Workload Analysis in Determining the Number

of Employees of the Engineer Division

and Development Division at Belawan Container
Service Company

Alvin(B) , Nazaruddin, and Meilita Tryana Sembiring

Universitas Sumatera Utara, Medan, Indonesia

[email protected]

Abstract. The purpose of this research is to analyze the working time of the
employees using the Work Sampling method and balance the workload by ana-
lyzing the number of employee needs for the engineer division and development
division with the Full-Time Equivalent method. The results of this research indi-
cate that the effective working day for a year is 234 days and the effective working
time is 1310 h for five working days per week. Through the Work Sampling
method, it is known that for the engineer division, the total time for productive
activities was 76.24%, unproductive activities were 5.68% and personal activities
were 18.08% with a 30% allowance. Meanwhile, for the development division,
the total time for productive activities was 76.63%, unproductive activities were
5.17% and personal activities were 18.20% with a 30% allowance. Based on the
results of workload measurements in the engineering division using the Full-Time
Equivalent method, there are employees with underload, unload, and overload
workloads. Meanwhile, there are employees in the development division with an
overload workload. Besides, the employee needs for the engineer division is 6
persons and for the development, the division is 5 persons.

Keywords: Employee Needs · Full-Time Equivalent · Work Sampling

1 Introduction

1.1 Background

According to Anisa & Heru [1], workload refers to the process through which an indi-
vidual completes the duties and obligations of a job or group of tasks that are carried out
under typical conditions or circumstances in a given length of time.
Consideration must be given to how well the compan’s mandated workload cor-
responds to the working conditions of the workforce. Workplace comfort levels for
employees might be impacted by an excessive workload. In contrast, workloads that are
excessively light might lead to labour inefficiencies that could result in business losses
[2].

© The Author(s) 2024

R. Hurriyati et al. (Eds.): GCBME 2022, AEBMR 255, pp. 1447–1464, 2024.
https://doi.org/10.2991/978-94-6463-234-7_152
1448 Alvin et al.

This research was conducted on companies engaged in container loading and unload-
ing services. In an interview that has been conducted with the general manager, that the
problem that exists in this company is the allocation of employees for each division was
not based on workload. The overtime ratio of each division as the finance division is
164.67 h/person, the general division is 99.3 h/person, the engineer division is 254.6
h/person, the development division is 260.3 h/person and for operation, the division is
131.24 h/person.
As we can see, there was an imbalance in the overtime ratio which are two divisions
with overtime ratio (hours/persons) higher than 200 h/person, such as the engineer and
development divisions, while the other three divisions like the finance, general and
operation divisions have overtime ratio that lower than 200 h/person.
Based on the description of the research background, it occurs that there are some
divisions that have high overtime ratios and some are low, so the problem that needs to
be done is to measure the workload of divisions that have relatively high overtime ratios
and can be calculated the employee needs such as engineer and development divisions.
The purpose of this research is to analyze the working time of the employees
using the Work Sampling method and balance the workload by analyzing the num-
ber of employee needs for the engineering division and development division with the
Full-Time Equivalent method.

1.2 Literature Review

Human Resources Management

Human resource management is one of the strategic fields in an organization that should
be seen as an extension of the traditional view of managing people effectively and
managing human resources, it requires knowledge about human behaviour and the ability
to manage it [3].
Human Resources management has undergone changes starting from the era of per-
sonnel management then human resource management which continues to be resources
based on competence until finally the management of human resources as Human Cap-
ital. According to Nasution [4], human capital is defined as all the efforts that workers
bring to be invested in the company in realizing a reliable company that provides the
best service.

Human Resources Planning

Human resource planning is a process of anticipating and making tools for the movement
of people into and out of an organization. Human resource planning is a guideline for
organizational leaders and a series of hiring plan changes [5].

Job Analyze
Job analysis is a procedure that goes through to determine the responsibilities of those
positions and the characteristics of the person working for the position [6]. Some termi-
nology is about job analysis, one of which is job analysis which is the activity or process
of collecting and compiling various information related to each job, its tasks, types of
 Workload Analysis in Determining the Number of Employees 1449

work, and responsibilities operationally to realize the organizational or business goals

of an enterprise.

