Step-by-Step Instructions: Using Unit Level Labor Analysis

Transcription

1 Overview The updated Labor Management Unit Level Labor Analysis screens offer you the ability to record actual and forecasted 15 minute transactional or sales data at Unit, Worksite and Subsection level for any given day part so you can use forecast metrics to more accurately schedule labor hours. The goal is to better align labor assets against the expected demands of our customers. The ability to use these screens and metrics differs by market segment and will be determined and communicated by Market Leadership. NOTE: Access is available to users with security packages: 1, 2, 4, 10, and 11. Business Process Flow Follow the suggested business process flow in the order shown in the table. 1. Daily Enter your actual transactions or sales values (not all units will use both some might use one or the other) by 15 minute increments Enter or copy forward forecasted transactions and/or sales for the coming 2 2. Weekly weeks Schedule employees for the coming 2 weeks Compare the labor analysis graphs to confirm scheduling is proper Check actuals against Time & Attendance data using the labor analysis graphs 3. Daily Make minor schedule adjustments or forecast transactions and/or sales adjustments where necessary for the coming few days 4. Weekly Review the previous week using the labor analysis graphs Perform the following steps regularly, to help you more accurately schedule resources and increase labor productivity. Step 1: Enter Actual Transactions and/or Sales Information for Past Days Begin the process by entering your actual information from the past into the application so data will be available to use for forecasting. To enter actual transactions or sales information: 1. Go to Tools > Unit Level Labor Analysis > KRI Forecast Entry. Updated December 13, 2012 Version 4.1 Page 1

2 The data entry screen appears and the Unit and Date area displays the first unit in your list of units, first worksite / subsection (may or may not be the default), tomorrow s date (FORECAST) and the Day Part with ALL 00:00 AM 11:59 PM. 2. Select the Unit, Worksite, Sub section you want to enter data for. 3. Select the current date or a date in the past to enter ACTUAL data. 4. Select the Day Part. Note: You can add new day parts by clicking on + icon or delete any user created day parts by clicking X icon. For more details, refer to Unit Level Day Part Setup section below in this document. 5. Click the Retrieve button. Updated December 13, 2012 Version 4.1 Page 2

3 6. Click inside the Sales or Transactions box on any row. Enter your data. 7. Click Save. NOTE: Click Clear to exit and start over. A Please wait progress bar appears as the system saves the data. When complete the saved successful box appears. 8. Click OK and the screen resets to allow you to change dates or units. Import data from an Excel , Excel 2010, or CSV file. 1. Go to Tools > Unit Level Labor Analysis > KRI Forecast Entry. 2. Select Microsoft Excel from the Supported Templates drop down. 3. Click the Download button. Select the destination folder and click OK. 4. Open Windows Explorer. Go to the destination folder and rename the downloaded file to desired file name. (OR you can make a copy of the downloaded file and rename it to desired file name). 5. Open the renamed Excel file and rename the Excel sheet names to proper dates (name must be in the format of MM-DD-YYYY) for the dates you want to enter the data. 6. Enter Forecast/Actual Transaction and Sales data as needed. 7. Save the Excel file. 8. Return to Labor Management and continue. 9. Select the Unit, Worksite, Sub section you want to enter data for. 10. Select the current date or a date in the past to enter ACTUAL data. 11. Select the Day Part. 12. Click the Import button. 13. Data is imported from the selected Excel file from the corresponding sheet which matches with the selected date. Once it is imported into the grid, you can modify the data. 14. Click Save. NOTE: Click Clear to exit and start over. A Please wait progress bar appears as the system saves the data. When complete the saved successful box appears. 15. Click OK and the screen resets to allow you to change dates or units. Updated December 13, 2012 Version 4.1 Page 3

