There are three key Analysis Reports the manager should become familiar with, the Daily Operating Report, the Labor Effectiveness Report and the Labor Productivity Report.
- Labor Analysis Reports:
Daily Operating Report
This report gives the manager a daily snapshot of how the operation performed for the prior day and contains the following information:
- Forecast Hours - The hours the system forecasted based on edited volume forecasts.
- Scheduled Hours - The hours that were scheduled after the manager edited the schedules and the administrator closed the schedule to further edits.
- Standard Hours - The hours that should have been used based on the actual volumes that took place. This number, when compared to the worked hours, gives a true measurement of how the manager reacted to either increases or decreases in the forecasted business volumes from a staffing perspective.
- Regular Hours - These are the hours the Time and Attendance System has recorded as having been worked.
- OT Hours - These are overtime hours according to the overtime rules established for the property.
- Worked Hours - A combination of overtime and regular hours.
- Training Hours - All hours that were designated as training by the manager during the schedule editing process.
All other columns simply compare all of these numbers to each other for analysis.
Labor Effectiveness Report
This report summarizes, for the week, the same information that is in the Daily Operating Report. One of the main reasons for using this report is that it helps to give a clearer picture of how the operation performed since many times some units have work that is produced before the schedule day. This can distort the daily figures but will balance out over the course of the week. An example of this type of situation is banquet production. Sometimes productions take place 2-3 days prior to the function, thus the hours for the function day may be lower than standard, and days prior might be higher.
It can also be run for a shorter period time to assist in evaluating overtime usage be department or job class. This report summarizes by department while still listing individual jobs.
- Weekly FTE - This is the total hours for the report period divided by 40.
- Worked Hours - These are the hours from the time and attendance system.
- Standard Hours - The hours that should have been used based on the actual volumes that took place.
- Scheduled Hours - The hours that were scheduled and edited in the system when the system administrator closed the schedules for further editing.
- Forecast Hours - These are the hours LMS originally forecast based on the managers' edited volumes.
Labor Productivity
The Labor Productivity Report is an excellent way for the manager to see how their operations perform from a true productivity basis. In order for this report to be correctly produced it is necessary for the Administrator to work with the manager and decide how they want to review productivity for the various positions. The administrator will then attach the appropriate measurement to the KBI that is to be measured. For instance, housekeeping might want to measure rooms cleaned per shift or perhaps minutes per room. Restaurants might want to look at covers per shift or minutes per cover.
- Actual - The actual hours used from the time and attendance system.
- Required - The total time required based on "pure" standards. This means the actual standard with any shift minimums and staffing guidelines removed.
- Standard - The time required with all staffing guidelines in place based on the actual volumes experienced.
- Variance - The variance columns simply compare the variances between these above mentioned numbers.
- Unit of Measure - This is the unit that was decided by the manager and the administrator. It could be minutes per unit, units per shift or a number of other possibilities that can be discussed with the administrator.
- KBI Volume - This is the volume of the KBI that is being measured for the time period being reported. It might be housekeeping rooms, restaurant dinner covers or whatever is attached to the position being examined.