Many workflow processes involve balancing the assignment of tasks among a number of team members. Most BPM tools provide a simple capability of automatically assigning a task to the team member with the least number currently asigned. This assumes that the capabilities of each team member are equal and that the amount of effort required to complete each task is similar. This is often an over simplification. For my current client I'm attempting to more accurately measure each team members current workload. Here is an approach I've developed.

The measurements involved are:

Task size: This is a task specific measurement of the size of the task. For example, a translation task is measured in number of words. A programming task might be measured in number of function points.

Available minutes: This is a measurement of minutes the employee will be “on the clock” within a time span (taking into account schedule, vacation etc….)

Task capability: This is a task specific measurement of a worker’s capabilities in Task size per minute. For example Jim can translate 50 words/minute.

Effort: This is a measurement of the total number of minutes it will require a worker to accomplish a task calculated as Task size / Task capability.

Workload component: This is a measurement of the percentage of time a worker will be dedicated to a task. Calculated as Effort/Available minutes

Total workload: This is the measurement of how busy a worker is. Calculated as the sum of the Workload component(s) of all currently assigned tasks. So, given a number of candidates the employee with the lowest Total workload is the least busy and should be assigned the task.

Example

Mike is currently assigned two tasks: a translation task and a proof reading task

Translation task:

• Task due date: 5 days from the time it was assigned

• Task work: The translation task consists of 1500 words.
• Available minutes:  Mike can work 2400 minutes in that time span
• Task capability: Mike can translate .96 words per minute (500/day)
• Effort: It will take Mike (1500 / .96)= 1562 minutes
• Workload component: 1562 / 2400 = .65
  • Mike will need to spend .65 percent of his time at this task to get it done on time.

Proof reading task:

• Task due date: 10 days from the time it was assigned

• Task work: The proof reading task consists of 15000 words.
• Available minutes:  Mike can work 4800 minutes in that time span
• Task capability: Mike can proof read 20 words per minute
• Effort: It will take Mike (15000/20)= 750 minutes
• Workload component: 750/4800 = .16
  • Mike will need to spend .16 percent of his time at this task to get it done on time.

Mikes current workload is .16 + .65 = .81