HR Services Sharing Session:
Workload Analysis
in search of common ground
April, 2005
Background
HMS HR organization has changed over the past 3
years; HR Services now plays major role in
servicing clients
Servicing clients in wider-range of HR discipline
require certain tools (E.g. TS Administrator, IR
knowledge & skills, JA-JE etc)
We need to find new razor-sharp tools to
effectively serve as Strategic Business Partner
Purpose
To learn one of HR tools for Forecasting people
Workload analysis
To share first experience that was done in
Marketing
To enable HR Services to use the tools more
effectively in respective business context
Context: HR Services Roles
Ensure basic HR & personnel services are
delivered to clients in acceptable quality and
timely manner
Identify client needs related to HR
Involve and be a part of strategic decision making
(kalo nggak diajak / diikutkan, gimana?)
Context: HR Business Process
Performance
Management
HR
Planning
Recruitment
& Selection
HIRE
Deployment
Learning
Development
Organization
Design
RETIRE
Compensation
& Reward
Employee
Relations
HR Shared
Personnel
Talent Pool
DPS
Tools & Knowledge for HR Services
FOR HR
PLANNING ??
HR
Planning
EO
Psycho-test
Administrator Executive
Coaching
Recruitment
& Selection
Organization
Design
Performance
Measurement
Performance
Management
Deployment
Learning
Development.
Compensation Employee
Relations
& Reward
Industrial
Targeted
Job Analysis
Compensation Relations
Selection TNA Skills
Design
Job Evaluation Interviewer
& Administrator
Facilitator
Project Management
Client Relationship Management
HR Planning
Aims to provide understanding of an organizations
human resource, which enable people decisions to
be taken as integral part of business decision making
process
HR Planning is a part of Organization / Business
Planning
Therefore, we need tools to E.g. forecast our people,
ensure people capability related to business plan,
develop and create incentives as such, to attract the
achievement of business plan target; etc.
HR Planning People Forecast
People Forecast: Technique for estimating future
demand
1.
2.
3.
4.
Job Staff Ratio analysis
Workload Analysis
Managerial Judgment
Time series analysis (tidak dibahas)
1. Job Staff Ratio Analysis
Ratio analysis compares relationships between
two factors
E.g. If 10 salespeople are needed to sell 100
units, ratio people to sales 1:10
Then, if the intention is to sell 200 units, 20 sales
people will be needed
Job-Staff Ratio (1.1)
Perhitungan jumlah karyawan berdasarkan load kerja
dibandingkan kemampuan rata-rata seorang karyawan
mengerjakan load kerja tersebut
Berapa Salesman yang diperlukan untuk Area X?
Jumlah total registered-outlet 7200 buah
Call yang diminta: minimum 2x kunjungan 1
bulan
1 Salesman, 1 hari bisa meng-cover 40 outlet
1 minggu ~ 5 hari kerja
Job-Staff Ratio (1.2)
Perhitungan jumlah karyawan berdasarkan load kerja
dibandingkan kemampuan rata-rata seorang karyawan
mengerjakan load kerja tersebut
Berapa Supervisor yang diperlukan untuk Area X
tersebut?
1 Supervisor efektif bisa mensupervisi 7-8
salesman
HR Planning People Forecast
People Forecast: Technique for estimating future
demand
1.
2.
3.
4.
Job Staff Ratio analysis
Workload Analysis
Managerial Judgment
Time series analysis (tidak dibahas)
Workload Analysis (2)
Work study (Workload) analysis is the process of
identifying the numbers of people required to
undertake individual tasks or processes effectively
and efficiently
Dikembangkan dari Time motion Study
Disederhanakan ke dalam perhitungan [man-hour]
atau [man-day]
Biasanya untuk job-job routine / non-routine yang
masih dapat diperhitungkan satuan waktu nya
Workload Analysis Example
1 Tahun ~ 2098 man hour / 300 man-day
Instalasi meter
2.2 man hour per 1
Perawatan sistem meteran
gas
1.6 man hour per 1 sistem
Emergency / Darurat1.1 man hour per 1 kasus
Perlu berapa
Engineer?
Workload Analysis Example
1 Tahun ~ 2098 man hour / 300 man-day
Instalasi meter
2.2 x 95.000
Perawatan sistem gas 1.6 x
Emergency / Darurat 154.000
1.1 x 36.000
Perlu Engineer:
495.000 /
2098
= 209.000
= 246.400
= 39.600
= 495.000
= 235.9 ~ 235
Effective Working Hour per year
Variabel
Hari dalam setahun
Jumlah hari Minggu
Jumlah hari libur nasional
Hari kantor setahun
Jumlah hari cuti setahun
Hari kerja setahun
MANDAY
365
52
12
301
12
289
Catatan
= 365-52-12
= 289-12
Jumlah jam kerja per hari
Jam kerja bruto satu tahun
8
2312
Jam
Jam per hari
Penyesuaian jam kerja sabtu
Jam kerja netto setahun
-104
2208
2 Jam per hari x 52
Penyesuaian efektifitas
Jam kerja efektif setahun
5%
2098
110.4
Sakit, ijin, cuti khusus
(Round up)
Effective Working Day per year
Variabel
Hari dalam setahun
Jumlah hari Minggu
Jumlah hari libur nasional
Hari kantor setahun
Jumlah hari cuti setahun
Hari kerja setahun
Angka
365
52
12
301
12
289
Catatan
= 365-52-12
= 289-12
Jumlah jam kerja per hari
Jam kerja bruto satu tahun
8
2312
Jam
Jam per hari
Penyesuaian jam kerja sabtu
Jam kerja netto setahun
-104
2208
2 Jam per hari x 52
Penyesuaian efektifitas
Jam kerja efektif setahun
Hari kerja efektif setahun
5%
2098
300
Sakit, ijin, cuti khusus
hari kerja efektif setahun / 8 jam
Type of Workload Analysis Calculation
1.
Transaction Volume
2.
Regular Task
3.
Memotong 1.2 menit per meter x 1534 meter = 1840.8
min.
Menjahit 3 jam per piece x 680 piece = 2040 jam
Belanja bahan baju 0.5 jam x per 2 minggu
Rekap penjualan baju 3 jam per bulan
Loading
20% dari waktu kerja per minggu, kontrol anak buah
Purpose
To learn one of HR tools for Forecasting People
Workload analysis
To share first experience that was done in
Marketing
To enable HR Services to use the tools more
effectively in respective business context
FO Calculator
Purpose
To learn one of HR tools for HR Planning
Workload analysis
To share first experience that was done in
Marketing
To enable HR Services to use the tools more
effectively in respective business context
Simulasi Purchasing Officer
Key Accountability Area:
Procurement Plan
Procurement shortlist process
Vendor Selection
Procurement Negotiation
Contract
Placing order & invoicing
Vendor Performance & Relationships
Contoh Kasus: Procurement
1 Tahun ~ 2098 man hour / 300 man-day
Vendor Selection
Bidding & Tender Offer
Receiving inspection
Invoicing process
Perlu berapa Purchaser?
4 man day per 1 process
12 man day per 1 project
0.8 man day per 1 delivery
0.5 man day per 1 invoice
Question & Answer
In search of Common Ground
