Standard Time Optimiser and Admin Reports

 

The Standard Time Optimiser helps improve the accuracy of Core Task Standard Times using a machine learning (ML) algorithm, giving you more confidence in teams’ planning and performance.

The primary function of the Standard Time Optimiser is to align Standard Times to actual past performance, therefore bringing a team’s productivity closer to 100%. You can run the Standard Time Optimiser for any single team in ControliQ.

This improved accuracy of Standard Times supports activities such as annual planning cycles and re-aligning Standard Times following process changes for specific Core Task.

The Standard Time Optimiser is currently only available for Team level Core Tasks. Department level tasks will need to be changed via the Core Task Setup screen.

 

To run the Standard Time Optimiser, select the Standard Time Optimiser link in the Optimiser and Admin Reports section of the Admin screen.

Search

Allows you to refine the list of Teams displayed. You can search by full or partial team name.

Team

Displays a list of Teams linked to the workgroup you have selected in the hierarchy selector.

Teams whose name appears blue have some optimised standard times that can be viewed by.

Period

Details the period of historic data used to generate the optimised standard times. This can be 3, 6 or 12 months. You cannot generate optimised standard times if you have less than 3 months of historical data for that task.

End Date

This is the last day of data that was included in the historic data used to generate the optimised standard times.

Requested By

Confirms the user that requested the optimised standard times be generated.

Date / Time Requested

Confirms the date and time the request was made to generate optimised standard times.

Status

Confirms the status of the request:

  • Complete – optimised times have been generated and are ready for viewing

  • In Progress – The optimiser is still working to generate standard times. You can navigate away from this screen and continue to work on other things whilst the optimised times are being generated. You will receive a in-app notification when the standard times have finished generating.

  • No Result – There was not enough historic data to generate optimised times for the selected tasks.

Please note If the optimiser has not been requested for a team the status will show blank.

Click the icon to request optimised standard times be generated for a team.

 

 

To run a new optimiser for a team select the icon next to the team name.

 

Team

Confirms the name of the team that has been selected to generate optimised standard times for.

Period

Click the drop-down menu to select the period of historical data that you would like to feed the algorithm that will generate the optimised standard times. This can be 3, 6 or 12 months.

End Date

Select the last day of data you would like included in the historical data period. The optimiser will then use this data and the previous 3, 6 or 12 months of data.

Staff Member

Click on the drop-down menu to select the team members data that you would like the algorithm to use. You can select to use all staff by clicking the checkbox next to the All option or select combinations of team members by selecting the check boxes next to their names.

Core Task

By default, the Standard Time Optimiser will look to optimise times for all core tasks linked to the selected team. To de-select tasks from the optimisation process click on the checkbox next to their name to de-select them.

Standard Time

Confirms the current standard time of each task linked to the selected team.

Linked Workgroup

Confirms any other teams that each task is linked to. If you change the standard time for the selected team, it will change it for the other teams too.

Clicking on this row will expand the data so you can view the full name of every team the task is linked to.

Generate

Once you have set your parameters click the Generate button to start the optimisation process. The status of the selected team will display as In Progress in the Standard Time Optimiser table.

Generating the times can take a few minutes, you can navigate away from the page to complete other activities whilst the times ae being generated.

 

 

Once the standard times have been optimised ControliQ will send a in-app notification that the process has completed. The status of the team you generated optimised times for will show as Complete in the Standard Optimiser table (if there was enough historical data to generate optimised times). To view the results, click the team’s name, this will now be highlighted blue to indicate there is optimised times available for this team.

 

Summary

Confirms the details of the generated times you are viewing including:

The team the times were generated for.

The historic data period used to generate the times.

The number of team members whose historic data was used by the algorithm.

Search

You can refine the list of tasks displayed by searching using either a full or partial task name.

Core Task

Confirms the names of the core tasks that optimised times were generated for.

Standard Time (Mins / Secs)

Confirms the standard time of each task on the date the optimised times were generated.

Smart Time (Mins / Secs)

Displays the optimised standard time for the task. An increase in time will be indicated by an upward arrow and a decrease in time by a downward arrow.

Confidence Level

Confirms the Standard Time Optimisers confidence level in the optimised time.

Items Completed

Confirms how many items of work out were completed by the team members during the historic data period used to generate the optimised times.

Linked Workgroups

Displays any other team that the selected task is linked to. If you change the standard time for the selected team, it will change it for the other teams too.

Clicking on this row will expand the data so you can view the full name of every team the task is linked to.

Optimise

Clicking this button will prompt the Optimise Standard Time dialogue box to open.

The dialogue box will display the standard time that will be applied to the task if you select the Save button. By default, this will be the optimised time however you can amend this by typing a new time directly into the Mins and Secs fields or by using the increase/decrease arrows

You can also select the date that the standard time change will apply from. By default, this will be the current day, however you can backdate this date up to 90 days or forward date 1 day. To change the Valid from date either type the new date directly into the cell or select using the calendar icon

 

 

ControliQ aims to help users make the best possible decisions on their Core Task Standard Time, and the Confidence Level is key to this. Based on a number of factors, such as the volume of Items Completed and the number of Team members who completed the task the algorithm will assign a confidence level of either High, Medium or Low to a Smart Time.

