Download - Workforce Planning Model
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Workforce Planning Model & Worksheets
2015 | Human-Resource-olutions!co!uk | Page 0
WorkforcePlanning Model &WorksheetsHuman Resource olutions
Workforce Planning is the "rocess #here$% the management ofan organisation tr% to ensure that the% al#a%s hae the rightnum$er of em"lo%ees' #ith the right kno#ledge and skills in"lace at the right time! (his document "roides a WorkforcePlanning Model #hich can $e a""lied in an% organi)ation* it alsoincor"orates a series of #orksheets to facilitate e+ectie "ro,ect"lanning!
2015
! .roganHuman Resource olutions
2015
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Workforce Planning Model
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Clarify the future situation
Describe the Implications for the Workforce
Profile the current workforce
Estimate future demand for staff
Estimate future supply of staff
Action Plans to addressimbalances between demand
and supply
Monitor and continually evaluate
Surplusstaff
InsufficientStaff
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Clarify the Future Situation
Objective: To clearly outline, in broad terms, the proposed
service change, the resource assumptions and themanpower implications. To then break this down into
manageable stages. This will set the parameters of
the manpower planning project.
The first task is to clearly articulate the e&act shape and scope of theser$ice change, this amounts to a +$ision+ of how the new ser$ice willlook. Then we must identify all ser$ices that are affected, and how theywill change. "road timescales should be outlined at this stage.
The ne&t stage is to identify non#staff resources which are affected by the
change. This usually amounts to buildings, e!uipment etc or financialassets such as new contracts, transfer in or out of finances or budgetary
reductions. The purpose of this section is to clearly understand these anddetermine to what e&tent they are limitations on the change project.
The ne&t section outlines what the implications of the changes are for
staff.
onsideration should be gi$en firstly to broad numbers # is there a
need to increase or decrease numbers or will present numbers bemaintained.
-oes the skill#mi& re!uire to change # will this become richer or
diluted
-oes this ha$e implications for !ualifications % skills re!uired by
staff # how will these need to change
/ill there need to be changes to working patterns % practices # e.g.
will staff be re!uired to work more fle&ibly, change shift patterns,interface with other agencies etc.
The final part of this section in$ol$es breaking the change project downinto discrete stages # usually around #. This will identify each majortask or e$ent, and put appropriate target dates and timescales to each.
Clarify the future situation
Describe the Implications for the Workforce
Profile the current workforce
Estimate future demand for staff
Estimate future supply of staff
Action Plans to address
imbalances between demandand supply
Monitor and continually evaluate
Surplusstaff
InsufficientStaff
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Workforce Planning Model & Worksheets
Worksheet 1
Clarify the Future Situation3nswer each section in $ery broad terms4
Identify the general shape and scope of the proposed business change Identify in thissection
The proposed
change
The current
ser$ices which
will be affectedby the change
The proposedtimescales
Identify the resources which will be affected by the change (exclude staff) Identify in thissection
"uildings and
other physicalresources
6inancial
resources #
additional %reductions %transfers
Identify the general staffing implications of the proposed change Identify in thissection
Increase %
decrease %transfer of staff
hanges to skill#
mi&
hanges in
!ualifications %skill re!uired
hanges to
workingpractices
urrent staff
shortages
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Worksheet 1(continued)"reak the project down into a series of discrete stages usually #4 and describe these
1STSTAGE ! T"E #$%E&T Identify in thissection
The initial #
major tasks ore$ents
The appropriate
targets andtimescales
'nd STAGE ! T"E #$%E&T Identify in thissection
The ne&t #
major tasks ore$ents
The appropriate
targets and
timescales
rd STAGE ! T"E #$%E&T Identify in thissection
The ne&t #major tasks ore$ents
The appropriate
targets and
timescales
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Describe the Imlications for the WorkforceObjective: To identify in detail the specific workforce
implications for each key task / event at each stage in
the project
6or each stage identified in /orksheet 1, outline the specific staff relatedchange that need to occur. 6or e&le
/ill more or less of a particular staff group be necessary
/ill there need to be a transfer between sites or agencies
/ill the affected staff group need different skills and % or
!ualifications
/ill a different skill mi& be re!uired # if so how will this be
achie$ed
/ill any ser$ices be rationalised, centralised or contracted out
/ill management re#structuring be necessary
The effects on the workforce should be !uantified e$en appro&imately4where at all possible
3llocate key dates for each of the major workforce changes identified.
