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					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

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                                                                                                                                                                

                                                                                                                                                                

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                                                                                                                                                                

                                                                                                                                                                

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                                                                                                                                                                




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

				
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