# HR Metrics: Definitions and formulas, consistently interpreted across the entire company > 35 HR metrics with formulas, units, and interpretations, categorised into the eight fields of HR work. From Time-to-Fill to Early Turnover, Pay Gap, and Master Data Quality. URL: https://techport.ai/en/hr-beratung/kennzahlen --- 1. [HR Consulting](/en/hr-beratung)/ 2. HR Metrics Knowledge # HR Metrics By Redaktion techport.ai, HR-Beratung · Last updated on 21 August 2026 A metric is only a metric if it is calculated consistently in every department. A turnover rate that divides departures by headcount at year-end in production and by average headcount in administration is not a metric, but a point of contention. This collection contains the metrics we use in projects, with their formulas, units, and interpretations that explain what a value means and what it does not. It is intended as a reference: adopt these definitions in your HR system, and every analysis will start with the content rather than the calculation method. We deliberately only provide target values as a guide, as they depend on the industry, region, and company size. [Strategy and Planning](#kpi-strategie-und-planung)[Recruiting](#kpi-recruiting)[Onboarding and Development](#kpi-onboarding-und-entwicklung)[Remuneration and Retention](#kpi-verguetung-und-bindung)[Mobility and Leavers](#kpi-mobilitaet-und-austritt)[HR Data and Systems](#kpi-hr-daten-und-systeme)[Co-determination and Compliance](#kpi-mitbestimmung-und-compliance)[Communication and Change](#kpi-kommunikation-und-change) ## Strategy and Planning [Go to topic field](/en/hr-beratung/strategie-und-planung) ### Time to Fill Critical Roles Formula Sum of calendar days from vacancy start date to new hire's start date, divided by the number of critical roles filled during the period Unit Days How to read it Measures the risk of workforce planning where it hurts most. Only for roles defined as critical. Values over 180 days indicate a lack of succession planning or a talent pool. ### Succession Coverage Formula Number of critical roles with at least one successor ready immediately or within twelve months, divided by the number of critical roles, multiplied by 100 Unit Percent How to read it The most important metric for succession planning. Below 50 percent, the key personnel risk is an issue for senior management. ### Age Risk of Critical Roles Formula Number of incumbents in critical roles aged 58 or over, divided by the number of incumbents in critical roles, multiplied by 100 Unit Percent How to read it Shows how much key knowledge will leave the company within the next five to eight years. Basis for knowledge transfer and transition models. ### Employees per HR Full-Time Equivalent Formula Average number of employees per year, divided by full-time equivalents in HR, including payroll Unit Ratio How to read it In mid-sized companies, values are typically between 60 and 120. A low value is neither good nor bad; it indicates how much routine work is still handled by people rather than by the system. ### Personnel Costs in Relation to Value Added Formula Total personnel costs, divided by gross value added, multiplied by 100 Unit Percent How to read it The metric that connects HR with the language of senior management. Meaningful only when comparing over time and within the industry. ## Recruiting [Go to topic field](/en/hr-beratung/recruiting) ### Time-to-Approve Formula Calendar days from receipt of HR requisition to documented approval, averaged per period Unit Days How to read it The invisible part of the time to hire. More than five days indicates that the approval process is not running efficiently within the system. ### Time-to-Fill Formula Calendar days from job advertisement publication to offer acceptance, averaged per period Unit Days How to read it Measures the performance of sourcing and selection. Evaluate separately by job family; an average across all positions conceals bottlenecks. ### Time-to-Start Formula Calendar days from offer acceptance to first day of work Unit Days How to read it Depends on notice periods and is only controllable to a limited extent. What happens during this time is crucial; see Pre-Boarding. ### Cost per Hire Formula Sum of all external and internal recruiting costs in the period, divided by the number of hires Unit Euros How to read it Include internal costs, otherwise active sourcing appears expensive and job advertisements cheap. Evaluate per channel. ### Channel Yield Formula Number of hires via a channel, divided by the number of applications via that channel, multiplied by 100 Unit Percent How to read it Shows which channel delivers and which only generates effort. Additionally, consider retention after twelve months per channel. ### Offer Acceptance Rate Formula Number of accepted offers, divided by the number of offers made, multiplied by 100 Unit Percent How to read it Below 80 percent indicates problems with salary, speed, or the experience during the selection process. Record reasons for rejection. ### Retention Rate after twelve months Formula Number of hires from a cohort who are still employed after twelve months, divided by the number of hires in that cohort, multiplied by 100 Unit Percent How to read it The actual quality metric for recruiting. Evaluate per channel and selection process; then you will learn what predicts success for your organisation. ## Onboarding and Development [Go to topic field](/en/hr-beratung/onboarding-und-entwicklung) ### Early Turnover Formula Number of exits with less than twelve months of service, divided by the number of hires in the preceding twelve months, multiplied by 100 Unit Percent How to read it The gauge for onboarding and selection quality. Distinguish by reason for termination: employer or employee. ### Time-to-Productivity Formula Average number of days to reach the productivity threshold defined with the department per job family Unit Days How to read it The threshold must be defined per job family, for example, independent processing of a standard procedure. Without a definition, the key figure is worthless. ### Mandatory training completed on time Formula Number of employees with all due training and evidence within the validity period, divided by the number of employees with training obligations, multiplied by 100 Unit Percent How to read it Anything below 100 percent represents a liability risk. This key figure belongs in the monthly report, not in audit preparation. ### Development review coverage Formula Number of employees with a documented development review in the last twelve months, divided by the number of employees, multiplied by 100 Unit Percent How to read it Measures whether the process is being implemented. Evaluate per manager, as this is usually more meaningful than the overall value. ### Training hours per employee Formula Sum of documented learning hours per year, divided by the average number of employees Unit