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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

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
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
mail center benchmarks
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
mail center benchmarks1
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
staff estimate process packages
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
example 1 packages
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
staff estimate process mail
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
example 2 mail volume
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

average cost per piece acpp
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

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