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Workload Analysis
Workshop
October2020 edition
www.talentfitindonesia.com
Agenda
01Speaker’s Profile
Who is Resya Sujana?
Highlight Credential (Indonesia)
Energy & Mining Manufacture, FMCG Pharmaceutical
Highlight Credential (Indonesia)
State-owned Technology & Start-Up Hospitality & Logistics
Group
Group
Highlight Credential (Indonesia)
Retail, Education, Services
& Consultant
Our Services
Our services are to help your organization more
growth and sustain..
1
2
3
Organization Analytics
Variety of HR Organization Development consulting services for small- to mid-
sized companies. Our certified HR consultants can respond to the human
resource needs that you simply don’t have the time, expertise or resources to
address effectively.
People Analytics
Productivity, and other vital job-related qualities from your
employees. We provide online assessments for selection process to
identify and select better qualified candidates to improved
performance of their workforce.
Talent Strategic and Operation
Talent Acquisition, branding and HR Operation are automated
in this service.
01
02
03
04
05
Organization Setting
Analyzing your business needs to setting the effective and agile
organization from start. Translated your company vision and mission to
be business process and setting up effective yet agile organization
with their separation of duty (job analysis) and grade (job evaluation)
Workforce Analysis
Using Quantitative and Qualitative method to measure your effectiveness
organization based on manpower headcount. Workload Analysis,
Business Process Analysis
Talent & Performance Management
Custom as client needed Talent Management system to
reform your organization and re-shape your career path
to achieving organization effectiveness. Career path,
performance Management, Successor Planning,
Competency & Development Matrix
Change Management
Analyzing your organization based on business process
and re-shape your organization, Business Process
Mapping, Organization Chart Analysis, HR Audit,
Culture Development.
Job Analysis and Job Evaluation
We using Well-known method. Conducting
Position Description analysis and Evaluate
the position for Job Analysis, Job
Evaluation, Grading and Salary
Structuring
Psychometric
Online Test
Assessing people as part of your business process is a
critical step in determining whether they best fit with
the role and organization. We Backed up with our
strong foundation of psychometric assessment tools
online and offline
Each of Our Assessment has been designed based on
guidelines set by Psychological Association.
Virtual Assessment
Center
Each Assessment is designed to meet each client’s specific behavioral and
cultural requirements, with interviews, activities and psychometric testing and
assessments carefully selected from our ever-evolving suite of activities and
tests.
This Assessment designed based on Assessment Center guidelines set by
Assessment Center Association only the way taking the data by virtual/online.
This Assessment used to promotion, employee mapping and high-level
recruitment process.
Shorter Cycle Time
report automatically generated by system after candidate / assesses
finished the test less than 1 minutes
Mass test and Automatic Recap
Conduct for more than 1000 candidate in one time access and do not worry
for the recap, our system will do it for you.
Secure and Multiple Form
Our data stored at trusted cloud computing (AWS) and
each candidate will get different form of test
Accuracy and Friendly User
Validity of test 0.8 and Mobile Friendly, candidate /
assessee can do anytime and anywhere and built as
friendly as tech hassle free
Camera Supervision
Candidate / Assessed webcam will be our
surrogate to supervision of the test
01
02
03
04
05
Psychometric
Online Test
We Identifying
your Talent
Requirement based
on your current and
future business
needs
Branding your
company in Fun
way to Acquainted
your Talent
Custom
methodology of
Acquisition that
needed to win the
Talent war based on
your requirement
Three Steps
of Strategic Talent
Acquisitions
Your Talent Acquisition Partner
Talent Acquisition process has become one of company’s
strategic process to growth and sustain. Our service are
not only acquihired talent, our aim is to fulfil your
expectations of Talent Acquisitions Functions.
- Hired the expected and talented employee with right
and proper process
- Branding the company
- Background Check
Why to have your own recruiter if your best recruiter is us!, We do your
recruitment process from Sourcing to Hiring with additional branding
process with customization methodology as your needed. Providing
best solutions to hired all level.
