Post on 20-Aug-2015
Workforce Management Fundamentals Series
Components of WFM Systems
Rob LeonardChief Operating Officer, Sability
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
Time & Attendance
• When did the employee work?• What did they do?• How much should they be paid?• Elements
– Data Collection– Time Codes– Timesheets– Pay Rates– Pay Rules
Data Collection
• Employee Badge Readers
• Biometric Devices
• IVR (Interactive Voice Response)
• Clock Page
• Mobile Devices
Time Codes
Code Description Paid/Unpaid Multiplier
REG Regular Paid 1.0
OT1 Overtime Paid 1.5
OT2 Double-time Paid 2.0
VAC Vacation Paid 1.0
SICK Sick Unpaid 0.0
HOL Holiday Paid 0.0
BRV Bereavement Paid 1.0
JURY Jury Duty Paid 1.0
ABU Absence Unpaid Unpaid 0.0
Pay and Absence Codes
Timesheets
• Timesheet data fields– Pay Code– Absence Code– Job Code– Department– Project– Customer Order #– Work Order– Absence Reason– Overtime Reason– Supervisor Notes
Pay Rates
• Rate Types– Base Rate– Job Rate– Training Rate– Overtime Rate– Absence Rate– Incentive Piece-rate
• Rate Rules– Greater of the Base or the
Job rate after x hours– Average hourly wage for the
week– Average rate of rolling 12
month period– Rate for the first 500 hours
performing a job
Pay Rules
• Rounding• Grace Periods• Overtime/Double-time
– Daily– Weekly– 6th or 7th Consecutive Day
• Holiday Pay– Holiday Worked– Holiday Not Worked
• Meals– Paid/Unpaid Lunch– Meal Penalty– Automatic Deduction
• Premiums– Shift Differentials– Weekend Premiums– Hazard Premiums
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
WFM System
HR System• Employee Data• Accrual Balances
Scheduling System• Employee Schedules• Scheduled Absences
Work Orders / Projects• Employee Assignments• Project Budgets
Payroll System• Gross Pay• Accruals
General Ledger• Labor Distribution• Budget Variance
Integration Points
Integration Technology
• Flat Files– Batch synchronization– FTP/SFTP for file transfers– Some solutions provide tools to automate file transfers, field mappings
and error handling.
• Web Services– Real-time synchronization– Web protocols for data transfers
• 3rd Party Middleware– IBM MQ Series messaging
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
Reporting & Analytics
• Standard Reports– Employee absence history– Department labor costs– Overtime usage by department or region– Project actual hours vs. budget
• Ad Hoc Reporting– Tool for creating tabular reports with groupings, totals and calculated
fields from the system’s database
• Business Intelligence / Analytics– Trend analysis– High data volume and complexity of computations– Often driven by 3rd party reporting engines
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
Example: Time Off Request
Self Service & Workflow
Super Bowl recovery
It’s the Super Bowl!Is this a PTO
blackout date?
Are too many others
already scheduled
off?
Approve
Decline
Super Bowl recovery
It’s the Super Bowl!
Self Service & Workflow
• Time Off Request (Employee Manager)
• Employee Status Change (Manager HR)
– Ex: Permanent Job Change • Shift Trading (Employee Employee)
• Posting Overtime (Manager Employee)
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
Scheduling
• Determining when employees should work and what they should be doing. – Sounds easy enough!
Shift Scheduling
• 3 processing lines – Cookies– Chips– Chocolate
• 3 shifts– A Shift – Processing on all three lines– B Shift – Processing on all three lines– C Shift – Sanitation
• Fulltime employees on Shift Patterns
Demand Scheduling
• 3 processing lines (cookies, chips, chocolate)– Only one operates at a time
• Decisions about what to make are based on the demand for the product.– Ex: The 10 weeks before Valentine’s Day are dedicated to making only
Chocolate.
• Jobs to be filled per line are variableProcess Line Workers Forklift Drivers Maintenance
TechnicianCookies 7 3 1
Chips 8 2 1
Chocolate 6 3 2
Advanced Scheduling
• 24 Screen Movie Theater• Jobs & Employees
– Ticket Takers, Ushers, Concession Stand• Fulltime & Part-time (mostly high school students)
– Projectionists• Unionized, Fulltime
• Labor Demand– Directly related to movie attendance at any given
time of day.
Schedule Factors
Employee Availability
Scheduled Vacation
Hourly Attendance
Forecast
Union Rules
Child Labor Laws
Labor Budget
Optimized Schedule
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
Labor Planning
Employee Availability
Scheduled Vacation
Hourly Attendance
Forecast
Union Rules
Child Labor Laws
Labor Budget
Optimized Schedule
Budgeting
• Automation of the computations and collaboration required to determine the labor budget for distributed groups in an organization.
Forecasting
• Predicting the demand for labor based on volumes of historical data and known factors.– How many people will be attending a movie between 10am and
11am, on Tuesday, July 12th?– How many Ushers, Ticket Takers, Concession Clerks should be
scheduled to work at that time?
Forecast Factors
• Historical Ticket Sales trends applied to the current schedule based on:– Holidays (New Years Day, Valentine’s Day, Spring Break,
Thanksgiving, Christmas, etc..)– Movie Rating (R, PG, G, PG13)– Seasons (Winter, Summer)– Day of the Week, Weekends vs. Weekdays– Opening night for big movies– Number of 2-D vs. 3-D movies being shown– Economic conditions
The Forecast
9am 10am 11am 12pm 1pm 2pm 3pm 4pm 5pm 6pm 7pm 8pm 9pm 10pm 11pm0
100
200
300
400
500
600
700
800
900
Attendance by Hour
Tuesday, July 12th
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
Absence Management
• Attendance Points & Discipline– Automate points-based policies for improved tracking,
reporting and consistency
• Accruals / Entitlements– Automate balance accruals based on real-time data
• FMLA Leave Case Management– Automate leave application, approval, tracking and
reporting processes.
WFM Modules
Time & AttendanceIntegration Reporting &
Analytics
Scheduling
Labor Planning
Self Service Absence Management
Components of WFM SystemsTime & Attendance
Data CollectionBadgeBiometricIVRClocking PageMobile
Time CodesPay CodesAbsence Codes
TimesheetsDetail In/OutElapse TimeLabor Allocation
Pay RatesBase RateJob RatesOvertime RatePiece RateRate Rules
IntegrationHR System
Employee DataAccrual Balances
Scheduling SystemEmployee SchedulesScheduled Absences
Payroll SystemGross PayAccrual Deductions
Work Orders / ProjectsAssignmentsBudgets
General LedgerLabor DistributionBudget Variance
Integration TechnologyFlat FileWeb Services3rd Party Tools
Reporting & Analytics
Standard ReportsAd Hoc ReportingBusiness Intelligence
Self Service
Workflow Time Off RequestShift TradesOvertime PostingEmployee Changes
Scheduling
Shift SchedulingShiftsRotation Patterns
Demand SchedulingSchedule Optimization
AvailabilityMinor RulesOvertime RulesLabor ForecastBudget Constraints
Labor Planning
BudgetingForecasting
Absence Management
Attendance PointsDisciplinary ActionsPerfect Attendance
Accruals / EntitlementsLeave Case Management
Time & Attendance (cont.)Pay Rules
Gross PayRoundingGrace PeriodOvertimeHoliday PayMealsPremiums