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Project of ITS Skills On "How Excel is used in HR Function

Submitted To: Mrs. Parul Sinha

Submitted By: Arvind Singh PG20102458

IILM Institute for Higher Education New Delhi

Excel is perhaps the most important computer software program used in the workplace today. That's why so many workers and prospective employees are required to learn Excel in order to enter or remain in the workplace.

From the viewpoint of the employer, particularly those in the field of information systems, the use of Excel as an end-user computing tool is essential. Not only are many business professionals using Excel to perform everyday functional tasks in the workplace, an increasing number of employers rely on Excel for decision support.

In general, Excel dominates the spreadsheet product industry with a market share estimated at 90 percent. Excel 2007 has the capacity for spreadsheets of up to a million rows by 16,000 columns, enabling the user to import and work with massive amounts of data and achieve faster calculation performance than ever before.

Outside the workplace, Excel is in broad use for everyday problem solving.

Let's say you have a home office. You can use Excel to calculate sales tax on a purchase, calculate the cost of a trip by car, create a temperature converter, calculate the price of pizza per square inch and do analysis of inputted data. You can track your debt, income and assets, determine your debt to income ratio, calculate your net worth, and use this information to prepare for the process of applying for a mortgage on a new house. The personal uses for Excel are almost as endless as the business uses for this software and an Excel tutorial delves into the practical uses of the program for personal and business use.

The use of spreadsheets on computers is not new. Spreadsheets, in electronic form, have been in existence since before the introduction of the personal computer. Forerunners to Excel and Lotus 1-2-3 were packages such as VisiCalc, developed and modeled on the accountant's financial ledger. Since 1987, spreadsheet programs have been impacting

the business world. Along the way, computerized spreadsheets have become a pervasive and increasingly effective tool for comparative data analysis throughout the world. Today, end users employ Excel to create and modify spreadsheets as well as to author web pages with links and complex formatting specifications. They create macros and scripts. While some of these programs are small, one-shot calculations, many are much more critical and affect significant financial decisions and business transactions.

Widely used by businesses, service agencies, volunteer groups, private sector organizations, scientists, students, educators, trainers, researchers, journalists, accountants and others, Microsoft Excel has become a staple of end users and business professionals.

The beauty of Excel is that it can be used as a receiver of workplace or business data, or as a calculator, a decision support tool, a data converter or even a display spreadsheet for information interpretation. Excel can create a chart or graph, operate in conjunction with Mail Merge functions, import data from the Internet, create a concept map and sequentially rank information by importance.

Excel offers new data analysis and visualization tools that assist in analyzing information, spotting trends and accessing information more easily than in the past. Using conditional formatting with rich data display schemes, you can evaluate and illustrate important trends and highlight exceptions with colored gradients, data bars and icons.

The two most important types of basic data analysis are sorting and filtering. In this arena, Excel 2007 excels. Additionally with Excel, employers can track key performance indicators using browser-based dashboards that can be created from Excel spreadsheets. Excel's powerful calculation engine works in other applications as well. With Excel, it's possible to navigate, sort, filter, input parameters and interact with the information, all within the user's Web browser.

Indeed, Excel can be customized to perform such a wide variety of functions that many businesses can't operate without it. Excel training has become mandatory in many workplaces; in fact, computer software training is a must for any workplace trying to keep up with the times.

Let's say you're an employer with 97 workers, 17 of whom called in sick today, and you want to know the percentage represented by absentees. Excel can do that. You can learn Excel and use it to determine the ratio of male to female employees, the percentage of minorities on the payroll, and the ranking of each worker by compensation package amount, including the percentages of that package according to pay and benefits. You can use Excel to keep track of production by department, information that may assist you in future development plans. You can create additional spreadsheets to track data on vendors and customers while maintaining an ongoing inventory of product stock.

Let's say you want to know your business production versus cost. You don't have to be a math wiz - you just have to learn Excel. Excel allows you to input all of the data, analyze it, sort it according to your customized format, and display the results with color, shading, backgrounds, icons and other gimmicks that offer time-saving assistance in later locating precisely the information desired. If this spreadsheet is for presentation purposes, Excel helps you put it together in such a visually appealing way that the data may seem to pop and sparkle.