- Internship / Apprentice
- Fresh Graduate
- Staff
- Mid. Management (Head Hunting)
- Head and Professional (Head Hunting)
Recruitment Process Outsourcing
Agenda
02Overview HR
Shifting HR Function in this Disruptive ERA
https://blog.mettl.com/talent-hub/managing-hr-roles-david-ulrich-model
HR Management – Connects Changes In Business Strategy To Talent Lifecycle
Talent Lifecycle
1. Strategy & Plan
2.Recruit &
Onboard
Business Strategy &
Capabilities
How an organisation
evolves to deliver on its
purpose & vision,
including how it
addresses internal or
external changes, and
the people, processes,
tools and data required
to enable that change
Business Outcomes
• Optimise organisational
performance
• Improved customer
experience and brand
• Minimise execution risk
• Improved employee
experience
Operating context
(external shapers and
environment)
• Impact of megatrends
• Technology disruption
(e.g., robotics, RPA, AI)
• Regulatory change
• Competitive
actions/market dynamics
• New employer/employee
models
HR Management – Talent Lifecylce
2. Recruit & Onboard
Attract and select talent
with skills needed to
enable strategy while
adapting to significant
changes in workforce
demographics and needs
3. Develop & Deploy
Align talent development
plans with organisational
goals to ensure employees
have the skills and training
to meet strategic priorities
4. Measure & Manage
Evaluate employees using a
comprehensive and
consistent performance
management system
supported by data analytics
5. Reward & Recognise
Recognise performance that
supports individual and
organizational objectives while
embedding risk controls into
performance and compensation
systems
6. Review & Transition
Off-board and transition employees
to new roles or initiate
outplacement/retirement/terminati
on support; execute mobility
programs, policies and retention
programs
7. Employee Experience
Develop formalised approach to employee
relations, retention and communication
policies & procedures, including benefits
communications
8. Enabling Technology
Manage and maintain data
management and analysis systems,
technologies and procedures/ policies
9. Data Analytics
Generate insights from talent data to
determine if organisation is equipped
to deliver on business and HR goals
1. Strategy & Plan
Create and implement
a workforce plan to
determine talent
needs and gaps while
aligning to core
business strategy
Talent Lifecycle
Talent Lifecycle – The “Building Blocks”
of an Employee Centric organisation
1. Strategy & Plan 2.Recruit &
Onboard
2. Recruit & Onboard
Sourcing
Selection
Onboarding & integration
3. Develop & Deploy
Assessment & Development
Succession Planning
Career management
4. Measure & Manage
Performance management
Succession planning
Employee mobility
5. Reward & Recognise
Total rewards
Retirement & pensions
Employment tax
6. Review & Transition
Offboarding
Reskilling
Retention & severance
7. Employee Experience
Engagement & culture
Employee communication
Employee relations
1. Strategy & Plan
People Strategy
Organization Strategy
Talent Market Analysis
8. Enabling Technology
Tech enterprise architecture
HR technology
Digital workforce solutions
9. Data Analytics
Data governance
Analytics capabilities
People metrics
Our Focus!
Agenda
03Strategy & Planning
Analyze your whole
business process as one
organizations and identify
the problem
Change your business
process, and be more
effective
Re-shape your
organization chart and re-
strategy your business
Workload Analysis using
Quantitative and
Qualitative Methods to
achieve effectiveness
Job Evaluate your position
with well known method
and compareable with
other companies
Job Analysis for every
positions with custom form
based on your needs
Agenda
04Workload Analysis
Definisi Workload Analysis
“Workload atau beban kerja secara bahasa mengarah pada parameter waktu, dimana di defenisikan
sebagai persentase dari waktu kerja efektif yang digunakan oleh karyawan” (Niebel, 1999). “Workload
tidak hanya menghitung waktu kerja efektif namun juga termasuk faktor kemanusiaan seperti fatigue,
waktu pribadi, dan waktu kerja yang hilang untuk cuti atau istirahat” (Barnes, 1989).
WLA (Workload Analysis) adalah analisa beban kerja dan merupakan salah satu tools yang sangat
andal dalam menentukan WFP (Work Force Planning).
• Workforce planning adalah sebuah proses yang sistematik dalam mengidentifikasi jumlah SDM
yang diperlukan untuk menyelesaikan pekerjaan dan tujuan perusahaan serta membantu
mengembangkan strategi baru dalam pencapaiannya.
• WFP merupakan proses analisa terhadap kondisi saat ini dan kebutuhan yang akan datang;
mengidentifikasi gap yang timbul, serta mengimplementasi solusi yang tepat sehingga perusahaan
dapat mencapai misi dan target yang ditentukan.
Function of Workforce Analysis
Function of Workforce Analysis (II)
Metodologi
1 2 3 4
METODE
WAWANCARA
METODE
PENGAMATAN
METODE DAFTAR
PERTANYAAN.
AMAZON
JEFF BEZOS
Metodologi PIZZA JEFF BEZOS
Once at an Amazon offsite, managers had the
reasonable-sounding suggestion that employees should
be increasing communication with each other. To their
surprise, founder and CEO Jeff Bezos stood up and
announced, "No, communication is terrible!"
This stance explains his famous two-pizza team rule,
that teams shouldn't be larger than what two pizzas
can feed. More communication isn't necessarily the
solution to communication problems — it's how it is
carried out.
