DI 39503.235 Workpower Analysis Illustrated
A set of facts is given for a hypothetical State agency workload covering 4 years--fiscal
year 1974 (actual), fiscal year 1975 (estimated actual), fiscal year 1976 (estimated),
and fiscal year 1977 (estimated). Following each set of facts are the calculations
required to complete the workpower analysis table. The reader should bear in mind
that the individual change factors used in the exercise, i.e., CE rates, MER rates,
GPE rates, affirmation rates, case processing time, and examiner trainee productivity
rate vary substantially from DDS to DDS. Consequently, the time statistics appearing in this material are only for illustrative
purposes. The reader should also be aware that the types and numbers of change factors
vary from DDS to DDS. Close attention should be paid to the individual calculations
and their interrelationships from one fiscal year to the next. They are the heart
of the workpower analysis table.
It is essential that accurate and timely records be kept in order to complete the
workpower analysis table. The most reliable data and basis need to be used to support
unit time data wherever possible. Specific data resulting from a planned study, personal
observation, work sampling data (SAWS), when accompanied by complete rationale provide
the best available support of projected changes. Estimates may be used as a last resort
to support calculations such as denial and affirmation rates, examiner trainee productivity
rates, case processing times, CE rates, general physical examination rates, the purchase
of MER rates, case production rates, workload receipts, dispositions and pending statistics,
depend upon daily, weekly, and monthly records. Examples of reference sources regarding
these calculations are as follows: FD-7 (SAOR) State Agency Operations Report; the
personnel roster; case production logs; and fiscal year reporting dates schedules
indicating the number of working days and weeks per month and per quarter.
The illustrations are based on the following assumptions and factors:
There are 1,750 hours in 1 work-year (productive time).
The figures for fiscal year 1974 are given here, but should result from year long
tracking and analysis of work done in the DDS.
The statement that “no changes are estimated or anticipated” means no change in the number of dispositions, rate, and processing time. Therefore,
no calculations are required.
Decentralization began in fiscal year 1975, however, decentralization planning and
related activities started in fiscal year 1974.
Planning and related activities started in fiscal year 1974.
In the training calculation, 520 hours represent 1 quarter or 3 months of a fiscal
For budget purposes, when reference is made to case processing time or processing
time, we do not refer to the length of time it takes a case to clear the State agency,
but rather the actual time worked by the State agency personnel on that case. This
is called “direct time” or “productive” time.
NOTE: The examples used in this illustration are not necessarily factual. Fiscal years
1974 through 1977 as reflected in these illustrations as 12-month years, with all
fiscal years running from July 1 to June 30. (Actually, fiscal year 1976 ran from
July 1, 1975 to September 30, 1976 15 months), due to the transition to the new Federal
fiscal year October 1 to September 30, beginning with fiscal year 1977.
Exhibit--Workpower Analysis Summation--All Programs