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