Compare the interactions at a small dinner — or pizza
— party with a larger gathering like a wedding. As group
size grows, you simply can't have as meaningful of a
conversation with every person, which is why people
start clumping off into smaller clusters to chat.
https://www.businessinsider.com/science-behind-jeff-bezos-pizza-rule-2014-
9?IR=T
Metodologi PIZZA JEFF BEZOS (2)
•If you take a basic two-pizza team size of, say,
6. That's 15 links between everyone.
•Double that group for a team of 12. That
shoots up to 66 links.
•A small business of 50 people has an
incredible 1225 links to manage.
Hackman explained, "The larger a group, the
more process problems members encounter in
carrying out their collective work …. Worse, the
vulnerability of a group to such difficulties
increases sharply as size increases."
WAWANCARA FTE (Full Time Equivalent)
“is a unit that indicates the workload of an employed person (or student) in a way that
makes workloads or class loads comparable[1] across various contexts. FTE is often used to
measure a worker's or student's involvement in a project, or to track cost reductions in an
organization. An FTE of 1.0 is equivalent to a full-time worker or student, while an FTE of
0.5 signals half of a full work or school load”
• Qualitative Analysis: Faktor-faktor yang dapat
mempengaruhi workload (20%)
• Quantitative Analysis: Kebutuhan waktu vs. Kesedian
waktu (80%)
Qualitative Analysis biasanya dilakukan pada
Pekerjaan yang memiliki esensi yang spesifik
• Pekerjaan yang kritikal yang harus segera dilakukan agar :
• Pencapaian pekerjaan secara efektif dan/atau
• Memelihara standar safety atau keamanan
• Selain pekerjaan yang esensial dan mungkin tidak kritikal, tetapi dibutuhkan untuk operational, seperti : maintenance
new production machine)
Pekerjaan lain yang memiliki dorongan yang kuat dan harus tetap ada, seperti :
- Pekerjaan yang memiliki skill yang pengembangannya special, contoh : tukang las dalam air
- Pekerjaan yang menggunakan daya analisa yang kompleks, contoh : ilmuan
- Pekerjaan yang membutuhkan waktu yang sensitive dan intensive, contoh : R&D obat/makanan
- Pekerjaan yang sensitive dengan keadaan lingkungan, contoh: pekerjaan yang tidak dapat dilakukan pada malam hari
- Pekerjaan yang memerlukan perhatian khusus secara keamanan dan safety, contoh : penjaga pit jurang
Quantitative Analysis
• Metode yang dipakai adalah metode Full Time Equivalent
(FTE)
• Full Time Equivalent (FTE) akan berdasarkan dari tugas-tugas
dan kegiatan yang di lakukan dari setiap jabatan
• Setiap tugas dan aktifitas akan di terjemahkan dalam angka,
kebutuhan waktu, frekuensi dan durasi dari pekerjaan
tersebut.
∑ (task duration* task frequency* frequency units)
# FTE = productive work period number
Kategori Hasil WLA (Hay group)
Kategori Rasio Konsekuensi
Overload >130% - Karyawan lembur
- Mendelegasikan sebagaian pekerjaannya ke karyawan lain
- Menambah jumlah karyawan
Stretch 115% - 130% - Karyawan mengerjakan pekerjaan seperti biasa
- Menyiapkan jabatan/ pekerjaan yang lebih tinggi untuk karyawan ini
Fit 85% - 115% - Karyawan bisa ditambahkan beberapa pekerjaan
Underload <85% - Menambahkan beberapa tugas lainnya
- Bisa digantikan dengan internship atau Labour Supply
- Memberikan jam kerja tambahan/ lembur kepada karyawan
Sesuai UU.13, 2003, Pasal 77 Ayat 2. “Jam kerja satu minggu adalah 40 jam”. Waktu ini akan dihitung sebagai 100% waktu
kerja efektif dengan 15% deviasi sebagai konsekuensi dari cuti karyawan dan hari libur nasional.
Sesuai UU.13, 2003, Pasal 78 Ayat 1, Poin 2. “Pekerja dapat melakukan lembur tidak lebih dari 3 jam sehari atau 14 jam
seminggu”. Dengan demikian, jika kita kalkulasikan bersama jam kerja efektif 100% (40 jam seminggu), maka dapat disimpulkan
sesuai dengan standar dari Hay Group sebagai berikut:
Process
Business
Goals
Confirm of Business
Goals of Project
Analysis
Analysis every aspect
Assess!
Assess with
interview or time-
motion study
Clarify
and
Validate
Clarifying and
validate to direct spv
and second spv.
