1. THE LABOR SUPPLY / DEMAND ANALYSES THE “HATRAK” APPROACH TO USING
PERFORMANCE METRICS
11/18/2018

2. OPTIMIZING REQUIRES The right METRICS
A data rich system with the major focus on automated employee shift scheduling with automated labor supply / demand analysis and forecasting. The major focus of the data collection is on the reason why employees are not deployable and the average usage (real-time and projected)
The right quantifier of labor demand (providing quantitative data) so that labor demand can be compared to labor supply
Automated labor supply / demand projections so that management can intervene before funds are expended
Optimize to achieve / maintain a balance between Scheduling / Shift Deigns and the personal services budget
11/18/2018

3. NOT DEPLOYABLE REASONS
An Example
Performance Guideline: Average Annual Employee Deployable Days
NOT DEPLOYABLE REASONS
FTE’S
HOURS
DAYS
Regular Days Off
35.875
29,848
104.00
Disciplinary
312.0
1.19
Holiday
504.0
1.92
Illness & Disability
2860.0
10.87
Jury Duty/Bereavement
176.0
0.67
Meetings
33.0
0.13
Non-Productive Time
32.0
0.12
Training
920.8
3.50
Vacation
4844.5
18.41
Voluntary
456.0
1.73
Workplace Meetings
21.0
0.08
Vacancy to fill
240.0
0.91
Miscellaneous
0.0
0.00
Total Average Not Deployable Days
143.53
Average Annual Deployable Days
220.47
Total Base Year Days
364.00
Performance Goal:
Average Annual Deployable Days (364 – not deployable days)
Performance Measure:
Real-time time and attendance data to project end of fiscal year average not deployable and deployable days.
Example Projection = 210 deployable days or 4 less than budgeted.
Performance Evaluation & Action:
Strategy to decrease average not deployable days to 137
11/18/2018

4. IT ALL STARTS WITH THE RIGHT APPROACH TO EMPLOYEE SHIFT SCHEDULING
11/18/2018

5. Essential Shift Scheduling Functions
Automated Labor Supply / Demand Analysis and Forecasting
Master and Daily Schedules
Automated Budget-Based Daily Rosters
Deployable and not deployable days accounting
Correctly calculating the number of employees that MUST be scheduled off duty for leaves that can be planned
11/18/2018

6. NEXT, IT TAKES THE RIGHT METRICS
11/18/2018

7. 1 2 3 4 5 6 THE SIX MOST IMPORTANT METRICS
Average annual deployable / not deployable days
Employee off duty limits
Average number of vacant positions and the number of days from vacancy to fill for each vacancy
Unplanned time off
Post / Position flexibility factors
Overtime Hours (compensatory time and reductions in programs and services) to maintain coverage 1 2 3 4 5 6
11/18/2018

8. OPTIMIZE, OPTIMIZE, OPTIMIZE
EXAMPLES
OPTIMIZE, OPTIMIZE, OPTIMIZE
11/18/2018

9. AVERAGE ANNUAL EMPLOYEE DEPLOYABLE DAYS
EXAMPLE 1
AVERAGE ANNUAL EMPLOYEE DEPLOYABLE DAYS
Explanation:
The goal is to get deployable days from each employee.
The deployable days value is based on all average deployable and not entitlements.
"Actual" and "Projected“ values are based on real-time data and reflect projections 12-month out.
11/18/2018

10. EXAMPLE 2 OFF DUTY LIMITS
Explanation:
The goal is to schedule an average of 7.6 people off every day for absences that can be planned (vacation, military leave, etc).
11/18/2018

11. EXAMPLE 3 AVERAGE VACANCIES Explanation:
The goal is to average 4 open positions (about 7 terminations per month) with no more than 3 weeks to hire a replacement employee.
"Actual" represents the number of weekly roster positions without an employee assigned.
11/18/2018

12. EXAMPLE 4
UNPLANNED TIME OFF
(NOT DEPLOYABLE TIME)
Explanation:
Available relief positions can cover the goal of about 66 days of "call ins" each month.
Call ins" exceeding the goal will be covered through either flexing other posts or using compensatory time / overtime. The other alternative is to reduce programs / services.
11/18/2018

13. EXAMPLE 5
FLEXIBILITY
Explanation:
Flexibility means moving an employee from one assignment to another. Then the initial assignment is closed for the shift.
In this example, the goal is 1,054 hours of flexibility per month except February (28 days in month)
11/18/2018

14. EXAMPLE 6
Overtime Hours compensatory time and reductions in programs and services to maintain coverage
Explanation:
If overtime usage were an option to provide coverage then the Actual overtime hours should approximate the hours needed for proper coverage.
In this case the overtime goal is 926 hours per month.
11/18/2018