The single most important thing an employer may do is learn Excel - it is one of the most essential tools of the workplace. Here are some more uses of Microsoft Excel: create graph and chart, import data from the web, data converter, data analysis and visualization tools, and a host of other purposes to

support financial decision and business transaction for end users and business professionals. Microsoft Excel is highly customizable to perform a wide array of functions essential to your business. Some companies have made it mandatory for employees to undergo Excel training as a way to keep up with technology and increasingly demanding business world.

Excel For Human Resources Management Employee Timesheet Spreadsheet: This Employee Timesheet is design for small business use. It is a monthly based timesheet comes with pay rate, over time, sick and vacation columns. We put sheet summary information on top of the sheet, and it will be very easy for you to let you find out your employee payroll information and it will easy to customize the template for your specific payroll practices too. Employee Vacation and Sick Calendar Spreadsheet : Employee Vacation and Sick Time Calendar is Microsoft Excel spreadsheets that have been created to help the human resource manager track the vacation and sick time accrued. The calendar provides a most convenient way to record and display the time taken and earned for a full calendar year. Data are entered in a simple days, hours format depends on what you need and the spreadsheets will calculate the total amount of time taken per month and the total quantity of vacation and sick time available to the employee. Employee Absence Spreadsheet : This Employee Absence spreadsheet is design for small business company use. It is a yearly based timesheet and also will be easy to spent or cut for monthly use. It comes with dates that you can mark done your employee's absence day, and will be easy for you to make a record for payroll practices too. Shift Scheduling Spreadsheet : A spreadsheet design for small business and help them get their employee shift schedules done faster, better, and easier.

Human Resources Payroll Spreadsheet : This is a very usefull salary management spreadsheet , it create the statutory reporting, based on employee's infomation and attendance management for salary calculation, based on Federal and state Tax policy... Human resource management database Software: This Access database software is design for human resource management proposes, Feature include employee general information, medical information, Tax information, monthly time sheet for payroll, and more.. Evaluating job applicants in Excel: When you're in the process of hiring for an open position, it's very helpful to keep the job applicant data you collect in one place. A well-organized Excel worksheet might just be the answer to your applicant tracking needs For easy evaluation of job applicant data, you can take advantage of the Job Applicant Data and Comparison Table template, which was designed in Excel specifically for this purpose. The template provides the following worksheets, with columns for the various applicant details you'll want to track and compare: Applicant Data, which is set up for you to enter basic applicant data, such as last name, first name, address, phone numbers, and position applied for. Applicant Comparison Data, which is set up for you to enter job-related details, such as current employment data, and displays the data in a format that allows you to examine differences between the applicants. Manage HR data using PivotTable reports: HR professionals typically keep track of data points such as recruiting statistics, benefits enrollment, and financial plans. To make the best use of this information, it's a good idea to store it in a flexible format that lets you sort and view it in various ways. A Microsoft PivotTable report enables you to take the static data in your Microsoft Office Excel worksheets and make it "come to life," telling you things about your company, your employees, regional hiring trends, retention rates, and more. WHAT'S A PIVOTTABLE REPORT?

A PivotTable report is an interactive table that quickly combines and compares data. You can rotate its rows and columns to see different summaries of your data, and you can display the details for specific areas of interest. Need to know how many employees started in a particular month? Not too difficult. But what if you want the results in an easy-to-read format, sorted by location, and then by start date, with subtotals for each? With PivotTable reports, you simply drag your data onto the PivotTable layout area and then look at it in various ways until you see the view that best displays the answer to your question. Organize HR data using PivotTable reports: Human resource professionals track a lot of data, and often have to share it with others. A Microsoft PivotTable report can organize and display your data so that it's clear and useful no matter who your audience is.


A spreadsheet is perfect for storing and analyzing data. But on a spreadsheet, it's not always easy to grasp the implications of your data at a glance. A PivotTable report sorts the various pieces of information and lets you move them around to see how they all relate to each other. For example, a hiring manager can view open job requisitions by recruiter, by location, for each month. With this information, the recruiting team can create personalized hiring plans and progress reports. You could do all this with a spreadsheet and formulas, but it's often easier with a PivotTable report.