Analysis
Analysis after validate
Identify
Identify effective
time of the
company
Report WLA
Ratio
Report WLA Ratio
Evaluate
Evaluate the organization
and give the
recommendation
Identify
Time Effective
FTE (dalam menit)
Standard Error 1
Waktu Cuti= 16 hari/ tahun
Libur Nasional= 14 hari/ tahun
(16+14)x480 = 14,400 min
Standard Error 2
Ijin tetap dibayar = 50% (based on
historical data) bedasarkan UU.13
Waktu pribadi= 1 jam/ hari
((50%x13)+264))x60 = 19,920 min
Total FTE
1 hari kerja= 8 jam = 480 min
1 bulan kerja= 22 hari
1 tahun kerja= 22 x 12 = 264 hari
Sehingga:
264x480 = 126,720 min
FTE – (Std. error 1 + std. error 2)
= 92,400 min
Assess the Business Process
Menjelaskan Divisi
dan Departemen
Menjelaskan lingkup pekerjaan dari
posisi yang diases
Menjelaskan aktivitas
rinci dari pekerjaan
yang dilakukan Waktu untuk setiap
aktivitas
Frekuensi aktivitas pekerjaan
apakah setiap hari/ minggu/
bulan/ tahun
Effective time period for
1 year in DH
Total waktu yang
dihabiskan selama
1 tahun
Total FTE dan Manpower
Ratio berdasarkan waktu
kerja efektif PTDH
Disclaimer
PASTIKAN BAHWA PROSES DIASUMSIKAN SESUAI DAN IN THE BEST CONDITION.
SELURUH PROSES DI BREAKDOWN DAN TIDAK ADA PROSES BESARAN.
PERHITUNGAN WAKTU MERUPAKAN HITUNGAN MENIT DAN TIDAK DAPAT DIGENERALISIR
TIME MOTION LEBIH EFEKTIF DILAKUKAN UNTUK PEKERJAAN YANG MONOTON, SEPERTI PEKERJA
DAN POSISI OPERATOR PABRIK.
PROSES YANG DILUAR KENDALI AKAN DI LAKUKAN PERHITUNGANNYA DI AKHIR MENJADI STANDAR
EROR YANG KE-3 DAN DISEPAKATI BERSAMA.
JIKA TERDAPAT LEBIH DARI 1 INCUMBENT, MAKA PILIH 1 YANG DIRASA AKAN MEWAKILI ATAU
DATANGKAN SEMUANYA DAN DISEPAKATI BERSAMA DIDALAM PROSES INTERVIEW
Analysis and Validasi
• Berdasarkan Aktifitas Pekerjaan→ Job Description
• Berdasarkan Bisnis Proses→ Proses Kerja→ Hasil
• Berdasarkan Proyek→ Bisnis proses pada setiap
proyek yang ditugaskan
Interview
Incumbent /
Atasan Langsung
Validasi Kepada Supervisor/ Atasan
Report WLA Ratio (Example 1)
Dept
WLA
Ratio
Current
Number
Diff.
130%
man ratio
Manpower
required
Remark
Operation
(Inv)
3.27 3 -0.27 2,52 0 With import
Operation
(non-Inv)
8.34 8 -0.34 6.41 0
Total 11,61 11 -0.61 14.30 0 Without div.
Head
Project Definitions
Summary Result
P C V
DIR
SM2 1
SM1
M 2 1
SPV 5
STAFF 7
TOTAL 15 1
MPP
Procurement
By repeated action
Avg. Time at office :
8.25
Report WLA Ratio (Example 1)
Current Employee : 5 (1 CFO, 1 Manager, 2 Spv, 1 staff)
Workload Ratio : 5.1 (5 person)
Analysis :
• In ideal time, with ideal facility and good internet connections, Finance has an ideal number of person
• Main activity that consume most FTE are;
- Analyzing employee expenses
- Inputting tax and analyze tax
- Journaling AP
• There’s not clear business process that make the all personel can do anything and doubled activity
• The facility (internet connection) is the main challenge of the business proces
Recommendation;
• Clear business process will be make the business process and consuming more effective FTE
• Enhance SOP, rules and policy, and technology that can create more faster analysis for employee expenses.
• Delegates some activity to business process staff that required only admin skills
• Create job description and clear seperation of function
• Propose to Esri Inc about enhancing SAP modul
• Create policy about employee expenses that make employee clearance process not in finance but at the user (employee)
Report WLA Ratio (Example 2)
Dept
WLA
Ratio
Current
Number
Diff.
