HatrakAssociatesApproach

LABORSUPPLY/DEMAND ANALYSESMETHODOLOGY

WorkforceStrategy DrivingTowardOptimizedLaborSupply/DemandBalance
UNDERSTAND
CONSISTENT STAFFING DYNAMICS

IDENTIFY
LABORSUPPLY CONSISTENT STAFFING DATAREQUIREMENTS
BudgetedFundsAvailableData

PERFORM
CONSIENT STAFFING ANALYSES QUANTIFY CONSTENT STAFFING BALANCE CONDITION (GAPS) VARIABLE STAFFING ANALYSES QUANTIFY CONSTENT STAFFING BALANCE CONDITION (GAPS)

RESOLVE
VARIABLE STAFFING GAPS

STAFFING ISSUES

FullTimeEquivalent PositionsData IdentifyandCollect OtherRelevantData

PERFORM ANALYSES

DOCUMENT GAPS

ACTION PLAN

UNDERSTAND
VARIABLE STAFFING DYNAMICS

IDENTIFY
LABORDEMAND VARIABLE DATA REQUIREMENTS

CONSISTENT STAFFING

STRATEGY

SOLUTIONS

HatrakSchedulerPlusLaborSupplyandDemandAnalysisApproach
WorkLocation1 WorkLocation2

LaborSupply

LaborDemand

LaborSupply

LaborDemand

Balance(GAP)

Balance(GAP)

TotalBalance(GAP)

QuantifyGAPExcess

QuantifyGAPShortage

DevelopActionPlans DevelopActionPlans

TakeAction TakeAction

Supply/DemandAnalysisandGAPAnalysisProcess
DemandAnalysis
Required StaffingLevels
Less

SupplyAnalysis
Projected InternalSupply
=

GAPAnalysis
Projected Supply/DemandGAP

Current Projected Required Current Vacancies Current Workload Staffing = Staffing or Staffing + + Changes Level Level Overage Level

Less

Current Projected Current Staffing Attrition = Staffing Level Level

Projected Internal Supply

Projected Supply/DemandGAP

ReduceDemand IncreaseEmployee DeployableDays PolicyReview/Revision BudgetOvertimeFunds

AnalyzeTrends Retirements Resignations Terminations Promotions Transfers

AtItsHeart,StaffingLevelPlanningInvolvesGAPAnalysisand InterventionPrioritization
D N A
DefineCurrentandFuture STAFFINGRequirements

DE

PL P SU

P A

Formulate ActionPlan
Understandspecific staffingdrivers Evaluatealternative strategiestofill staffingGAPS Craftprogramsto transformand engagethe workforce Gainsupport

Execute And Monitor

AnalyzeCurrent andFutureStaffingLevels

Understandlaborsupply Projectthefuturestaffingneeds basedoncurrenttrends Identifyfactorsdrivingcurrent staffinglevelcomposition andengagement

Launchchanges Monitorstaffing GAPSandprogress Updateassumptions

AtItsHeart,WorkforcePlanningInvolvesGAPAnalysisand InterventionPrioritization

DE

DefineCurrent StaffingLevelRequirements
Identifyrequired workforce(jobs,skills andnumbers) Identifyrequired workforce

D AN

Identifykeyjobsandskillsacrossthe organizationshierarchy Documentanycurrenttalentshortages (GAPS) Considerbroadshiftsineconomyandindustry thatwillimpacttheneedforkeyjobs Comparedemandprojectionstosupply projectionsanddefinecriticalgaps

CollectDataRegardingStaffingDemand

DE

N MA

Keyjobprofilesincludingskill,competency andexperiencerequirements Sizeofskillgaps Specificsonexistingrecruitingandretention challenges Currentstaffinglevelgapsforkeyjobs (qualityandquantity)andcurrentturnover rates Currenttalentnolongerindemandandthat canberetrained Anticipatedfuturechangesinjobskilland competencyrequirementsincluding anticipatedtimingofchange Technologysimpactonjobgrowthand changingskillneeds

UnderstandtheCurrentAndFutureWorkforceSupply

UP

Y PL

DefineCurrent ANDFuture StaffingRequirements

Understandlaborsupply Projectthefuture staffingrequirements basedoncurrenttrends Identifyfactorsdriving currentworkforce compositionand engagement

