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Final Report - Aishwarya Ungarala (1) - 1
Final Report - Aishwarya Ungarala (1) - 1
Final Report - Aishwarya Ungarala (1) - 1
IMPROVING THE
By
H. K. Aishwarya Ungarala
Enrolment number :21BSPHH01C0436
Submitted to:
College guide: Prof. CS Pavana Jyothi
Company guide: Subramanian Varadarajan
Company mentor: Gaurangi Shine
Date of Submission- May 15th, 2022.
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AUTHORIZATION
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ACKNOWLEDGEMENT
Last but not the least, I would like to thank Ulhas, Poorva and my
family, who constantly supported me throughout the internship.
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TABLE OF CONTENTS
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INTRODUCTION
The internship is mainly focused on how to improve the ARVE (Activity Rate
vacation Excluded) factor of Capgemini, which is one of the important,
Financial- Key Performance Indicators of the company. Improving the ARVE
factor enhances the Revenue from own resources of the Organisation, which in
turn increases the profitability of the entity.
We will learn how to compute the Financial KPIs and understand their impact on
revenue and profitability of the organization.
We will further understand how we can improve the ARVE factor by making
minor changes in our partial billability and order book forecasts. And understand
the importance of time reclassification and its impact on ARVE accuracy.
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EXECUTIVE SUMMARY
The whole internship revolves around the simple yet strenuous question of –
how to improve the ARVE rate from the existing 82% to the desired 85%. The
answer lies well within the financial data of the company.
• Partially billable employees are spending about 25% of their paid time
on bench and non-billable projects. By converting just 15% of these
partial billability partially billable FTEs to fully billable, we can increase the ARVE by 1%.
• Projects with forecasted FTEs but zero actual FTEs are negatively
impacting the ARVE by increasing the bench time of employees. By
Positive allocating just 3% of these FTEs to billable projects, the ARVE factor
forecasted
FTES but zero can increase by 1%.
actuals
It is observed for the month of March the FTEs and BFTEs are lower due to
low joiners and high leavers and ARVE reduced due to lower BFTEs.
Therefore, a robust retention strategy must be enforced to retain the talent
pool.
Training the existing employees on bench with the required skill set will also
enhance the ARVE in the long run.
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IMPORTANT ABBREVIATIONS
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ABOUT THE COMPANY
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with three former coworkers on October 1, 1967, in a two-room apartment in
Grenoble. Today the company has 243 office locations across 41 countries.
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Capgemini deals in:
● Artificial Intelligence
● Business Operations
● Cloud Services
● Cybersecurity Services
● Digital Services
● Intelligent Industry
● Sustainability
● Technology Solutions
● Transformation & Innovation
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ARVE – ACTIVITY RATE VACATION EXCLUDED
ARVE is one of the most significant KPIs for any company. It indicates the utility rate
of the employees. It depicts how efficiently the employees time is allocated to
various billable projects after considering the requirements of the job and available
employee skill set.
It is not advisable for a company to have a 100% ARVE rate as the company needs to
maintain employees on bench to meet its short-term demand. 85% ARVE rate is
considered good as per industry standards with a 5-6% on bench.
If the ARVE rate is high, it means that almost all the employees are assigned to the
project and that there is a good level of activity in the organization. If the ARVE rate is
low, it means that the employees are not bringing in enough billable working hours.
ARVE is one of the main factors the company tracks to zoom in on the company’s
profitability. It measures the proportion of billable time booked to engagements to
the total paid time (excluding paid vacation time). It is computed monthly, quarterly,
annually, project-wise, region wise, employee grade wise etc.
From the above formula it becomes evident that ARVE increases with:
increase in BFTE
increase in time books to engagements
decrease in FTE
decrease in total paid time
increase in VTE
increase in paid vacation time.
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FULL TIME EQUIVALENT (FTE)
Not every hour paid to the employees generates revenue, some hours are billable while
others non-billable. Non-billable hours, refers to the amount of time spent on work that
can’t be billed or expensed to a client. Training, bench, internal projects, business
development, and team-building events, are some of the non-billable times booked in an
organisation. Any amount of time spent by the employee on a billable project which
generates revenue come under the billable time booked of the employee.
