WFM UK: Sales and Labour Modelling Application

Overview

The new centralised Sales and Labour Modelling (SLM) application is a standalone web application within the Fourth platform. It combines forecasted sales data, labour metrics, and productivity outputs to generate scenarios that can be compared for accurate budgeting and workforce planning. Since the application operates independently of live data, users can test scenarios in isolation without impacting real operations.

The SLM application is only available to customers on Fourth's 'Performance IQ Editions' package.

 

Prerequisite Step

• Before using SLM, ensure that 'Workload Rulesets' are enabled in Scheduling

Learn more here: WFM UK: Revenue-Based Scheduling: Managing Workload Rulesets

 

Basic User Journey

• Data Synchronisation
  When accessing the SLM for the first time, data will need to be synchronised from the Scheduling application
• Sales Forecast Data Upload
  When forecast data is uploaded, the system makes a 'request' for a distribution file, which is used in the creation of scenarios
• Modify Labour Metrics
  This optional step can include the uploading and configuring of locations with associated workload rulesets, and fixed tasks and minimum staff levels. If this step is not taken, the previously synchronised data from Scheduling will be used
  
• Scenario Creation and Analysis
  With all the data in place, scenarios to test different productivity percentages for 'over', 'under', and 'correct' hours can be created, compared, and analysed
  

 

Data Synchronisation

• Open the connected app Sales & Labour Modelling

Fig.1 - Sales and Labour modelling application

When the app is first accessed, a welcome message will be displayed.

• Select Start Synchronisation

Fig.2 - Initial Synchronisation from Scheduling to SLM

Once synchronization is complete, the following data will be used for the creation of scenarios. Those listed in bold can be modified in the SLM application.

• Organisation
• Roles Areas
• Locations
• Departments
• Sales Types
• Daily Periods
• Productivity Data
• Workload Rule Sets
• Fixed Tasks
• Minimum Staffing Levels

• To resynchronise data from Scheduling at any time, using the Sync button in the top-right corner
• Select the help icon to open a side panel with a 'Getting Started' section and additional information for each of the pages in SLM

Fig.3 - Re-sync data and help icon

Fig.4 - Help section

If the sync fails for any reason, please contact the Fourth support team.

 

Sales Forecast Data Upload

Once the data from Scheduling has been synced to SLM, a sales forecast file must be uploaded. 

• To do this, use the left side menu and select Forecast Request

Fig.5 - 'Forecast Request' menu option

Before this first initial upload, there will be no sales forecast data available.

• To check the required CSV format in an example file, use the Download Sample button 

Fig.6 - Forecast request page - No Sales Forecast Data

The file must be in CSV format, with the following four columns:

• Department EPOS ID - can be found in Scheduling > Settings > Departments (see Fig.8)
• Date – must be in the format YYYY-MM-DD
• Value – must contain positive numbers with two decimal places
• Sales Type – values in this column are optional, but it must be included in the file, even if it only contains the column name without any values

Fig.7 - Sample file for Sales forecast file

Fig.8 - Department EPOS ID in Scheduling

• Once the file is ready, select Upload
• Specify whether the file is Daily or Weekly 
  • If Daily, the values in the file will apply for the date specified
  • If Weekly, the values in the file will apply for the date specified and the following 6 days
• Then select Choose File and browse for/select the file

Fig.9 - 'Daily' or 'Weekly' Sales Forecast file to upload

The initial status of the uploaded file will display as 'Pending'.

Fig.10 - Initial status - pending validation

If there is a problem uploading the file, the following error message will be displayed and the status will display as 'failure'.

Fig.11 - Problem uploading this file

If the file's content is valid, it will be sent for distribution, which may take several hours.

Once the process is complete, the file's status will change from 'Pending' to 'Completed'.

 

Email Notifications

An email notification will be received by users once the process is completed or if it has failed for some reason. These emails will be sent from noreply@fourth.com and delivered to the user's Fourth account email address.

• The SLM application can be accessed directly from the emails by selecting Open Application - see Fig.13
  If it does not open in a browser window, the Fourth app will be launched for the user to log in and select the SLM app from there

Fig.12 - Example email notifications, in an inbox

 

Fig.13 - Example email notifications

• To download and inspect the 'distributed' file, use the download icon as shown in Fig.14

Fig.14 - Completed Forecast request file, download icon

Users cannot create scenarios until at least one forecast request has been successfully completed.

