The document outlines Deborah Vaughn's responsibilities in conducting workforce data analysis for the Department of General Services. It details the steps to analyze workforce ages and project retirements, including obtaining organizational structure data, workforce classifications, CalPERS retirement criteria, and conducting analysis twice annually. Charts are provided as examples showing breakdowns of current workforce age and projected retirements over five fiscal years.

1. Deborah Vaughn, Chief Office of Human Resources Department of General Services Conducting Data Analysis (Workforce Ages – Projecting Retirements)

4. Organizational Structure – Request format and data:  MIRS Report (in Microsoft Excel format)  Based on active organizations  Reporting Filters: by agency code/reporting unit number, unit name, and location (addresses/locations) SAMPLE FORMAT Data Needs (Getting Started – Step 1 ) SACTO 707 3 rd STREET EXEC/ADMIN 100 306 City Location Name Unit Code Agency Code

6. Workforce Classifications – Request format and data:  ABMS (in Microsoft Excel format)  MIRS Report (in Microsoft Excel format)  Base on active classifications  Request Filters: classification code, name and CBID SAMPLE FORMAT Data Needs (Getting Started – Step 2 ) R01 Assoc Govt Program Analyst 5393 CBID Class Name Class Code

7. Retirement Criteria ► Determine retirement categories used (Miscellaneous, Industrial, etc.) ► Obtain State retiree averages from CalPERS based on:  Retirement categories used  Average Age (within category)  Average years of State service (within category) ► DGS Criteria: Categories (Miscellaneous - Tier 1 and 2)  Tier 1 – Age 60 with 22.9 years of State service  Tier 2 – Age 60 with 12.9 years of State service Data Needs (Getting Started – Step 3 )

8. CalPERS Retirement Information ► Retirement Averages  Updated averages are issued annually in September  Averages based on previous FY actual retiree data  Example : DGS’s projections conducted in FY 07/08 based on applying FY 06/07 statewide averages to it’s workforce. ► How to obtain CalPERS retirement averages  Copy of FY 06/07 averages (available handout)  Submit future request to Frank Gerace (CalPERS)  Email request to: [email_address] Data Needs (Getting Started – Step 3 )

9. Analysis Steps (conducted twice annually)  Breakdown by age groupings  Breakdown by CBID categories  Based on filled position information  Percentages (based on total filled positions) Current DGS Data (as of 1/1/08)  Employee Ages  3,899 Positions Filled  Display Charts (next five slides) Data Analysis (Workforce Age )

10. Data Analysis Sample (Workforce Age ) DGS Age Groupings (departmental roll-up) 100.00% 3,899 Total 10.44% 407 60 + 17.06% 665 55 – 59 21.11% 823 50 – 54 18.26% 712 45 – 49 11.23% 438 40 – 44 8.82% 344 35 – 39 6.08% 237 30 – 34 4.67% 182 25 – 29 2.33% 91 Younger than 24 % of Total Filled Positions Total Employees Age Group

11. Data Analysis Sample (Workforce Age ) DGS Age Groupings (breakdown by CBID) 84.33% 13.54% 1.82% 0.31% % of Workforce 3,288 528 71 12 Total 326 74 6 1 60 + 537 104 18 6 55 – 59 654 140 28 1 50 – 54 579 120 12 1 45 – 49 384 49 5 0 40 – 44 316 24 2 2 35 – 39 224 12 0 1 30 – 34 177 5 0 0 25 – 29 91 0 0 0 Younger than 24 Rank & File Supervisory Managerial Exempt Age Group

12. Data Analysis Sample (Workforce Age ) DGS Filled Positions (breakdown by CBID ) 100.00% 3,899 Total 84.18% 3,288 Rank & File 13.52% 528 Supervisory 1.82% 71 Managerial 0.31% 12 Exempt % of Total Workforce Total Positions Filled CBID Category