4 Step 2: Forecast your expected transactions and/or sales Forecast your future expected transaction and/or sales data so you can compare it to your schedule. There are several ways to enter forecast data in the KRI Forecast entry screen. Instructions for all methods are included in this document. Manually enter data in the Transactions and Sales Grid Copy Forward using the 7 Day Average (default) for the previous 7 days and the Retrieve Averages button. Copy Forward using the Day of Week Average for the previous 3 same day of the week days and the Retrieve Averages button. Import from the Excel or CSV file using Import button. NOTE: To use Copy Forward the actual 15 minute counts need to be entered for past days. To use the KRI Forecast Entry: 1. Go to Tools > Unit Level Labor Analysis > KRI Forecast Entry. The data entry screen appears and the Unit and Date area displays the first unit in your list of units, first worksite / subsection (may or may not be the default), tomorrow s date (FORECAST) and the Day Part with ALL 00:00 AM 11:59 PM. 2. Select the Unit, Worksite, Sub section you want to enter data for. 3. Select the date in the future that you want to Forecast transaction and/or sales data for. Updated December 13, 2012 Version 4.1 Page 4

5 4. Select the Day Part. Note: You can add new day parts by clicking on + icon or delete any user created day parts by clicking X icon. For more details, refer to Unit Level Day Part Setup section below in this document. 5. At this point, you can do one of the following: a. Manually enter data in the Transactions and Sales Grid and Retrieve button. b. Copy Forward using the 7 Day Average (default) for the previous 7 days and the Retrieve Averages button. c. Copy Forward using the Day of Week Average for the previous 3 same day of the week days and the Retrieve Averages button. d. Import from the Excel or CSV file using Import button. Option A: Enter Forecasted Transactions Manually 1. Click inside the Sales or Transactions box on any row. Enter your data. 2. Click Save. NOTE: Click Clear to exit and start over. A Please wait progress bar appears as the system saves the data. When complete the saved successful box appears. 3. Click OK and the screen resets to allow you to change dates or units. Updated December 13, 2012 Version 4.1 Page 5

6 Options B and C: Copy Forward of Transactions and Sales Averages To Calculate Averages and Copy Forward: 1. In Copy Forward area do one of the following: Select Day of Week Average and select a Day of the Week from the drop-down list. Labor Management will average the actual data for the previous three (3) same day of the week days. Example: If you select a date of 08/16/2011, Day of Week Average, and Tuesday, Labor Management uses the 15 minute increments from each of the previous three Tuesdays for each increment, averages them and then copies the corresponding 15 minute increments into the future date selected (i.e., Tuesday 8/16): Used for average calculation (for one increment): Tuesday 8/9 9:00 AM to 9:15 AM 15 transactions $100 sales Tuesday 8/2 9:00 AM to 9:15 AM 13 transactions $ 95 sales Tuesday 7/29 9:00 AM to 9:15 AM 14 transactions $ 99 sales Copied forward: Tuesday 8/16 9:00 AM to 9:15 AM 14 transactions $ 98 sales Select 7 Day Average (default). Labor Management will average the actual data for the previous seven (7) days. Updated December 13, 2012 Version 4.1 Page 6