Understandcurrentworkforce(jobs,skills, education/training) Identifythecommonskillsacrossthejobs Consideroptionsforexpandingthesupplyof desiredtalent Increaseretentionofcurrentworkforce ConsiderRetrainingofEmployeeSkills

QuantitativeMethodsofForecastingVariableStaffingSupply/Demand

SELECTINGAVARIABLE STAFFINGQUANTITATIVE METHOD

QuantitativeMethodsofForecastingVariableStaffingSupply/Demand Method
Moving average

Description
AveragesdataaboutHR demandfromrecentperiods andprojectsthemintothe future Forecasterscanvaryweights forHRdemandassignedto differentpasttimeperiods usedtoprojectfutureHR demand.

Advantages
Simplicity. Dataeasilyavailable.

Disadvantages
Simplicity. Dataeasilyavailable. Maybeusedtotake intoaccountfactors ignoredbythe movingaverage method(forexample, cyclicalpatterns). Easilyexplainedto managers. EasilypreparedbyHR planners.

Exponential smoothing

Maybeusedtotakeinto accountfactorsignoredby themovingaveragemethod (forexample,cyclical patterns).

Trends projections

Numbersofpeoplehiredor requestedplacedononeaxis timeisplacedontheother axis.Astraightlineisplotted frompasttofuturetopredict HRdemand.

Easilyexplainedto managers. EasilypreparedbyHR planners.

QuantitativeMethodsofForecastingDemandContinued Method Description Advantages Disadvantages

Regression

Mathematicalformula usedtorelatestaffing toseveralvariables (forexample,output, productmix,percapita productivity). Assessesrequired staffinglevelthat matchesdesired outputlevels,subject tocertainconstraints (forexample,budget, cost). Relateturnoverto suchfactorsasage andseniority.

Canincludemany variables. Efficientuseofall availabledata.

Mathematical complexity. Requireslarge samplesizes. Reliesonpastdata.

Linear programming

Assesseswhat shouldbeinthe future,notwhat probablywillbe.

Managersare skepticalofhighly sophisticated methodology. Numerous assumptionsmust bemade.

Actuarial models

Reflectspast.

Maynotbeaccurate inindividualcases.

QuantitativeMethodsofForecastingDemandContinued Method
Simulations

Description
Usesscenariostotest theeffectofvarious personnelpolicies. Definestatesinthe organizationsuchas strategylevels, performanceratings.

Advantages
Usefulforconsidering alternativeHR programs. Helpidentifycareer patterns.

Disadvantages
Accuracyvaries.

Probability matrices

Requiresome mathematical sophistication. Accuracyvaries.

Helpperformturnover analysis.

HatrakAssociatesEmployeeShiftSchedulingSoftware

HATRAKASSOCIATESSOFTWARE

HatrakSchedulerPlusSetsTheStandardforWorkforceManagement IncludingEmployeeShiftScheduling MajorBenefitsHatrakSchedulerPlus

Cost Reductions

Increased Efficiency and Productivity

Revenue Enhancement

Customer Satisfaction

HatrakSchedulerDeliversEmployeeSatisfaction

Employeesatisfaction: Usingselfservicetools,employeescanmoreeasilyprovide inputaboutthenumberofhoursandshiftstheywouldbe interestedinworking.Plus,theycouldgetaccessto upcomingschedules,requesttimeoffandoffertotakeon additionalhoursasneeded.Also,throughconsistent applicationofschedulingrules,employeescouldbemore confidentthattheirscheduleswereconsistentwith negotiatedagreementsandtheirpaychecksaccurately reflectedtheactualtimeandschedulesthattheyworked. Improvingemployeesatisfactionisimportantgiventhe tighteningoflabormarketswidelyanticipatedinmaturing economiesoverthenextseveralyears.