130%
man ratio
Manpower
required
Remark
Commercial 4.13 4 -0.13 3.19 0
Enabler 1.69
6 +1.64 3,34 0 1 dept
Operations 2.67
SCM &
Finance
15.4 7 -8.4 11.84 -3.44
Inf. Govt 8.80 8 -0.8 6.79 0
Total 31,89 27 -4,89 3 Without div. Head
Definisi
Impact
Investment
Complexity
Impact user Impact Business
Coding
integration
Business
Process
Small 1 dept. nice to have 0 - 100 mio one system 1 division
Medium division delay operation 100 - 500 mio two 2 division
Large corporate
business/operational
stop > 500 mio >3
more than
3 division
Project Definitions
Summary Result
P C V
DIR
SM2 1
SM1
M 5 1
SPV 14 1
STAFF 6 1
TOTAL 26 1 2
MPP
IT
Avg. Time at office :
8.25
Agenda
05Q&A before Workshop

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Analisa Beban Kerja .pdf

  • 3. Who is Resya Sujana?
  • 4. Highlight Credential (Indonesia) Energy & Mining Manufacture, FMCG Pharmaceutical
  • 5. Highlight Credential (Indonesia) State-owned Technology & Start-Up Hospitality & Logistics Group Group
  • 6. Highlight Credential (Indonesia) Retail, Education, Services & Consultant
  • 7. Our Services Our services are to help your organization more growth and sustain.. 1 2 3 Organization Analytics Variety of HR Organization Development consulting services for small- to mid- sized companies. Our certified HR consultants can respond to the human resource needs that you simply don’t have the time, expertise or resources to address effectively. People Analytics Productivity, and other vital job-related qualities from your employees. We provide online assessments for selection process to identify and select better qualified candidates to improved performance of their workforce. Talent Strategic and Operation Talent Acquisition, branding and HR Operation are automated in this service.
  • 8. 01 02 03 04 05 Organization Setting Analyzing your business needs to setting the effective and agile organization from start. Translated your company vision and mission to be business process and setting up effective yet agile organization with their separation of duty (job analysis) and grade (job evaluation) Workforce Analysis Using Quantitative and Qualitative method to measure your effectiveness organization based on manpower headcount. Workload Analysis, Business Process Analysis Talent & Performance Management Custom as client needed Talent Management system to reform your organization and re-shape your career path to achieving organization effectiveness. Career path, performance Management, Successor Planning, Competency & Development Matrix Change Management Analyzing your organization based on business process and re-shape your organization, Business Process Mapping, Organization Chart Analysis, HR Audit, Culture Development. Job Analysis and Job Evaluation We using Well-known method. Conducting Position Description analysis and Evaluate the position for Job Analysis, Job Evaluation, Grading and Salary Structuring
  • 9. Psychometric Online Test Assessing people as part of your business process is a critical step in determining whether they best fit with the role and organization. We Backed up with our strong foundation of psychometric assessment tools online and offline Each of Our Assessment has been designed based on guidelines set by Psychological Association. Virtual Assessment Center Each Assessment is designed to meet each client’s specific behavioral and cultural requirements, with interviews, activities and psychometric testing and assessments carefully selected from our ever-evolving suite of activities and tests. This Assessment designed based on Assessment Center guidelines set by Assessment Center Association only the way taking the data by virtual/online. This Assessment used to promotion, employee mapping and high-level recruitment process.
  • 10. Shorter Cycle Time report automatically generated by system after candidate / assesses finished the test less than 1 minutes Mass test and Automatic Recap Conduct for more than 1000 candidate in one time access and do not worry for the recap, our system will do it for you. Secure and Multiple Form Our data stored at trusted cloud computing (AWS) and each candidate will get different form of test Accuracy and Friendly User Validity of test 0.8 and Mobile Friendly, candidate / assessee can do anytime and anywhere and built as friendly as tech hassle free Camera Supervision Candidate / Assessed webcam will be our surrogate to supervision of the test 01 02 03 04 05 Psychometric Online Test
  • 11. We Identifying your Talent Requirement based on your current and future business needs Branding your company in Fun way to Acquainted your Talent Custom methodology of Acquisition that needed to win the Talent war based on your requirement Three Steps of Strategic Talent Acquisitions Your Talent Acquisition Partner Talent Acquisition process has become one of company’s strategic process to growth and sustain. Our service are not only acquihired talent, our aim is to fulfil your expectations of Talent Acquisitions Functions. - Hired the expected and talented employee with right and proper process - Branding the company - Background Check Why to have your own recruiter if your best recruiter is us!, We do your recruitment process from Sourcing to Hiring with additional branding process with customization methodology as your needed. Providing best solutions to hired all level. - Internship / Apprentice - Fresh Graduate - Staff - Mid. Management (Head Hunting) - Head and Professional (Head Hunting) Recruitment Process Outsourcing
  • 13. Shifting HR Function in this Disruptive ERA https://blog.mettl.com/talent-hub/managing-hr-roles-david-ulrich-model
