The staff that are planned by the service provider shall be listed according to the job area and function, for example, in the categories of cleaning staff, foremen and property manager. This distinction must be made because different job areas and functions require different amounts of time to complete.
The planned working times for a given group of staff shall be listed in working hours per day, week and year. Expected downtime is to be taken into account. This includes, for example, holiday or sick leave. The listing and taking into account of this downtime are crucial for the calculation, as it is here that the actual FTE need for trained replacement staff becomes visible.
Staff cost calculation
Information on the amount of time required (calculated productive hours) shall be taken from the service provider’s calculation. The service provider’s calculation is part of the contract tender and the agreement regarding the SLCs.
The amount of time required shall also be listed by job area and function. In this way, the calculated productive hours can be shown per area and it is possible to see how many FTEs are necessary to achieve the targeted productive hours per area.
The resulting overview of the FTEs required makes it possible to calculate the actual number of staff required from the service provider. Such projections can be made for each individual job area and function.
Recruitment and capacity
The calculated productive hours and the associated FTEs shall be compared with the service provider’s existing workforce. In this way, it can be determined whether the calculated hours can be covered by the existing staff. A “traffic light” function immediately shows whether the planned staff group is too small.
In addition, the expected degree of utilisation of the service provider’s staff shall be calculated. This also shows whether a service provider has planned too large a group of staff. In this way, potential wastefulness caused by non-productive staff can be averted.
To ensure compliance with the contractually agreed work volume and quality, as well as with legal requirements, we work with the full-time equivalent (FTE) model. Before service provision begins, the service provider uses this model to calculate the number of employees and the work volume that will be needed. During the service fulfilment phase, the actual amounts will be documented and tested for plausibility. Any variations in quality or dissatisfaction will be directly set in proportion to the planned and performed work volume. Consequently, we will be able to detect any kind of deviation and subsequently enable and facilitate the execution of countermeasures. In combination with the service-level commitments and the 4-square model, this model provides a professional toolkit for successful management.