Job Description
Is one of the main results presented by a systematic job analysis. The job description
describes the duties, responsibilities, terms of employment, and main work activities.
Job descriptions vary in terms of the degree of detail of the content [7].

Workload
Workload is the physical or mental demand of a job to a person when he performs work
that is handled in a certain capacity. The workload may vary according to the number and
combination of tasks performed, the grade of difficulty of the tasks, the characteristics
of the work, etc. [8].
The workload of an employee has been determined in the form of company work
standards based on the type of work. If employees work in accordance with the standards
set by the company, there will be no problems. Meanwhile, if employees work below
the company’s work standards, the workload experienced employees will be excessive.
So, to obtain human resources that are in accordance with the needs of the company,
workload measurement is needed so that employees can carry out their work optimally.

Workload Analyze
This workload measurement analysis is carried out to measure and calculate the workload
of each work unit/work division in achieving work effectiveness and efficiency at the time
of their task implementation and increasing the capacity of a professional, transparent
and rational organization.
Workload measurement has several benefits such as helping to prevent employee
overload, optimizing employee performance, as a tool for management decision making,
analyzing workload based on activities, discipline needs, and staff to deal with problems
that will arise [9].

Work Sampling
Is a technique for calculating workload to make a number of observations on the work
activities of employees. This method can be classified as a direct measurement of work
due to the implementation of this measurement activity must be studied or observed
directly at work [10].
In conducting work sampling, there are stages that must be prepared, namely as
follows:

1. Determining the type of employee under study.

2. Conduct sample selection when the number of employees is large. Random sampling
techniques are needed at this stage to obtain the percentage of the employee population
to be observed.
3. Create a list form of employee activities that can be classified as productive and unpro-
ductive activities and also direct activities related to staffing functions and indirect
activities.
4. Train implementing researchers on research activities.
1450 Alvin et al.

5. Observing employee activities is carried out at intervals of 2–15 min depending on

the needs of the researcher.
6. The work sampling method observed is the activity and use of time, without paying
attention to the quality of the work.

Full-Time Equivalent
The Full-Time Equivalent (FTE) method is a method where the time required to com-
plete various activities or work is compared with the existing effective work time [1].
According to Fetrina [11], FTE is the time base used to complete the work which will
then be converted into the form of a value index.
Based on the workload analysis guidelines issued by the State Civil Service Agency
in 2010, the FTE index value is divided into 3 categories, namely: underload, normal,
and overload. Each of the ranges of values in the index is as follows:

1. Underload = FTE index value between 0–0.99

2. Normal = FTE index value between 1–1.28
3. Overload = FTE index value higher than 1.28

The purpose of measuring with the FTE method is to simplify the work that has
been measured by converting workload hours into the number of employees needed to
complete a certain job.

Calculation of Employee Needs

The calculation of the needs of employees of a company is needed in order to meet
the needs of employees who have been planned appropriately both in terms of quantity,
time, and quality. Employee needs can be calculated by determining the standard of the
average ability to achieve time to complete the main work and the quantity of workload
in one year so that the workload for each job is obtained [12].

1.3 Conceptual Framework

Based on the background of the research problem and the theoretical foundation, the
conceptual framework of this research can be seen in Fig. 1.

Task Completion
Calculation of
Employee Needs
Effective Working Time

Fig. 1. Conceptual Framework

 Workload Analysis in Determining the Number of Employees 1451

2 Methods

This research is qualitative and quantitative descriptive research. According to [13],