7 Example: If you select a date of 08/16/2011 and 7 Day Average, Labor Management uses the 15 minute increments from each of the previous seven days for each increment, averages them and then copies the corresponding 15 minute increments into the future date selected (i.e., Tuesday 8/16): Used for average calculation (for one increment): Tuesday 8/9 9:00 AM to 9:15 AM 15 transactions $ 100 sales Wednesday 8/10 9:00 AM to 9:15 AM 15 transactions $ 97 sales Thursday 8/11 9:00 AM to 9:15 AM 17 transactions $ 100 sales Friday 8/12 9:00 AM to 9:15 AM 13 transactions $ 98 sales Saturday 8/13 9:00 AM to 9:15 AM 18 transactions $ 99 sales Sunday 8/14 9:00 AM to 9:15 AM 13 transactions $ 94 sales Monday 8/15 9:00 AM to 9:15 AM 14 transactions $ 98 sales Copied forward: Tuesday 8/16 9:00 AM to 9:15 AM 15 transactions $ 98 sales 2. Click Retrieve Average button. You may see a progress bar while the calculation is performed. The Transactions and Sales grid populates with data. NOTE: If you enter a 0 zero into one of the boxes in the actual data, the zero will be used in the average for that increment. If the system shows a zero, but it was not entered directly, it will not be counted. 3. Click Save. A Please wait progress bar appears as the system saves the data. When complete the saved successful box appears. 4. Click OK and the screen resets to allow you to change dates or units. Option D: Import data from an Excel , Excel 2010, or CSV file Please refer to the instructions on page 3 and follow steps 2 through 12. Step 3: Create your Schedule in Labor Management After data is entered into the KRI Forecast area you should enter schedules for future weeks. The Sodexo business process states that your schedules should be set 2 weeks in advance and modified as the week gets closer. Also, you need to update your actual shift data as it comes in nightly. Step 4: Labor Data Analysis You can generate charts and graphs to help you analyze your forecasted transactions or sales to scheduled labor. For more information on how to maximize use of these tools, please contact your labor specialist for your market. You can use this information to view: Forecasted transactions to head count or the number of productive shifts scheduled so you can see where you are over scheduled. Actual transactions to head count or the number of productive shifts worked to see overstaffing. Forecast items to actual items to see where variances occurred. Updated December 13, 2012 Version 4.1 Page 7

8 To view Labor Data Analysis: 1. Access the analysis charts and grids via Tools > Unit Level Labor Analysis > Labor Data Analysis or inside the Schedule module under Tools > Labor Data Analysis. 2. Select a chart type from the drop-down list: (Daily Forecast is the default selection. You can change it any time after generating the results). Daily Forecast (default): forecasted transactions by 15 minute increments to scheduled head count by 15 minute increments for a specific date. Daily Actuals: actual transactions by 15 minute increments to actual head count by 15 minute increments for a specific date. Weekly Forecast: weekly forecasted transactions by day compared to the scheduled head count by day. Weekly Actuals: weekly forecasted transactions by day, weekly actual transactions by day, weekly schedule shifts by day, and weekly actual shifts by day compared to the scheduled head count by day. Weekly Analysis: create targets to compare to planned schedule and estimated time and attendance. NOTE: You can input a one-time entry or occasional update from your budgeting tools: Estimated Taxes and Benefits Percentage, Labor Cost Percentage, or Average Check. These items will combine with your sales and transaction information to provide you with targets: Sales per Labor Hour, Transactions per Labor Hour, or Scheduled Hours Weekly Time & Attendance Data Analysis grid shows how your time and attendance is comparing to your targets. Areas where you are below your targets will show with a red background. You can make adjustments as necessary. Weekly Schedule Data Analysis grid shows how your planned schedule is comparing to your targets. Areas where you are below your targets will show with a red background. You can make adjustments as necessary. Weekly Variance grid shows the difference between Actuals and Scheduled data. 3. Select the District, Account, Unit, Worksite, and Subsection you want to view this information for. You can also type the district number or account number or unit number into the drop down menu and press enter key to go directly to that district or account or unit respectively. 4. Select the specific date that falls into the week you want to review (current or future or past). 5. Click Generate and the compared data displays in a line graph. Updated December 13, 2012 Version 4.1 Page 8

9 NOTE: To view a different chart, you do NOT need to re-generate. When you generate, all charts are updated with the data. Select a different chart from the drop-down list to view. Sample Charts Daily Forecast Shows the 15 minute increment (on the X-axis), the Daily Forecasted Transactions (left on the Y-axis) and the number of employees scheduled (right on the Y-axis) during the corresponding 15 minute increment time slot for the selected District, Account, Unit, Worksite, Subsection and the Date. Weekly Forecast Shows 7 days (dates) starting from the selected Date from the Selection criteria (on the X-Axis), the Forecast Transactions (left on the Y-Axis) and the Forecast Shifts head count (right on the Y-axis) for the selected District, Account, Unit, Worksite and Subsection and the Date. Updated December 13, 2012 Version 4.1 Page 9

