Work Sampling

INSY 3021
Auburn University Spring 2008

Work Sampling

A technique that discovers the proportions of total time that various activities contribute to the job by taking a relatively large # of observations at random intervals Used to determine: production standards, machine and personnel utilization, and job allowances. Typically faster and cheaper than other techniques

Advantages

Well suited for high cycle time and low repetition rate jobs & service industry Does not require the analyst to continually observe the job Reduced clerical time A smaller # of hours are required to collect the data Operator not subjected to long periods of observations

Advantages (cont)

Single analyst can study a small crew (or # of subjects); GTT (Maynard Handbook) Cost of the study may be cheaper (up to a certain # of samples) Conducted over a long period of time (tends to be more objective) Study can be postponed if something more urgent arises (no change in study criteria)

Disadvantages

Will not produce as good a standard as direct time study Cost maybe higher than suspected if sampling rates are frequent Subjects need to be located close together to eliminate travel Doesnt provide the detailed data (C/I ideas) that direct study does Theory of why it works is confusing for some people

Little bit of theory

Based on an event being present or not. Probability of x occurrences of an event in n observations: (p + q)n = 1 Expand IAW binomial theorem, with the 1st term giving the probability of x=0, the 2nd term x=1, etc This distribution of probabilities is known as the binomial distribution, with the Mean = np, and Variance = npq. As n becomes large, the binomial distribution approaches the normal distribution Well return to this later

Sample Size
There are many sources of tabulated data for determining the # of samples required at various confidence levels and accuracys. Formula for calculation purposes simplifies to: n = Z2(1-P)/(P)(A2)

n=

162308

Z= P= A= Confidence 99.9% 99% 95% 90%

2.326 0.25 0.01 Z 3.250 2.326 1.960 1.645

Study Plans (Protocol)

Start with preliminary estimate of the variable. This can be historical data, conducting pilot study, or an educated guess (least desirable) Determine the desired accuracy of the results What level of confidence do you desire Estimate the # of observations Develop a sampling schedule Design the data collection form

Determining Randomness
Random number tables (text pg. 697) Random number generators

C++ Program Websites

Random Reminder

Work Sampling Form (Instrument)

Forms should be custom designed to accommodate the specific data of interest to your study. Make the spaces large enough to easily record the data. Provide summary and calculations spaces right on the form. Commercial software available for this application

Technique
Locate yourself at the same place each time prior to observing the operation Try to intentionally distract yourself from the variable of observation as you approach the site (think safety) Limit your time at the site to that actually needed for the observation

Technique (cont)

Try to record only the minimum data that you will need to successfully reconstruct the observation Verify any discrepancy with the supervisor or foreman Make notes on the form after the operator can no longer see you Keep a pleasant attitude

Computerized Work Sampling

Computer and PDA programs

Quetech Ltd, TimerPalm, UMT-Palm IE time increased by a reduction in clerical time, results realized faster More professional appearing report $ of performing studies is cheaper Improved accuracy Reduced errors by analysts Greater use made of work sampling, because it is less painful

Advantages

Work Sampling Studies

Title Determining staffing requirements in institutional pharmacy

Objective

To determine if improvements can be made to workload & staffing patterns of a satellite pharmacy; determine the percentage of an employees day which was devoted to specific activities
1 pharmacy Predetermined times

Sample Type of sampling Data Collection # Observations

Length of study 3 weeks (day, evening, & night shifts) Direct observation 2400 (300 per shift)

Work Sampling Studies

Title Task analysis of a pharmacists activities in a 45-bed rural hospital with comprehensive pharmaceutical services

Objective

Determine how a pharmacists time was used; calculate the portion of the work day spent in clinical pharmacy activities; compare allocation of time in this service with that of pharmacists in a small hospital with product-oriented systems; investigate potential usefulness of supportive personnel
1 pharmacy Fixed intervals 5 minute intervals 18 days selected randomly work days (stratified to insure equal representation of each day) over a 6month period Direct observation - 5 trained observers

Sample Type of sampling Length of study

Data collection

# Observations

1,451

Work Sampling Studies

Title
Objective Sample Type of sampling Data collection Length of study # Observations

What Are the Functions of a Practicing Pharmacist?

Detailed examination of what pharmacy operators do with their time 20 pharmacies (stratified into 4 levels based on prescription volume); 93 pharmacists Fixed intervals 3 minute intervals; stratified based on prescription volume Direct observation 1 observer 36 hours (stratified to insure each day of week and hour of day were adequately represented) 14,400

Work Sampling Studies

Title Work activities of pharmacy teams with drug distribution and clinical responsibilities
Evaluate pharmacists and technicians use of time for patient care. 7 pharmacy teams (3-9 pharmacists & 1-4 technicians per team)

Objective Sample

Type of sampling
Data collection Length of study # Observations

Random time interval (8 observations / hr / shift)

Self reporting 5 months 11,485 pharmacist observations; 7,626 technician observations

Work Sampling Studies

Title
Objective

Work Sampling: As a Win/Win Management Tool

Detailed examination of what pharmacy operators do with their time seeking ways to improve the efficiency of the operation.

Sample

Type of Sampling
Data Collection Length of study # Observations

Random intervals (20-25 observations/shift)

Self reporting 3 months 2518 samples

Work Sampling Studies

Title Work Sampling: The Application of an Industrial Research Technique to School Library Media Centers
Apply work sampling in a school library media center setting 1 media center; 2 media specialists Random time interval (4 observations per hour) Self reporting

Objective Sample Type of sampling Data collection

Length of study
# Observations

20 days
400

Work Sampling Studies

Title
Objective Sample

Work Sampling: Assessing nursing efficiency

Determine how nurses utilize their time 16 RNs; 10-12 CNAs; 3-4 secretaries

Type of sampling
Data collection Length of study # Observations

Predetermined times (20 minutes each shift)

Direct observation 24 hours (4 day shifts, 4 evening shifts, 2 night shifts on weekdays and weekends) 2,835

Summary

Sell the work sampling method before using it Use as large of a sample size as is practical Take individual observations at random times, balance the study if necessary Take the observations over two weeks or more

Questions & Comments