Workforce Planning

1. Workforce Planning Stacie Porter, HR Consultant Workforce and Succession Planning Team, HR Strategy

2. Agenda • The Federal Context • Federal Regulation: 5 CFR 250 and GPRA-MA 2010 Requirements • What is Workforce Planning • OPM Workforce Planning Model • Agency Examples • Implementation • Wrap-up and Questions

3. HR Maturation Process HR Business Partners

4. Former HCAAF Model Workforce Planning

5. The Human Capital Framework (HCF) ORGANIZATION Strategic Operational Employee StrategicPlanning&Alignment Workforce Planning Program Activities & Process Owners TalentManagement Program Milestones & Measures Retain Develop ENVIRONMENT FEEDBACK PerformanceCulture Hire Recruit Evaluation

6. Human Capital Framework • STRATEGIC PLANNING AND ALIGNMENT • Agency Strategic Planning • Strategic Human Capital Planning • HR as a Strategic Partner • Annual Performance Planning • Best Practices Knowledge Sharing • Organizational Development • Change Management • PERFORMANCE CULTURE • Continuous Learning • Performance Management • Diversity and Inclusion • Engaged Employees • Collaboration • Labor/Management Partnership • Work-Life • EVALUATE • Business Analytics • Data Driven Decision Making • TALENT MANAGEMENT • Workforce Planning • Employee Development • Leadership Development • Retention • Knowledge Management 2

7. Improving Agency Performance

8. Revising 5 CFR 250 and GPRA-MA

9. Improving Data Driven Reporting

10. Deploying HR Stat

11. Introduction to Workforce Planning

12. What is WFSP?

13. OPM Mandate U.S.C requires agencies set a standard for integrating its HR strategies into their budget and performance plans…the agency holds managers and human resources officers accountable for efficient and effective human resources management in support of the agency’s mission in accordance with merit system principles.

14. Beyond Compliance

15. Benefits to Effective Strategic Workforce Planning

16. Repercussions of Ineffective Strategic Workforce Planning

17. Workforce Planning Model

18. Workforce Planning Model Phase 1: Identify Agency Goals(Strategic Alignment) • Ensure the workforce planning initiatives point to workforce requirements and the organization’s mission and goals • Gather relevant information (qualitative and quantitative) to inform strategic priorities Available Tools: Workforce Data and Trend Analysis, SWOT Analysis, Scenario Planning

19. Workforce Planning Model • Supply Analysis • Gathering competency proficiency ratings and staffing counts on the current workforce • Demand Analysis • Identification of future required competency proficiency levels and projected staffing demands Phase 2: Supply and Demand Available Tools: Competency Gap Assessment, http://hr.od.nih.gov/workingatnih/competencies/default.htm

20. Competency Modeling

21. Workforce Planning Model • Integration and comparison of supply and demand analyses to determine potential workforce quantity (staffing, diversity) or quality (competency) gaps • Identification of further analyses to explore extent of gaps (e.g., training needs analysis, workload analysis, organizational assessment) Phase 3: Identify Workforce Gaps

22. What Can Happen if Gaps Are Not Addressed? • Increased employee turnover • Misallocation of training and development funds • Poor productivity • Unnecessary hiring • Employee and supervisor frustration • Negative customer assumptions

23. Workforce Planning Model • Prioritize gaps and identify solutions • Develop talent management plan with appropriate action plan, metrics , and timeframes in alignment with GPRA-MA • Identification of desired outcomes and standards of success, and measures of success • Establish an evaluation plan Phase 4: Develop and Implement Strategies to Close Gaps

24. Strategies to Close Gaps

25. Agency Example: Career Paths(Additional Document)

26. Agency Example: Succession Matrix

27. Workforce Planning Model • Identification of desired outcomes and standards of success • Identification of measures of success • Establishment of an evaluation plan • Assistance in developing or managing the workforce planning evaluation measures • Establishment of mechanisms for continuous program evaluation and improvement • Evaluation of workforce planning activities as compared to the Human Capital Framework (HCF) • Communicate findings and recommendations Phase 5: Evaluate Workforce Planning Strategies

28. Workforce Planning Benchmark Organization • DoD – Secretary Under the Air Force for Acquisition Career Development • Conducted Workforce Analyses to include SWOT analyses and Scenario Planning • Conducted competency and gap analysis • Built staff acquisition, development, and retention programs for the Electronic Systems Center • Structured interviews • Multiple hurdle approach to hiring • Recruiting and branding strategies and materials

29. Workforce Planning Benchmark Organization • FDA - Office of Regulatory Affairs • Succession planning and retention initiative • Identified mission critical occupations • FDA-wide workforce analysis • Environmental scanning • Competency modeling and gap analysis • Expanded employment brand • Career path plans and “job fit” programs

30. Implementation Best Practices • Set a vision and generate buy-in • Identify a team of people committed to program development and long-term vision • Make a plan (w/metrics) and communicate that plan • Align strategies with both short-term and long-term organizational priorities • Find what matters most • Identify high-impact, low-cost solutions

31. Implementation (con’d) • Integrate into business planning cycle • Include Change Management and Communication Plans • Build systems to sustain the process • Start Somewhere • Ensure Leadership Support • Allocate Resources • Keep it Simple Smarty

32. Questions?

33. Thank You For more information contact: Stacie Porter Workforce and Succession Planning HR Strategy & Evaluation Solutions 202-696-6829 Stacie.Porter@opm.gov