If the confidence level is low this means that he volume of items completed or the number of team members who completed the task was not enough for the algorithm to generate a time it is confident in. In this situation it is best to re-run the optimiser over a longer period to increase the Items Completed and Team members data that the algorithm can utilise.

Formula / Logic Explanation Numerical Example

Original Standard Time

The initial standard time for each task

120 minutes

Work Out

Work Out = Units * Original Standard Time

Work Out = 10 units * 120 minutes = 1200 minutes

Team Task Productivity

Team Task Productivity = Total Work Out / Total Core Time

Total Work Out: The sum of workouts for all tasks performed by the team.

Total Core Time: The sum of core time (productive work time) for all team members.

Team Productivity = 1200 minutes / 360 minutes = 3.33

Revised Standard Time

Revised Standard Time = Original Standard Time / Team Task Prod.

Revised Standard Time = 120 minutes / 3.33 = 36 mins

Productivity Median

Median productivity is calculated for the tasks (productivity values for the task are calculated / obtained using the skills model)

Productivity : [3, 4, 5] -> Median = 4

Estimated Task Productivity

Estimated Task Prod. = Median productivity for each task / Team Task Prod.

Est. Task Prod. = 4 / 3.33 = 1.2

Optimised Standard Time

Optimised Standard Time = Revised Standard Time / Est. Task Productivity

Optimised S.T. = 36 mins / 1.2 = 30 mins

 

 

 

The ControliQ Audit log allows you to see the actions taken for different categories or by different users within the tool.

To run an Audit Log select the Audit Log link in the Optimiser and Admin Reports section of the Admin function.

From and To Dates

Set the date range in which the actions you’d like to review would have taken place. To set a date either type it directly into the cell or use the calendar icons

Category

Select the Category that you would like to review actions for from the drop-down menu. The options are:

Admin

Buzz Board

Data Capture

Manage Data

Note/Comments

Planning

Smart Skills Centre

System Admin

Sub-Category

The Sub-Category drop-down menu will then display the additional options available based on the category you have selected.

If you want to review all actions that relate to your selected Category leave the Sub-Category option blank.

Workgroup

If relevant for the selected Category and Sub-Category combination selected the Workgroup drop-down menu will display the workgroups that you can review the Audit log for.

The drop-down menu will display the workgroup you currently have selected in the hierarchy selector (All) plus all its child workgroups.

User / Staff Member

If relevant for the selected Category and Sub-Category combination the User/Staff Member drop-down menu will display all of the Users and Staff Members that can have actions taken for them in the workgroup you have selected in the Workgroup drop-down. You can choose to view actions for all users by selecting the All option or for an individual by selecting their name from the list.

Search

Once you have set the parameters for the Audit data you would like to view click the Search button to run the Audit Log.

 

The results of your search will then display in the results table below. You can refine the results displayed using the Search icon or Filters as well as export the results to MS Excel using the Export function .

Modified On

Displays the date and time the action was taken.

Modified By

Displays the username of the individual who took the action.

Category

Confirms the Category the action relates to.

Sub-Category

Confirms the Sub-Category the action relates to.

Name

Displays the name of the item created if applicable.

Date

Displays the date the action applies from .

Workgroup

Displays the Workgroup the action relates to if applicable.

User / Staff Member

Displays the name of the User/Staff Member the action applies to if applicable.

Activity

Confirms the activity such as Core, Diverted, Downtime that the action relates to if applicable.

Task

Displays the name of the task that the action relates to if applicable,

Action

Confirms the action taken. This can be:

Created

Updated

Deleted

Sourced

Verified All

Depending on the Category being reviewed.

Modified Entry

Confirms the existing item that was modified during this action if applicable.

Original Value

Displays the existing item details before the modifying action was taken if applicable.

Modified Value

Displays the existing item details after the modifying action was taken if applicable.

Selecting the search icon will allow you to refine the list displayed.

Select this icon to export the list to MS Excel.

Click the Filter option to refine the list on display.

 

 

Sub-Category Details

Core Task

Will display actions relating to the creation, amendment and deletion of Core Tasks

Core Task to Workgroup

Will display actions relating to the linking and unlinking of Core Tasks to/from Workgroups

Departments and Groups

Will display actions relating to the creation, amendment and deletion of Departments and Groups

Diverted Tasks

Will display actions relating to the creation, amendment and deletion of Diverted Tasks

Diverted Tasks to Workgroups

Will display actions relating to the linking and unlinking of Diverted Tasks to/from Workgroups

Downtime

Will display actions relating to the creation, amendment and deletion of Downtime Categories

Downtime to Workgroups

Will display actions relating to the linking and unlinking of Downtime Categories to/from Workgroups

National Holidays

Will display actions relating to the creation, amendment and deletion of National Holidays

National Holidays to Workgroups

Will display actions relating to the linking and unlinking of National Holidays to/from Workgroups

Permissions to User

Will display actions relating to the linking or unlinking of permissions to/from user accounts

