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Document Sample
Attraction and Retention Series
A focus on people and business
Workforce planning toolkit: Templates / sample forms
Resource document 4
Issue 3
November 2008
Table of contents
Workforce Planning Process ...........................................................................3
Templates .......................................................................................................4
1: Workforce Planning Schedule ................................................................................... 4
2: Strengths / Weaknesses / Opportunities / Threats Analysis ...................................... 5
3: Business Case Scenarios – Key Issues and Impacts ................................................ 6
4: Supply Planning Questions........................................................................................ 7
5: Forecast Demand ...................................................................................................... 9
6: Existing Supply ........................................................................................................ 10
7: Workforce Supply / Demand Analysis ..................................................................... 11
8: Workforce Characteristics ....................................................................................... 12
9: Workforce Planning Strategies ................................................................................ 13
10: Workforce Planning Action Plan .............................................................................. 14
11: Survey – Work and Ageing ...................................................................................... 15
Workforce Planning Toolkit: Templates/sample forms 2
Workforce Planning Process
Where are we heading? Where are we now? How are we going to get HR strategy development
there?
Understanding the Knowing the Staffing for and enhancing Development of
strategic context current workforce performance strategies
External and internal operating Critical workforce data (age, Alignment / gaps – where we are Bridge the gap between where
environments location, skills, turnover, and where we want to go we are and where we are heading
PROCESS Possible, probable and most attraction, etc) Options to build organisational
likely future scenarios Current roles workforce capability
Planned organisational change Effectiveness of organisational Better practices
Organisational culture structure
Decide the objectives of What are the critical job roles Conduct the gap analysis Develop corporate strategies to
workforce planning required to deliver business between where we are now and meet whole of agency gaps
What will be the approach to be outcomes? where we are heading Develop specific / local strategies
taken (top down, bottom up)? What skills and abilities do we to meet business needs
ACTIVITIES
Who do I need to consult with currently have?
(internal and external)? What skills will I need in the
future?
TIMING March April / May April / May June / July
Workforce Planning Toolkit: Templates/sample forms 3
Workforce Planning Schedule
Business Centre / Unit
Workforce Planning Schedule ………………….. (time period)
Business Centre / Unit: .....................................................................................................
Action Who By when Complete
Workforce Planning Toolkit: Templates/sample forms 4
Strengths / Weakness / Opportunities / Threats Analysis
Business Centre / Unit
S.W.O.T. Analysis for ………………….. (time period)
Strengths Opportunities
Weaknesses Threats
Workforce Planning Toolkit: Templates/sample forms 5
Business Case Scenarios – Key Issues and Impacts
Business Centre / Unit
Key Issues and Impacts for ………………….. (time period)
Risk Likelihood of
0 = Negligible
occurring
Key Issues from S.W.O.T. Potential Impact 1 = Low H = High
2 = Medium M = Medium
3 = High L = Low
4 = Extreme
Scenario 1
Scenario 2
Scenario 3
Scenario 4
Workforce Planning Toolkit: Templates/sample forms 6
Supply Planning Questions
Page 1 of 2
Supply needs … in the next 12 months? … in the next 3 years? … in the next 5 years?
(in regards to current data) Briefly describe Briefly describe Briefly describe
1. What workforce trends or patterns
are apparent? Consider factors
such as occupations, classifications,
diversity, age, gender, cultural and
language, turnover.
2. What workforce profile do you need
to achieve local business needs?
(eg staffing mix)
3. What training and development
needs have been identified through
Performance and development
planning?
4. What skills and abilities will you
need to deliver your business?
5. What will you do to ensure you have
these skills and abilities?
6. What systems and processes do
you have in place to manage
knowledge transfer?
7. What succession management
plans do you have in place for key
positions/roles?
Workforce Planning Toolkit: Templates/sample forms 7
Supply Planning Questions
Page 2 of 2
Supply needs … in the next 12 months? … in the next 3 years? … in the next 5 years?
(in regards to current data) Briefly describe Briefly describe Briefly describe
8. What management experience and
skills do managers/leaders and
successors have? (Planning,
leadership, decision-making,
managing performance)
9. What recruitment, training, and
retention strategies are you
adopting to help ensure that you will
continue to have a high-quality,
diverse workforce?
10. How will you address expected skill
imbalances due to attrition,
including retirement?
11. What challenges impede your ability
to attract and retain a high-quality,
diverse workforce?
