Plan-vs-actual report for efficiency analysis

Plan-vs-actual report

The plan-vs-actual report compares what you planned with what was actually worked. It shows where your schedule was precise — and where it wasn't.

What is compared?

Value	Source
Planned hours	Shifts from the schedule
Actual hours	Released time entries
Deviation	Actual minus planned, in hours and percent

Step by step

Go to Reports → Plan-vs-actual.
Choose the period (e.g. last week, last month).
Filter by Team, Location, or Employee.
The table shows per employee:

- planned hours - hours worked - deviation in absolute terms and as a percentage

Export as CSV or PDF.

How do you read the numbers?

+10 % or more: The employee works significantly more than planned. Check overtime, unplanned shifts, or too-tight planning.
-10 % or more: The employee works less than planned. Possible causes: illness, leaving early, a forgotten clock-in.
Consistently red numbers in a team: The planning structurally doesn't match reality — check shift patterns and staffing levels.

Use cases

Before payroll: Clarify notable deviations before the payroll journal is created.
Schedule optimization: Adjust shifts where there is systematic over- or undercoverage.
Employee conversations: A factual basis for feedback on reliability and workload.

> Tip: Combine the plan-vs-actual report with the payroll overview. That way you see not only hours but also the cost of the deviation.

Analyzing surcharges (night, Sunday, public holiday)

Saving and sharing reports as favorites

Payroll overview for staff-cost analysis

The **payroll overview** shows you what your employees really cost. Unlike the [payroll journal](/dashboard/help/lohnjournal), it is not a billing document but a **controlling tool** for management and HR.

Creating and exporting reports

With reports you analyze working hours, staff costs, and shifts. Every report follows the same scheme: **choose a type**, **set filters**, **choose a format**, **start the download**.

Setting up the DATEV export

With the DATEV export you hand over hours, surcharges, and absences directly to your tax advisor. Shiftdesk generates a file in DATEV format that can be imported into **LODAS** or **Lohn & Gehalt**.

The 7 report types at a glance

Shiftdesk offers seven standard reports. Each has a clear purpose and a target role. The following table helps you choose.

Still have questions?

Can't find what you're looking for? Get in touch — we're happy to help personally.

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Plan-vs-actual report for efficiency analysis