Description of Approach

IBES, Inc. has developed an innovative approach to staffing model development as shown in the figure below.  The approach integrates traditional Industrial Engineering techniques, statistical methods and database technology to arrive at a new methodology for staffing model development. The new approach focuses on capturing the activities performed by job classifications and storing this information in a database, along with the time it takes to perform the activities and the frequency that these activities are performed. The new approach eliminates the need to measure each activity time individually by aggregating individual activities into task groupings and then developing an average activity time and frequency of occurrences for the various groups of activities. The activities are stored in a database so that as the work changes, the activities, activity times and frequencies can be updated to reflect changes to the work performed by the organization.

Figure 1. Comprehensive Resource Planning System

The model is adaptive by nature and can easily adjust the staffing requirements as the workload changes. The model was designed so key metrics (drivers) are used to predict workload. Relationships are established between the activities performed and the related workload drivers. The predicted workload is then used to project the staffing required to meet the new workload. A holistic approach to the total organization staffing requirements is employed, incorporating work performed at all levels or the organization. Different workload drivers are identified at the various levels as reflected in the differences in the work performed.

Utilizing this approach, staffing requirements can quickly be changed to reflect the changes in work. "What if" analysis can be performed to study the impact of changes for various levels of risk and demand. As new input data becomes available, the model can quickly adjust the staffing requirements to meet the changes in the demand, the product mix and the workload. 

This staffing approach is simple to employ, requiring minimal levels of work measurement data and provides an ability to accurately determine organizational staffing requirements in a changing work environment.

Definition of the Comprehensive Resource Planning System

The Comprehensive Resource Planning System (CRPS) is a holistic, integrated model that is used to predict current and future staffing requirements all levels of an organization. The system is composed of sub-models that encompass the divisions of labor types and work performed within the organizational environment. These sub-models represent sub-groupings of the workforce and are integrated together within the framework of the system. The following are examples of sub-models within the Comprehensive Resource Planning System (CRPS):

• Plant or Field Staff

• Support Staff

• Division, Sales or Regional Staff

• Corporate/Headquarters Staff

Each sub-model developed is unique to an organization and consists of data and computations that are used to generate staffing requirements and to predict future staffing requirements based on changes to the operating environment. The staffing model uses statistical and mathematical relationships to develop measures of workload, which are then used to predict staffing. The holistic model consists of various relationships within and between the various levels of the organization that have been integrated together as a comprehensive tool. Each of the sub-models that comprise the holistic model is unique to the specific organizational characteristics. The sub-models developed are integrated into a holistic model that represents all of an organization's work requirements.

The Comprehensive Resource Planning System (CRPS) provides an organization with the ability to forecast future staffing requirements by using workload and environmental factors as key predictors for future staffing requirements. The model employs new and innovative approaches that can be updated to support the changing work environment. The staffing model is also a management tool for analyzing, determining, and distributing staffing resources throughout the organization. By using a statistically and mathematically based staffing model, staffing levels can be generated and tested to respond to a changing environment. This type of model allows for resource planning and "what-if" analysis which supports the needs of an organizations changing work environment.

Overview of the Development Process

Initially, the IBES team conducts surveys and various fact-finding activities to gain an understanding of the organization's operational environment.  From the information gained in investigating the environment, the IBES team formulates an approach to modeling the environment and collecting the data to support the model.  This approach focuses on a model that is data driven, easily updated, easily maintainable and responsive to the organization's changing environment. Data is collected using a survey process over the Internet conducted throughout the organization.  Self-reporting survey forms tailored to each organization are developed, automated and integrated into a database driven web site so that the information required for the model can be easily gathered.  The survey data is analyzed and then grouped, classified and structured for use in the model.   Additional data sources currently used by the organization that represent various components of workload are also analyzed for use within the model.  Workload drivers are identified for the organization and sub-groupings of the organization and mathematical and statistical relationships established within the model to provide predictive capabilities within the model.  The organizational sub-models are then developed and integrated into the model framework. All of the sub-models and associated computations are then integrated into an automated system so that an organization can compute and test staffing requirements. The result of this effort is an integrated Comprehensive Resource Planning System customized specifically for each organization.

Benefits from the Comprehensive Resource Planning System

Benefits from utilizing the new staffing approach include:

• Mechanisms and model structure are easily adaptable to changes in the organizational environment

• Model and model data in automated form

• Real-world definable workload drivers

• Defined list of support activities performed at headquarters, sales offices, regional offices, field offices and plant locations

• Existing organizational database and systems utilized

• Low cost application and maintenance

• Integration of several sub-models leading to a holistic view of an organization

• "What-if" staffing analysis

• Projects staffing for 5 years

• Data driven model where structure remains the same as the work environment changes

• Ability to drill down to all levels of the organization

• Document the databases and processes to better understand activities within organization

• Gathers and maintains the data needed to truly analyze business processes