Workforce Management Fundamentals Series Components of WFM Systems              Rob Leonard        Chief Operating Officer...
schedule employeesWorkforcework they perform     track the                Management           (WFM)          pay them cor...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
Time & Attendance•   When did the employee work?•   What did they do?•   How much should they be paid?•   Elements    –   ...
Data Collection• Employee Badge  Readers• Biometric Devices• IVR (Interactive Voice  Response)• Clock Page• Mobile Devices
Time CodesPay and Absence Codes    Code       Description     Paid/Unpaid   Multiplier    REG          Regular          Pa...
Timesheets• Punch Detail In/Out• Elapse Time
Timesheets• Timesheet data fields   –   Pay Code   –   Absence Code   –   Job Code   –   Department   –   Project   –   Cu...
Pay Rates• Rate Types                 • Rate Rules  –   Base Rate                – Greater of the Base or the  –   Job Rat...
Pay Rules• Rounding                       • Meals• Grace Periods                    – Paid/Unpaid Lunch• Overtime/Double-t...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
Integration Points                               Payroll System                               • Gross Pay                 ...
Integration Technology• Flat Files   – Batch synchronization   – FTP/SFTP for file transfers   – Some solutions provide to...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
Reporting & Analytics• Standard Reports   –   Employee absence history   –   Department labor costs   –   Overtime usage b...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
Self Service
Self Service & WorkflowExample: Time Off Request    Super Bowl recovery                                            Is this...
Self Service & Workflow• Time Off Request (Employee  Manager)• Employee Status Change (Manager  HR)   – Ex: Permanent Jo...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
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 l...
Demand Scheduling• 3 processing lines (cookies, chips, chocolate)   – Only one operates at a time• Decisions about what to...
Advanced Scheduling• 24 Screen Movie Theater• Jobs & Employees  – Ticket Takers, Ushers, Concession Stand     • Fulltime &...
Schedule Factors  Child  Labor            Labor                  Budget           Union  Laws                             ...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
Labor Planning Child Labor            Labor                 Budget           Union Laws                             Rules ...
Budgeting• Automation of the computations and  collaboration required to determine the labor  budget for distributed group...
Forecasting• Predicting the demand for labor based on volumes of  historical data and known factors.   – How many people w...
Forecast Factors• Historical Ticket Sales trends applied to the current  schedule based on:   – Holidays (New Years Day, V...
The Forecast                           Attendance by Hour900800700600500400300200100 0      9am 10am 11am 12pm 1pm 2pm 3pm...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
Absence Management• Attendance Points & Discipline   – Automate points-based policies for improved tracking,     reporting...
WFM ModulesLabor Planning                                  Absence    Scheduling    Self Service                          ...
Components of WFM SystemsTime & Attendance        Time & Attendance       Integration                Scheduling           ...
Thank Yourob.leonard@sability.com
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Sability Components of WFM Systems

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What's Workforce Management about? We'll break down Workforce Management into it's component functions. Each of these functions will be defined, discussed in detail, and put into a real-world context by illustrating their functionality using some of today's most advanced WFM software applications. We’ll also examine cross-functional components such as reporting, analytics, and workflow.

If you are new to Workforce Management, this is a great primer!

You can watch a full video presentation here:
http://ity.vc/webi200

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Sability Components of WFM Systems