13. Data Analysis Sample (Workforce Age )

14. Data Analysis Sample (Workforce Age )

15. Workforce Age Analysis – Request format and data:  MIRS Report (in Microsoft Excel format)  Based on Filled Positions  Reporting Filters (each filled position): Data Needs (Workforce Age Analysis ) Time base and tenure Classification Title Active Status Only Employee Age Include CEAs and Exempts Employee Name CBID Agency Code/ Reporting Unit Code

16. Workforce Age Analysis MIRS Report (Microsoft Excel format) - Here is an sample of the final format of requested information Data Needs (Workforce Age Analysis ) R01 54 AGPA DOE, JOHN 100 306 CBID Age Classification Employee Unit Code Agency Code

17. Analysis Steps  Identify workforce retirement categories  Determine CalPERS retiree averages (age/years of State service)  Request workforce information (based on filled positions)  Apply retiree averages to workforce information  Project retirements on a 1 – 5 fiscal year basis Data Analysis (Retirement Projections )

18. Current DGS Data  Analysis completed for 5 fiscal years (2007/08 – 2010/11)  Eligible to retire (based on 3,899 positions filled as of 1/1/08)  Projections: 1,077 (or 27.62%) of DGS’s workforce is eligible to retire between FYs 2007/08 through 2010/11  Display Charts (next two slides) Data Analysis (Retirement Projections )

19. Data Analysis Sample (Retirement Projections ) DGS’s Five Year Projections (Departmental Roll-up) 27.62% 3.36% 3.49% 3.44% 3.03% 14.31% Eligible to Retire (Percentage) 1,077 131 136 134 118 558 Projected Retirements Total FY 2010/11 FY 2010/11 FY 2009/10 FY 2008/09 FY 2007/08 Departmental Roll-Up

20. Data Analysis Sample (Retirement Projections ) DGS’s Five Year Projections (breakdown by CBID) 1,077 132 136 133 118 558 Total 890 105 114 108 93 470 Rank & File 144 17 17 18 21 71 Supervisory 38 9 4 5 4 16 Managerial 5 1 1 2 0 1 Exempt Total FY 2010/11 FY 2010/11 FY 2009/10 FY 2008/09 FY 2007/08 Projected Retirements (by CBID)

22. Retirement Analysis – Request format and data:  MIRS Report (in Microsoft Excel format)  Based on Filled Positions  Apply assumptions detailed on previous slide  Reporting Filters (each current employee): Data Needs (Retirement Projections ) Time base and tenure Classification Title Retirement Category (with Tier 1 or 2 designation) Employee Name/Age Months of State service Organization (Unit) Name CBID Agency Code/ Reporting Unit Code

23. Vacancy Rates (Analysis Steps)  Obtain list of established/vacant positions  Determine vacancy rate (%)  Vacancy Rate Formula:  Calculation formula is: B divided by A (see below)  Vacancy Rate = Percentage of calculation Data Analysis (Vacancy Rates ) # of vacant positions at the same time period (i.e., July 1 st ) B = # of established positions (e.g., July 1 st ) A =

24. Attrition Rates (Analysis Steps)  Calculation formula is: A – B + C = D (see below)  Attrition rate = D divided by A Data Analysis (Attrition Rates ) # of attrited positions D = # of new hires during time period (i.e., fiscal year) C = # of filled positions at end of time period (i.e., June 30 th ) B = # of filled Positions at the beginning of time period (i.e., July 1 st ) A =

25. Attrition Rate Sample Start with 1,000 filled positions. You have fifty less at the end of the time period, but during the time period, you hired fifty new employees. So, from the original 1,000 positions, you lost 100 (and gained fifty from hiring). The attrition of the original 1,000 was 100 (or 10%). Data Analysis (Attrition Rates ) 10% Attrition Rate = D/A 100 D = total attrition 50 C = # of hires 950 B = # of ending positions 1,000 A = # of beginning positions

26. ► Questions or Concerns? ► DGS Contact Information:  Deborah Vaughn, Chief - (916) 376-5413  Moana Tedrow, Manager - (916) 376-5484 Closing Remarks