12. What diversity strategies are you
considering? (Employee mix, target
groups, modes of employment – job
share, part-time, telecommuting)
Workforce Planning Toolkit: Templates/sample forms 8
Forecast Demand
Business Centre / Unit
Forecast Workforce Demand
Time Frame ……. / …….. (financial year) Minimum Capability
Budget / Type / Job Level Required Special / Additional
Activity / Service by Time
Location Forecast Function of Skills / Competencies
Project / Customer frame 1 = Beginner
May
Aug
Nov
Sep
Dec
Revenue staff
Feb
Mar
Required / Comments
Jun
Jan
Apr
Oct
Jul
5 = Advanced
Workforce Planning Toolkit: Templates/sample forms 9
Existing Supply
Business Centre / Unit
Existing Workforce Supply
Employment
Current Competencies / Skill level
Type
Type / Job Function Capability Level (eg: CW12, AQF level, ticketed / certified
Location Existing Staff qualifications) Comments
of staff 1 = Beginner
Perm.
Cas.
Also refer to skills audit /
P/T
5 = Advanced competency acquisition data
Workforce Planning Toolkit: Templates/sample forms 10
Workforce Supply / Demand Analysis
Business Centre / Unit
Workforce Supply / Demand Analysis
Gap Identified by
Impacts of Best / Worst Impact of Strategy
Location Project Activity Case Scenarios on Gap Strategy Options
(where applicable) Capability / to Reduce Gap
Staffing Job Timeframe Identified (High / Medium / Low)
Skills /
number Function (if applicable)
Competencies
Workforce Planning Toolkit: Templates/sample forms 13
Workforce Characteristics
Business Centre / Unit
Workforce Characteristics
Existing Status Desired Status Identified Gap Impact of Strategy
Type Strategy Options to Reduce Gap
(Qualitative / Quantitative) (Qualitative / Quantitative) (Qualitative / Quantitative)
(High / Medium / Low)
Workforce Planning Toolkit: Templates/sample forms 13
Workforce Planning Strategies
Business Centre / Unit
Workforce Planning Strategies – Summary Table
Resource Impact of Not
HR Strategy Expected Outcomes Critical Time Frames Performance Measures Strategic Linkage
Requirements Implementing Strategy
Workforce Planning Toolkit: Templates/sample forms 15
Workforce Planning Action Plan
Business Centre / Unit
Workforce Planning Action Plan - ………………..(time period)
Action By Who By When Complete
Strategy 1
Strategy 2
Strategy 3
Workforce Planning Toolkit: Templates/sample forms 15
Survey – Work and Ageing
2
Page 1 of 6
This survey is designed to gain insight into your workplace experience, lifestyle and
perceptions on age. The survey will allow the department to shape our Human Resource
strategies to better meet your needs.
Date: ................................................. Survey to be completed by: ...........................................................
The survey refers to OLDER and YOUNGER employees. For the purpose of this survey Older workers
are considered to be 45 years and over. Younger workers are under 45 years.
Demographics and Work History
This section requests that you tell us about your work history and demographics. This will
assist us to identify the varying needs of employees across the organisation.
Age Gender
15-19 years 35-44 years 65 years Male
20-24 years 45-54 years and over Female
25-34 years 55-64 years
Length of time in organisation How many years work experience have you had
Less than 1 year outside of the organisation?
1-3 years Less than 1 year
3-5 years 1-3 years
5-10 years 3-5 years
10-15 years 5-10 years
15-20 years 10-15 years
20-30 years 15-20 years
30 years and over 20 years and over
Output Area Current Position Classification
Business Group 1 AO1-3, PO1-2, TO1-2, OO1-3, etc
Business Group 2 AO4-6, PO3-4, TO3-4, OO4-7, etc
Business Group 3 AO7-8, PO5-6, TO5-6, SO, SES, etc
Business Group 4 Other
Current Position …
What previous positions have you held within this organisation? ..............................................................
Workforce Planning Toolkit: Templates/sample forms 16
...................................................................................................................................................................
Work Pathways
The Work Pathways section asks you to describe your career experience, opportunities and
future plans.
How would you rate your career progression options within this organisation?
Excellent Good Average Fair Poor
Why? ................................................................................................................................................
.........................................................................................................................................................
How interested are you in advancing your career beyond your present level?
No interest Little interest Neutral Some interest Very interested
Why? ................................................................................................................................................
.........................................................................................................................................................
What do you consider to be the opportunities that advance your career within this organisation (if any)? .......
...................................................................................................................................................................
What do you consider to be the barriers which prevent you from advancing your career within this
organisation (if any)? ..................................................................................................................................
...................................................................................................................................................................
If an opportunity arose within this organisation that would provide you with an opportunity to advance
your career, but at a different geographic location (ie necessitating a move, or change to travelling
time), how likely would it be that you would take up that offer?
Very unlikely Unlikely Neutral Likely Very likely
Why? ................................................................................................................................................
.........................................................................................................................................................
If an opportunity arose outside of this agency that would provide you with an opportunity to advance
your career, how likely would it be that you would take up that offer?
Very unlikely Unlikely Neutral Likely Very likely
Why? ................................................................................................................................................
.........................................................................................................................................................