Clarify the future situation
Describe the Implications for the Workforce
Profile the current workforce
Estimate future demand for staff
Estimate future supply of staff
Action Plans to addressimbalances between demand
and supply
Monitor and continually evaluate
Surplusstaff
InsufficientStaff
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Worksheet ! (continued)
'nd STAGE ! T"E #$%E&T Identify in thissection
3s for 8tage 1
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Worksheet #
"stimate of Future Demand for Staff
"ased on the staff implications identified in /orksheet 2, !uantify the staff changes
ew *TE ("eadcount)
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Profile the Current Workforce
Objective: To allow managers to understand the current
workforce profile and thereby allow them to
estimate internal supply
8T98
1. Identify all staff who are affected by the proposed changes brokendown by grade, headcount, /T9, part#time% full time and se&
2. rofile the same staff group by grade and age > length of ser$ice)the same profile should be completed for lea$ers.
. 3nalysis of numbers of lea$ers and joiners for the last year)calculate wastage rates and net flow for each staff group, and ifappropriate for each significant grade.
. 3nalysis of lea$ers and joiners including source of recruitment,
reason for lea$ing and destination on lea$ing.
5. Identify all hard#to#fill posts % $acancies by staff group % grade andlength of time $acant
?. 3nalysis of absences for each staff group
@. 3nalysis of tra$el to work pattern by staff group
A. "ased on the abo$e information, estimate for each key date in theproject
8taff lost through internal promotion
Bumber of retirals
/astage rates
Clarify the future situation
Describe the Implications for the Workforce
Profile the current workforce
Estimate future demand for staff
Estimate future supply of staff
Action Plans to addressimbalances between demand
and supply
Monitor and continually evaluate
Surplusstaff
InsufficientStaff
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Worksheet $(continued)
Profile the Current Workforce
Table a # Foiners analysis
8taff
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Table @ # Tra$el to /ork pattern
8taff
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"stimate future suly of staff
Objective: To calculate of the difference between estimated
demand and projected internal supply and therebyuantify areas of surplus and / or deficit.
Clarify the future situation
Describe the Implications for the Workforce
Profile the current workforce
Estimate future demand for staff
Estimate future supply of staff
Action Plans to addressimbalances between demand
and supply
Monitor and continually evaluate
Surplusstaff
InsufficientStaff
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Worksheet a
'ction Plan
Insufficient Staff
8taff
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Worksheet b
'ction Plan
Surplus Staff
8taff
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Monitor and continually ealuate
Objective: To ensure that any changes which affect
the planning assumptions are fed into
the supply / demand estimates and the
action plans adjusted accordingly. To
further ensure that the agreed action
plans remain on target.
9nsure that when designing a monitoring and e$aluationsystem you consider the following
Is there a group which is o$erseeing the project e.g. a
steering group If so how does this link to other similar
groups in the organisation.
'ow will changes to strategy be fed into the manpower
assumptions regarding supply and demand
'ow will the workforce action plans be monitored
-o you ha$e an early warning system to detect changes
in manpower trends, or in the en$ironment
Clarify the future situation
Describe the Implications for the Workforce
Profile the current workforce
Estimate future demand for staff
Estimate future supply of staff
Action Plans to addressimbalances between demand
and supply
Monitor and continually evaluate
Surplusstaff
InsufficientStaff
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Worksheet *
Monitoring and "aluation Process
-raw a schematic of how the manpower planning project will be monitored, and how the process ofcontinual e$aluation will take place. "e sure to clearly show the allocation of responsibility.