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Workforce Planning

Workforce Planning. Objectives. At the end of the session, participants will be able to: define workforce planning state the fundamentals of workforce planning mention steps in building workforce link workforce planning to HR functions. Learning Objectives.

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Workforce Planning

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  1. Workforce Planning

  2. Objectives • At the end of the session, participants will be able to: • define workforce planning • state the fundamentals of workforce planning • mention steps in building workforce • link workforce planning to HR functions

  3. Learning Objectives At the end of the session, participants will be able to: • Prepare a workforce plan • Appreciate the critical importance of workforce planning in the success of the organisation • Identify steps to take in creating a framework for the use of workforce planning. • Identify HR strategies and plans focused on creating maximum impact in a business or other organisation • Appreciate the tools and technologies that can support workforce planning

  4. Defining Workforce Planning • Strategic workforce planning is the process of analysing and forecasting the talent an organisationwill need to achieve its strategic objectives. • Operational workforce planning tends to deal with the shorter term and include the framework, systems and processes, tools, templates and techniques that will support decision making on a day to day basis.

  5. Purpose of Workforce Planning • To proactively deal with anticipated and unexpected changes in the workforce demands and supply. • To develop a planning process that clearly links Human Capital strategy to Business goals/objectives.

  6. Workforce Planning in Context

  7. Workforce Planning Framework • Ownership: The process is owned by HR with a strong input from the line managers and finance • The Team: HR, finance, business planning and strategy • Timing: In line with the organisation’s planning cycle

  8. Workforce Planning - STEPS • Articulation of the organisation’s strategic direction • Demand Analysis • Supply Analysis • Gap Analysis • Strategies • Implementation • Evaluation

  9. Workforce Planning Tools • Demand Analysis • Supply Analysis • Gap Analysis • Strategies • Implementation • Evaluation • What is the vision, mission, goals? • What are the current and projected objectives? • What does the environmental scan indicate. • What talent is required – quantitative, qualitative – skills, diversity? • What is current HC, turnover rate – voluntary, involuntary, age related? • What is the trend of absences for sickness, health related, strikes?

  10. A Demand Analysis Example Workforce Strategy Workforce Implications Who do we need? How many? Where to locate medical teams How to build the teams How to develop required skills • Deliver minimum healthcare standard to all state residents through all local governments

  11. Workforce Planning Tools • Demand Analysis • Supply Analysis • Gap Analysis • Strategies • Implementation • Evaluation • Headcount • Analysis by level, skill, location, gender. • Entrants • Acceptance rates • Exits • Demographic trends • Graduate trends • Business, Snr Mgt and Strategists outlook for future roles.

  12. Workforce Planning Tools • Demand Analysis • Supply Analysis • Gap Analysis • Strategies • Implementation • Evaluation • Identify the gap between supply and demand • Segment by location, level, type • Determine critical gaps and priorities

  13. Workforce Planning Tools • Demand Analysis • Supply Analysis • Gap Analysis • Strategies • Implementation • Evaluation • Recruitment • Retirement • Placement • Learning and development • Career planning • Compensation and benefits • Performance Management • Employee relations

  14. Workforce Planning Tools • Demand Analysis • Supply Analysis • Gap Analysis • Strategies • Implementation • Evaluation • Determine the cycle to be applied. Annual, quarterly, as the need arises • Establish a model for planning • Get management and workforce buy-in • Administer the tools

  15. Workforce Template

  16. Workforce Planning Tools • Demand Analysis • Supply Analysis • Gap Analysis • Strategies • Implementation • Evaluation • Periodic review of actual against plan • Escalation framework for variances • Action plan for variances

  17. Building an Effective Workforce • The right people: Competencies • People in the right place: Gap analysis • Doing the right thing: PMS • At the right time: KPI

  18. Workforce Planning in HR

  19. Case Study Exercise • Consider your State Government Civil Service • In your groups, discuss and summarise how you think workforce planning can impact on MDA performance by answering the following questions: • What does HR need to know? • What are the key metrics that should be tracked & evaluated? • How can the top business objective be met through HR actions? • One person per group to present to the whole house (5 mins) • 15 MINUTES!

  20. Overcoming Barriers and Challenges Barrier Mitigant Record keeping Senior management buy-in and commitment Goal congruence; system & process Training and development Institutionalise innovation and programme’s sustenance. • Availability of information • Silo operations • Business and HR strategy alignment • Competencies • Changing administrations, politics and priorities

  21. Workforce Planning: Benefits • Improve pro-activeness • Improve HR effectiveness • Increase productivity • Increase internal and external customer satisfaction • Improve employee satisfaction • Ability to meet organisation development goals

  22. Learning Points/Next Steps

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