G i D f T iGeorgia Department of TransportationWorkforce Planningg

Foundations Of Right SizingFoundations Of Right SizingExternal Resources:

Internal Resources

OverviewOverview

• High Volume of RetirementsHigh Volume of Retirements

• Staffing levels over past 11yrs

• GDOT Efficiency Planning CommitteeGDOT Efficiency Planning Committee

• Workforce Planning Initiativeo Identify and address the gaps between our workforceo Identify and address the gaps between our workforce 

of today and the staffing needs of tomorrow

o Identify right‐size of offices/Districts

o Identify efficiency opportunities related to staffing and

operations

Right‐Size Process

Funding

•Contract •Personnel •Equip/Maint/Operation

Level of Service (LOS)

Contract Work

(LOS)

•Asset based•Performance driven

•Exists in Market•Routine•Quantifiable•Good business practice

GDOT Staffing Changes In Key FunctionsFunctions

2621

3000

19292000

2500

Construction(District Field Construction)

1500Engineering(G.O. Engineering, Bridge Inspection, Chief Engineer Special Staff, Traffic Design, District Preconstruction)en

ance

nce

647

443

854743

500

1000Maintenance(District Maintenance/MAU)

tion

eering

ering

Mainte

Mainten

an

0

7/1/2000 4/1/2012

Construct

Construction

Engine

Engine

e M

GDOT Headcount Historyy

5895 5949 5819 5898 5783 5807 5818

7000

5949 5819 5898 5783 58075696

58185699

5338

49494610

44585000

6000

3000

4000

1000

2000

0

GDOT FY11 Turnover

40

37

40

45

34

28

3435

32

36

31

3433

37

30

35

25

20

25

10

15

0

5

7/2010 8/2010 9/2010 10/2010 11/2010 12/2010 1/2011 2/2011 3/2011 4/2011 5/2011 6/2011

53% Of Turnover Was As A Result Of Retirements

GDOT FY12 TurnoverThru (5/1/2012)Thru (5/1/2012)

3940

45

3331

27

35

31

3433

30

35

23 23

27

2120

25

5

10

15

0

5

7/2011 8/2011 9/2011 10/2011 11/2011 12/2011 1/2012 2/2012 3/2012 4/2012 5/2012

56% Of Turnover Was As A Result Of Retirements

WFP ProcessWFP Process

• Steps already taken place:Steps already taken place:– We met with Division Directors to outline leadership roles and discuss expected outcomesleadership roles and discuss expected outcomes

– HR Team, Division Directors and Office Heads/Dist Engineers met to outline process and setEngineers met to outline process and set deliverables

• Kick‐off meetings held February and March

WFP ProcessWFP Process

• Efforts currently under way:Efforts currently under way:– Meeting with individual offices to:

• Document core functions of each office and determine staffing levels/strategies needed to meet these core functions

• Document minimum staffing charts to identify theDocument minimum staffing charts to identify the right‐size of each office and the most efficient combination of full‐time employees, temporary workers and contract servicesworkers and contract services

• Identify current and upcoming staffing gaps and develop strategies to address these issues

Staffing StrategiesStaffing Strategies

• Internal Job Postingsg

• Critical Skills Gaps 

• Internal Re‐assignments

• External Recruitment Activities

• Temporary Staffing

• Contract Services

• Other strategies to address unique positions

Training and Employee Development Strategies

• Succession Planningg

• Job Shadowing

• Job Rotations

• Cross‐training

• Mentoring

/• Internal/External Training Opportunities

• Stretch Assignments

• Knowledge Transfer• Knowledge Transfer 

Expected DeliverablesExpected Deliverables

• Minimum Staffing Org Charts for each office and District that g gidentify “Right Size” 

• Determination of overall Department’s right‐size

• Identification of potential staffing solutions

• A defined Strategic Workforce plan to reach staffing goals   Note: This will be an on‐going processNote: This will be an on going process.