These BFTEs directly impact the ARVE factor of the company. Which means that, as the
BFTEs increase, the employee utility and ARVE factor also increases. In order to
increase the BFTEs the billable hours booked by the employees must increase.
Furthermore, keeping track of both billable and nonbillable hours will allow the company to
establish more precise project plans in the future. It can examine all non-billables and
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eliminate the ones that are superfluous based on the pre-existing data.
BTUs counted in days are the number of working days of the period, i.e. All
calendar days excluding weekends and public holidays. BTUs are fixed for a given
period. They have a significant impact on revenue, a 22-day month generates
more revenue than a 19day month.
The number of working hours per day is taken as 8 hours.
OBJECTIVE
To analyse the BFTEs, Partial billability and negative time booked of the company and
their impact on ARVE.
METHODOLOGY
Compute the ARVE factor of the organization and compare it with forecasted and previous
period values and analyse the reasons for thedifference between the actuals and
forecasted values.
Study the order book of the company to understand its reliability and differences between
the forecasted and actual BFTEs.
Analyse the ARVE report to understand where the partially billable time can be further
utilized. Identifying leakages in BFTEs due to time reclassification.
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FINANCIAL KEY PERFORMANCE INDICATORS
ARVE
PROR
COR
FTE
ADRC
MARKUP
CSS
DOR
Cost per billed hour.
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IMPACT OF KPI ON PROFITABILITY
Revenue own resources or fees charged to the project depend on various key
performance indicators such as ARVE, FTE CSS, PROR, COR and Working days.
Improving these KPI’s will enhance the revenue and in turn the profitability of
the company.
The basic purpose of any business enterprise is to make profits. The business
will not exist in the long run if it is not profitable. As a result, determining
previous and present profitability, as well as estimating future profitability, is
critical. It can be improved by generating revenue or cutting down the cost.
The Productivity rate (PROR) is calculated for CSS activities and measures the
proportion of time billable to clients (thus generating revenue) compared to
the time spent on engagements by all CSS of the B.U. PROR highlights whether
we work on billable assignments or not.
The Charge Out Rate (COR) represents the average daily selling price of a CSS in
strongly time-related CSS disciplines. COR can be calculated at BU level, at
project level or per staff.
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Business mix, generating different price structures
CSS pyramid where prices differ depending on the grades
Competitive environment
Production loss/gains
ADRC gives at Business Unit level the average remuneration cost of a CSS per
day. This indicator is used for all disciplines. It is used for:
Controlling cost of staff resources
Pricing
Forecasting
Budgeting
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MARK UP
The mark-up measures the daily profitability of CSS resources in CSS disciplines.
It is used for:
Pricing
Understanding contribution margins.
DOR is one of the main KPIs for cash management. The ratio measures in day-
equivalents the time needed by the BU to get paid by client once service is
rendered. In simple terms DOR explains the number of days taken to be repaid
by our customers. The amount outstanding receivables with external clients is
compared to external revenue of previous 3 months.
To Improve the DOR i.e., to decrease the number of days- equivalents of the
ratio, we need to accelerate payment collection from clients either through:
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COST PER BILLED HOUR
TIME SHEET
All employees are asked to fill a time sheet mentioning the details of the projects
they are working on including their project code, project name, task
(billable/non- billable), number of hours worked each day and leave details for
the period. The time sheet is used as a tool to analyse where the employee time
is being booked and thereby charge the revenue to the client.
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ARVE COMPUTATION AND ANALYSIS
Once all the employee’s data is collected from the time sheet and
orderbook, it is summarized into a single excel sheet comprising the
following details:
employee region of work
date
project number
project name and description
client name
project type and region
billable / non billable project
grade of employee working on the project (A/B/C/D/E/F)
employee grade required for the project
Time booked
Time booked and valued
paid time
paid vacation
BTU
FTE
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Working hours per day
Time booked in days
Time booked and valued in days
Using this data, FTEs, Billable FTEs and ARVE factor is computed using the
above-mentioned formulae. They are computed separately for different
employees grade wise and region wise. These actual values are compared with
the forecasted ARVE values, and the difference is then analysed.
grade Sum of TB in Sum of PT in Sum of FTE Sum of ARVE actual ARVE Gap
days days vacation forecasted
F
E
D
C
B
A
It is observed that the gap between the actual and forecasted values among the
experienced employee grade of F and E is low as compared to the less
experienced employee grade. Which implies that the level of activity at higher
grades is good. The reason for low ARVE at other grades is due to low BFTEs,
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which is a result of low new joiners and high leavers.