  1. 1. Workforce Management Fundamentals Series Components of WFM Systems Rob Leonard Chief Operating Officer, Sability
  2. 2. schedule employeesWorkforcework they perform track the Management (WFM) pay them correctly
  3. 3. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  4. 4. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  5. 5. 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
  6. 6. Data Collection• Employee Badge Readers• Biometric Devices• IVR (Interactive Voice Response)• Clock Page• Mobile Devices
  7. 7. Time CodesPay and Absence 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
  8. 8. Timesheets• Punch Detail In/Out• Elapse Time
  9. 9. Timesheets• Timesheet data fields – Pay Code – Absence Code – Job Code – Department – Project – Customer Order # – Work Order – Absence Reason – Overtime Reason – Supervisor Notes
  10. 10. Pay Rates• Rate Types • Rate Rules – Base Rate – Greater of the Base or the – Job Rate Job rate after x hours – Training Rate – Average hourly wage for the – Overtime Rate week – Absence Rate – Average rate of rolling 12 month period – Incentive Piece-rate – Rate for the first 500 hours performing a job
  11. 11. Pay Rules• Rounding • Meals• Grace Periods – Paid/Unpaid Lunch• Overtime/Double-time – Meal Penalty – Daily – Automatic Deduction – Weekly • Premiums – 6th or 7th Consecutive Day – Shift Differentials• Holiday Pay – Weekend Premiums – Holiday Worked – Hazard Premiums – Holiday Not Worked
  12. 12. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  13. 13. Integration Points Payroll System • Gross Pay • Accruals Scheduling System Work Orders / • Employee Schedules Projects • Scheduled Absences • Employee Assignments • Project BudgetsHR System General Ledger• Employee Data WFM • Labor Distribution• Accrual Balances • Budget Variance System
  14. 14. 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
  15. 15. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  16. 16. 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
  17. 17. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  18. 18. Self Service
  19. 19. Self Service & WorkflowExample: Time Off Request Super Bowl recovery Is this a PTO Are too It’s the Super Bowl! many others blackout already date? scheduled off? Super Bowl recovery It’s the Super Bowl! Approve Decline
  20. 20. 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)
  21. 21. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  22. 22. Scheduling• Determining when employees should work and what they should be doing. – Sounds easy enough!
  23. 23. 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
  24. 24. 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 variable Process Line Workers Forklift Drivers Maintenance Technician Cookies 7 3 1 Chips 8 2 1 Chocolate 6 3 2
  25. 25. 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.
  26. 26. Schedule Factors Child Labor Labor Budget Union Laws Rules Scheduled Hourly Vacation Attendance Forecast Employee Availability Optimized Schedule
  27. 27. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  28. 28. Labor Planning Child Labor Labor Budget Union Laws Rules Scheduled Hourly Vacation Attendance Forecast Employee AvailabilityOptimized Schedule
  29. 29. Budgeting• Automation of the computations and collaboration required to determine the labor budget for distributed groups in an organization.
  30. 30. 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?
  31. 31. 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
  32. 32. The Forecast Attendance by Hour900800700600500400300200100 0 9am 10am 11am 12pm 1pm 2pm 3pm 4pm 5pm 6pm 7pm 8pm 9pm 10pm 11pm Tuesday, July 12th
  33. 33. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  34. 34. 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.
  35. 35. WFM ModulesLabor Planning Absence Scheduling Self Service Management Time & Reporting & Integration Attendance Analytics
  36. 36. Components of WFM SystemsTime & Attendance Time & Attendance Integration Scheduling (cont.) HR SystemData Collection Shift Scheduling Badge Pay Rules Employee Data Shifts Biometric Gross Pay Accrual Balances Rotation Patterns IVR Rounding Scheduling System Demand Scheduling Clocking Page Grace Period Employee Schedules Schedule Optimization Mobile Overtime Scheduled Absences AvailabilityTime Codes Holiday Pay Payroll System Minor Rules Pay Codes Meals Gross Pay Overtime Rules Absence Codes Premiums Accrual Deductions Labor ForecastTimesheets Work Orders / Projects Budget Constraints Detail In/Out Self Service Assignments Elapse Time Budgets Labor Planning Workflow Labor Allocation General Ledger Time Off RequestPay Rates Labor Distribution Budgeting Shift Trades Base Rate Budget Variance Forecasting Overtime Posting Job Rates Integration Technology Employee Changes Overtime Rate Flat File Absence Management Piece Rate Reporting & Analytics Web Services 3rd Party Tools Attendance Points Rate Rules Standard Reports Disciplinary Actions Ad Hoc Reporting Perfect Attendance Business Intelligence Accruals / Entitlements Leave Case Management
  37. 37. Thank Yourob.leonard@sability.com

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