If the forecast request file has a 'Failure' status, click on the 'Failure' label to open a pop-up with detailed information. This information can help identify the issue and correct the forecast request file accordingly:

Fig.15 - Failed Forecast request file, pop-up

 

Modify Labour Metrics

The metrics currently available for sales and labour modelling can be found in the Locations, Workload Rule Sets and Data Configuration sections (fixed tasks, minimum staff levels). 

 

Locations

• Use the left side menu and select Locations

On this page, the assigned workload rule sets for each location are displayed and can be searched for.

The 'Location' column shows each Department name, and the 'Workload Rule Set' column shows which rule set is assigned there.

• To download a file that contains all Location/Department/Ruleset information, select Download
• To modify the assignment of rule sets, make changes to the file as required, save, and then select Upload

• The file must be in CSV format, with the following four mandatory columns:

  • Location Name
  • Department Name
  • Department EPOS ID - can be found in Scheduling >Settings > Departments (see Fig.9)
  • Ruleset Name
  • Foreign ID

Fig.16 - Locations with assigned workload rule sets

Fig.17 - File structure to upload workload rule sets to locations

These changes can also be made in the Scheduling application, but would require a re-sync in SLM afterwards.

 

Workload Rules

• From the left side menu, select Workload Rule Sets

On this page, all workload rule sets are displayed, including the number of rules assigned to each set and the number of locations they are applied to. An upcoming enhancement will allow users to download, create, and upload workload rule sets with modifications in the SLM application- though this can currently be done in the main Scheduling application.

Fig.18 - Workload Rule Sets page

 

Fixed Tasks and Minimum Staff Levels

• From the left side menu, select Data Configuration

On this page, two labour metrics can be managed - fixed tasks and minimum staff levels.

• Each has the option to Download a File or Sample
• In previous steps, use an existing or sample file as a guide to make changes, save, and then Upload

 Uploading either will override all existing data for that type (fixed tasks or minimum staff levels)

For more information, please see Creating Minimum Staffing Levels and Fixed Tasks

Fig.19 - Download minimum staff levels file or a sample file 

 

 

Scenario Creation and Analysis

Once any necessary metric adjustments have been made, scenarios can be created. By entering target productivity percentages and selecting a sales forecast file, the SLM application will produce a scenario file that shows the labour hours required for each location, based on the sales forecast and labour metrics data.

• Use the left side menu and select Scenarios
• Select Create Scenario

Fig.20 - Scenarios Page

• In the side panel that opens, type in a scenario name, select the required forecast file, and then Continue

Fig.21 - Create Scenarios step 1

• On the next screen, select the scenario period by choosing one of the following options:
  • Use the period of the forecast file  - applies the entire period from the selected forecast request file
    or
    
  • Choose a custom period - specify a custom date range within the forecast file’s period
• Then enter target productivity percentages for each of the three categories - Correct, Over, and Under
  • The total of all three percentages must equal 100%
• Then select Create

Fig.22 - Create Scenarios step 2

The initial status of the created scenario will be 'Pending'. If the productivity calculation fails or the scenario cannot be uploaded, the status will change to 'Failure'. Click on the 'Failure' status to open a pop-up with more details about the issue, which can help identify the reason for the failure.

Fig.23 - Scenario creation failed, pop-up

Once the process is completed, the status will update to 'Completed', and a download icon will appear.

An email notification will be received by users once the process is completed or if it has failed for some reason. These emails will be sent from noreply@fourth.com and delivered to the user's Fourth account email address (see Fig.12).

Fig.24 - Example successful Scenario completion email notification

 

Fig.25 - Downloading a file for a completed scenario

At this point, it is possible to download:

• All Files at once, or individual files:
  • The Scenario File
  • The Sales Forecast File (originally uploaded on the Forecast page)
  • The Workload Rule Sets File, Fixed Tasks File, or Minimum Staff Levels File used for the scenario creation

By downloading files for different scenarios, the data can be compared and analysed as required.

• For deeper comparison and analysis, select at least 1 and up to 10 scenarios, and then Send to Analytics

This will send the selected scenarios to the Fourth Analytics Dashboard for deeper comparison and analysis. Please see here for further guidance.

Fig.26 - Send up to 10 scenarios to Fourth Analytics