Sability Components of WFM Systems

Workforce Management
Fundamentals Series
Components of WFM Systems

Rob Leonard
Chief Operating Officer, Sability

schedule employees
Workforcework they perform
track the
Management
(WFM)
pay them correctly

WFM Modules

Labor Planning

Absence
Scheduling Self Service
Management

Time & Reporting &
Integration
Attendance Analytics

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
Pay 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

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 • 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

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

Integration Points
Payroll System
• Gross Pay
• Accruals
Scheduling System Work Orders /
• Employee Schedules Projects
• Scheduled Absences • Employee Assignments
• Project Budgets

HR System General Ledger
• Employee Data WFM • Labor Distribution
• Accrual Balances • Budget Variance
System

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

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

Self Service & Workflow
Example: 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

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)

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 variable
Process Line Workers Forklift Drivers Maintenance
Technician
Cookies 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

Child
Labor Labor
Budget Union
Laws Rules

Scheduled Hourly
Vacation Attendance
Forecast

Employee
Availability

Optimized Schedule

Labor Planning

Child
Labor Labor
Budget Union
Laws Rules

Scheduled Hourly
Vacation Attendance
Forecast

Employee
Availability

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

Attendance by Hour
900
800
700
600
500
400
300
200
100
0
9am 10am 11am 12pm 1pm 2pm 3pm 4pm 5pm 6pm 7pm 8pm 9pm 10pm 11pm
Tuesday, July 12th

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.

Components of WFM Systems
Time & Attendance Time & Attendance Integration Scheduling
(cont.) HR System
Data 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 Availability
Time Codes Holiday Pay Payroll System Minor Rules
Pay Codes Meals Gross Pay Overtime Rules
Absence Codes Premiums Accrual Deductions Labor Forecast
Timesheets Work Orders / Projects Budget Constraints
Detail In/Out Self Service Assignments
Elapse Time Budgets Labor Planning
Workflow
Labor Allocation General Ledger
Time Off Request
Pay 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

Thank You

rob.leonard@sability.com

Sability Components of WFM Systems

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