Data Collection Presentation

WorkforceAnalysis:

Data Collection

WorkforceAnalysis:

Data Collection

Juana Lopez, Instructor

Marie Trahey, Instructor

Sponsored by the State Personnel Board

2. Workforce Planning2. Workforce Planning

4. Step I: Develop Current & Future Workforce Profile4. Step I: Develop Current & Future Workforce Profile

7. Q & A 7. Q & A

1. Objectives 1. Objectives

3. Workforce Analysis 3. Workforce Analysis

Workshop Agenda Workshop Agenda

5. Step II: Gap Analysis5. Step II: Gap Analysis

6. Step III: Solutions, Strategies, & Implementation6. Step III: Solutions, Strategies, & Implementation

• Identify, collect, & interpret workforce data in preparation for analysis of the data

• Identify workforce data reports & resources available

• Utilize data collection tools for organizing data in preparation for analysis

• Identify, collect, & interpret workforce data in preparation for analysis of the data

• Identify workforce data reports & resources available

• Utilize data collection tools for organizing data in preparation for analysis

Objectives Objectives

“Having the right people with the right skills and abilities in the right place at the right time.”

“Having the right people with the right skills and abilities in the right place at the right time.”

What is Workforce Planning?What is Workforce Planning?

• Aligns hiring practices with strategic goals & objectives

• Proactive instead of reactive

• Recruitment & retention

• Aligns hiring practices with strategic goals & objectives

• Proactive instead of reactive

• Recruitment & retention

Why is Workforce Planning Important?Why is Workforce Planning Important?

Workforce analysis is a process through which organizations review staffing data and trends to determine their current and future hiring needs

Workforce analysis is a process through which organizations review staffing data and trends to determine their current and future hiring needs

What is Workforce Analysis?What is Workforce Analysis?

Steps in the Workforce Analysis ProcessSteps in the Workforce Analysis Process

• Step I: Develop Current and Future Workforce Profile

• Step II: Gap Analysis

• Step III: Solutions, Strategies, and Implementation

• Step I: Develop Current and Future Workforce Profile

• Step II: Gap Analysis

• Step III: Solutions, Strategies, and Implementation

• Scope: what you want your workforce analysis to encompass

• Goals: what you want to accomplish

• Composition: current workforce versus future workforce

• Scope: what you want your workforce analysis to encompass

• Goals: what you want to accomplish

• Composition: current workforce versus future workforce

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Scope

A Plan for YourAnalysis

Size Span Focus

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Tools Examples

Goals

What You Wantto Accomplish

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Past Present ProjectFuture

Composition

WorkforceData

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Internal/ExternalFactors

Trends

Turnover andAttrition

DemographicInformation

WorkforceData

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Past Present ProjectFuture

Workforce Data

DemographicInformation

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Disability

Race/Ethnicity

Gender

Average AnnualSalary

Average LengthOf Service

Average Age

Number ofEmployeesVs. NumberOf Positions

Percentage ofEmployees inOccupational

Groups

Competencies

OccupationalGroups

DemographicInformation

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Background Mandate Reports

Workforce Data

Gender,Race/Ethnicity,And Disability

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

RegularAppointments

Transfers

Promotions

Rehires

Leave ofAbsence

Separationby

Retirement

Separationby

Employer

Separationby

Employee

TurnoverAnd

Attrition

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Workforce Data

Turnover Rate

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

CalculationNumber of separations per year divided by the number of employees at the beginning of the

year

Past Present ProjectFuture

Workforce Data

Trends

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Past Present ProjectFuture

Workforce Data

Internal/ExternalFactors

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Technology

Social &Economic

TrendsInitiatives

Legislation

DepartmentChanges

Internal/ExternalFactors

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

Data Collection Tips:

• Begin with the end in mind

• Determine what data is most significant

• Sort the data into categories (sets)

• Tabulate and summarize data

• Display or describe your data

Data Collection Tips:

• Begin with the end in mind

• Determine what data is most significant

• Sort the data into categories (sets)

• Tabulate and summarize data

• Display or describe your data

Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile

DefinitionReview

WorkforceData

AnalyzeData

Step II: Gap AnalysisStep II: Gap Analysis

Gap Analysis

Conducting GapAnalysis

Step II: Gap AnalysisStep II: Gap Analysis

Gap Analysis Comparison Table

Department of Human Resources

3-Year Workforce Planning Period

John Doe, Chief of Human Resources Division Prepared March 14, 2008

Total Employees in Scope 270

Classification Personnel Selection Personnel

Technician Analyst Manager

Number of Employees 50 120 100

Number of Employees Eligible to Retire During Planning Period 8 50 65

Number of Eligible Employees Estimated to Retire During Planning Period 4 2 55

Historical Non-Retirement Annual Turnover Rate 10% 3% 50%

Non-Retirement Projected Turnover Rate 8% 3% 46%

Employees Available (supply) 42 114 24

Employees Needed (demand) 50 200 130

Anticipated Employees (gaps or surplus) (8) (86) (106)

Solutions Strategies Implementation

Step III: Solutions, Strategies, & ImplementationStep III: Solutions, Strategies, & Implementation

Final Steps of Analysis

Solutions, Strategies& Implementation

Questions?Questions?

WorkforceAnalysis:

Data Collection

WorkforceAnalysis:

Data Collection

Thank you for attending!

Sponsored by the State Personnel Board