Staff Hours

Action

How much time do you spend doing the different aspects of your job?

• Recycling - on the schedule
• Recieving - on the schedule
• facilities - 4-8 hours a week
• facilities inprovement - flucuatues depending on who takes what tasks, and how they taskcreap

How much time do you need?

• Recycling - vender communication is taken from admin time
• Recieving - may need to increase staffing depending on future requierments.
• Facilities - getting better - the time allocated and the time spent are equalizing

What are the problems you see? Possible solutions?

Facilities managment needs a better plan. Make it somones major job. Contractor? make it easyer to volunteer to get these things done.

Where are the inefficiencies?

We have a large amount of tasks that are overaqrching and raireley get talked about. Recycling sells stuff, but dont have a defined way of colaberating with a sales group (tho its getting done, and well).

HR

• Task
  • Reviews – Collective - 22.5 hrs/month
  • Reviews – Intern - 4 hrs/month
  • Hiring – Collective 10 hrs/month
  • Hiring – Intern - 11 hrs/month
  • Payroll - 3 hrs/month
  • Health Insurance - 2 hrs/month
  • Buddy-System - 4 hrs/month
  • Volunteer Issues - 2 hrs/month
  • Documentation - 0.5 hrs/month
  • Staff Issues - 3 hrs/month
  • Hiring Strategy - 5 hrs/month
  • Meetings - 24 hrs/month

• total monthly hours - 91

Knowledge Bees

• Task
  • Planning Classes - 20 hrs/month
  • Advertising New Classes - 10 hrs/month
  • Documentation of Classes - 30 hrs/month
  • Teaching - 74 hrs/month
  • Tech Support - 84 hrs/month

Total Hours Per Month

• 218

Outreach

• Events:
  • Holiday Party - 52 hours over the course of 3 weeks
  • Geek Fair - impossible to calculate (a LOT)

• Inreach:
  • BBQ - 12 hours per BBQ
  • Coffee Mornings - 3 hours (over the course of 1 week)
  • Front Desk - 55 hrs/week
  • Goodbye Parties - 2 hrs (per goodbye)
  • Volunteer Rewards - 1 hr/each instance (3 instances/month)
  • Tours - 10 hrs/wk for tours + 10 hrs staff time for creating training + 2 hrs/month for ongoing training
  • Misc Admin work - 5 hrs/wk
  • Public Email Answering - 6 hrs/wk

• Fundraising
  • Grantwriting - 10 hrs/wk for each non-enormous grant

• PR
  • Fielding interview/info requests - 5 hrs/wk
  • Website maintenance - 1 hr/wk
  • Corporate Outreach - 4 hrs/wk

• Commies
  • Tabling - 10 hrs/month
  • Fielding email - 1 hr/wk

• More hours we should be spending
  • Fundraising
  • Grant/Fundraising Coordination - 5 - 10 hrs/wk

• PR
  • Website maintenance - 20 hrs to finish overhauling website + 1 hr/wk maintenance
  • Corporate Outreach - 6 hrs/wk

• Commies
  • Volunteer outreach - 5 hrs/wk

• What are the problems you see? Possible solutions?
  • No plan for outreach, including events (solution = make a plan)

• Where are the inefficiencies?
  • Lack of easy-to-find, concentrated info, including tabling/easily distributed materials = waste time searching for this info (i.e. stats, recycling/environment info, etc.)

Reuse

Production Hours: Scheduled, Current and Desired

	Hours on the Schedule	Hours worked w/o overtime	Hours desired to maximize output	Realistic Sane Hours That may be possible that do not require being in two places at the same time
Build	40	40	40	40
Laptop Build	24	28*	28	24
Mac Build	6	10*	16	10
Printers	20	20	25	25
Prodcore	18	35*	40	24
Total	108	133*	149	123

(*) These hours are usually worked during other shifts that do not need full over site, for example a build shift that has a volunteer build instructor present.

Build

Build is historically the best staffed area of Production. All build shifts are overseen by a staff member. Build shifts with Volunteer Build Instructors allows the Staff Member assigned to the class the ability to do more Production Coordination related tasks while staying accessible to their instructor.

