Workforce Management Fundamentals Series

Components of WFM Systems

Rob LeonardChief Operating Officer, Sability

schedule employees

track the work they perform

pay them correctly

Workforce Management(WFM)

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

• Punch Detail In/Out

• Elapse Time

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

Self Service

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

Thank You

rob.leonard@sability.com