  • 14. HR Management – Connects Changes In Business Strategy To Talent Lifecycle Talent Lifecycle 1. Strategy & Plan 2.Recruit & Onboard Business Strategy & Capabilities How an organisation evolves to deliver on its purpose & vision, including how it addresses internal or external changes, and the people, processes, tools and data required to enable that change Business Outcomes • Optimise organisational performance • Improved customer experience and brand • Minimise execution risk • Improved employee experience Operating context (external shapers and environment) • Impact of megatrends • Technology disruption (e.g., robotics, RPA, AI) • Regulatory change • Competitive actions/market dynamics • New employer/employee models
  • 15. HR Management – Talent Lifecylce 2. Recruit & Onboard Attract and select talent with skills needed to enable strategy while adapting to significant changes in workforce demographics and needs 3. Develop & Deploy Align talent development plans with organisational goals to ensure employees have the skills and training to meet strategic priorities 4. Measure & Manage Evaluate employees using a comprehensive and consistent performance management system supported by data analytics 5. Reward & Recognise Recognise performance that supports individual and organizational objectives while embedding risk controls into performance and compensation systems 6. Review & Transition Off-board and transition employees to new roles or initiate outplacement/retirement/terminati on support; execute mobility programs, policies and retention programs 7. Employee Experience Develop formalised approach to employee relations, retention and communication policies & procedures, including benefits communications 8. Enabling Technology Manage and maintain data management and analysis systems, technologies and procedures/ policies 9. Data Analytics Generate insights from talent data to determine if organisation is equipped to deliver on business and HR goals 1. Strategy & Plan Create and implement a workforce plan to determine talent needs and gaps while aligning to core business strategy
  • 16. Talent Lifecycle Talent Lifecycle – The “Building Blocks” of an Employee Centric organisation 1. Strategy & Plan 2.Recruit & Onboard 2. Recruit & Onboard Sourcing Selection Onboarding & integration 3. Develop & Deploy Assessment & Development Succession Planning Career management 4. Measure & Manage Performance management Succession planning Employee mobility 5. Reward & Recognise Total rewards Retirement & pensions Employment tax 6. Review & Transition Offboarding Reskilling Retention & severance 7. Employee Experience Engagement & culture Employee communication Employee relations 1. Strategy & Plan People Strategy Organization Strategy Talent Market Analysis 8. Enabling Technology Tech enterprise architecture HR technology Digital workforce solutions 9. Data Analytics Data governance Analytics capabilities People metrics Our Focus!
  • 18. Analyze your whole business process as one organizations and identify the problem Change your business process, and be more effective Re-shape your organization chart and re- strategy your business
  • 19. Workload Analysis using Quantitative and Qualitative Methods to achieve effectiveness Job Evaluate your position with well known method and compareable with other companies Job Analysis for every positions with custom form based on your needs
  • 21. Definisi Workload Analysis “Workload atau beban kerja secara bahasa mengarah pada parameter waktu, dimana di defenisikan sebagai persentase dari waktu kerja efektif yang digunakan oleh karyawan” (Niebel, 1999). “Workload tidak hanya menghitung waktu kerja efektif namun juga termasuk faktor kemanusiaan seperti fatigue, waktu pribadi, dan waktu kerja yang hilang untuk cuti atau istirahat” (Barnes, 1989). WLA (Workload Analysis) adalah analisa beban kerja dan merupakan salah satu tools yang sangat andal dalam menentukan WFP (Work Force Planning). • Workforce planning adalah sebuah proses yang sistematik dalam mengidentifikasi jumlah SDM yang diperlukan untuk menyelesaikan pekerjaan dan tujuan perusahaan serta membantu mengembangkan strategi baru dalam pencapaiannya. • WFP merupakan proses analisa terhadap kondisi saat ini dan kebutuhan yang akan datang; mengidentifikasi gap yang timbul, serta mengimplementasi solusi yang tepat sehingga perusahaan dapat mencapai misi dan target yang ditentukan.
  • 23. Function of Workforce Analysis (II)
  • 24. Metodologi 1 2 3 4 METODE WAWANCARA METODE PENGAMATAN METODE DAFTAR PERTANYAAN. AMAZON JEFF BEZOS
  • 25. Metodologi PIZZA JEFF BEZOS Once at an Amazon offsite, managers had the reasonable-sounding suggestion that employees should be increasing communication with each other. To their surprise, founder and CEO Jeff Bezos stood up and announced, "No, communication is terrible!" This stance explains his famous two-pizza team rule, that teams shouldn't be larger than what two pizzas can feed. More communication isn't necessarily the solution to communication problems — it's how it is carried out. Compare the interactions at a small dinner — or pizza — party with a larger gathering like a wedding. As group size grows, you simply can't have as meaningful of a conversation with every person, which is why people start clumping off into smaller clusters to chat. https://www.businessinsider.com/science-behind-jeff-bezos-pizza-rule-2014- 9?IR=T
  • 26. Metodologi PIZZA JEFF BEZOS (2) •If you take a basic two-pizza team size of, say, 6. That's 15 links between everyone. •Double that group for a team of 12. That shoots up to 66 links. •A small business of 50 people has an incredible 1225 links to manage. Hackman explained, "The larger a group, the more process problems members encounter in carrying out their collective work …. Worse, the vulnerability of a group to such difficulties increases sharply as size increases."