descriptive research is a research method aimed at describing systematically, factually,
and accurately the facts and properties of a particular object or population. This research
aims to investigate in detail human activity and work in order to find facts obtained from
the results of interviews and observations, but does not conduct a hypothesis analysis.
There are primary and secondary data that need to be collected. The primary data
are data obtained through direct observation, interviews, and the dissemination of forms.
The primary data taken are qualitative and quantitative. Qualitative data is in the form of
information about the main tasks of employee work, while quantitative data is in the form
of numbers of productive and unproductive work time usage, the average completion
time of a basic task, and the cost of the main task or workload for a year. The secondary
data is the data obtained through the collection from a company which is the data allowed
by the company as reference material for this research.
The data analysis techniques in this research are using the work sampling method and
the full-time equivalent method. The work sampling method is conducted by observing
employees’ activities and then categorizing their activities into three categories which
are productive, unproductive, and personal activities. This observation was carried out
for nine hours with a distance of observation time every two minutes which was carried
out for two days for each employee. Secondly, the full-time equivalent method is carried
out by collecting data on the average frequency of main tasks performed and the standard
ability of the average time to complete the main tasks of employees into a formula to
calculate employee needs based on workload. The workload obtained then becomes the
basis for calculating the number of employee needs. Besides, the workload obtained also
can be used to determine employee category by using the FTE index value.

3 Result and Discussion

3.1 Workload Analyze

The effective working day in this company is five days a week. Based on the 2021
Calendar, the effective working day for a year is 234 days. The details can be seen below
in Table 1.

3.2 Calculating of Working Time of Engineer Division Employees

The Table 2 is the result of observing working time with the work sampling method for
the engineer division.
Based on Table 2, the use of personal and non-productive time is still in accordance
with the standards of the Kepmen PAN. No. 75 of 2004 and Kepmen Naker No. 128 of
2016 where the use of time allowance is 30% and for effective working time is 70%.
1452 Alvin et al.

Table 1. The Effective Working Day in 2021

No Month Total days Saturday & National Holidays Annual Leave

Sunday & Joint Leave
Holidays
1 January 31 10 1 12
2 February 28 8 1
3 March 31 8 2
4 April 30 8 1
5 May 31 10 4
6 June 30 8 1
7 July 31 9 1
8 August 31 9 2
9 September 30 8 –
10 October 31 10 1
11 November 30 8 –
12 December 31 8 1
Total 365 Days 104 Days 15 Days 12 Days
Total Effective 234 Days
Working Days

Table 2. The Amount of Working Time Used by Engineer Division Employees

Employee Total Observation Total Percentage (%) Total

(times) (times) Percentage
PRO UPR PER PRO UPR PER (%)

E1 404 22 116 542 74.54 4.06 21.40 100

E2 386 32 124 542 71.22 5.90 22.88 100
E3 428 40 74 542 78.97 7.38 13.65 100
E4 440 36 66 542 81.18 6.64 12.18 100
E5 408 24 110 542 75.28 4.43 20.29 100
Total 2066 154 490 - 381.19 28.41 90.4 -
Average 413 30.8 98 542 76.24 5.68 18.08 -
Information:
a. PRO: Productive Activities
b. UPR: Unproductive Activities
c. PER: Personal Activities
d. E: Employee
 Workload Analysis in Determining the Number of Employees 1453

Table 3. The Amount of Working Time Used by Development Division Employees

Employee Total Observation Total Percentage (%) Total

(times) (times) Percentage
PRO UPR PER PRO UPR PER (%)

E1 438 28 76 542 80.81 5.17 14.02 100

E2 408 20 114 542 75.28 3.69 21.03 100
E3 400 36 106 542 73.80 6.64 19.56 100
Total 1246 84 296 – 229.89 15.50 54.61 –
Average 415 28 99 542 76.63 5.17 18.20 –
Information:
a. PRO: Productive Activities
b. UPR: Unproductive Activities
c. PER: Personal Activities
d. E: Employee

3.3 Calculation of Working Time of Engineer Division Employees

The Table 3 is the result of observing working time with the work sampling method for
the development division.
Based on Table 3, the use of personal and non-productive time is still in accordance
with the standards of the Kepmen PAN. No. 75 of 2004 and Kepmen Naker No. 128 of
2016 where the use of time allowance is 30% and for effective working time is 70%.

3.4 Calculation of Employee Needs

Determination of Working Time

According to Kepmen.Naker No.128 of 2016, effective working hours are formal work-
ing hours reduced by work time lost due to non-work (allowance) such as going to the
toilet, food breaks, and so on. The average allowance is about 30% of the number of
formal working hours.
Total time of one day of work is 9 h − 1 h (break time) = 8 h Effective time for one
year = 70% × 8 h = 5.6 h.
Productive time for one year = 234 days × 5.6 h = 1310 h.

