Question

It is a real problem for us’, said Angnyeta Larson, ‘We now have only ten working days between all the expense claims coming from the departmental coordinators and authorizing payments on the next month’s payroll. This really is not long enough and we are already having problems during peak times.’ Angnyeta was the department head of the internal financial control d department of a metropolitan authority in southern Sweden. Part of her department’s responsibilities included checking and processing expense claims from staff throughout the
Metropolitan authority and authorizing payment to the salaries payroll section. She had 12 staff

Who were trained to check expense claims and all of them were devoted full-time to processing the claims in the two weeks (10 working days) prior to the deadline for informing the salaries

section. The number of claims submitted over the year averaged around 3,200, but this could

vary between 1,000 during the quiet summer months up to 4,300 in peak months. Processing

claims involved checking receipts, checking that claims met with the strict financial allowances

for different types of expenditure, checking all calculations, obtaining more data from the

claimant if necessary and (eventually) sending an approval notification to salaries. The total

processing time took on average 20 minutes per claim.

(a) How many staff does the process need on average, for the lowest demand, and for the

highest demand?

(b) If a more automated process involving electronic submission of claims could reduce the

average processing time to 15 minutes, what effect would this have on the required

staffing levels?

(c) If department coordinators could be persuaded to submit their batched claims earlier (not always possible for all departments) so that the average time between submission of the claims to the finance department and the deadline for informing salaries section was increased to 15 working days, what effect would this have?

Answer 1

The number of staffs that the process need on average, for the demand will be zero since the twelve staffs are well trained already.

What is demand?

Demand simply means the number of goods as services that an individual is willing to purchase at a price and given time.

Here, the number of staffs that the process need on average, for the demand will be zero since the twelve staffs are well trained already.

When a more automated process involving electronic submission of claims could reduce the average processing time to 15 minutes, the effect is that the profitability of the company will increase as there is more output due to reduced time.

When the department coordinators could be persuaded to submit their batched claims earlier, this will minimize the mistakes made by the finance department as there is more time to work effectively.

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