Do you think this organisation gives the same career advancement opportunities to older and younger
workers? (please tick)
Yes
No, younger workers get more opportunities
No, older workers get more opportunities
Workforce Planning Toolkit: Templates/sample forms 17
Survey – Work and Ageing
Page 3 of 6
Training (Learning and Development)
In this section we are seeking information from you regarding the level of education and
training participation and type of training you are or have been engaged in as well as your
training delivery preferences and training needs.
What is the highest formal tertiary qualification you have?
Postgraduate qualification
Bachelor / Undergraduate degree
Diploma (Advanced, Standard or Associate)
Certificate III or IV
Certificate I or II
Other
None
Has this department assisted you in obtaining these qualifications?
Yes
No
If yes, what assistance has the department given?
SARAS Assistance – Essential Category
SARAS Assistance – Highly Desirable Category
SARAS Assistance – Desirable Category
EB3 or EB4 Training Initiative Support
Other financial support
Study leave
Access to resources
Mentoring
Other (please specify): .....................................................................
Have you undertaken training in the last 12 months?
Yes
No
If no, why not?
Lack of available time
Workforce Planning Toolkit: Templates/sample forms 18
Training not relevant / needed
Didn’t know about training opportunities
Survey – Work and Ageing
Page 4 of 6
If yes, what training have you received within the department in the last 12 months?
Upgrade of technical / professional skills
New technical / professional skills
Workplace Health and Safety
Management Training
Leadership Development
Other (please specify): .....................................................................
None
Did undertaking this training result in a promotion?
Yes
No
What training do you need or would interest you?
IT
Technical / Professional
Management
Leadership Development
Workplace Health and Safety
Other (please specify): .....................................................................
None
Why do you seek this training?
To perform current role requirements successfully
To learn new technology, systems or business methods
To re-train for a new position
To gain a promotion
To move into another section of the organisation
To gain financially
To improve health and wellbeing
Other (please specify): .....................................................................
Question not applicable
How do you best learn new skills?
On-the-job
Formal training
Self-paced reading and study
One-to-one coaching
Through practical application
Self-paced / computer-assistance tutorials
Other (please specify): .....................................................................
Workforce Planning Toolkit: Templates/sample forms 19
Survey – Work and Ageing
Page 5 of 6
Please indicate to what level you agree or disagree with the following statements:
strongly disagree strongly agree
1. Increasing my skills is very important at this time in my career. 1 2 3 4 5
2. I have access and support to participate in training. 1 2 3 4 5
3. I would be happy to undertake training if it were to be offered 1 2 3 4 5
to me by the organisation.
What skills do you think older and younger workers need?
Younger Older Both Neither
Management
Technical
Communication
Interpersonal
Retirement
This section asks you about your retirement plans, work-balance and transitions.
In how many years time do you plan to retire? At what age do you plan to retire from work?
0-2 years < 45 years
2-5 years 45-54 years
5-7 years 55-59 years
7-10 years 60-64 years
10 years or more 65 years plus
Never Never
Don’t know Don’t know
How do you intend to spend your time in retirement (tick as many as appropriate)?
Work (but fewer hours – eg 2-3 days a week)
Social and recreational activities
Community and volunteer work
Travel
Education
Care for family member/s
Other (please specify): .....................................................................
Don’t know
Workforce Planning Toolkit: Templates/sample forms 20
Survey – Work and Ageing
Page 6 of 6
The following statements relate to retirement planning (tick best statement).
Financial planning for retirement:
I have a comprehensive financial plan for my retirement developed with the assistance of
financial advisor/s
I have prepared a comprehensive plan myself
I have a ‘back of the envelope’ plan
I have thought about the need for a plan
I don’t have a financial plan
Personal planning for retirement:
I have comprehensively planned my retirement activites with the involvement of my family
I have considered and planned my activities for retirement
I have thought about retirement activities but don’t have a plan as yet
I haven’t thought about my activities in retirement
Please indicate to what level you agree or disagree with the following statements:
The age at which a person can retire is based on: strongly disagree strongly agree
… their financial situation 1 2 3 4 5
… their opportunity for a better lifestyle 1 2 3 4 5
… their personal and family responsibilities 1 2 3 4 5
… their belief that it is ‘time to go’ 1 2 3 4 5
… the state of their health 1 2 3 4 5
… the extent of their interest in work 1 2 3 4 5
If it were possible for you to phase in your retirement, what capacity would you continue in?
Doing the same work as currently employed in
Undertaking new projects
Working in a supervisory / training / mentoring role
Taking a strategic advisory role
Undertaking a different role or job
Other (please specify): .....................................................................
Don’t know
How interested would you be in phasing in your retirement over a number of years?
No interest Little interest Neutral Some interest Very interested
Workforce Planning Toolkit: Templates/sample forms 21