Time Required to Complete Works

Employee Needs Calculation for Engineer Division show by Table 4.
From the results of the calculations in Table 4, the employee needs in the engineer
division is 6.67 employees, so that it is rounded up to 6 or 7 employees. If 6 employees,
there will be overtime with overtime costs:
Overtime hours/year = 0.67 × 1310 effective working hours/year = 877.7 h/year
Average salary per month for engineer division employees = Rp. 6,150,623/month
So, the total wages that need to be issued by the company/year if 1 employee is added
to a total of 6 employees and the remaining overtime (877.7 h/year) is:
1454 Alvin et al.

Table 4. Employee Needs Calculation for Engineer Division

Employee No. Job description WL ACS TCT

(times/year) (hours/activity) (hours/year)
E1 1 Planning: Maintenance & Maintenance 1 40 40
Schedule, Cost Plan and Amount of
Materials needed for Terminal Tractor
Maintenance
2 Ensuring the quality of the work of the 120 2 240
parties involved
in maintaining the equipment in
accordance with the standards and
regulations that apply in the company
3 Checking and verifying the terminal 24 0.5 12
tractor fuel usage
report
4 Coordinate with the assistant manager 52 2 104
regarding every
progress of the terminal tractor
maintenance work
5 Identify, analyze, and find solutions to 120 1 120
damage to
terminal tractor tools
6 Supervise refueling of terminal tractor 60 1 60
tools
7 Verifying fuel usage recapitulation 12 0.5 6
8 Issuing a BBM purchase order (PO) 6 1 6
9 Supervise the fuel bunker to the monthly 4 2 8
tank
10 Field Team Work Plan Analysis and 144 1 144
Approval
11 Coordinate related to the work schedule 12 1 12
of the field team
and the operational schedule of the
operating division
12 Conduct monthly meetings with 12 8 96
maintenance vendors to
review monthly work results
13 Make a recapitulation of the performance 12 8 96
report of the
terminal tractor tool
14 Create and verify the completeness of 6 1 6
BBM vendor
administration (billing basis)
15 Verify any damage to the tool and 120 2 240
approval of the initial
repair plan
16 Analyze and verify vendor maintenance 84 2 168
monthly reports
(billing basis)
(continued)
 Workload Analysis in Determining the Number of Employees 1455

Table 4. (continued)

Employee No. Job description WL ACS TCT

(times/year) (hours/activity) (hours/year)
17 Conduct a monthly review of the 12 0.5 6
individual performance
of the field team through briefings
18 Planning and designing improvements to 3 6 18
terminal tractor
and chassis equipment
19 Filling in the Monthly Work Plan and 12 1 12
Realizing the
Monthly Work Plan
20 Monitor and analyze the condition of the 12 2 24
Scada System
Total Task Load 1418
E2 1 Receiving incoming letters and managing 60 0.5 30
dispositions for the engineering division
2 Make a letter out of the engineering 72 0.5 36
division
3 Make a recapitulation of the maintenance 234 1 234
cost report and the engineering division’s
material costs
4 Make a recapitulation of the technical 12 2 24
division’s investment cost report
5 Manage the recapitulation of loading and 12 8 96
unloading tool
performance reports
6 Sending maintenance and material costs 12 1 12
reports,
investment cost reports and performance
reports to sub holdings
7 Performing the payment process for the 84 2 168
work in the engineering division
8 Carry out budgeting control of the 12 1 12
technical division’s budget funds
9 Making official notes for technical 234 1 234
managers, operations and engineering
directors
10 Doing engineering division document 234 1 234
archiving
11 Recapitulating the results of the technical 52 1 52
division meeting
12 Sending payment documents from the 48 1 48
engineering division to the finance
division
(continued)
1456 Alvin et al.

