Class 4-Workforce Profile Pt.2 and Headcount and FTE.pptx

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1. Workforce Profiling Pt.2, Headcount and FTE Class 4

2. Agenda Questions from last class? 2 Assessments due tonight at 11:59pm Assignment 1 GRADED Pivot Table Quiz Diversity Report Quiz - GRADED is due next week at 11:59pm What is headcount and how does it differ from full-time equivalent (FTE)? Complete the full corporate profile report Analyze the findings

3. Headcount and FTE

4. Headcount vs. FTE Headcount = HR term FTE = Accounting/Finance term Headcount = each employee = 1 head FTE = each employee <= 1 FTE 1 full time employee = 1 FTE 1 part time employee, 3 days per week = 0.6 FTE

5. Headcount vs. FTE Nav works full-time Headcount: 1 FTE: 1 Trinh works full-time Headcount: 1 FTE: 1 Ameena works part-time (1/2 the hours of full-time) Headcount: 1 FTE: 0.5

6. Headcount vs. FTE Nav works full-time Headcount: 1 FTE: 1 Trinh works full-time Headcount: 1 FTE: 1 Ameena works part-time (1/2 the hours of full-time) Headcount: 1 FTE: 0.5 Total Company Headcount: 3 FTE: 2.5

7. Headcount vs. FTE Nav works full-time Headcount: 1 FTE: 1 Trinh works full-time Headcount: 1 FTE: 1 Ameena works part-time (1/2 the hours of full-time) Headcount: 1 FTE: 0.5 Jim works part-time (1/4 the hours of full-time) Headcount: 1 FTE: 0.25

8. Headcount vs. FTE Nav works full-time Headcount: 1 FTE: 1 Trinh works full-time Headcount: 1 FTE: 1 Ameena works part-time (1/2 the hours of full-time) Headcount: 1 FTE: 0.5 Total Company Headcount: 4 FTE: 2.75 Jim works part-time (1/4 the hours of full-time) Headcount: 1 FTE: 0.25

9. Headcount Includes All permanent employees who receive a T4 Permanent Full Time Permanent Part Time Employees on paid or unpaid temporary leaves of absence Does not include Contractors Temporary or casual staff Employees on long-term disability (depends on company) Headcount = each employee = 1 head

10. Full Time Equivalent - FTE Full-time Equivalent (FTE) The proportion (percentage) of time worked by an employee in an organization FTE is measured as a fraction of the maximum hours a person can work without overtime  

11. FTE Dependent on Max Hours “Max Hours” is the maximum # of hours one can work per week without overtime Federal = 40 hours per week BC = 40 hours per week Manitoba = 40 hours per week Newfoundland & Labrador = 40 hours per week Ontario = 44 hours per week P.E.I. = 48 hours per week Quebec = 40 hours per week Saskatchewan = 44 hours per week No weekly limits for Alberta, New Brunswick, Nova Scotia The Territories fall under Federal definition

12. FTE Dependent on Max Hours “Max Hours” is the maximum # of hours one can work per week without overtime Ontario = 44 hours per week Collective agreements override basic employment standards Federal unions = 37.5 hours per week Some provincial unions = 36 hours per week

13. Workforce Demographics – FTE Actual Example 1: An employee is scheduled for a 35 hour work week, the standard for the entire organization. The employee had the following hours recorded for the quarter : Total hours worked in period = (35 hours per week X 12 weeks – which includes 1 week of paid vacation (i.e. 35 hours) Total hours in period = (35 hours per week X 12 weeks)    

14. Workforce Demographics – FTE Actual Example 2: During a 12-week period a part-time employee works 22.5 hours per week They also took 45 hours of unpaid vacation during this time The standard work week for the entire organization is 37.5 hours per week Total hours worked in period = (22.5 hours per week X 12 weeks less unpaid vacation time of 45 hours) Total hours in period = (37.5 hours per week X 12 weeks)     We are doing the calculations over a 12-week period because unpaid vacation was taken and needs to be removed

15. Workforce Demographics – FTE Actual Download the file, “FTE Worksheet” to complete the following examples

16. Workforce Demographics – FTE Actual Example 3: Your HR Manager asks you to calculate the department’s headcount and FTE Your HR Department (Note: Standard Work Week = 40 hours per week) Non-Management Employees Hours Worked Per Week Headcount Full Time Equivalent (for 12-week period) A 25     B 30     C 15     D 20     You 40         Total    

17. Calculate FTE – Planning 50 employees in a firm 20 are part-time, working 32 hours per week Full-time hours = 40 hours per week What is the FTE total for the firm? First, find the FTE for all full-time employees Second, calculate the FTE for part-time employees Add together the FTE for Full-Time and FTE for Part-Time

18. Accounting Labour budgets are calculated from FTE FTE total * max hours/week * 52 weeks per year * salary level = cost per employee Sum of costs per employee = labour budget expenditures

19. Calculate Headcount & FTE – Actual HR Department - (Note: standard work week = 40 hours) Employee Hours Worked Per Week Total Paid Vacation Hours (over 12 weeks) Total Unpaid Vacation Hours (over 12 weeks) Headcount Full-time Equivalent (round to 2 decimals) (12-week period) Jim 6 Elyse 29 12 Navdeep 31 36 Dillion 36 15 Georgia 40 40 Marcus 14 24 Nina 40 10 TOTAL

20. Review - Calculating FTE Points to Remember Look at the employee database Find an employee with “Full Time” status Then find the field that indicates how many hours they work per week  this is the denominator used in the FTE formula To calculate FTE for all employees take the hours they work per week and divide by the hours a full-time person works per week  

21. Additional Information to Profile the Company

22. Class Activity Open the file you were working on last class We will add this data to the report: Leaves of Absence (Total, LTD, Maternity, Sick) Labour Structure (Full-Time, Part-Time, Full-Time LTD, Part-Time LTD, Full-Time FTE, Part-Time FTE and Total FTE) Age Demographics (Under 25, 25-34, 35-44, 45-54, 55+) Once built, review and collect observations

23. Reminders: Diversity Report Quiz - GRADED is due next week at 11:59pm Continue practicing the diversity report Keep practicing so you can complete it in less than 10 minutes Review FTE again and again and make sure you know how to properly calculate it (e.g. removing LTD from the numbers)