MANPOWER PLANNING

for a Healthcare OrganizationVer. 1.0

Victor Bhattacharya ● Rajdev Shaw ● Manish Kumar Prasad ● Sunny Deo Bhakta ● Rohit Anand

Business Case & Objectives“ To develop a Manpower Plan for a proposed pan-India Hospital network

of very large scale ‘’1. Define, Measure & Analyze the manpower requirements of a hospital

1.1 Create a robust manpower requirement model

1.2 Map the available manpower of the hospital to the requirement

2. Implement (as Improve) a plan to meet the recruitment figures

2.1 Create a Brand Building Plan

2.2 Setup the Supply Chain

3. Control the recruitment process

3.1 Setup a Standardized recruitment process

PHASE

DEFINE / MEASURE / ANALYZE

Assumptions BASE DATA

1. Patient Arrival Data is provided by the hospitals MIS team for the last 6 months based on which the Patient Arrival Pattern (PAT) is created for each week day at an hourly interval level

2. Weekly PAP remains the same throughout the month

3. We assume that the hospital runs in 5 major metropolitan cities denoted by 1, 2, 3, 4 & 5

4. Each Location has 100 beds which are always full

DEPARTMENTS, HOURS OF OPERATIONS & CAPACITY

5. There are 3 departments in the hospital: Emergency, Out Patient Department (OPD) & In Patient Department (IPD)

6. Emergency is on 24 X 7

7. OPD is open from 9:00 Hrs to 21:00 every day (except Sundays)

8. IPD is open 24 X 7 and each location has 100 beds which are always filled to capacity

STAFF REQUIREMENTS (CASE TO SKILL REQUIREMENT RATIO)

9. Emergency Ward : Intern (1:5), MD (1:10), Nurse (1:3), Surgeon (1:25), Support Staff (1:10), MIS (1:250)

10. OPD : Intern (1:0), MD (1:20), Nurse (1:20), Surgeon (1:0), Support Staff (1:10), MIS (1:150)

11. IPD : Intern (1:20), MD (1:40), Nurse (1:10), Surgeon (1:50), Support Staff (1:10), MIS (1:150)

12. Each employee works a shift of 9 Hrs every day of which 1 hour is for breaks.

13. An employee works for 6 days a week (not exceeding 42 Hrs a week as per labor law)

Creation of PAP at Location LevelSTEP 1 →

In order to understand the number of people that are required to handle the patients coming in the various departments of the hospital and at which time what number of each type of resource (employee) needs to be rostered; a Patient Arrival Pattern is created using the Patient_Arrival_Pattern_PAP_Ver_1_0.xlsx tool; first; at the location level

A snapshot of the Location level PAP for a week is given below, the same is recorded & calculated in the Patient_Arrival_Pattern_PAP_Ver_1_0.xlsx (embedded as EMB_1)

Legend →Emb_1 → Patient_Arrival_Pattern_PAP_Ver_1_0

Creation of PAP at Pan India LevelSTEP 2 →

The Patient Arrival Pattern at the Pan India Level is created as a combination of thePAP for all the locations (Loc_1, Loc_2, Loc_3, Loc_4 & Loc_5 in this example).

A snapshot of the Pan India level PAP for a week is given below, the same is recorded & calculated in the Patient_Arrival_Pattern_PAP_Ver_1_0.xlsx (embedded as EMB_1)

Legend →Emb_1 → Patient_Arrival_Pattern_PAP_Ver_1_0

Creation of PAP at Pan India LevelSTEP 3 →

The number of employees in various roles required for each location and collatedat the Pan India Level is calculated based on the assumed ratios using the Consolidated_Manpower_Requirement_Projections_CMRP_Ver_1_0.xlsx tool.

A snapshot of the Pan India level PAP requirement for a week is given below, the same is recorded & calculated in the Consolidated_Manpower_Requirement_Projections_CMRP_Ver_1_0 (embedded as EMB_2)

Legend →Emb_2 → Consolidated_Manpower_Requirement_Project

Creation of Available vs. Required Manpower Matrix STEP 4 →

The Available vs. Required Matrix (ARMx) is created to understand the accuratemanpower requirement for each job role

Legend →Emb_2 →

A snapshot of the Pan India level ARMx is given below (embedded as EMB_2). Now we know the exact number of recruitment that has to be carried out for each job role.

Consolidated_Manpower_Requirement_Project

PHASE

IMPLEMENT (as IMPROVE)

Create a Brand Building PlanSTEP 5 →

The marketing team has to build visibility of the brand so that the potential Employees are aware of the same. Projecting the hospital as a stable and well financed entity will attract talent of high quality. The tools to achieve the same are listed below:

MEDIA

1. Television & Radio advertisements

2. Print Ads in leading publications & medical journals

3. Hoardings & Banners at key locations in the cities of operations

DIRECT INTERACTIONS

4. Seminars on services provided by the hospital at key medical institutions

5. Setting up of awards and research grants for existing medical professionals in co-ordination with statutory & self regulatory medical bodies such as the Indian Institute of Medical Professionals

6. Setting up scholarships for academic excellence in the field of medicine

7. Establishing a year round student visit program to bring final year medical students to visit the facilities in the various cities

Setting up the Supply ChainSTEP 6 →

A set of recruiters with proven experience in hiring medical professionals should besetup; at the initial stage much of this can be outsourced to Staffing Consultants &gradually reduce the dependency by building in house competency.

Key sources of potential candidates are listed below:

Staffing Consultants

Internet based Job sites

Campus Hiring

Employee Referrals

PHASE

CONTROL

Setup a Standardized Recruitment ProcessSTEP 7 →

It is imperative to have a pre-defined process flow to ensure that the recruitmentprocess followed for the selection / rejection of every candidate is standardized.

The key components of a holistic recruitment cycle is displayed below:

Conclusions Patient Arrival Pattern (PAP) combined with Consolidated Manpower Requirement

Projections (CMRP) are the basis for a successful initiation of a recruitment drive

Patient Arrival Pattern (PAP) is also the base file for scheduling the shifts of the available manpower, we can use Erlang Algorithm to facilitate automation in the same

Patient Arrival Pattern (PAP) will also help the organization plan proactively for Attrition, Absenteeism (Planned & Unplanned) & Weekly Offs

As manpower availability is a key requirement for a business to run we can use Patient Arrival Pattern (PAP) combined with Consolidated Manpower Requirement Projections (CMRP) as the same can be an input for the Business Impact Analysis (BIA)for creation of a Business Continuity Management (BCM) plan for the organization