Table 4. (continued)

Employee No. Job description WL ACS TCT

(times/year) (hours/activity) (hours/year)
13 Recapitulating the numbering of the 234 0.25 58.5
technical manager’s official note
Total Task Load 1238.5
E3 1 Coordinate with the Assistant Manager of 52 1 52
Facilities related to the implementation of
port infrastructure maintenance,
preparation of facilities, installation of
electricity/water and communication
equipment Checking daily, weekly, and
monthly reports
2 regarding the progress of construction and 12 1 12
maintenance of port facilities Make BOQ
(Bill of Quality), RAB (Cost
3 Budget Draft), and RKS (Work Plan and 12 40 480
Conditions) for new maintenance
work/additional items
4 Prepare addendum related to employment 4 8 32
contract
5 Carry outperiodic inspections and 52 1 52
maintenance of terminal facilities
6 Carry out vendor selection related to the 12 32 192
facility maintenance process at the
terminal according to the specified work
value limits
7 Ensuring the development process takes 12 30 360
place effectively and efficiently
8 Filling in the Monthly Work Plan and 12 1 12
Realizing the Monthly Work Plan
Total Task Load 1192
1 Planning: Maintenance & Maintenance 2 40 80
Schedule, Cost Plan and Amount of
Material
Required for Maintenance of ARTG and
STS Cranes and their Utilities
2 Ensuring the quality of the work of the 480 1 480
parties involved in maintaining the
equipment in
accordance with the standards and
regulations that apply in the company
3 Make a Report on the Electricity 48 0.5 24
Consumption of ARTG and STS Crane
4 Coordinate with assistant managers 104 4 416
regarding each progress of the work of
ARTG and STS Crane
(continued)
 Workload Analysis in Determining the Number of Employees 1457

Table 4. (continued)

Employee No. Job description WL ACS TCT

(times/year) (hours/activity) (hours/year)
5 Identify, analyze, and find solutions to 240 1 240
damage to ARTG and STS Crane tools
6 Field Team Work Plan Analysis and 288 1 288
Approval
E4 7 Coordinate related to the work schedule 24 2 48
of the field team and the operational
schedule of the operating division
8 Make a recapitulation of monthly ARTG 24 16 384
and STS Crane performance reports
9 Verify any damage to the tool and 240 4 960
approval of the initial repair plan
10 Analyze and verify monthly vendor 84 2 168
maintenance reports (billing basis)
11 Conduct a monthly review of the 12 0.5 6
individual performance of the field team
through briefings
12 Planning and designing improvements to 6 12 72
the ARTG and STS Crane tools
13 Conduct monthly meetings with 12 8 96
maintenance vendors to review monthly
work results
14 Filling in the Monthly Work Plan and 12 1 12
Realizing the Monthly Work Plan
Total Task Load 3274
1 Planning: Maintenance Schedule, 1 40 40
Material Cost
Plan Required for Maintenance of
electricity and water installations
2 Document all disturbances that occur and 24 1 24
their solutions Ensuring the quality of the
work of the parties
3 involved in maintaining the equipment in 240 1 240
accordance with the standards and
regulations that apply in the company
4 Make a report on the use of water, 12 2 24
electricity, and generators
5 Coordinate with assistant managers 52 2 104
regarding any work progress and damage
related to Electrical, Water and Generator
Installations
6 Verify any damage to the tool and 120 2 240
approval of the initial repair plan
(continued)
1458 Alvin et al.

Table 4. (continued)

Employee No. Job description WL ACS TCT

(times/year) (hours/activity) (hours/year)
E5 7 Identify, analyze, and find solutions to 120 2 240
damage to generators, electricity, and
water Make BOQ (Bill of Quality), RAB
(Cost Budget
8 Draft), and RKS (Work Plan and 12 40 480
Conditions) for new maintenance
work/additional items
9 Filling in the Monthly Work Plan and 12 1 12
Realizing the Monthly Work Plan
10 Coordinate security in the area of 4 2 8
Belawan Container Terminal Phase 2
Participate in supervising the
implementation of
11 QHSE within the company so that it runs 234 0.5 117
well according to plan
12 Make a summary of the generator 12 1 12
performance report
13 Supervise, maintain generator sets, 10 8 80
electrical installations along with air
conditioning (AC) and water installations
Total Task Load 1621
Total of TCT 8743.5
Number of Employees 6.67

= (12 months × 1 person × Rp. 6,150,623) + (877.7 × 2 × 1173 × Rp. 6,150,623)

