These reports use the number of hours available for child scheduling per day from the branch settings, as well as the nursery and room capacities to calculate the total number of hours available in each room (and the nursery in total) per day. Capacity is used here to indicate the maximum number of children that can occupy the room/nursery at any one time, of course the numbers on roll may be greater – 20 children may be registered for a room that has a capacity of 10, because 10 children attend the morning session and a different group of 10 children attend the afternoon session.
In the example below of the branch settings screen, the maximum number of hours that are available each day for child bookings is 10, and the branch capacity is 71.
The individual room capacities are set in the Room/Group settings:
So, the total hours available each day in the nursery is 10 hours x 71 (full capacity), which is 710 hours per day.
In the Baby Bears room, this is 10 hours x 6, which is 60 hours.
In the Elder Elephants room, this is 10 hours x 25, which is 250 hours.
In the Giant Giraffes and Little Lions rooms, this is 10 hours x 16, which is 160 hours in each room.
In the Tiny Tigers room, this is 10 hours x 8, which is 80 hours.
The Average Occupancy % chart adds up all the children’s scheduled hours in each room per day to calculate how many hours are occupied, as a percentage of the maximum available hours.
It is shown as a collapsed view initially, display only the room totals, however you can click on each room to open an expanded view, displaying the number of hours each child is attending in that room per day.
You can download the collapsed and expanded views in Excel format, by selecting either of the two options in the top right-hand corner. You can also filter the report to show only values for a selected age range (in months) of the children.
Each room is shown in the colour defined in the room/group settings. In the expanded view, each number of hours/FTE value is shown in the corresponding session type colours.
Average Occupancy % Chart Collapsed View:
In the example given, the occupancy percentage in the Baby Bears room on Tuesday, 1st May is shown as 50. This means that only 50% of the possible hours available in Baby Bears that day are being used. If you add up the number of hours that each child is attending in the Baby Bears room that day, as shown in the expanded room view below, you will see the total hours equals 30, which is 50% of the 60 hours available in the room.
The average daily occupancy % for each room for the month is shown in the Total Avg column and is the total hours of occupancy per day per room as a percentage of the total number of hours available in the month. In the example below, Baby Bears room has an average daily occupancy of 63% for May 2018.
The average occupancy % for the nursery for each day of the month is shown next to the nursery name underneath the day. This is the total number of hours of occupancy in the nursery as a percentage of the total hours available per day (710 hours). On Tuesday 1st May 2018, the occupancy of the nursery was 21.1% of the maximum available hours in the nursery.
The average daily occupancy % for the nursery for the month is shown in the Total Avg column and is the sum of total hours of occupancy per day, per room as a percentage of the total number of hours available in the month for the nursery. In the example given, the nursery has an average daily occupancy of 23% of the maximum available hours in the nursery.
Average Occupancy % Chart Expanded View:
Important Note: Any days marked as excluded from invoices in the branch calendar would not be shown or included in figures for the Average Occupancy % chart and the Average FTE chart.
Full-Time Equivalency (FTE) is a great way to help your setting monitor how close to full capacity you are, regardless of the session types you offer, because FTE uses a single measurement to account for variations in session types such as full-day, half-day, or before and after school.
On any day, a child who attends a full day session (all the hours available for child bookings) has an FTE of 1.0.
Two children, each scheduled for a half-day session on the same day, have an FTE of 0.5 each, but combined they would have an FTE value of 1.0.
In other words, together they would be equivalent to the child who attends the full day session.
This gives an FTE total for that room of 2.0 – equivalent to two children attending a full day session, but the attending number of children is three (3).
If the capacity of the room is 10, this could mean there is space for another eight full-time children, or sixteen children attending half-day sessions.
To access the Average FTE chart, simply slide the switch from Average Occupancy % to Average FTE and the chart will be populated with FTE values, initially shown in collapsed view.
Here we’ve used the same figures as for the occupancy percentage chart, so you can compare the two values.
On Tuesday 1st May 2018, the FTE for Baby Bears is 3.0. This means that the hours attended by the children are equivalent to three full-time children. The actual number of children attending in that room is 4, two children are attending full-time and have an FTE of 1.0 each, two children are attending half days (5 hours) and have an FTE of 0.5 each. If your sessions are more variable, the FTE would be shown as a fraction of the number of hours available, so a child attending for 6 hours out of the available 10 would be shown as 0.6.
In the Total Avg column, we can see the average daily FTE for the Baby Bears room is 4 children and the average daily FTE for the nursery is 17 children, so our nursery is operating well below its potential capacity.