Calculating Staffing Requirements Based on Animal Population

I don’t think anyone would argue if I made the blanket statement that all shelters are on a limited budget and must carefully apportion their resources in order to manage their animal population best.  In that spirit, one of the most important resource allocations a shelter makes is deciding how many staff are required to clean and feed the animals in its population.  Too many staff can drain the shelter’s budget, and too little staff can compromise the health and well being of the animals in its care.  So, how does a shelter manager decide how many staff to assign?

To answer this question, let’s start with the animal care time requirements suggested by HSUS and NACA and also endorsed by the Association of Shelter Veterinarians in their 2011 Guidelines for Standards of Care in Animal Shelters document.  These groups estimate a minimum of 15 minutes is required for adequate animal cleaning and feeding.  This is a good starting point for calculations, but if you feel 15 minutes is too long or too short, you can adjust the calculations accordingly to hit your goal.  Next, we need to know how many animals are in the shelter.  We can use our historical data to make staffing projections, or we can use the daily shelter count to make real-time decisions.  Let’s use some faux data from Shelter XYZ:

Table #1: Shelter XYZ Daily Population, January

January	Total Cats	Total Dogs	Total Population
1	100	75	175
2	111	76	187
3	99	79	178
4	98	80	178
5	99	81	180
6	100	76	176
7	104	74	178
8	109	70	179
9	121	69	190
10	123	68	191
11	120	66	186
12	121	67	188
13	125	69	194
14	121	61	182
15	119	63	182
16	118	65	183
17	115	69	184
18	113	64	177
19	101	70	171
20	99	71	170
21	99	60	159
22	100	61	161
23	111	62	173
24	111	63	174
25	112	64	176
26	108	66	174
27	106	60	166
28	103	70	173
29	102	71	173
30	101	77	178
31	99	70	169
Average:	108.6	68.9	177.5

And, finally, the third variable of total time allotted for staff to finish the task is needed.  For our calculations below we will use four hours, but based on each individual shelter’s operating procedures, this may differ.  

To calculate for real-time staffing decisions (using January 21^st as an example day):

• We had 159 total animals in the shelter that day: 159 x 15min/animal = 2,385min
• 2,385min / 60min/hr = 39.75 care hours
• Staff are expected to finish cleaning and feeding in 4 hours: 39.75 care hours / 4hr = 9.9 (10) staff required to complete the task

To calculate for projection staffing (using January animal averages):

• On average, we had 177.5 animals in the month of January at Shelter XYZ: 177.5 x 15min/animal = 2,662.5min
• 2,662.5min / 60min/hr = 44.3 care hours
• Staff are expected to finish cleaning and feeding in 4 hours: 44.3 care hours / 4hr = 11.0 staff required to complete the task

What if you are curious to know how long it is currently taking your staff to clean and feed the animals?  One option is to time your staff.  But, I would not recommend this as anyone doing a task knowing they are being times/watched will at the least be suspicious, and probably perform differently as a result—in other words, your data will be significantly skewed.  The other option is to work the above math backwards to find a time per animal.   For example, if I have five staff cleaning and feeding for three hours, and 50 animals they are tending to, then they are spending 18 minutes per animal:

·      5 staff x 3 hrs x 60min/hr = 900min

·      900min / 50 animals = 18min/animal

Although I am not a fan of timing staff, now knowing the theoretical time per animal, a shelter manager can pull out their stopwatch to see how the data compare. 

Looking at the population numbers from the past year will allow shelter managers to plan appropriately for the upcoming year, and help save money and stress when high population season hits.  For example, if we know from last year’s data that June-October produces our highest populations, then the shelter manager can prepare for the staffing fluctuations needed to accommodate the rise in animals in February or March, rather than be taken by surprise in June and July and have husbandry and animal health compromised as a result.  When hiring seasonal help, I have found two techniques to be of great service:

1. Begin the hiring process 2-3 months before you actually need the seasonal help.  This will allow you to train new staff during a period of lower population when stresses are less and you can dedicate more time and attention to training.  When the high season begins, they are all in place and ready to jump in.
2. Consider rehiring the same seasonal help year to year.  This works great if you have a relationship with college students looking for summer work or even stay at home moms or retirees who would like a little work from time to time.  And again, having the same seasonal help will minimize the learning curve.

Photo from Health Technology Professional Products (htproducts.net)

Once you do the calculations above, and set your goal for animal contact time, what should a shelter do if it can only employ so many paid staff?  Using the data from January for Shelter XYZ above, we need 11 people to accomplish the task in four hours.  Shelter XYZ only has budget for eight staff.  My suggestion is to get trained volunteers in to work along staff and fill in the staffing gap to hit the target.