= Rp. 136,216,745/year
Meanwhile, if 2 employees are added to make a total of 7 employees, then there is
no overtime but there is an excess (idle). So, the total wages that need to be issued by
the company/year if 2 additional employees added are:
= 12 months/year × (2 people × Rp. 6,150,623/person)/month
= Rp. 147,614,952/year
Based on the results of these calculations, the employee needs for the engineering
division that is optimal and economical for the company is 6 persons.
Employee Needs Calculation for Development Division show by Table 5.
From the calculation results in Table 5, the employee needs in the development
division are 4.94 employees so they are rounded up to 4 or 5 employees. If there are 4
employees, there will be overtime with overtime costs: Overtime hours/year = 0,94 ×
1310 effective working hours/year DRD = 1231.4 h/year.
Average salary per month for development division employees =
Rp. 5,371,943/month
So, the total wages that need to be issued by the company/year if 1 employee is added
to a total of 4 employees and the remaining overtime (1231.4 h/year) is:
 Workload Analysis in Determining the Number of Employees 1459

Table 5. Employee Needs Calculation for Development Division

Employee No. Job description WL ACS TCT

(times/year) (hours/activity) (hours/year)
E1 1 Collecting the data needed for the 12 1 12
preparation of occupational safety and
health programs
2 Assist in measuring business risk for all 4 5 20
work units by taking into account the
magnitude of the impact and the possibility
of risk opportunities
3 Prepare reports by recording observations, 4 5 12
information, events, and business risk
monitoring activities
4 Disseminate quality management 234 0.5 117
guidelines and policies to all parts of the
Company
5 Assist in the formulation of strategies to 4 2 8
encourage a business risk awareness
culture at every level in the Company
6 Participate in supervising the 234 1.5 351
implementation of HSSE within the
company so that it runs well according to
plan
7 Carry out continuous control over business 4 3 12
risks that have high priority/significant
risks for the sustainability of the Company
8 Revise the work administration (official 234 4 936
memorandum, minutes, SKB (Mutual
Agreement), Work Agreement)
9 Support and develop policies and 1 112 112
guidelines related to the resolution of
complaints of a technical nature, services
addressed to the Company by service
users, for matters relating to HSE and third
parties
10 Ensure that dangerous goods containers 144 1 144
have been placed in accordance with the
IMDG (International Maritime Dangerous
Goods) Code peraturan
11 Controlling/controlling and regulating 4 4 4
traffic (people, vehicles and goods)
12 Take note of the completeness of the 234 0.5 117
Personal Protective Equipment (PPE) that
is entered and that has been damaged, as
well as the PPE needed for the future
(continued)
1460 Alvin et al.

Table 5. (continued)

Employee No. Job description WL ACS TCT

(times/year) (hours/activity) (hours/year)
13 Ensure that all documents (policies and 12 2 24
procedures) both internal and external to
the Company are stored and protected
from damage and are easy to trace and
control distribution
14 Prepare the necessary documents for both 12 32 384
QHSE internal audits and management
reviews
15 Make weekly/monthly reports related to 12 3 36
inspection monitoring, work reports,
documentation, etc. to be submitted to
superiors
16 Follow up emergency response 24 5 120
management and recovery plans for
abnormal events in accordance with
applicable standards and regulations
17 Assist in the preparation of the Risk Profile 4 5 20
report by preparing all the required data
Total Task Load 2441
1 Ensuring software products at the gate, 52 1 52
workshop, and power house locations are
in accordance with the required conditions
2 Ensure TOS runs according to SOP 52 1 52
3 Analyze problems that occur in 3 8 24
software/applications
4 Perform maintenance schedule planning 2 4 8
5 Coordinate with the Assistant IT Manager 52 0.5 26
regarding work progress related to
software/applications
6 Drafting a Budget/Work Plan and its 4 8 32
Requirements related to software
development
7 Create and develop applications 3 480 1440
according to company needs
8 Ensure all applications can be 52 1 52
implemented according to company needs
9 Respond to customer complaints 960 0.25 240
10 Making official notes 252 2 104
11 Making outgoing letters 24 3 72
12 Evaluating software maintenance 12 16 192
(continued)
 Workload Analysis in Determining the Number of Employees 1461