Hours How to read it An input metric, not an outcome metric. Only meaningful in conjunction with changes in competence assessment. ## Remuneration and Retention [Go to topic field](/en/hr-beratung/verguetung-und-bindung) ### Fluctuation rate Formula Number of leavers in the period, divided by the average number of employees in the period, multiplied by 100 Unit Percent How to read it Always calculate with the average headcount and differentiate between voluntary and involuntary leavers. Evaluate per department, job family, and length of service. ### Unadjusted pay gap Formula Average gross hourly pay of men minus average gross hourly pay of women, divided by average gross hourly pay of men, multiplied by 100 Unit Percent How to read it The key figure reported under the Entgelttransparenz-Richtlinie (Pay Transparency Directive), per group of equivalent work and for all pay components. If it exceeds five percent without explanation, a joint pay assessment follows. ### Adjusted pay gap Formula Remaining pay difference by gender after statistical control of level, experience, working hours, and other objective criteria Unit Percent How to read it Shows which part of the gap cannot be explained. This is the part you would have to justify in court. ### Compa-Ratio Formula Individual salary, divided by the midpoint of the associated salary band, multiplied by 100 Unit Percent How to read it Values between 80 and 120 are within the band. Systematic deviations by gender, age, or department indicate unequal treatment. ### Benefit Utilisation Rate Formula Number of employees who used an offering during the year, divided by the number of eligible individuals, multiplied by 100 Unit Percent How to read it Evaluate for each offering. Below 20 percent means: unknown, unsuitable, or too cumbersome. ### Absence Rate Formula Sum of days lost due to incapacity to work, divided by the sum of scheduled working days, multiplied by 100 Unit Percent How to read it Evaluate only in aggregate and without diagnoses. Noteworthy areas are an occasion for discussions about working conditions, not about individuals. ### Survey Participation Rate Formula Number of responses submitted, divided by the number of invited employees, multiplied by 100 Unit Percent How to read it Decreasing participation means the workforce no longer believes in consequences. This metric measures trust in the process. ## Mobility and Leavers [Go to topic field](/en/hr-beratung/mobilitaet-und-austritt) ### Internal Placement Rate Formula Number of internally filled positions, divided by the number of positions filled during the period, multiplied by 100 Unit Percent How to read it Below 20 percent indicates a lack of visibility or managers who are unwilling to let go. Evaluate separately for leadership positions. ### Return-to-Work Rate After Parental Leave Formula Number of employees still employed twelve months after the end of parental leave, divided by the number of returnees, multiplied by 100 Unit Percent How to read it Measures whether return to work and work-life balance are functioning. Low values are costly because experienced employees leave. ### Timely BEM Offers Formula Number of timely documented BEM (Betriebliches Eingliederungsmanagement - workplace reintegration management) offers, divided by the number of employees with more than six weeks of incapacity to work in twelve months, multiplied by 100 Unit Percent How to read it Anything below 100 percent is a risk in the unfair dismissal process. This metric shows whether the deadline is recognised in the system. ### Re-employment Rate Formula Number of hires of former employees, divided by the number of hires during the period, multiplied by 100 Unit Percent How to read it Returnees are quickly productive and inexpensive to recruit. This metric measures the quality of offboarding and alumni engagement. ## HR Data and Systems [Go to topic field](/en/hr-beratung/hr-daten-und-systeme) ### Master Data Quality Formula Number of personal data records without violation of defined quality rules, divided by the number of active personal data records, multiplied by 100 Unit Percentage How to read it Rules must be defined: mandatory fields completed, organisational assignment valid, no duplicates, consistency with payroll and directory service. Below 95 per cent, any analysis becomes vulnerable. ### Self-service rate Formula Number of processes completed by employees or managers themselves in the system, divided by the total number of processes of this type, multiplied by 100 Unit Percentage How to read it Evaluate by process type. For standard processes such as address changes or holiday requests, over 90 per cent is achievable. ### First-contact resolution rate Formula Number of enquiries answered conclusively without escalation, divided by the number of enquiries, multiplied by 100 Unit Percentage How to read it The central key figure for the HR service desk. Low values indicate gaps in the knowledge base or responsibilities. ### Completeness of time recording Formula Number of employees with complete time recording for the month, divided by the number of employees subject to recording, multiplied by 100 Unit Percentage How to read it Since the Federal Labour Court's (Bundesarbeitsgericht) decision in 2022, the target value is 100 per cent. This key figure shows where recording is not being implemented. ## Co-determination and Compliance [Go to topic field](/en/hr-beratung/mitbestimmung-und-compliance) ### Processing time for reports Formula Calendar days from receipt of a report to feedback on measures, on average and as a maximum Unit Days How to read it The Whistleblower Protection Act (Hinweisgeberschutzgesetz) requires feedback within three months. The maximum is more important than the average. ### Systems with valid works council agreement Formula Number of HR-relevant systems covered by a current works council agreement (Betriebsvereinbarung), divided by the number of HR-relevant systems, multiplied by 100 Unit Percentage How to read it Any system without an agreement can be stopped by the works council (Betriebsrat). This key figure requires a system directory, which often does not yet exist. ## Communication and Change [Go to topic field](/en/hr-beratung/kommunikation-und-change) ### Utilisation rate after go-live Formula Number of employees or managers who use the new process in the system 90 days after go-live, divided by the number of intended users, multiplied by 100 Unit Percentage How to read it The only key figure that indicates whether a project has achieved its goal. Below 80 per cent after 90 days means: the project is not complete. Rt Written by [Redaktion techport.ai](/ueber-uns), HR-Beratung Mehr als 15 Jahre Erfahrung in HR-Prozessen und HR-Systemen, Einführung von HR-Software in mittelständischen Unternehmen, Verhandlung von Betriebsvereinbarungen zu IT-Systemen. 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