reporting Services for Facility Management
Measure Definitions
Agree definitions for headcount, deployed strength, post fill, relief, overtime, attrition and early exit, so that operations, HR and finance all mean the same thing.
Post-Fill Reporting
Show daily or weekly the posts planned against posts filled, by site, shift and service line, with the reason for each gap and the time taken to close it.
Client Deduction Analysis
Break client deductions down by reason, site, post and period, and trace them to staffing, conduct or quality, so action can be targeted.
Contract Margin View
Combine wages, relief, overtime and supervision cost with billed manpower for each contract to show where margins hold and where they thin.
Attrition and Hiring Reports
Report exits by site, supervisor and tenure, time to replace, joiners lost early and the source of hires, along with trends over months.
Supervisor and Site Scorecards
Create one-page views of each site and supervisor: post fill, deductions, attendance corrections, attrition, training and audit findings.
Monthly Management Pack
Design a short monthly pack of the few charts and tables that support decisions, with a commentary template and a standard agenda for the review meeting.
Data Sourcing and Dashboard Specification
Identify where each measure's data comes from, who owns it and how it is refreshed, and specify a dashboard that can be built on the GullyHR platform or your system.
The deliverables
What You Receive
Depending on your needs, your engagement can include:
- A measure definition sheet.
- A post-fill report layout.
- A client deduction analysis format.
- A contract margin view specification.
- Attrition and hiring report layouts.
- Site and supervisor scorecards.
- A monthly pack and review agenda.
- A data source map and dashboard specification.
Step by step
How We Work
Ask the Decisions First
We start with the decisions management takes monthly, such as where to add relievers, which sites to visit and which contracts to renegotiate, and work back to the data.
Find and Check the Data
We identify the data, test its quality on a sample of sites and note what has to be fixed.
Define and Design
We write the measure definitions and design the pack and scorecards.
Build and Review
We produce the first pack with you from real data and refine it through a monthly review.
Compare Against the Start
Before work starts we record how long reporting takes and what the first pack shows, and we compare as the routine settles.
The difference
Run the Business From Facts You Trust
A defined reporting routine helps you:
We do not promise outcomes. We record a baseline before work starts, covering reporting time, post-fill gaps and deductions by reason, and margin by contract, and report against it, so you can see what changed and what did not.
- Agree what each number means.
- See gaps in post fill early.
- Know why clients deduct.
- See contract margins by labour cost.
- Find the sites and supervisors where churn concentrates.
- Hold a short, useful monthly review.
Find your fit
Who This Service Is For
Facility Management Firms With Many Contracts
See cover and margin contract by contract.
Housekeeping and Cleaning Companies
Spot sites with rising relief and overtime.
Security and Manpower Outsourcing Companies
Track post coverage and client deductions.
Owner-Led Firms
Replace a founder's instinct with a monthly view.
How it usually shows up in facility management
The questions facility managers ask are about posts and sites: whether every post on every shift was filled, how many deductions the client made and why, which sites have the highest turnover and which supervisors have the widest span. The data exists in registers, payroll, billing and recruitment systems and is rarely joined. Reports tend to be monthly, built by hand and out of date. Contract profitability depends on labour cost against billed manpower, and the margin can only be seen when attendance, wages and invoices are matched. Attrition is one figure and the site-level pattern is not shown.
Common challenges
Where it goes wrong in facility management
Post fill is not measured
Whether each post was filled on each shift is not reported daily.
Deductions are not analysed
Client deductions are accepted without a breakdown of cause.
Margins are invisible
Labour cost against billed manpower by contract is not shown.
Attrition is not by site
The figure for the firm hides the sites and supervisors where the loss is.
A better process
What a working version looks like
- 01
Report post fill daily
The share of posts filled by shift and site, with the unfilled ones listed. The HR reporting and analytics work defines the view.
- 02
Analyse client deductions
By cause: absence, late arrival, uniform, conduct. Fix the largest first.
- 03
Show margin by contract
Labour cost against billed manpower, for each contract each month.
- 04
Report attrition by site and supervisor
With tenure, so early exits are visible.
What to check this week
- Ask for the post-fill rate by site for yesterday.
- List last month's client deductions and their causes.
- Check whether labour cost against billing can be seen by contract.
- Find attrition by site and supervisor.
- List the three questions the operations head asks most and see which reports answer them.
What this looks like in facility management
The parts of hr analytics and management reporting that are specific to this sector, rather than general.
Client-Wise People Reporting
Reporting organised by contract, because that is how you are paid.
What this coversHide
Client-Wise People Reporting
Reporting organised by contract, because that is how you are paid.
What this coversHideFacility management reporting has to be organised by client and site, because that is the unit the business is billed and judged on.
- Headcount and coverage by client, site and shift
- Vacant post and relief gap reporting, live
- Attendance and deployment reconciled to billing
- Attrition by site, supervisor and contract
- Cost per site against contract value
- Training and certification coverage by site
- Incident and complaint reporting by client
- Contract-level profitability including people cost
Live vacant-post reporting is the operational number. Everything else can be monthly; this one has to be visible today.
Questions on this, in facility management
Post fill, relief and overtime, deductions by reason, attrition by site and tenure, and labour cost against billed manpower. These cover cover, cost and loss, and most decisions begin with them.
It is a starting point. We use what exists, note its limits and advise which records to improve first. A simple pack from imperfect data is better than waiting for perfect data.
Where wages, relief, overtime and billing can be matched, yes. The cost allocation rules are agreed with your finance team and written down, so the margin view is explainable.
A few pages at most. If a measure does not support a decision, we leave it out. A short pack is read, and a long one is skipped.
Where your data is held there, reports and dashboards can be configured on the platform. Otherwise we specify the layout, the measures and the data sources, so the pack can be built in your own system.
Each measure has a named owner who answers for its definition and its data, such as operations for post fill and payroll for headcount. We assign these in the definition sheet.
Post fill by site and shift, client deductions by cause, labour cost against billing by contract, attrition by site and supervisor, and supervisor span. They show where service and margin are lost.
Because most come from a few causes, such as absence or late arrival, and fixing those removes most of the loss.
Daily for post fill, weekly for deductions and monthly for margin and attrition. A post that was empty yesterday is a problem today.
Post fill rate. It shows whether the service you are paid for is being delivered, and everything else follows from it.
Keep them short, show only what the supervisor can act on and review them in the regular visit. A report that nobody discusses is not read.
Turn Site Data Into a Monthly Decision Pack
If you cannot say which contracts, sites or supervisors are costing you most, a measure sheet and a short pack are the place to start.
Prefer to talk first? Call +91 80958 58589 or write to hello@gullyhr.com.
Book an HR Reporting Consultation
Tell us what you report today and what you wish you could see.
The general method — what hr analytics and management reporting covers, the questions it answers and what an engagement produces — is the same whatever the sector, and is set out on the hr reporting and analytics page. What is above is the part that differs for facility management.
To run this in a system rather than on paper, see reports, analytics and automation.
Other HR topics for facility management
Where to start
Most engagements begin with a review of how this runs in your business today, then a written process and the sequence to implement it.
See all HR topics for facility management, or another industry.