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


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.






Action Plans to address

imbalances between demandand supply


Surplusstaff

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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&ample

/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.







and supply


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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







and supply


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Worksheet $(continued)

Profile the Current Workforce

Table a # Foiners analysis

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Table @ # Tra$el to /ork pattern

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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.







and supply


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Worksheet a

'ction Plan

Insufficient Staff

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Worksheet b

'ction Plan

Surplus Staff

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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







and supply


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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.

Workforce Planning Model

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