Volunteer to Instructor Ratio 8:1

Laptop Build

Laptop build has been hampered by moving to a new location. Now that the move is complete we are ramping up and pulling in more volunteers. Laptops are more complicated to repair than standard PC systems. This makes it more difficult to recruit Volunteer Build Instructors than in Build. One that we are trying to address this problem is to have each class specialize in a certain laptop Manufacturer thus simplifying the processes somewhat. This may allow volunteers to feel more comfortable in a shorter period of time, thus giving them the confidence to teach their own class on the Manufacturer of their specialty. Also, we would like to see one more laptop shift added to the schedule to keep up with the incoming systems.

Volunteer to Instructor Ratio 4:1

Mac Build

Mac Build is Productions newest wing. It is running quite well despite the very few number of hours that are allocated to it. We would like to see 2 more Mac shifts on the schedule per week, brining the total number of Mac shifts to 4.

Volunteer to Instructor Ratio 3:1

Printers

Printers has been running for quite some time outside of Production. Our Intern working in Printers has been keeping the flow of printers from swamping us without the help of many volunteers in the Printer area. Production would like to take over Printer Land and Staff it with the help of another Production Coordinator. We feel that we would only need to allocate 5 more hours into Printer Land to make it more productive. The expected influx of volunteers into Printer Land when it is opened to general volunteer sign up should help to alleviate the need for many more staff hours.

Current Volunteer to Instructor Ratio 1:0

Desired Volunteer to Instructor Ratio 3:1

Production Coordination

Production Coordination is a catch-all for all the other Production related tasks and activities that happen on a daily basis. These tasks and activities include:

1. running advanced testing
2. R&D for new projects
3. sorting and packing for bulk sales
4. updating systems and documentation for volunteers
5. recruiting more production volunteers.

Production hours are usually a bit flexible and can be directed to areas that are swamped or under performing to help get things back on track in an accelerated manner. With the creation of new advanced testing we have a much larger potential for production, but also a larger amount of overhead upfront to get it fully running and filled with regular volunteers.

Current Volunteer to Instructor Ratio 2:1

Desired Volunteer to Instructor Ratio 4:1

Prebuild

NOTE: Prebuild is related to production from a volunteer's point of view, so I'm adding these details here rather than somewhere else. However, these hours are not part of the overview table above.

Current schedule for Prebuild

Standard shifts (11:30-1:30, 2:30-4:30, 6-7) 5 hours per day, 25 hours per week

Training shifts (generally paid interns wanting cross training) 5 hours per week

Full coverage for Prebuild

Proposed work shifts: 11:15-3:15 and 3-7

40 hours per week

Training shifts

Paid interns often want cross training and prebuild is a popular spot for this. It usually takes about 5 shifts for a new paid intern to learn the job and be able to staff the position unattended. If half of our paid interns opt to do this (we have 8 interns per year) this works out to twenty 4 hour shifts per year, or about an additional 7 hours per month (1.5 per week).

Volunteer shifts

Current situation (guesswork involved)

There are two slots available for sorting, twice per day.

Assuming volunteers spend an average of two hours in sorting per person.

There are three slots in Eval 1 and three in Eval 2, twice per day.

Assuming volunteers spend an average of 2.5 shifts in each job.

Assuming prebuild shifts are filled 75% of the time.

Sometimes volunteers work in legacy instead of Eval 2, but we'll assume that those hours are included as Eval 2 above.

Math based on these assumptions shows numbers like this:

Volunteer Hours in Prebuild

	Sorting	Eval 1	Eval 2	Total
Weekly	30	168.75	168.75	367.5
Monthly	130	731.25	731.25	1592.50

The above numbers might be accurately determined by getting them out of the volunteer hours data stored in the database (assuming volunteers get their hours logged correctly). FGdb does not have a user interface for getting these numbers (yet). But it can be done with a little work.

Based on these numbers the Staff Hours to Volunteer Hours Ratio is between 1:12 and 1:15, depending on whether you count the paid intern training shifts as staff or not.

When you're on duty, the Staff to Volunteer Ratio is something like 1:4 or 1:8 depending on whether all volunteers have shown up or not.