Organizing and reporting HR information: Every day, you update forms, compile lists, and create managerial reports regarding promotions or job changes. Because you are responsible for so much information, it's necessary to gather and organize the data in the most efficient way. Start by structuring your information in an organized manner that is easy to read and understand. After you have a clear picture of all the information you need, make it simple to create a report by choosing from different categories, columns, and rows on a Microsoft Office Excel 2003 worksheet allowing for flexibility in the way that you report HR data. For example, you can generate a report that lists all of the new employees in the company, or you can generate a report that lists only the new employees in a particular division.

Use the following tools and information to learn how to successfully organize and report HR information within your company.

Pivot, swivel, and roll: It's not just for dancing anymore: Rotate columns and rows in Excel to create customized reports.

Human resources PivotTable report: Use this Excel template to instantly create formatted PivotTable reports.

Manage HR data using PivotTable reports: Use the flexible format of a PivotTable report to sort and view HR data.

Tracking career opportunities in Excel: When you're in the process of changing your career and interviewing for other positions, Excel can help you keep track of career opportunities and job search information, To keep a log of job contacts, interviews, and career information, you can take advantage of the Job Search Log template, which was designed in Excel to do just this. The template provides the following worksheets:

Networking Contacts, which provides columns for keeping track of your acquaintances and their contact information.

Interviews, which provides columns for storing interview-related information, such as interview dates and names, phone numbers, and addresses of interviewers.

Career Web Sites, which provides columns for keeping track of Web sites you use to post your resume.

Tracking payroll data in Excel: Tracking and calculating payroll data for your employees is easily done in Excel, the program that provides numerous functions and formulas to get the job done right. To have Excel calculate employee payroll numbers from employee data such as hours worked, pay rates, and taxes or other deductions, you can take advantage of the built-in functions and formulas of the Payroll Calculator Log template. The template provides the following worksheets:

Employee Information, which provides columns for entering employee data, such as Name, ID, the percentage of tax to be withheld, and specific deductions.

Payroll Calculator, which provides additional columns for employee timesheet information (such as hours worked and vacation hours taken) and deductions. Excel uses this information to calculate gross pay and net pay for each employee in this worksheet.

Individual Paystubs, which extracts entered and calculated information from the Employee Information worksheet and the Payroll Calculator worksheet and displays it in printable paystubs for each employee

Collect and protect confidential HR information: HR professionals often work with personal information about employees, such as medical and financial records. This data is useful for developing important HR reports, but it isn't just data it's private information. Your challenge is to use the data you need to keep your business practices efficient and competitive and still respect employee confidentiality. You can create content with restricted permission using Information Rights Management only in Microsoft Office Professional Edition , Microsoft Office Word , Microsoft Office Excel , and Microsoft Office PowerPoint .You can create e-mail messages with restricted permission using Information Rights Management only in Microsoft Office Professional Edition and Microsoft Office Outlook .

Controlling how content is viewed and shared: Information Rights Management (IRM) technology can help protect the confidentiality of employees' personal data by enabling the people who are compiling and sharing the information HR professionals to set rules that control how the information can be viewed, by whom, and for how long. It's easy to create confidential content in Microsoft Office Word, Microsoft Office Excel, or Microsoft Office PowerPoint and distribute it using Microsoft Office Outlook 2003 by following a few simple steps. You define permissions for files individually, so that each file is safeguarded appropriately for its content and audience. Recipients can open the document, workbook, or presentation as usual but they can work with the content only according to the permissions you set. Performance review confidentiality: Making sure that confidential information stays confidential is an ongoing challenge for all HR professionals, especially when it comes to performance evaluations. The Information Rights Management (IRM) capability in Microsoft Office Professional Edition 2003 enables you to control who can see or change a confidential document. Its one less thing to worry about. Developing a training budget: As a training and development manager, you are responsible for developing a training budget that can demonstrate to senior management a good return on investment (ROI) for your company. To prove that the company has a good ROI, you need to show the link between employees' educational proficiency and corporate earnings. Develop your budget. By using an ROI approach to develop your training budget, and by comparing various scenarios to determine the most cost-efficient method of delivering a training program, you are more likely to win the support necessary to implement your program.

Conclusion: HR professionals frequently fill out a lot of forms and keep track of many types of data, ranging from employee benefit plans to career development programs. Excel aims at simplifying these tasks to spend more time on people and less time on paper. We can use Excel to track and report your HR data. For example, recruiters must track information about Incoming resumes, Applicant sources, Numbers of candidates interviewed, Interview-to-offer ratios, Reasons for declining candidates etc.