Workforce Planning. Objectives At the end of the session, participants will be able to: define...

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


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


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.


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.


Workforce Planning in Context

Government Strategy

Workforce Planning

HR Strategy

HR Operations


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


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


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?


A Demand Analysis Example

Workforce Strategy

Deliver 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



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.



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



Demand Analysis

Supply Analysis

Gap Analysis

Strategies

Implementation

Evaluation

Recruitment

Retirement

Placement

Learning and development

Career planning

Compensation and benefits

Performance Management

Employee relations



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


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


3 1 1 2 Q2 2013

3 Doctor – O & G


2 2 1 3 Q3 2015

4 Radio Diagnostic

MedicalManagementTeamLearning

4 2 1 3 Q3 2012



Demand Analysis

Supply Analysis

Gap Analysis

Strategies

Implementation

Evaluation

• Periodic review of actual against plan

• Escalation framework for variances

• Action plan for variances


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


Workforce Planning in HR

Workforce Planning

Organization Design

Change management

ER / IR

People

Placement

Location

PMS/ KPIs

Business Results

Recruitment

Time

Compensation & Benefits

Cost

Learning and

Development

Skills


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!


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.


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


1.

2.

3.

4.

5.

Learning Points/Next Steps

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Workforce Planning. Objectives At the end of the session, participants will be able to: define...

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