This document discusses work load analysis methods and tools. It defines productivity and outlines different approaches to measuring productivity, including through people, processes, equipment, time, and results. It then describes various work load analysis methods like time-based analysis using tools like lead time analysis and critical path modeling, and activity-based analysis using job weight analysis. It also covers calculating full time equivalents to determine staffing needs based on work loads.

1. Work Load Analysis
Liliana Hartono
Agus Rudianto

2. productivity
• definition
• attribute

3. definition of productivity
the quality, state, or fact of being able to generate, create,
enhance, or bring forth goods and services – dictionary.com
a measure of the efficiency of person, machine, factory,
system in converting inputs into useful output – business
dictionary
Get everything’s done faster, better and more with
resourceful inputs – free interpretation from all business
owner after reading Larry Bossidy’s book

6. more about productivity
resources activity result
efficiency;
quantitative measures
concern for quantity
key word: how much?
effectiveness;
qualitative measures
concern for quality
key word: how well?

7. another angle of productivity
means

8. eventually…
Productivity in business means effective process
using efficient resources to get the desired result.
Operationally productive means having
productive process (come from effective and
efficient process) driven by productive people
(come from effective and efficient people).

9. attribute of productivity
people
productivity
process
equipment
who perform
how to perform the job
the job
what and where to
perform the job

10. attribute measurement
time
result
activity
how well is
the activity
performed?
how long is
the activity
performed?
how much is
the contribution
produced by
performing
activity?

11. about people productivity
people
productivity
contribution
cost of
people

12. the logic behind people productivity
people
productivity
contribution
cost of
people
• job description
• people competence
• perform activities
• ability using equipment
• all cost occurred
• time consumed by
performing activities

13. another implication
using first equation most of the time make you go to cost
efficiency rather then cost effectiveness.
you intent to reduce the input rather than optimize the
process and maximize the result
using the expanded equation gives you more space to
elaborate before you determine which portion to be
improved or reduce.

14. exercise 1
we are Pizza restaurant focus on home delivery.
some data:
• average revenue from each store IDR 100,000,000/month
• selling product : pizza, salad, soft drink
• term of payment : COD and Credit Card
• salary for staff : IDR 2,400,000
• salary for supervisor : IDR 5,000,000
• salary for manager : IDR 8,000,000
we are now planning to open new store.
help us to determine number of people and which position
for our store

15. work load analysis
• models
• tools

17. what is work load analysis?
work load;
1. the amount of work assigned to or expected from a
worker in a specified time period
2. the amount of work that a machine produces or can
produce in a specified time period.
work load analysis;
a tool used to predict and plan future work and skill
requirements based on historical performance to set the
baseline for specific job.

18. what kind of job to be analyzed?
Any job that has :
• clear target measurement
• clear process
• clear activities
• clear the owner
can be analyzed the work load

19. work load analysis method
There are 2 basic methodology for work load analysis
• time based method
• activity based method
time base method commonly used for any job required
for time precision.
activity based method commonly used for any job
required quality of the result.

20. time based method
measurement required:
• on time
• lead time
the implication will be:
• reducing time consumed
• additional resources

21. activity based method
measurement required:
• quality of the result
• quantity of the result
the implication will be:
• improvement of the resources capabilities
• improvement of the process

22. exercise 2
customer care department
you have 2 customer care staff, 1 supervisor in your customer care
department.
average number of complaint received is 100 complaint/day
customer care working hours is 8 hours/day.
the response target for customer complaint is 24 hours after receiving
information.
If you want to analyze customer care department work load,
• what data you will need more using time based or activity based
method?
• what is your potential recommendation based on data above?

23. work load analysis tools
• lead time analysis
• job weight analysis
• full time equivalent (FTE) analysis

24. lead time analysis
lead time analysis is one of the time based methodology
work load analysis.
it is a tool to measure time consumed of each activity
and set the effective time for the specific activity
application:
• response time
• production time
• delivery time
one of the favorite tool is CPM (critical path method)

25. CPM
CPM is an algorithm for scheduling a set of project activities.
CPM is using a step-by-step technique for process planning
that defines critical and non-critical tasks with the goal of
preventing time-frame problems and process bottlenecks.
• define the duration of each activity.
• identify all the paths.
• calculate the duration of each path.
• identify the longest path.

26. logic behind CPM

27. job weight analysis
objective:
• to measure job load compare to individual work load
• to measure resources need to perform the job
• to determine man power ratio to activities based on
work load standard

28. Job weight – definitions
• work load is any impact derived from any activities of
work
• job load is any impact derived from performing job
description
• individual work load is accumulation impact derived from
performing job, additional task and other activities
• structured activities is any activity that can be measured
• unstructured activities is any activity that hard to be
measured
• standard of working time is standard working hours
applied in Indonesia ( 5 days, 8 hours/day (+ 1 hour rest)

29. job weight – how to do
• Define the primary task, additional task (if any) and other
activities (allowance)
• Describe primary task, additional task and allowance in detail
activities that can be observed and measured
• Defined measurement number (N) for every activities above
• Measure the job load:
total primary task – allowance
8 hours – allowance
• Measure the individual work load
total primary task + additional + others – allowance
8 hours – allowance
• Compare the job load and individual work load to get standard
ideal job work load

30. full time equivalent
• Definition & Objective of
WLA - FTE
• FTE Concept Understanding:
• FTE Project Implementation

31. definition
• Work Load Analysis
Workload analysis is a methodology to determine the time, effort, and
resources necessary to carry out the department’s operations
• Manpower Planning
Estimating or projecting the number of personnel with different skill
required over time or for a project, and detailing how and when they
will be acquired.
• FTE (Full Time Equivalent)
The total number of person needed to do all transactions of one
process in certain period.
The linkage amongst Work Load Analysis, Manpower Planning and FTE
is having the same object which is dealing with the number of
Personnel

32. objectives
For supporting company to *operate effectively and efficiently, we need
to know the productivity level of our Personnel through specific
**observation & measurement, so that we have a firm foundation in
setting the appropriate quantity of Personnel needed in our business.
• Shortages & surpluses can be identified
• Manpower can be utilized properly
• Reduce labor cost and over staffing can be avoided
• The demand for employees can be forecasted
• Training becomes effective *
• To have a norm/basis to determine the number of Personnel based on
Workload.
• To highlight and analyze productivity issues/problems occured in Work
Unit.
• To recommend some improvements (corrective action and
standardization) to achieve efficient & effective business operations **

33. the stages
PROCESS IDENTIFICATION
• Organization Structure
• Cluster the Process
• Cluster the Activities
OBJECT IDENTIFICATION
• Approach to define Sample
• Sampling
PARAMETER SETTING
• Define Effective Work Days
• Define Effective Work Hours
• Set FTE (Full Time Equivalent)
Formula
OBSERVATION & MEASUREMENT
• Observing Processing Time
• Measuring Volume of
Transaction
• Calculate FTE (Full Time
Equivalent)
ANALYSIS
• Processing Time Analysis
• Volume Analysis
RECOMMENDATION
• Effective Number of Personnel
• Business Process
improvement
PREPARATION
OBSERVATION &
MEASUREMENT
ANALYSIS &
RECOMMENDATION