Strategic Workforce Planning

Session 3 Overview of the Workforce Planning

Process

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A short overview of the “What:

of Workforce Planning..

A short overview of the “What:

of Workforce Planning..

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Introduction to Workforce Planning

• First component of HRM strategy• All other functional HR activities are

derived from and flow out it• Basis in considerations of future

HR requirements in light of present HR capabilities and capacities

• Proactive in anticipating and preparing flexible responses to changing HR requirements

• Both internal and external focus

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Introduction to Workforce Planning

• Goes beyond simply hiring and firing

• Involves planning for deployment in line with organization and/or business unit strategy

• May involve:• Reassignment• Training and development• Outsourcing• Using temporary help or outside

contractors• Needs as much flexibility as possible

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Definition of Workforce Planning

Workforce planning is a systematic process for

identifying the human capital required to meet

business goals and developing the

strategies to meet these requirements.

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Why Is Workforce Planning Important?

• Workforce age and diversity• A shift toward higher-skilled "knowledge worker" jobs – NB Skilled is the emphasis

• Increased competition for talent

• Workers with changing values and expectations

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Workforce Planning Outcomes

• Prevent overstaffing and overstaffing and understaffingunderstaffing

• Ensure organization has Ensure organization has right employees with right skills in right places at right times

• Ensure organization is Ensure organization is responsive to changes in environment

• Provide direction and coherence to all HR activities and to all HR activities and systemssystems

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Now an overview of the “How”…

Now an overview of the “How”…

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Workforce Planning Outcomes

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StrategySTRATEGY

ASSESSMENTReview strategy and operational plans for

workforce implications

 Establish leadership

commitment and resources, build teams, develop

communication plan 

Develop work plans and timelines

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Data Collection

ENVIRONMENTAL SCANS AND

ASSESSMENTS 

Conduct an Environmental Scan

 Conduct a SWOT

Analysis 

Conduct a Supply/Demand

Analysis

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Data Analysis

GAP ANALYSIS 

Use a Competency Assessment to

compare current talent to future

talent needs 

Identify staffing gaps and surpluses

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Implementation

GAP-CLOSING STRATEGIES

 Competency Model

 Recruitment SelectionRetention

Performance ManagementProfessional DevelopmentSuccession

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Lets unpack these

elements..

Lets unpack these

elements..

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Strategy

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Cost Efficiency

Long-term Shareholder Value

Revenue Growth

Price Availability BrandServiceQuality

Operations Management

Processes

Human Capital

CustomerManagement

Processes

Innovation Processes

Regulatory and Social Processes

Organization Capital Information Capital

Financial

Customer

Internal Process

Learning & Growth

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It Is Essentially A Qualitative Analysis - Descriptive

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In Assessing Your Strategy:

• Identify Identify how each strategy will impact the workforce

• Think about how strategies will Think about how strategies will impact the impact the different levels of the workforce

• Keep in mind Keep in mind how your workforce how your workforce will be affected in the functional will be affected in the functional areasareas

• Determine which workforceDetermine which workforce issues you need to address in order to you need to address in order to achieve the strategic objectives.achieve the strategic objectives.

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Strategy

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The Capacity and Commitment Triangle

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Focus

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Ownership

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Capacity

One and only one person can be accountable. Multiple people can be responsible and certainly

others can be informed and consulted. Source: Glen B Alleman, (2007) Responsibility Assignment Matrix, Herding Cats

http://herdingcats.typepad.com/my_weblog/2007/02/responsibility_.html retrieved 2/8/08

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The Communication Journey

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In Creating Commitment etc:

• Obtain support for the WFP process.for the WFP process.• Involve parties in the WFP process.in the WFP process.• Create Create a sense of urgency about about

implementing WFP.implementing WFP.• Facilitate conversations about WFP.about WFP.• Solicit feedback about the WFP about the WFP

process.process.• Promote desired behaviors, desired behaviors,

organizational values and culture.organizational values and culture.

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Strategy

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Work Plans

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Data Collection

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Environmental Scan

• An Environmental Scan can be commonly defined as:• an analysis and evaluation of internal conditions and external

data and factors that affect the organization.

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Environmental Scan Toolkit

Focus Area Type of Information

Sources Web

Education

Demographic

Political

Economic/Social/Cultural

Geographic

Technological

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Internal Scan Toolkit

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Internal Scan Toolkit

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Organizational Climate

1) Do you know what is expected of you at work?2) Do you have the materials and equipment to do your workright?3) At work, do you have the opportunity to do what you do bestevery day?4) In the last seven days, have you received recognition or praisefor doing good work?5) Does your supervisor, or someone at work, seem to care aboutyou as a person?6) Is there someone at work who encourages your development?7) At work, do your opinions seem to count?8) Does the mission/purpose of your company make you feel yourjob is important?9) Are your associates (fellow employees) committed to doingquality work?10) Do you have a best friend at work?11) In the last six months, has someone at work talked to youabout your progress?12) In the last year, have you had opportunities to learn and grow?

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Cost of Turnover

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Data Collection

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Why SWOT

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Data Collection

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Supply and Demand Analysis

• The Supply/Demand Analysis pulls together data from a variety of sources to help you forecast future workforce needs.

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Supply and Demand Analysis

• The Demand Analysis identifies current and future workforce needs. A Demand Analysis must identify not only the numbers of staff needed, but also the competencies that are critical to successful job performance.

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Supply and Demand Analysis

• The Supply Analysis identifies your available staffing resources – both now and in the future. A Supply Analysis focuses on both the workforce numbers and on workforce competencies

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Supply and Demand Analysis

• The Supply Analysis identifies your available staffing resources – both now and in the future. A Supply Analysis focuses on both the workforce numbers and on workforce competencies

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Demand Analysis Focus

• Policy Changes/New Initiatives:

• Mandated Regulatory Changes

• Planned Growth/Expansion

• Other Factors Affecting Staffing

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Demand Analysis Focus

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Demand Analysis Focus

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Supply Analysis Focus

Current Staffing Level

Projected Attrition

Projected Internal Supply

_

=

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Supply Analysis Focus

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Supply Analysis Focus

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Data Analysis

Current and Future Talent Needs

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Gap Analysis Competency Sheet

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Data Analysis

GAP ANALYSIS 

Use a Competency Assessment to

compare current talent to future

talent needs 

Identify staffing gaps and surpluses

Staffing Gaps and Surpluses

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Implementation

GAP-CLOSING STRATEGIES

 Competency Model

 Recruitment SelectionRetention

Performance ManagementProfessional DevelopmentSuccession

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Implementation

GAP-CLOSING STRATEGIES

 Competency Model

 Recruitment SelectionRetention

Performance ManagementProfessional DevelopmentSuccession

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Gap Closing Strategies

• Competency Model•  Recruitment•  Selection• Retention• Performance Management• Professional Development• Succession

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