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:
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
• 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 Benchmarks
• Measure Activity – Time To Perform
–
–
–
–
–
–
sorting incoming mail
boxing students mail
processing packages
processing accountable mail
delivering campus mail routes
other duties
=
=
=
=
=
=
3 hours
3 hours
3 hours
1.5 hours
4.5 hours
21 hours
• Total Daily Performance Hours = 36
Staff Estimate Process
Packages
1. Monthly Volume divided by monthly
number of work days (20) = pieces per day (PPD)
2. PPD divided by delivery rate (10) = pieces per
hour (PPH)
3. PPH divided by the daily number of hours
worked (7) = total number of FTES needed
Example 1 - Packages
MV=Monthly Volume
PPD = Pieces Per Day
PPH = Pieces Per Hour
1. MV 3,500 packages / 20 working days = 170 PPD
2. Pieces per day 175/10 process per hr = 17.5 PPH
3. 17.5 PPH/ 7 (hours per day) = 2.2 FTE’s
Staff Estimate Process - Mail
1. Daily mail volume divided by RSR 1,000 pcs/hr
2. Daily mail volume divided by FSR 500 pcs/hr
3. Total the number of hours per day needed for
mail delivery
4. Divide the sum of 1-2-3 by the daily employee
work hours (7) = number of FTE’s required
Example 2 - Mail Volume
1. MMV = 600,000 / number of work days (20) = 30M
2. DMV 30,000 / (RSR 1,000 pph) = 30 hrs per day
3. DMV 30,000 / FSR (500 pph)
= 60 hrs per day
4. 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
1
Monthly volume divided by the number of work days (20) = Daily Volume Column C
2
Daily mail volume divided by ROUGH sort per hour (1,000) = Hours Per Day to Sort = Column D
3
Daily mail volume divided by FINE sort per hour (500) = Hours Per Day to Sort = Column E
4
Hours required for mail delivery to routes, dorms, supplies ect = Column F
5
Divide the sum of lines 2-3-4 DIVIDED by 7 (daily work hours minus breaks and misc) = Column G
NOTE: You can adjust the daily work hours to fit your operation!
Month
Total
Daily
Volume
Volume
Delivery
FTE
Mail
Volume
Rough Sort
Fine Sort
Hours
Required
July
196,002
August
216,321
September
9,800
10
20
10
6
10,816
11
22
10
6
216,930
10,847
11
22
10
6
October
249,515
12,476
12
25
10
7
November
257,879
12,894
13
26
10
7
December
237,529
11,876
12
24
10
7
January
212,505
10,625
11
21
10
6
February
215,524
10,776
11
22
10
6
March
0
-
-
-
0
-
April
0
-
-
-
0
-
May
0
-
-
-
0
-
June
0
-
-
-
0
-
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
• Utilize measurements for accuracy
• Utilize a Staff Estimate Process
• Integrate & train to industry benchmarks
• Determine your cost per piece