Skill Levels to Staff Member

Will display actions related to adding, increasing or decreasing staff member skill levels through the Skills Matrix

Source Systems

Will display actions related to creating, editing and deleting ControliQ Connect Source Systems

Staff Members and Users

Will display actions relating to the creation, amendment and deletion of Staff Members and Users

Staff Members to Team

Will display actions relating to the linking or unlinking of Staff Members from Teams

Task Groups

Will display actions relating to the creation, amendment and deletion of Task Groups

Workgroups to Main Workgroup

Will display actions relating to the linking and unlinking of Workgroups in the hierarchy

 

 

Sub-Category Details

Buzz Board

Will display details of actions related to:

The creation and amending of Counter measures including their priority and status

The creation and amending of Messages including their priority and status

The allocation or amendment of Diverted time

The amendment of the team's name

 

 

Sub-Category Details

RTM

Displays actions related to session Start, End and Resumed times for RTM users

 

 

Sub-Category Details

RTM History

Displays actions relating to the amendment of Start and End times of activities and the increase/decrease of Core Task volumes via the RTM History tab

Staff Member

Displays actions relating to the adding, amending, deletion or verification of Core, Diverted and Resource data for an individual Staff Member via the Manage Data Time Worked, Diverted and Core tabs

Workgroup

Displays actions relating to the adding, amending, deletion or verification of Work In or WIP values via the Manage Data, Workgroup tab

 

 

Sub-Category Details

Control Report

Details the creation, amendment and deletion of notes added to Control Reports

Dashboard

Details the creation, amendment and deletion of notes added to the Live Status Dashboard

Loading Board

Details the creation, amendment including resolution and deletion of notes added to the Loading Board

Manage Data

Details the creation, amendment and deletion of notes added via the Manage Data screen

Planning

Details the creation, amendment and deletion of notes added to Plans

Production Report

Details the creation, amendment and deletion of notes added to Production Reports

RTM

Details the creation, amendment and deletion of notes added via RTM

 

 

Sub-Category Details

Details - Core

Details actions related to the adding, removing and sourcing of Core Task plan volumes

Details - Diverted

Details actions related to the adding, removing and sourcing of Diverted Task plan time

Details - Downtime

Details actions related to the adding, removing and sourcing of Downtime plan time

Details - Productivity

Details actions related to the adding, removing and sourcing of Productivity plan values

Details – Time Available

Details the creation, amendment and deletion of notes added to Plans

Plan Status

Details actions relating to the setting or amending of the Plan Status

Plans

Details actions relating to the creation and deletion of plans

Summary

Details changes made to the plan name

 

 

Sub-Category Details

Skill Level

Displays actions relating to the increase or decrease of staff member skill levels via the Smart Skills Centre

Skill Targets to Teams

Displays actions related to the creation or amendment of team skills targets

Smart Skills Configuration

Displays actions related to the inclusion / exclusion of a staff member for auto update of skills and the inclusion / exclusion of Smart Skill generation.

 

 

Sub-Category Details

Permissions to Role

Details actions relating to the assigning or un-assigning of different permissions to roles.

 

 

 

 

 

The ControliQ Usage Report gives you a view by month of the number of licences utilised and the users these licences are assigned to. To run the Usage Report, select the Usage Report link from the Optimiser and Admin Reports section of the Admin screen.

 

Select the team that you would like to run the report for from the drop-down menu and the month that you would like to view the data for. When you click the Download button the data will download via MS Excel.

 

Summary

 

Provides an overview of the data included in the report:

Workgroup – Confirms the level of the hierarchy that the report was run for. The data will cover the selected workgroup and any of its child workgroups.

Month – Confirms the month and year the data covers.

Licences – Confirms the total number of licenses allocated during the selected month.

Casework Licences – Confirms out of the total licences how many are Casework licences.

  

Full Name

Displays the full name of the individual the licence is allocated to.

Month

Confirms the month and year covered by the data displayed.

Username

Displays the username of the account the license is allocated to.

StaffMemberId

Displays the unique identifier number for the user or staff member that the license is allocated to.

WorkgroupId

Displays the unique identifier number of the workgroup the user or staff member is linked to.

For staff members this will be the ID of the team they are linked to.

For users this will be the highest level of the hierarchy that they have a role assigned.

Workgroup

Displays the name of the workgroups the user or staff member is linked to.

For staff members this will be the name of the team they are linked to and workgroups they have roles assigned for.

For users this will be the workgroups they have roles assigned for.

Location

Confirms the selected Area and Location of the individual the license is allocated to.

Worked?

Confirms if the individual has captured or had captured for them any production data in the month being reviewed.

Logged In?

Confirms if the individual has logged into ControliQ in the month being reviewed. For Staff Members where their data is fed into ControliQ via Connect this may show as “No”.

License?

Confirms if the individual has an active license allocated to them.

Casework License?

Confirms if the allocated licence is a CaseworkIq licence

Series

Displays the ControliQ Series features that the allocated license provides access to.

 

More Information

Standard Time Optimiser Confidence Score