## Assignment: Calculating Paid Ftes And Positions

Assignment: Calculating Paid Ftes And Positions

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Seriously, to complete the determination of staffing process, you must know how to figure paid FTEs and the number and type of positions needed. Paid FTEs differ from the FTEs you have previously figured because paid FTEs include both worked and non-worked hours. What you have done so far is to calculate worked FTEs.

· Non-worked Hours = Total shifts non-worked x 8 hours per shift

An example of calculating Non-worked Hours for a full-time employee is as follows:

Sick leave = 10 shifts per year

Vacation = 15 shifts per year

Holidays = 8 shifts per year

Training = 5 shifts per year

Misc. = 2 shifts per year

Total = 40 shifts per year

Non-worked Hours = 40 shifts x 8 hours = 320 hours per employee

Note: The number of non-worked hours for an employee is determined by the organization, which ensures consistent allocation of non-worked hours allocated. Although employees with seniority might have more vacation hours than new employees, for the purposes of this module, all employees have the same allocation of non-worked hours.

Here goes! Is your computer smoking yet??? Calculate the number of *Non-worked Hours* for any employee of 3A, using formulas in Excel, based upon the following data:

Sick leave = 12 shifts per year

Vacation = 10 shifts per year

Holidays = 6 shifts per year

Training = 3 shifts per year

Misc. = 3 shifts per year

Total = 34 shifts per year

Non-worked Hours = _________________

Calculating the non-worked hours is essential prior to figuring the *Paid-to-Worked Ratio (PWR)* for an organization. The PWR allows you to determine the total number of paid FTEs required to staff your nursing unit. As explained earlier, paid FTEs is a combination of worked FTEs and the replacement FTEs needed when, for example, someone is on vacation, ill, or at an education seminar. Replacement FTEs are necessary in order to maintain established staffing patterns by replacing an employee (who is calculated in *Caregiver Hours*) who is off, on vacation, etc. with a person of equal skill classification (RN for RN, LVN for LVN, etc.). Replacement FTEs need to be budgeted when the staffing pattern is established so that you are not using overtime to staff the unit, or staffing at levels below requirements. Paid FTEs is a requirement for being able to put a dollar figure to a staffing plan.

· PWR = Annual Paid Hours for a full-time employee

(Annual Paid Hours) – (Non-worked Hours)

Using an example of 320 non-worked hours per employee,

PWR = __2080___ = 2080

2080-320 1760

PWR = 1.18

To calculate paid FTEs required, multiply the worked FTEs for each classification of employee times the PWR.

· Paid FTEs = Worked FTEs x PWR

Using an example of having 6.6 worked FTEs of NA, and the PWR calculated above, calculate the number of Paid FTEs required:

Paid FTEs = 6.6 x 1.18 = 7.79

*Format Paid FTEs to 2 decimal places

Remember that when an employee who is off is not replaced with another comparable employee, such as the nurse manager or clinical specialist, the Paid FTEs are equal to Worked FTEs.

Calculate the *Paid FTEs* (Worked FTEs plus replacement) in the following staffing plan, using PWR = 1.18. Put your formula in the appropriate cells in Excel.

STAFF | S | M | T | W | T | F | S | SHIFTS | WORKED FTEs | PAID FTEs* |

NM | 0 | 1 | 1 | 1 | 1 | 1 | 0 | 5 | 1.0 | |

RN | 5 | 6 | 6 | 6 | 6 | 6 | 5 | 40 | 8.0 | |

LVN | 4 | 3 | 3 | 3 | 3 | 3 | 4 | 23 | 4.6 | |

NA | 4 | 4 | 4 | 4 | 4 | 4 | 4 | 28 | 5.6 | |

US | 1 | 1 | 1 | 1 | 1 | 1 | 1 | 7 | 1.4 | |

TOTAL | 14 | 15 | 15 | 15 | 15 | 15 | 14 | 103 | 20.6 |

*Format Paid FTEs to 2 decimal places.

Easy, isn’t it? Well, you are almost done with this section. Close your eyes, take a deep breath, and forge onward! Now we are going to learn how to assign *positions* to a staffing pattern.

*Positions* do not designate time: they designate space or the number of employees needed for a specific skill type, e.g. RN. A *position***is not** the same thing as a FTE! As obvious as it may seem, let us say that it is important to have the correct number of *positions* so that you will have the correct number of staff to implement the staffing pattern.

In a staffing pattern that gives every other weekend off, the number of *positions* required is equal to the total number of shifts worked on weekends. As before, assume each shift worked is an 8-hour shift. Let’s say that on a typical nursing unit at your facility the number of RN shifts worked every Saturday and Sunday are five, and six RN shifts are worked Monday through Friday. The number of RN *positions* required would be 10. For *positions* that are not replaced by another comparable employee (e.g. Nurse managers), the number of *positions* needed for that skill classification is equal to the actual number of employees in that classification. For example, if you have one Nurse Manager, you only need one *position* of NM.

Determine the number *positions* required for each skill classification in the staffing pattern below. Watch out!! If you determine the total number of positions needed by adding the total shifts for Saturday and Sunday you will be WRONG because the NM doesn’t work on those days; you will not have counted that “position!” To get the accurate number of total positions, add the column of positions for each skill classification:

STAFF | S | M | T | W | T | F | S | SHIFTS | WORKED
FTEs |
PAID FTEs | POSITIONS |

NM | 0 | 1 | 1 | 1 | 1 | 1 | 0 | 5 | 1.0 | 1.0 | 1 |

CNS | 0 | 1 | 1 | 1 | 1 | 1 | 0 | 5 | 1.0 | 1.0 | 1 |

RN | 2 | 3 | 3 | 3 | 3 | 3 | 2 | 19 | 3.8 | 4.48 | 4 |

LVN | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 21 | 4.2 | 4.96 | |

NA | 2 | 4 | 4 | 4 | 4 | 4 | 2 | 24 | 4.8 | 5.66 | |

US | 3 | 3 | 3 | 3 | 3 | 3 | 3 | 21 | 4.2 | 4.96 | |

TOTAL | 10 | 15 | 15 | 15 | 15 | 15 | 10 | 95 | 19.0 | 22.06 |

PWR = 1.18