Workforce Analysis: Data Collection

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WorkforceAnalysisData Collection

• Juana Lopez, Instructor
• Marie Trahey, Instructor
• Sponsored by the State Personnel Board

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Workshop Agenda
1. Objectives
2. Workforce Planning
3. Workforce Analysis
4. Step I Develop Current Future Workforce
Profile
5. Step II Gap Analysis
6. Step III Solutions, Strategies,
Implementation
7. Q A
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Objectives

• 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

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

• Aligns hiring practices with strategic goals
  objectives
• Proactive instead of reactive
• Recruitment retention

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What is Workforce Analysis?
Workforce analysis is a process through which
organizations review staffing data and trends to
determine their current and future hiring needs
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Steps in the Workforce Analysis Process

• Step I Develop Current and Future Workforce
  Profile
• Step II Gap Analysis
• Step III Solutions, Strategies, and
  Implementation

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Step I Develop Current Future Workforce Profile

• Scope what you want your workforce analysis to
  encompass
• Goals what you want to accomplish
• Composition current workforce versus future
  workforce

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Step I Develop Current Future Workforce Profile
Scope
A Plan for Your Analysis
Span
Size
Focus
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Step I Develop Current Future Workforce Profile
Goals
What You Want to Accomplish
Tools
Examples
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Step I Develop Current Future Workforce Profile
Composition
Workforce Data
Present
Past
Project Future
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Step I Develop Current Future Workforce Profile
Workforce Data
Demographic Information
Present
Past
Project Future
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Step I Develop Current Future Workforce Profile
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Step I Develop Current Future Workforce Profile
Workforce Data
Gender, Race/Ethnicity, And Disability
Mandate
Background
Reports
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Step I Develop Current Future Workforce Profile
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Step I Develop Current Future Workforce Profile
Workforce Data
Turnover Rate
Calculation Number of separations per year
divided by the number of employees at the
beginning of the year
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Step I Develop Current Future Workforce Profile
Workforce Data
Trends
Present
Past
Project Future
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Step I Develop Current Future Workforce Profile
Workforce Data
Internal/External Factors
Present
Past
Project Future
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Step I Develop Current Future Workforce Profile
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Step I Develop Current Future Workforce Profile

• 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

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Step II Gap Analysis
Gap Analysis
Conducting Gap Analysis
Review Workforce Data
Definition
Analyze Data
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Step II Gap Analysis
Gap Analysis Comparison Table
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Step III Solutions, Strategies, Implementation
Final Steps of Analysis
Solutions, Strategies Implementation
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Questions?
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WorkforceAnalysisData Collection

• Thank you for attending!
• Sponsored by the State Personnel Board

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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.
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Data Collection Tools
Brainstorming Chart start with the problem and
branch off with as many solutions as you can
think possible. Remember, its a brainstorming
process so all ideas count.
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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.
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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.
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Data Collection Tools
Bar Graph a bar graph uses bars to show
frequencies or values for different categories.
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Data Collection Tools
Line Chart a line chart shows the order of
observations made, connected by a line.
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Data Collection Tools
Pie Chart a pie chart shows percentage values as
a slice of a pie.
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Data Collection Tools
Gantt Chart a popular type of bar chart that
illustrates a project schedule.