WorkforceAnalysis:
Data Collection
WorkforceAnalysis:
Data Collection
Juana Lopez, Instructor
Marie Trahey, Instructor
Sponsored by the State Personnel Board
2. Workforce Planning2. Workforce Planning
4. Step I: Develop Current & Future Workforce Profile4. Step I: Develop Current & Future Workforce Profile
7. Q & A 7. Q & A
1. Objectives 1. Objectives
3. Workforce Analysis 3. Workforce Analysis
Workshop Agenda Workshop Agenda
5. Step II: Gap Analysis5. Step II: Gap Analysis
6. Step III: Solutions, Strategies, & Implementation6. Step III: Solutions, Strategies, & Implementation
• Identify, collect, & interpret workforce data in preparation for analysis of the data
• Identify workforce data reports & resources available
• Utilize data collection tools for organizing data in preparation for analysis
• Identify, collect, & interpret workforce data in preparation for analysis of the data
• Identify workforce data reports & resources available
• Utilize data collection tools for organizing data in preparation for analysis
Objectives Objectives
“Having the right people with the right skills and abilities in the right place at the right time.”
“Having the right people with the right skills and abilities in the right place at the right time.”
What is Workforce Planning?What is Workforce Planning?
• Aligns hiring practices with strategic goals & objectives
• Proactive instead of reactive
• Recruitment & retention
• Aligns hiring practices with strategic goals & objectives
• Proactive instead of reactive
• Recruitment & retention
Why is Workforce Planning Important?Why is Workforce Planning Important?
Workforce analysis is a process through which organizations review staffing data and trends to determine their current and future hiring needs
Workforce analysis is a process through which organizations review staffing data and trends to determine their current and future hiring needs
What is Workforce Analysis?What is Workforce Analysis?
Steps in the Workforce Analysis ProcessSteps in the Workforce Analysis Process
• Step I: Develop Current and Future Workforce Profile
• Step II: Gap Analysis
• Step III: Solutions, Strategies, and Implementation
• Step I: Develop Current and Future Workforce Profile
• Step II: Gap Analysis
• Step III: Solutions, Strategies, and Implementation
• Scope: what you want your workforce analysis to encompass
• Goals: what you want to accomplish
• Composition: current workforce versus future workforce
• Scope: what you want your workforce analysis to encompass
• Goals: what you want to accomplish
• Composition: current workforce versus future workforce
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Scope
A Plan for YourAnalysis
Size Span Focus
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Tools Examples
Goals
What You Wantto Accomplish
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Past Present ProjectFuture
Composition
WorkforceData
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Internal/ExternalFactors
Trends
Turnover andAttrition
DemographicInformation
WorkforceData
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Past Present ProjectFuture
Workforce Data
DemographicInformation
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Disability
Race/Ethnicity
Gender
Average AnnualSalary
Average LengthOf Service
Average Age
Number ofEmployeesVs. NumberOf Positions
Percentage ofEmployees inOccupational
Groups
Competencies
OccupationalGroups
DemographicInformation
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Background Mandate Reports
Workforce Data
Gender,Race/Ethnicity,And Disability
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
RegularAppointments
Transfers
Promotions
Rehires
Leave ofAbsence
Separationby
Retirement
Separationby
Employer
Separationby
Employee
TurnoverAnd
Attrition
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Workforce Data
Turnover Rate
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
CalculationNumber of separations per year divided by the number of employees at the beginning of the
year
Past Present ProjectFuture
Workforce Data
Trends
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Past Present ProjectFuture
Workforce Data
Internal/ExternalFactors
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Technology
Social &Economic
TrendsInitiatives
Legislation
DepartmentChanges
Internal/ExternalFactors
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
Data Collection Tips:
• Begin with the end in mind
• Determine what data is most significant
• Sort the data into categories (sets)
• Tabulate and summarize data
• Display or describe your data
Data Collection Tips:
• Begin with the end in mind
• Determine what data is most significant
• Sort the data into categories (sets)
• Tabulate and summarize data
• Display or describe your data
Step I: Develop Current & Future Workforce ProfileStep I: Develop Current & Future Workforce Profile
DefinitionReview
WorkforceData
AnalyzeData
Step II: Gap AnalysisStep II: Gap Analysis
Gap Analysis
Conducting GapAnalysis
Step II: Gap AnalysisStep II: Gap Analysis
Gap Analysis Comparison Table
Department of Human Resources
3-Year Workforce Planning Period
John Doe, Chief of Human Resources Division Prepared March 14, 2008
Total Employees in Scope 270
Classification Personnel Selection Personnel
Technician Analyst Manager
Number of Employees 50 120 100
Number of Employees Eligible to Retire During Planning Period 8 50 65
Number of Eligible Employees Estimated to Retire During Planning Period 4 2 55
Historical Non-Retirement Annual Turnover Rate 10% 3% 50%
Non-Retirement Projected Turnover Rate 8% 3% 46%
Employees Available (supply) 42 114 24
Employees Needed (demand) 50 200 130
Anticipated Employees (gaps or surplus) (8) (86) (106)
Solutions Strategies Implementation
Step III: Solutions, Strategies, & ImplementationStep III: Solutions, Strategies, & Implementation
Final Steps of Analysis
Solutions, Strategies& Implementation
Questions?Questions?
WorkforceAnalysis:
Data Collection
WorkforceAnalysis:
Data Collection
Thank you for attending!
Sponsored by the State Personnel Board
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