Topic 1 Introduction to workforce Planning.ppt
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- 2. What is Workforce Planning? Workforce planning is, simply stated, the Right number of people with the Right competencies in the Right jobs at the Right time to accomplish the agency’s goals and mission. 2
- 3. What is Workforce Planning? Workforce Planning is a systematic process for identifying and addressing the gaps between the workforce of today and the workforce of tomorrow. 3
- 4. What is Workforce Planning? Workforce planning is creating an integrated and ongoing strategy for ensuring an organization is prepared with the appropriate human capital to meet current and future needs. 4
- 5. Why do Workforce Planning? Nearly 60% of state employees are 45 or older Helps the state compete in today’s market Allows decision makers to determine the workforce needed for tomorrow’s success Gives managers the human resource information they need to manage their programs effectively 5
- 7. Scenario planning Articulate the agency’s vision, mission, organizational values, and objectives. Have a defined strategic plan for the agency Conduct a SWOT (strengths, weaknesses, opportunities, and threats) analysis Prepare the Demand Forecast 7
- 8. Demand forecasting Workload changes Program initiatives Anticipated attrition Roles and functions Mission/strategy changes Distribution 8
- 9. Identify any current or pending statutory, regulatory, or legislative mandates Identify any current skills that are becoming obsolete due to new technologies Identify new skills needed to continue with the business of the agency Identify shifts in changing work tasks Identify turnover rates in the current workforce 9
- 10. The Demand Forecast Generates: Quantitative and qualitative data on anticipated workload and workforce changes during the planning period Quantitative and qualitative data on future competency and skill requirements 10
- 11. Supply forecasting Skills Distribution Demographics Workload/Productivity Staffing levels Succession Outsourcing 11 Profile Existing Workforce
- 12. Supply Projections Supply projection examines the current and future composition of the workforce and workload. Quantitative data on current and projected workforce Quantitative data on current and projected competencies 12
- 13. Supply Projections Look at trend data Workforce Profile Hiring Patterns Retirement Patterns Turnover statistics 13
- 14. Identify Labor Market Influences Labor pool decline Changes in labor pool Downsizing outside State Government Changing occupation outlook 14
- 15. Start by learning about your agency determine the competencies that already exist in your agency 15 •Conduct general assessment of employees’ current skills •Ask employees to identify career goals and future desired skill sets •Review PDs and job descriptions •Hold focus group interviews to determine skill and competency levels
- 17. Gap Analysis Use the Demand Forecast and the Supply Projections to identify differences (gaps) between where your agency is now and where it needs to be in the future 17
- 18. Gap Analysis Identifies situations where future demand will exceed future supply Identifies situations where future supply will exceed future demand In both types of situations, your workforce plan must address eliminating these gaps 18
- 19. Action Plan Develop your plan around the most mission critical gaps Define critical job competencies Define and redesign jobs Define recruiting needs Define training and development needs Identify restructuring opportunities Identify a timeline for making the changes Describe how the plan will be measured (objectives) 19
- 20. Implementation Plan Obtain management leadership and support Develop change management strategy Communicate 20
- 21. Obtain Management Leadership and Support Workforce Planning should be viewed as a significant piece of an agency’s strategic plan Senior-level management should lead the planning process Agency’s program managers will gain the most benefit from the plan 21
- 22. Develop Change Management Strategy Change must be managed Change involves all stakeholders in the agency Objective view of the change is needed—often agencies will contract out for some portion of the Workforce Planning process. 22
- 23. Communicate Make the process transparent—let your employees know what’s going on Let your employees know what’s in it for them Planning for future workforce needs is an excellent time to offer career growth and opportunities to current employees 23
- 24. Monitor, Evaluate, Revise Monitor Continuously monitor the plan and consider any internal or external developments that may affect the action plan. Consider upcoming legislation, budgetary concerns, and other external developments Monitor projections to determine if current conditions meet projections 24
- 25. Evaluate Obtain feedback about the action plan and how it is working Meetings Surveys Interviews Focus groups 25
- 26. Evaluate Measure the results of the plan Do the gaps still exist? Are skills being developed? Are staffing levels adequate to perform the critical mission of the agency? Do new hires possess the needed competencies? Celebrate achievements! 26
- 27. Revise Make necessary revisions Communicate changes Report on accomplishments 27
- 28. Typical Workforce Planning Issues to Overcome No commitment from agency leadership to provide the necessary staff Doing it half-heartedly - Do it right, or not at all. Not including agency employees Wanting it too quickly. Lack of available data. 28