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Staffing Calculations

Staffing Calculations. Presented by Ed Talley, Manager, Northern Arizona University Postal Services Ed.talley@nau.edu Office: 928-523-6667 Cell: 928-699-0851. Staff Estimate Process. Definition: The process used to determine your staffing needs when compared to:

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Staffing Calculations

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  1. Staffing Calculations • Presented by • Ed Talley, Manager, • Northern Arizona University Postal Services • Ed.talley@nau.edu • Office: 928-523-6667 • Cell: 928-699-0851

  2. Staff Estimate Process Definition: • The process used to determine your staffing needs when compared to: • Your monthly mail volume • Daily tasks and time to perform such tasks • Utilize the data with established production standards to determine staff requirements

  3. Mail Center Benchmarks • Industry Standards • rough sort (USPS) 800-1,100 pieces/hr 5 yr experience • fine Sort (USPS 550 pieces/hr (non-automated) • College/University Standards • rough Sort Average - 1,000 pieces per hour • fine Sort Average - 500 pieces per hour • packages – 10 per hour

  4. Mail Center Benchmarks • Measure Activity – Time To Perform • sorting incoming mail = 3 hours • boxing students mail = 3 hours • processing packages = 3 hours • processing accountable mail = 1.5 hours • delivering campus mail routes = 4.5 hours • other duties = 21 hours • Total Daily Performance Hours = 36

  5. Staff Estimate ProcessPackages • Monthly Volume divided by monthly number of work days (20) = pieces per day (PPD) • PPD divided by delivery rate (10) = pieces per hour (PPH) • PPH divided by the daily number of hours worked (7) = total number of FTES needed

  6. Example 1 - Packages MV=Monthly Volume PPD = Pieces Per Day PPH = Pieces Per Hour • MV 3,500 packages / 20 working days = 170 PPD • Pieces per day 175/10 process per hr = 17.5 PPH • 17.5 PPH/ 7 (hours per day) = 2.2 FTE’s

  7. Staff Estimate Process - Mail • Daily mail volume divided by RSR 1,000 pcs/hr • Daily mail volume divided by FSR 500 pcs/hr • Total the number of hours per day needed for mail delivery • Divide the sum of 1-2-3 by the daily employee work hours (7) = number of FTE’s required

  8. Example 2 - Mail Volume • MMV = 600,000 / number of work days (20) = 30M • DMV 30,000 / (RSR 1,000 pph) = 30 hrs per day • DMV 30,000 / FSR (500 pph) = 60 hrs per day • Number of hours needed to deliver mail runs 2 routes/daily = 2hrs x 2 routes = 4 hours per day 5. Divide the sum of lines 2-3-4 (94hrs)/ 7 = 13 FTE

  9. Average Cost Per Piece (ACPP) • Divide your costs by mail volume Labor Cost = $58,235 Monthly Mail Volume = 209,441 ACPP = $.27 Labor Cost = $40,000 Monthly Mail Volume = 157,770 ACPP = $.25

  10. Summary • Utilize measurements for accuracy • Utilize a Staff Estimate Process • Integrate & train to industry benchmarks • Determine your cost per piece

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