Workforce Planning
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Workforce Planning
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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
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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
Learning Objectives
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Defining Workforce Planning
Strategic workforce planning is the process of analysing and forecasting the talent an organisation will 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.
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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.
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Workforce Planning in ContextGovernment Strategy
Workforce Planning
HR Strategy
HR Operations
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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
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Workforce Planning - STEPS
1. Articulation of the organisation’s strategic direction
2. Demand Analysis
3. Supply Analysis
4. Gap Analysis
5. Strategies
6. Implementation
7. Evaluation
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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?
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A Demand Analysis Example
Workforce StrategyDeliver minimum healthcare standard to all state residents through all local governments
Workforce Implications• Who do we need?• How many? • Where to locate medical
teams• How to build the teams• How to develop required
skills
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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.
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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
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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
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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
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Workforce Templates/n
Category Skills HC Now
HC +l need
Potential losses
Gap Timing
1 Doctor- Physician
MedicalManagementLearning
10 2 0 3 Q1 2013
2 Doctor Paediatric
MedicalManagementLearning
3 1 1 2 Q2 2013
3 Doctor – O & G
MedicalManagementLearning
2 2 1 3 Q3 2015
4 Radio Diagnostic
MedicalManagementTeamLearning
4 2 1 3 Q3 2012
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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
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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
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Workforce Planning in HR
Workforce Planning
Organization DesignChange
management
ER / IRPeople
PlacementLocation
PMS/ KPIsBusiness Results
RecruitmentTime
Compensation & Benefits
Cost
Learning and
Development
Skills
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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!
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Overcoming Barriers and Challenges
Barrier
• Availability of information
• Silo operations
• Business and HR strategy alignment
• Competencies
• Changing administrations, politics and priorities
Mitigant
• Record keeping
• Senior management buy-in and commitment
• Goal congruence; system & process
• Training and development
• Institutionalise innovation and programme’s sustenance.
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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
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