FTB’s Workforce Planning Effort

Presented by:Michelle Ezray, Business and Human Resources Bureau

April 2008

What is the FTB Workforce Planning Tool?

• FTB’s Workforce Planning Guide - a tool to begin our enterprise workforce planning efforts.

How to Get Started – Tools and Techniques• Management commitment to Workforce Planning

• An Enterprise-wide Team approach

• The DPA model was used as the foundation

• Components of other models were included to fit organizational culture

Workforce Planning Taskforce 2006/2007

• 12 person enterprise-wide workforce planning taskforce established

• The goals of this enterprise team: review workforce planning modelsdevelop a workforce planning model

and tool for FTB test the FTB model on an

organizational area

Why did FTB need to Start Workforce Planning?

Permanent Employees by Generation at FTB

Baby Boomers56%

Generation X35%

Generation Y5%

Traditionalists4%

Why did FTB need to Start Workforce Planning (Cont.)?

• Projections of rank and file FTB employees to retire…5 years – 22%10 years – 39%15 years – 56%

• Projections of supervisory/managerial FTB employees to retire…5 years – 31%10 years – 50% 15 years – 72%

Why did FTB need to Start Workforce Planning (Cont.)?• Average Retirement Age at FTB - 58 Years

• Average Age of Rank and File FTB employees - 45 Years

• Average Age of Supervisory/Managerial FTB employees - 49 Years

• Average State Service for Rank and File FTB employees - 13 Years

• Average State Service for Supervisory/Managerial FTB Employees - 21 Years

What We Did• Created a guide (tool)

• Created a one day training course

• Began offering the course in January 2008

• Development of the guide and training course took approximately 12 months

Why Create a Tool for Planning?

• Our objectives for creating a tool are to: Increase the flexibility for each division

Address each division’s differing workforce planning

needs

Address each division’s business plans and strategic goals

Recognize that different occupational groups require different solutions

About the Guide…

• The guide has ten workforce planning steps.

• In each step we present: things to doexplain why this step is important list out key considerationsprovide tools and resources.

The Steps…

1.Choose the Scope2.Define the Context3.Understand the Work Functions4.Determine Future Staffing Demand5.Determine Future Staffing Supply6.Conduct a Gap Analysis7.Determine Gap Priorities8.Develop a Solution9. Implement the Solution10.Evaluate the Results

About the Training…

• It is a one day class.

• The class:explains the components of the guideapplies the principles through a real life

examples

What Other Planning Tools Does FTB Provide?

• Electronic mail box for requesting human resources data.

• Human Resources Staff ensure that appropriate data security and privacy is maintained.

What Other Resources Does FTB Provide?

• A Workforce Planning Page on the FTB Intranet Website

• Human Resources Staff provide consultative services

Tips We Learned

• Don’t Recreate the Wheel:

Use existing resources, data and expertise within the department

Utilize existing planning documents to assist you when making supply and demand projections.

Applying Workforce Planning at FTB – What we are Doing Now

• Management commitment to workforce planning

• Each division will evaluate workforce planning priorities by June 30, 2008

• Human Resources is providing data

Ongoing Workforce Development Efforts

• Management Development Program

• Management Rotation

• Enterprise – Wide Mentoring/Coaching Program

• 99 Minute Workshops

Accessing the FTB Workforce Planning Guide

• FTB’s Workforce Planning Guide is available on line at http://www.ftb.ca.gov/aboutFTB/manuals/Workforce_Planning.pdf

Thank You