  • 27. WAWANCARA FTE (Full Time Equivalent) “is a unit that indicates the workload of an employed person (or student) in a way that makes workloads or class loads comparable[1] across various contexts. FTE is often used to measure a worker's or student's involvement in a project, or to track cost reductions in an organization. An FTE of 1.0 is equivalent to a full-time worker or student, while an FTE of 0.5 signals half of a full work or school load” • Qualitative Analysis: Faktor-faktor yang dapat mempengaruhi workload (20%) • Quantitative Analysis: Kebutuhan waktu vs. Kesedian waktu (80%)
  • 28. Qualitative Analysis biasanya dilakukan pada Pekerjaan yang memiliki esensi yang spesifik • Pekerjaan yang kritikal yang harus segera dilakukan agar : • Pencapaian pekerjaan secara efektif dan/atau • Memelihara standar safety atau keamanan • Selain pekerjaan yang esensial dan mungkin tidak kritikal, tetapi dibutuhkan untuk operational, seperti : maintenance new production machine) Pekerjaan lain yang memiliki dorongan yang kuat dan harus tetap ada, seperti : - Pekerjaan yang memiliki skill yang pengembangannya special, contoh : tukang las dalam air - Pekerjaan yang menggunakan daya analisa yang kompleks, contoh : ilmuan - Pekerjaan yang membutuhkan waktu yang sensitive dan intensive, contoh : R&D obat/makanan - Pekerjaan yang sensitive dengan keadaan lingkungan, contoh: pekerjaan yang tidak dapat dilakukan pada malam hari - Pekerjaan yang memerlukan perhatian khusus secara keamanan dan safety, contoh : penjaga pit jurang
  • 29. Quantitative Analysis • Metode yang dipakai adalah metode Full Time Equivalent (FTE) • Full Time Equivalent (FTE) akan berdasarkan dari tugas-tugas dan kegiatan yang di lakukan dari setiap jabatan • Setiap tugas dan aktifitas akan di terjemahkan dalam angka, kebutuhan waktu, frekuensi dan durasi dari pekerjaan tersebut. ∑ (task duration* task frequency* frequency units) # FTE = productive work period number
  • 30. Kategori Hasil WLA (Hay group) Kategori Rasio Konsekuensi Overload >130% - Karyawan lembur - Mendelegasikan sebagaian pekerjaannya ke karyawan lain - Menambah jumlah karyawan Stretch 115% - 130% - Karyawan mengerjakan pekerjaan seperti biasa - Menyiapkan jabatan/ pekerjaan yang lebih tinggi untuk karyawan ini Fit 85% - 115% - Karyawan bisa ditambahkan beberapa pekerjaan Underload <85% - Menambahkan beberapa tugas lainnya - Bisa digantikan dengan internship atau Labour Supply - Memberikan jam kerja tambahan/ lembur kepada karyawan Sesuai UU.13, 2003, Pasal 77 Ayat 2. “Jam kerja satu minggu adalah 40 jam”. Waktu ini akan dihitung sebagai 100% waktu kerja efektif dengan 15% deviasi sebagai konsekuensi dari cuti karyawan dan hari libur nasional. Sesuai UU.13, 2003, Pasal 78 Ayat 1, Poin 2. “Pekerja dapat melakukan lembur tidak lebih dari 3 jam sehari atau 14 jam seminggu”. Dengan demikian, jika kita kalkulasikan bersama jam kerja efektif 100% (40 jam seminggu), maka dapat disimpulkan sesuai dengan standar dari Hay Group sebagai berikut:
  • 31. Process Business Goals Confirm of Business Goals of Project Analysis Analysis every aspect Assess! Assess with interview or time- motion study Clarify and Validate Clarifying and validate to direct spv and second spv. Analysis Analysis after validate Identify Identify effective time of the company Report WLA Ratio Report WLA Ratio Evaluate Evaluate the organization and give the recommendation
  • 32. Identify Time Effective FTE (dalam menit) Standard Error 1 Waktu Cuti= 16 hari/ tahun Libur Nasional= 14 hari/ tahun (16+14)x480 = 14,400 min Standard Error 2 Ijin tetap dibayar = 50% (based on historical data) bedasarkan UU.13 Waktu pribadi= 1 jam/ hari ((50%x13)+264))x60 = 19,920 min Total FTE 1 hari kerja= 8 jam = 480 min 1 bulan kerja= 22 hari 1 tahun kerja= 22 x 12 = 264 hari Sehingga: 264x480 = 126,720 min FTE – (Std. error 1 + std. error 2) = 92,400 min