10 Daily Actuals Shows the 15 minute increment (on the X-axis), the daily Actual Transactions (left on the Y-axis) and the no. of employees worked (right on the Y-axis) during the corresponding 15 minute increment time slot for the selected District, Account, Unit, Worksite, Subsection and the Date. Weekly Actuals Shows Previous 7 days (dates) Forecasted Transactions and Actual Transactions (left on the Y-axis), Forecasted Shifts Head count and Actual Shifts Head count (right on the Y-axis) starting from the selected Date (on the X-Axis) for the selected District, Account, Unit, Worksite, and Subsection. Updated December 13, 2012 Version 4.1 Page 10

11 Weekly Analysis Data Shows 7 days labor analysis data from Friday to Thursday for the selected District, Account, Unit, Worksite, Subsection and the Date. Weekly Time & Attendance and Schedule data is displayed in the first two grids. Variance is calculated as Time & Attendance values minus Schedule values and the results are displayed in the bottom grid. Labor Hours: Shows in red if this value is not 0 and > Target Scheduled hours. Average Check: Shows in red if this value is < Planned/Scheduled Average Check. Sales per Labor Hour: Shows in red if this value is < Target Sales per Labor Hour(s). Trans per Labor Hour: Shows in red if this value is < Target Transactions per Labor Hour(s). 6. Click Print and the current selected chart type will be printed to PDF which can be sent to printer or saved to user s local disk. Updated December 13, 2012 Version 4.1 Page 11

12 Daily Forecast: Weekly Forecast: Daily Actuals: Updated December 13, 2012 Version 4.1 Page 12

13 Weekly Actuals: Weekly Analysis: 7. Click View ULLA Alerts on the Weekly Analysis grid section and it shows unit wise missing data for various sections like, sales, transactions, shifts and schedules. Updated December 13, 2012 Version 4.1 Page 13

14 Step 5: Labor Data Analysis Report To generate a Labor Data Analysis Report: 1. Go to View > Reports > Labor Data Analysis Report. 2. Report Criteria screen is displayed with: a. First District is selected. b. ALL is selected for Account. c. ALL is selected for Unit. d. ALL is selected for Worksite. e. ALL is selected for Subsection. f. Current (today s) date is selected as specific date. Note: when Show All Levels is clicked, ALL is selected in Account, Unit, Worksite and Subsection dropdowns. 3. Click Generate Report. A PDF report is generated based on the selected criteria. If Account, Unit, Worksite and Subsection values are ALL, then a Summary report is generated for the selected District and also for each Account, Unit, Worksite and Subsection. NOTE: If no data exist, an empty PDF report is generated: No Data Found. Sample Report Updated December 13, 2012 Version 4.1 Page 14

15 Unit Level Day Part Setup Click on + icon on the KRI Forecast Entry screen to add Day Parts. Click on X icon on the KRI Forecast Entry screen to delete Day Parts. You can add any number of day parts in a time sequence and overlapped timings. But make sure day parts cover all 24 hours without any gaps. If there are any gaps, then it shows label on the KRI Forecast Entry screen. a warning left to the Day Part 1. Enter any Day Part Name. 2. Select Start Time and End Time for the day part. 3. Click Save button to save the day part. 4. Existing Day Parts (Read Only) grid will be updated with the newly added day parts. 5. Existing Day Parts (Read Only) grid is only view purpose and can not be edited directly here. 6. In order to delete any day part, go back to KRI Forecast Entry screen, select the Day Part and click X button. Updated December 13, 2012 Version 4.1 Page 15

16 Updated December 13, 2012 Version 4.1 Page 16