HatrakSchedulerDeliversRevenueEnhancement Revenueenhancement: Organizationswhenbuildingabusinesscaseforemployee shiftschedulingsoftwareshouldfocusonrevenue enhancementastherationaleforimprovingtheirlabor schedulingpractices. Reducingtheamountofadministrativetimemanagers spendoncreatingschedulesallowsthemeithertospend moretimeworkingdirectlywithotherimportantduties includingtrainingemployees. Byupgradingemployeeschedulingandtimeand attendancesoftware,andintegratingitwithhuman resourcesacompanycaneasilyshiftstafftootherjobs wheredemandishigherduringtheday. Costsassociatedwithmanualdataentryforpayroll processingcanbereducedby50percent.Also,theamount oftimeittakesmanagerstoperformpayrollandlabor schedulingtaskscanbeloweredfrom24hoursto2030 minuteseachweek.

HatrakSchedulerDeliversCustomerSatisfaction

Customersatisfaction: Matchingcustomerswithmorequalifiedandavailablestaff organizationscanuselaborschedulingtoimprovetheir customersatisfactionlevels. Fororganizationsthatfocusonhandlinghighvolumesof customers,improvedlaborschedulingcanbeseenasaway toreducewaitingtimes,eitherinphysicalorvirtual queues.

HatrakSchedulerAlignsWithHumanResources
HumanResources: Companiesneedtorecognizethatsimplyimplementingalaborschedulingsystemwithout addressingarangeoforganizationalchallengescanputtechnologicalinvestmentsat significantrisk.Thesechallengesmustbeaddressednotonlybytheorganizations operationsgroup,whichisoftenresponsibleforthelaborschedulingprocess,butfrom manyothergroupssuchashumanresources. Companiesneedtorecognizethatlaborschedulingprocessesneedtobealignedclosely withhumancapitalactivities,suchasrecruitment,selection,compensation,learningand development,andfeedbackandperformancemeasurement.Forexample,ifacompany decidestoincreasethenumberofparttimeshiftsasaresultofanimprovedlabor schedulingcapability,italsoneedsto: Considertheneedtodipintodifferentlaborpoolstosourceindividuals interestedinparttimework Adjustthecompensationandbenefitlevelstoattractparttimeworkers Revisethetrainingcontentandthenumberoftraininghoursrequiredtogetnew workersuptospeed Recognizethatsupervisorswillhavetoevaluateandprovidefeedbacktoalarge groupofemployees. Failuretoaddresstheseintegrationissuescancauseotherhumanresourcerelated problemsthatcandecreaseretentionrates,increasecostsanddecreasecustomer satisfaction.

HatrakSchedulerDeliversIncreasedEfficiencyandProductivity

IncreasedEfficiencyandProductivity: Companiesbenefitsignificantlywhentheefficiencyand productivityoftheirexistinglaborassetsareincreased.

HatrakAssociatesConsidersTheFunctionalAreasAssociatedWith EmployeeScheduling

FUNTIONALAREASASSOCIATED WITHEMPLOYEESCHEDULING

TheFunctionalAreasInvolvedinEmployeeScheduling

Legal

Human Resources

Operations

Information Technology

Finance

TheLegalFunctionalArea

Legal

Confirmthatbusinessrulescomplywithfederaland statelaws,localregulationsandnegotiatedemployee agreements

TheInformationTechnologyFunctionalArea

Information Technology

Hostemployeeshiftschedulingapplication Integrateemployeeshiftschedulingapplicationswith othersystems,e.g.: Laborsupplyandlabordemandforecastingideally thisfunctionalityshouldbepartoftheemployee shiftschedulingsoftware Timeandattendance Payroll Humanresourcesinformationsystem

TheFinanceFunctionalArea

Finance

Incorporateforecastingdataintobudgetingand planningprocesses Performcomprehensivelaborsupplyanddemand analyseswhichforecastprojectedcostssothat spendingdecisionscanbemadebeforespending actuallyoccurs Developbudgetsthatarescheduleandlaborsupplyand demandanalysesbased

TheHumanResourcesFunctionalArea
Human Resources

Reviewforecasteddataformediumandlongterm humancapitalplanning Provideorientation,training,communicationsand changemanagementresources Encourageconsistencybetweenlaborscheduling practicesandHRstrategies: Recruitmentandselection Learning,developmentandcareermanagement Compensationandbenefits Performancemeasurementandfeedback