15. REPORTING USING PERFORMACE CHARTS
11/18/2018

16. The Right Data and Real-Time Projections Reporting
If the budget supports 228 average annual employee deployable days then the projected and annualized bars need to be at or very near the yellow goal line.
When the actual bars are below the goal line than staff are less deployable that required.
Typically, overtime, and post flexibility is used to cover deployable day shortages.
The burgundy bar projects the deployable days average that is projected based on planned leave planned leave data.
Explanation: The goal is to get 228 deployable days from each employee position and is based on all absence conditions expected. "Actual" and "Projected“ reflect current absence conditions.
This can be a huge “budget-buster”
11/18/2018

17. The Right Data and Real-Time Projections Reporting
Explanation: The goal is to average 4 open positions (about 7 terminations per month with no more than 3 weeks to hire a replacement). "Actual" represents the number of weekly rosters positions with no people assigned.
The length of the position vacancy to fill cycle can dramatically drive overtime costs upwards
The vacancy to fill timeline is referred to as the “Vacancy Factor.”
Each “Vacancy Factor” day can have the same effect on staffing and closed programs and services (also overtime and compensatory time) as does an unplanned sick leave.
Salary savings provide some labor cost recovery.
When closed posts and reduced services ( overtime too) occur to frequently operations suffer.
11/18/2018

18. The Right Data and Real-Time Projections Reporting
Explanation: The goal is to schedule an average of 7.6 people off every day for absences that are plannable (military leave, 10 days of PTO per person, in-service training, and emergency response training)
Avoid staff “fat” and staff “lean” days.
Too few staff on planned leave is as bad as too many.
11/18/2018

19. The Right Data and Real-Time Projections Reporting
Explanation: There are available relief positions to cover approximately 66 days of "call ins" each month. "Call ins" exceeding the goal must be covered through either flexing other posts or paying for overtime. With PTO, "projected" unplanned leave is expected to be higher.
Unplanned leave, in excess of the days and dollars budgeted, is potentially a huge “ “budget-buster.”
Projecting end of fiscal year averages, by not deployable resason, enables proactive planning and strategy development to manage to the averages.
11/18/2018

20. The Right Data and Real-Time Projections Reporting
Explanation: Certain non-priority posts may be pulled or shut down occasionally to cover mandatory posts to avoid overtime on days of high absences. The capacity for flexing these posts is equivalent to approximately 1,000 hours per month.
Post flexibility policies and procedures help assure that some reductions in programs, services, compensatory time and overtime can be minimized.
Historical data helps establish flexibility policies and procedures.
11/18/2018

21. The Right Data and Real-Time Projections Reporting
Explanation: Actual overtime hours should approximate that needed for proper post coverage. Needed overtime reflects hours available (standard work hours less absences) less work demand (schedule work, plus support for other services, less flexibility hours).
Notice that during April, May, and June there was no overtime needed.
However, there was a substantial amount of overtime used.
During January and June less overtime was used than required.
11/18/2018

22. MANAGEMENT REVIEW USING THE RIGHT EMPLOYEE SCHEDULING SOFTWARE
11/18/2018

23. SAMPLE MEASURES GUIDELINE GOAL MEASURE
Average Annual Employee Deployable Days
See next slide for calculations
Real-time time and attendance data to use for
determining end of fiscal year condition
Plannable Off-Duty Limits
31.40
See last slide for off duty limits report
Real-time calculation of employees with approved not deployable status
Average Vacancies
4.180
Real-time master roster posts and relief positions that do not have an employee assigned
Unplanned Employee Time Off
17.00
Calculating the difference between planned and not planned employee not deployable days based on the total value of the budgeted off-duty limits values
Post Flexibility Factor
1000 hours
Calculation of actual real-time hours where flexibility was used as an alternative to overtime
Overtime Hours For Coverage
$500,000
Actual usage versus an established amount of overtime budgeted.
11/18/2018

24. Management Review Implement a management review strategy.
Conduct monthly management review sessions.
Record action items developed during the session.
Assign responsibility for follow-up
Follow-up
Report to upper management
11/18/2018

25. EMPLOYEE DEPLOYABLE DAYS
In this example, the budgeted average annual deployable days is days
Because the Staff Demand is seriously greater than the supply the only way to manage without reduced programs and services, compensatory time and overtime is to figure out how to get deployable days per employee.
Otherwise some serious staffing plan re-design is required
11/18/2018

26. OFF DUTY LIMITS – ALL SHIFTS
Use the values in green (budgeted columns) as the values WHEN LEAVE PLANNING AND APPROVING LEAVES
The total off duty limit days is This value needs to be broken down into a value for each not deployable reason.
The red scheduled values are displayed simply to show the impact that vacancies have on the off duty limits.
11/18/2018

27. FOR MORE INFORMATION PLEASE CONTACT HATRAK ASSOCIATES
information concerning performance metrics
PHONE:
11/18/2018