Workforce Planning

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

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.

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

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

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

Workforce Template s/ n CategorySkillsHC Now HC +l need Potential losses GapTiming 1 Doctor- Physician Medical Management Learning 10203Q Doctor Paediatric Medical Management Learning 3112Q Doctor – O & G Medical Management Learning 2213Q Radio Diagnostic Medical Management Team Learning 4213Q3 2012

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

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 Developme nt 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

Learning Points/Next Steps