Workforce planning templates

Published in July 2017 by Te Pou o te Whakaaro NuiPO Box 108-244, Symonds Street, Auckland, New Zealand

ISBN 978-0-908322-78-7

Recommended citation: Te Pou o te Whakaaro Nui. (2017). Workforce planning templates. Auckland: Te Pou o te

Whakaaro Nui.

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AcknowledgementsThis document is part of the Te Pou o te Whakaaro Nui (Te Pou) Getting it right series of workforce planning and development resources.

We acknowledge the Australian Public Service Commission, for its Workforce planning guide: Templates,1 which has provided the basis for some of the templates presented here, as well as being the inspiration for this resource.

Content

Workforce planning templates 3

sIntroduction............................................................................................................................. 5

Step 1: Scoping the plan...........................................................................................................6

Step 3: Understanding future workforce requirements (workforce demand).........................8

Step 4: Analysing the current workforce (workforce supply)...................................................9

Step 5: Identifying gaps and prioritising.................................................................................10

References..............................................................................................................................11

List of templatesTemplate 1. Template for stakeholder engagement plan........................................................6

Template 2. Template for a workforce planning project plan table.........................................7

Template 3. Template for task analysis for future workforce requirements............................8

Template 4. Template for modelling potential workforce compositions.................................8

Template 5. Template for estimating workforce capability......................................................9

Template 6. Example workforce supply template....................................................................9

Template 7. Capability gap analysis........................................................................................10

Template 8. Capacity gap analysis..........................................................................................10

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IntroductionThe workforce planning process aims to estimate the number of people with the right capabilities needed in the future workforce to achieve population health objectives.2

This resource is a supplement to the Getting it right – Workforce planning guide: Getting the right people and skills in the future workforce.3 The templates provided here are those described in the Workforce planning guide and are able to be copied into your own Word documents.

More information about the Getting it right workforce planning process is available from the Te Pou website.

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Step 1: Scoping the planTemplate 1. Template for stakeholder engagement plan

Stakeholders Involvement Risk Engagement Responsibility Timing ApproachWho is the potential stakeholder?

How are they involved or interested in the workforce planning activity?

What are the risks of not engaging with them?

What level of engagement is appropriate?

Who is responsible for engaging with them?

How often should you engage them? When?

How will the stakeholder be engaged?

Source: Australian Public Service Commission.1

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Template 2. Template for a workforce planning project plan table

Headings Key points

Name A unique name that describes your project accurately and succinctly (include a date).

Owner Who is the key owner or sponsor of the plan?

Responsibility Who is responsible for managing the plan?

Project team Names and positions of people on the team and their respective responsibilities.

Planning champions

Who will champion the process?

Timeline When will the planning project begin and end? Is there a finite term or is the plan to be incorporated in business as usual?

Objective What are the high level goals for the planning process?

Timeframe What timeframe will your plan cover?

Output Will the output be a report, action plan, or other?

Target audience Who is the output to be used by?

Scope What is included and excluded? Eg is the plan to cover the whole organisation or one service unit?

Milestones What significant milestones will be used to track progress of workforce planning? Eg completion of specified components by a certain date.

Risks What are the risks to your planning activities?

Mitigating strategies

What strategies might mitigate those risks?

Review timeframe and responsibility

When will the plan be reviewed and who is responsible for undertaking the review?

Note: Adapted from Australian Public Service Commission.1

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Step 3: Understanding future workforce requirements(workforce demand) Template 3. Template for task analysis for future workforce requirements

Task Values, attitudes, knowledge and skills needed Potential job role(s) or qualifications

Tasks required. Specific values, attitudes, knowledge and skills needed to be able to undertake this task. How might the values, attitudes, knowledge and skills be represented in a job description or role title?

Note: Adapted from Australian Public Service Commission.1

Template 4. Template for modelling potential workforce compositions

Task Potential job roles Annual capacity needed Reports required Budget and other constraints

As per task analysis. As per task and capability analysis.

Size of the workforce needed to deliver services (based on understanding future service demand).

Reports required for safe practice eg managers, team leaders and coaches.

What constraints do you need to be mindful of, and how might these be addressed?

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Step 4: Analysing the current workforce (workforce supply) Template 5. Template for estimating workforce capability

Future tasks needed People with the values and attitudes, knowledge and skills required FTEs employed

As per the tasks described in Step 3.

How many of your current staff either have or are likely to develop the required knowledge and skills?

What is their FTE?

Template 6. Example workforce supply template

Supply changes Workforce

Current workforce- Promotions- Resignations - Retirement- Other attrition eg maternity leave+ Transfers in+ New hires+ Returning to work= Workforce supply

Note: Adapted from Wan et al.4

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Step 5: Identifying gaps and prioritisingTemplate 7. Capability gap analysis

Future tasks and capabilities needed

Workforce demand

Workforce supply

Gap(demand – supply) Reasons

Capability needed, eg working with families and whanau.

Workforce needed for future services.

Estimated size of the current workforce by the end of the planning period.

Growth or reduction to meet future demand.

Why does this gap exist?

Template 8. Capacity gap analysis

Future tasks and capacity needed

Workforce demand

Workforce supply

Gap(demand – supply) Reasons

Capacity needed, in meaningful groups.

Workforce needed for future services.

Estimated size of the current workforce by the end of the planning period.

Growth or reduction to meet future demand.

Why does this gap exist?

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References1 Australian Public Service Commission. (2011). Workforce planning guide: Templates.

Australia: Australian Public Service Commission.2 Hall, T., & Mejia, A. (1978). Health manpower planning: Principles, methods, issues.

Geneva: World Health Organization.3 Te Pou o te Whakaaro Nui. (2017). Workforce planning guide: Getting the right

people and skills in the future workforce. Auckland: Te Pou o te Whakaaro Nui.4 Wan, H., Chen, F., & Kuriger, G. (2011). An Intelligent Decision Support System for

Workforce Forecast. San Antonio: University of Texas.

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