  • 33. Assess the Business Process Menjelaskan Divisi dan Departemen Menjelaskan lingkup pekerjaan dari posisi yang diases Menjelaskan aktivitas rinci dari pekerjaan yang dilakukan Waktu untuk setiap aktivitas Frekuensi aktivitas pekerjaan apakah setiap hari/ minggu/ bulan/ tahun Effective time period for 1 year in DH Total waktu yang dihabiskan selama 1 tahun Total FTE dan Manpower Ratio berdasarkan waktu kerja efektif PTDH
  • 34. Disclaimer PASTIKAN BAHWA PROSES DIASUMSIKAN SESUAI DAN IN THE BEST CONDITION. SELURUH PROSES DI BREAKDOWN DAN TIDAK ADA PROSES BESARAN. PERHITUNGAN WAKTU MERUPAKAN HITUNGAN MENIT DAN TIDAK DAPAT DIGENERALISIR TIME MOTION LEBIH EFEKTIF DILAKUKAN UNTUK PEKERJAAN YANG MONOTON, SEPERTI PEKERJA DAN POSISI OPERATOR PABRIK. PROSES YANG DILUAR KENDALI AKAN DI LAKUKAN PERHITUNGANNYA DI AKHIR MENJADI STANDAR EROR YANG KE-3 DAN DISEPAKATI BERSAMA. JIKA TERDAPAT LEBIH DARI 1 INCUMBENT, MAKA PILIH 1 YANG DIRASA AKAN MEWAKILI ATAU DATANGKAN SEMUANYA DAN DISEPAKATI BERSAMA DIDALAM PROSES INTERVIEW
  • 35. Analysis and Validasi • Berdasarkan Aktifitas Pekerjaan→ Job Description • Berdasarkan Bisnis Proses→ Proses Kerja→ Hasil • Berdasarkan Proyek→ Bisnis proses pada setiap proyek yang ditugaskan Interview Incumbent / Atasan Langsung Validasi Kepada Supervisor/ Atasan
  • 36. Report WLA Ratio (Example 1) Dept WLA Ratio Current Number Diff. 130% man ratio Manpower required Remark Operation (Inv) 3.27 3 -0.27 2,52 0 With import Operation (non-Inv) 8.34 8 -0.34 6.41 0 Total 11,61 11 -0.61 14.30 0 Without div. Head Project Definitions Summary Result P C V DIR SM2 1 SM1 M 2 1 SPV 5 STAFF 7 TOTAL 15 1 MPP Procurement By repeated action Avg. Time at office : 8.25
  • 37. Report WLA Ratio (Example 1) Current Employee : 5 (1 CFO, 1 Manager, 2 Spv, 1 staff) Workload Ratio : 5.1 (5 person) Analysis : • In ideal time, with ideal facility and good internet connections, Finance has an ideal number of person • Main activity that consume most FTE are; - Analyzing employee expenses - Inputting tax and analyze tax - Journaling AP • There’s not clear business process that make the all personel can do anything and doubled activity • The facility (internet connection) is the main challenge of the business proces Recommendation; • Clear business process will be make the business process and consuming more effective FTE • Enhance SOP, rules and policy, and technology that can create more faster analysis for employee expenses. • Delegates some activity to business process staff that required only admin skills • Create job description and clear seperation of function • Propose to Esri Inc about enhancing SAP modul • Create policy about employee expenses that make employee clearance process not in finance but at the user (employee)
  • 38. Report WLA Ratio (Example 2) Dept WLA Ratio Current Number Diff. 130% man ratio Manpower required Remark Commercial 4.13 4 -0.13 3.19 0 Enabler 1.69 6 +1.64 3,34 0 1 dept Operations 2.67 SCM & Finance 15.4 7 -8.4 11.84 -3.44 Inf. Govt 8.80 8 -0.8 6.79 0 Total 31,89 27 -4,89 3 Without div. Head Definisi Impact Investment Complexity Impact user Impact Business Coding integration Business Process Small 1 dept. nice to have 0 - 100 mio one system 1 division Medium division delay operation 100 - 500 mio two 2 division Large corporate business/operational stop > 500 mio >3 more than 3 division Project Definitions Summary Result P C V DIR SM2 1 SM1 M 5 1 SPV 14 1 STAFF 6 1 TOTAL 26 1 2 MPP IT Avg. Time at office : 8.25