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Workforce Analysis: Data Collection Juana Lopez, Instructor Marie Trahey, Instructor Sponsored by the State Personnel Board
2. Workforce Planning 4. Step I: Develop Current & Future Workforce Profile 7. Q & A   1. Objectives   3.  Workforce Analy...
<ul><ul><li>Identify, collect, & interpret workforce data in preparation for analysis of the data </li></ul></ul><ul><ul><...
<ul><ul><li>“ Having the right people with the right skills and abilities in the right place at the right time.” </li></ul...
<ul><ul><li>Aligns hiring practices with strategic goals & objectives </li></ul></ul><ul><ul><li>Proactive instead of reac...
<ul><ul><li>Workforce analysis is a process through which organizations review staffing data and trends to determine their...
Steps in the Workforce Analysis Process <ul><ul><li>Step I: Develop Current and Future Workforce Profile </li></ul></ul><u...
<ul><ul><li>Scope: what you want your workforce analysis to encompass </li></ul></ul><ul><ul><li>Goals: what you want to a...
Scope A Plan for Your Analysis Size Span Focus Step I: Develop Current & Future Workforce Profile
Tools Examples Goals What You Want to Accomplish Step I: Develop Current & Future Workforce Profile
Past Present Project Future Composition Workforce Data Step I: Develop Current & Future Workforce Profile
Internal/ External Factors Trends Turnover and Attrition Demographic Information Workforce Data Step I: Develop Current & ...
Past Present Project Future Workforce Data Demographic Information Step I: Develop Current & Future Workforce Profile
Step I: Develop Current & Future Workforce Profile Disability Race/ Ethnicity Gender Average Annual Salary Average Length ...
Background Mandate Reports Workforce Data Gender, Race/Ethnicity, And Disability Step I: Develop Current & Future Workforc...
Step I: Develop Current & Future Workforce Profile Regular Appointments Transfers Promotions Rehires Leave of Absence Sepa...
Workforce Data Turnover Rate Step I: Develop Current & Future Workforce Profile Calculation Number of separations per year...
Past Present Project Future Workforce Data Trends Step I: Develop Current & Future Workforce Profile
Past Present Project Future Workforce Data Internal/External Factors Step I: Develop Current & Future Workforce Profile
Step I: Develop Current & Future Workforce Profile Technology Social & Economic Trends Initiatives Legislation Department ...
<ul><ul><li>Data Collection Tips: </li></ul></ul><ul><ul><li>Begin with the end in mind </li></ul></ul><ul><ul><li>Determi...
Definition Review Workforce Data Analyze Data Step II: Gap Analysis Gap Analysis Conducting Gap Analysis
Step II: Gap Analysis Gap Analysis Comparison Table Manager Analyst Technician (106) (86) (8) Anticipated Employees (gaps ...
Step III: Solutions, Strategies, & Implementation Final Steps of Analysis Solutions, Strategies & Implementation Solutions...
Questions?
Workforce Analysis: Data Collection Thank you for attending! Sponsored by the State Personnel Board
Data Collection Tools Organizational Chart:  an organizational chart is  a diagram that shows the structure of an organiza...
Data Collection Tools Brainstorming Chart:  start with the problem and branch off with as many solutions as you can think ...
Data Collection Tools Decision Matrix:   a way to weight and rate information on a 1-5 scale to produce a score.  The high...
Data Collection Tools Table:  a  table consists of an ordered arrangement of rows and columns. Spreadsheet:  same as a tab...
Data Collection Tools Bar Graph:  a bar graph  uses bars to show frequencies or values for different categories.
Data Collection Tools Line Chart:  a  line chart shows the order of observations made, connected by a line.
Data Collection Tools Pie Chart:   a pie chart shows percentage values as a slice of a pie.
Data Collection Tools Gantt Chart:   a popular type of bar chart that illustrates a project schedule.
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Data Collection Presentation

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Transcript of "Data Collection Presentation"

  1. 1. Workforce Analysis: Data Collection Juana Lopez, Instructor Marie Trahey, Instructor Sponsored by the State Personnel Board
  2. 2. 2. Workforce Planning 4. Step I: Develop Current & Future Workforce Profile 7. Q & A 1. Objectives 3. Workforce Analysis Workshop Agenda 5. Step II: Gap Analysis 6. Step III: Solutions, Strategies, & Implementation
  3. 3. <ul><ul><li>Identify, collect, & interpret workforce data in preparation for analysis of the data </li></ul></ul><ul><ul><li>Identify workforce data reports & resources available </li></ul></ul><ul><ul><li>Utilize data collection tools for organizing data in preparation for analysis </li></ul></ul>Objectives
  4. 4. <ul><ul><li>“ Having the right people with the right skills and abilities in the right place at the right time.” </li></ul></ul>What is Workforce Planning?
  5. 5. <ul><ul><li>Aligns hiring practices with strategic goals & objectives </li></ul></ul><ul><ul><li>Proactive instead of reactive </li></ul></ul><ul><ul><li>Recruitment & retention </li></ul></ul>Why is Workforce Planning Important?
  6. 6. <ul><ul><li>Workforce analysis is a process through which organizations review staffing data and trends to determine their current and future hiring needs </li></ul></ul>What is Workforce Analysis?