Region Sum of TB Sum of Sum of Sum of Sum of Sum of ARVE ARVE Gap
in days time paid time paid FTE vacation actuals forecasted
booked vacation FTE
and
valued
1
2
3
4
5
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The reasons for the gap in actuals and forecasted values is identified.
Once all the KPIs are similarly computed and analysed, a summarized
statement is prepared comprising the :
Total owned revenue
Direct cost
Contribution
Indirect cost
Gross margin
LIMITATIONS
The data analysed is not complete: Though it is mandatory for all the
employees to fill the time sheet, there are still few employees who do
not fill the timesheet timely, which results in miscomputation and
misinterpretation.
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ANALYSING PARTIAL BILLABILITY AND ITS IMPACT ON ARVE
Partial billability includes the time booked by employees that are on bench
for a while and are billable for the rest of the period.
Once the employees that are partially billable for each month are identified,
the time utilization of the partially billable employees for each month and
quarter is calculated as by computing the total paid time for the month, out
of which their billable time, time on bench, vacation, non billable projects is
identified.
With the help of these values the BFTEs , NBFTEs( vacation excluded) and
FTEs are calculated and analysed.
Analysis: It is observed that on an average 241 employees are partially billable for quarter
Q1 from Jan 2022 to Mar 2022.
These partially billable employees have utilized their time in the following
way:
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PERCENTAGE OF TIME UTILIZED BY PARTIALLY
BILLABLE EMPLOYEES
6%
2%
19% billable time%
bench time%
vacation time%
73%
other Non billable time%
While these employees are spending 73% of their time on billable codes,
there is still a 19% time being spent on bench and 6% on other non billable
projects which can be slowly converted to billable.
These employees contributed to a total of 236 FTEs with 175 billable FTE
and 59 non billable FTE (excluding vacation time).
It is analysed that out of these 59 non billable FTEs , if at least 15% were
converted to billable FTEs, the ARVE factor would increase by 1%.
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ANALYSING TIME RECLASSIFICATION
Employees with time reclassification from billable to non billable codes are
identified and the time reclassified for each month in total is computed.
From the time booked, the BFTE for each month and quarter is computed
and analysed.
Time booked in billable project and transferred to non billable external services
17%
9% Jan
Feb
27 Mar
74%
ANALYSING ORDER BOOK RELIABILITY
The order book of the company contains details of all the final clients of
the company along with the BFTEs forecasted to the particular client.
These forecasted BFTEs are compared with the actual values and the
differences are analysed,
Procedure: the BFTEs for the quarter are compiled and the total forecasted
and actual BFTEs are computed. Once the BFTEs are computed, the reason
for the difference between that actuals and forecasted values are
analysed.
The forecasted BFTEs were 141 higher than the actuals for the quarter 1. If
at least 10% these forecasted BFTEs were booked, they would increase the
ARVE factor by 1%.
These employees are spending almost 25% of their time on bench and
non-billable codes, which must be slowly converted to billable to improve
the ARVE.
The company must give proper training to the employees to fill the time
sheet timely and accurately to avoid time reclassification. Employees
recurring such mistakes must be identified and trained.
CONCLUSION
While the ARVE rate for the quarter 1 of the company stands at 82%, it is
recommended to remain at a minimum of 85%, This 3% gap can be easily
recovered by the company by :
Double check the projects with the marketing and operations team
before allocation of FTEs as there are a huge number of BFTEs lost due
to allocated FTE with zero actuals. When identified, immediately
allocate such resources to another billable project to avoid leakage of
ARVE. Converting only 3% of such FTEs to billable can increase the
ARVE by 1%.
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