Table 5. (continued)

Employee No. Job description WL ACS TCT

(times/year) (hours/activity) (hours/year)
Total Task Load 2294
E3 1 Planning and implementing hardware 52 1 52
maintenance
2 Ensure that CCTV is installed and 2 1 2
functioning properly
3 Ensure network and hardware availability 52 6 312
at gates, workshops, power houses, access
points, container yards, and GPS functions
properly
4 Coordinate with the IT Assistant Manager 52 1.5 78
regarding work progress related to the
network/hardware
5 Manage IT Help desk work activities in 144 1 144
performing troubleshooting
6 Perform settings, planning, installation, 243 3 702
configuration, monitoring, and mitigation
on servers and data centers
7 Making payment invoices for IT Support 12 2 24
officers
8 Making payment bills for CCTV officers 12 2 24
9 Main line internet payment billing and 24 4 96
backup
10 Evaluate hardware maintenance reports 12 16 192
11 Making official notes 52 2 104
Total Task Load 1730
Total of TCT 6465
Number of Employees 4.94
Information:
a. E = Employee
b. WL = Workload
c. ACS = Average Capability Standards
d. TCT = Task Completion Time

= (12 months × 1 person × Rp. 5,371,943) + (1231.4 × 2 × 1173 × Rp. 5,371,943)

= Rp. 140,937,436/year
Meanwhile, if 2 employees are added to a total of 5 employees, then there is no
overtime but there is an excess (idle). So, the total wages that need to be issued by the
company/year if 2 additional employees added are:
= 12 months/year × (2 people × Rp. 5,371,943 people)/month
= Rp. 128,926,640/year
1462 Alvin et al.

Table 6. Workload Calculation Based on FTE

Division Employee Workload Effective FTE Category

Working Time
Engineer E1 1.418 1.310 1,08 Unload
Engineer E2 1.238,5 1.310 0,95 Underload
Engineer E3 1.192 1.310 0,91 Underload
Engineer E4 3.274 1.310 2,49 Overload
Engineer E5 1.621 1.310 1,24 Unload
Total 8.743,5 – 6,67 –
Average 1.748,7 1.310 1.33 Overload
Development E1 2.441 1.310 1,86 Overload
Development E2 2.294 1.310 1,75 Overload
Development E3 1.730 1.310 1,32 Overload
Total 6.465 – 4,94 –
Average 2.155 1.310 1,65 Overload

Based on the results of these calculations, the employee needs for the development
division that is optimal and economical for the company is 5 persons.

Calculate Total Employee Needs

The employee needs for the engineering division is 6 persons, while for the development
division is 5 persons. So, the total employee needs for both divisions are 11 persons.

Workload Analyze Based on Full-Time Equivalent

Based on FTE calculation, the workload of the engineer division and development
division can be seen in Table 6.
According to Table 6’s calculation of employee workload using the FTE technique,
there are two employees who are underloaded, two employees who are underloaded, and
four employees who are overloading. The engineering and development divisions, when
viewed from the work division, continue to have a workload that is above capacity.

4 Conclusion
The conclusion of this research is the effective working day for a year is 234 days and
the effective working time is 1310 h for five working days per week. Through the Work
Sampling method, it is known that for the engineer division, the total time for productive
activities was 75.98%, unproductive activities were 5.94% and personal activities were
18.08% with a 30% allowance. Meanwhile, for the development division, the total time
for productive activities was 76.27%, unproductive activities were 5.29% and personal
activities were 18.44% with a 30% allowance. Based on the results of the calculation
for the employee needs by the FTE method, it can be seen that in the engineer division,
 Workload Analysis in Determining the Number of Employees 1463

the number of employees needed is obtained as many as 6.67 persons, whereas in terms
of calculating expenses that are more optimal and economical for the company, the
engineer division only 1 employee is added and the remaining workload can be done by
adding employee working hours (overtime). Meanwhile, in the development division as
many as 4.94 people, where calculations are carried out in considering the number of
employees in the development division optimally and economically, the development
division is recommended to add 2 employees.

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