  7. 7. Steps in the Workforce Analysis Process <ul><ul><li>Step I: Develop Current and Future Workforce Profile </li></ul></ul><ul><ul><li>Step II: Gap Analysis </li></ul></ul><ul><ul><li>Step III: Solutions, Strategies, and Implementation </li></ul></ul>
  8. 8. <ul><ul><li>Scope: what you want your workforce analysis to encompass </li></ul></ul><ul><ul><li>Goals: what you want to accomplish </li></ul></ul><ul><ul><li>Composition: current workforce versus future workforce </li></ul></ul>Step I: Develop Current & Future Workforce Profile
  9. 9. Scope A Plan for Your Analysis Size Span Focus Step I: Develop Current & Future Workforce Profile
  10. 10. Tools Examples Goals What You Want to Accomplish Step I: Develop Current & Future Workforce Profile
  11. 11. Past Present Project Future Composition Workforce Data Step I: Develop Current & Future Workforce Profile
  12. 12. Internal/ External Factors Trends Turnover and Attrition Demographic Information Workforce Data Step I: Develop Current & Future Workforce Profile
  13. 13. Past Present Project Future Workforce Data Demographic Information Step I: Develop Current & Future Workforce Profile
  14. 14. Step I: Develop Current & Future Workforce Profile Disability Race/ Ethnicity Gender Average Annual Salary Average Length Of Service Average Age Number of Employees Vs. Number Of Positions Percentage of Employees in Occupational Groups Competencies Occupational Groups Demographic Information
  15. 15. Background Mandate Reports Workforce Data Gender, Race/Ethnicity, And Disability Step I: Develop Current & Future Workforce Profile
  16. 16. Step I: Develop Current & Future Workforce Profile Regular Appointments Transfers Promotions Rehires Leave of Absence Separation by Retirement Separation by Employer Separation by Employee Turnover And Attrition
  17. 17. Workforce Data Turnover Rate Step I: Develop Current & Future Workforce Profile Calculation Number of separations per year divided by the number of employees at the beginning of the year
  18. 18. Past Present Project Future Workforce Data Trends Step I: Develop Current & Future Workforce Profile
  19. 19. Past Present Project Future Workforce Data Internal/External Factors Step I: Develop Current & Future Workforce Profile
  20. 20. Step I: Develop Current & Future Workforce Profile Technology Social & Economic Trends Initiatives Legislation Department Changes Internal/ External Factors
  21. 21. <ul><ul><li>Data Collection Tips: </li></ul></ul><ul><ul><li>Begin with the end in mind </li></ul></ul><ul><ul><li>Determine what data is most significant </li></ul></ul><ul><ul><li>Sort the data into categories (sets) </li></ul></ul><ul><ul><li>Tabulate and summarize data </li></ul></ul><ul><ul><li>Display or describe your data </li></ul></ul>Step I: Develop Current & Future Workforce Profile
  22. 22. Definition Review Workforce Data Analyze Data Step II: Gap Analysis Gap Analysis Conducting Gap Analysis
  23. 23. Step II: Gap Analysis Gap Analysis Comparison Table Manager Analyst Technician (106) (86) (8) Anticipated Employees (gaps or surplus) 130 200 50 Employees Needed (demand) 24 114 42 Employees Available (supply) 46% 3% 8% Non-Retirement Projected Turnover Rate 50% 3% 10% Historical Non-Retirement Annual Turnover Rate 55 2 4 Number of Eligible Employees Estimated to Retire During Planning Period 65 50 8 Number of Employees Eligible to Retire During Planning Period 100 120 50 Number of Employees Personnel Selection Personnel Classification 270 Total Employees in Scope Prepared March 14, 2008 John Doe, Chief of Human Resources Division 3-Year Workforce Planning Period Department of Human Resources
  24. 24. Step III: Solutions, Strategies, & Implementation Final Steps of Analysis Solutions, Strategies & Implementation Solutions Strategies Implementation
  25. 25. Questions?
  26. 26. Workforce Analysis: Data Collection Thank you for attending! Sponsored by the State Personnel Board
  27. 27. Data Collection Tools Organizational Chart: an organizational chart is a diagram that shows the structure of an organization and the relationships and relative ranks of its parts and positions. Civil Rights Manager II Mediation Program Manager I Bilingual Services Manager I LEAP/Reasonable Accommodation Manager I
  28. 28. Data Collection Tools Brainstorming Chart: start with the problem and branch off with as many solutions as you can think possible. Remember, it’s a brainstorming process so all ideas count. Not appealing to younger generations Very advertisement to the public Hiring process takes too long Need to increase recruitment from colleges Recruitment
  29. 29. Data Collection Tools Decision Matrix: a way to weight and rate information on a 1-5 scale to produce a score. The higher the score the better.
  30. 30. Data Collection Tools Table: a table consists of an ordered arrangement of rows and columns. Spreadsheet: same as a table except you can insert numerical data and formulas. Row 3 Row 2 Row 1 Column 5 Column 4 Column 3 Column 2 Column 1
  31. 31. Data Collection Tools Bar Graph: a bar graph uses bars to show frequencies or values for different categories.
  32. 32. Data Collection Tools Line Chart: a line chart shows the order of observations made, connected by a line.
  33. 33. Data Collection Tools Pie Chart: a pie chart shows percentage values as a slice of a pie.
  34. 34. Data Collection Tools Gantt Chart: a popular type of bar chart that illustrates a project schedule.
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