Data Collection Presentation

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 Analysis Workshop Agenda 5. Step II: Gap Analysis 6. 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
Objectives

“ Having the right people with the right skills and abilities in the right place at the right time.”
What is Workforce Planning?

Aligns hiring practices with strategic goals & objectives
Proactive instead of reactive
Recruitment & retention
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
What is Workforce Analysis?

Steps in the Workforce Analysis Process
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
Step I: Develop Current & Future Workforce Profile

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 & Future Workforce Profile

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 Of Service Average Age Number of Employees Vs. Number Of Positions Percentage of Employees in Occupational Groups Competencies Occupational Groups Demographic Information

Background Mandate Reports Workforce Data Gender, Race/Ethnicity, And Disability Step I: Develop Current & Future Workforce Profile

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

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

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 Changes Internal/ External Factors

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 Profile

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 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

Step III: Solutions, Strategies, & Implementation Final Steps of Analysis Solutions, Strategies & Implementation Solutions Strategies Implementation

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 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

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

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.

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

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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