1. Workforce Analysis: Data Collection Juana Lopez, Instructor Marie Trahey, Instructor Sponsored by the State Personnel Board

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

9. Scope A Plan for Your Analysis Size Span Focus Step I: Develop Current & Future Workforce Profile

10. Tools Examples Goals What You Want to Accomplish Step I: Develop Current & Future Workforce Profile

11. Past Present Project Future Composition Workforce Data Step I: Develop Current & Future Workforce Profile

12. Internal/ External Factors Trends Turnover and Attrition Demographic Information Workforce Data Step I: Develop Current & Future Workforce Profile

13. Past Present Project Future Workforce Data Demographic Information Step I: Develop Current & Future Workforce Profile

14. Step I: Develop Current & Future Workforce Profile Disability Race/ Ethnicity Gender Average Annual Salary Average Length Of Service Average Age Number of Employees Vs. Number Of Positions Percentage of Employees in Occupational Groups Competencies Occupational Groups Demographic Information

15. Background Mandate Reports Workforce Data Gender, Race/Ethnicity, And Disability Step I: Develop Current & Future Workforce Profile

16. Step I: Develop Current & Future Workforce Profile Regular Appointments Transfers Promotions Rehires Leave of Absence Separation by Retirement Separation by Employer Separation by Employee Turnover And Attrition

17. Workforce Data Turnover Rate Step I: Develop Current & Future Workforce Profile Calculation Number of separations per year divided by the number of employees at the beginning of the year

18. Past Present Project Future Workforce Data Trends Step I: Develop Current & Future Workforce Profile

19. Past Present Project Future Workforce Data Internal/External Factors Step I: Develop Current & Future Workforce Profile

20. Step I: Develop Current & Future Workforce Profile Technology Social & Economic Trends Initiatives Legislation Department Changes Internal/ External Factors

22. Definition Review Workforce Data Analyze Data Step II: Gap Analysis Gap Analysis Conducting Gap Analysis

23. Step II: Gap Analysis Gap Analysis Comparison Table Manager Analyst Technician (106) (86) (8) Anticipated Employees (gaps or surplus) 130 200 50 Employees Needed (demand) 24 114 42 Employees Available (supply) 46% 3% 8% Non-Retirement Projected Turnover Rate 50% 3% 10% Historical Non-Retirement Annual Turnover Rate 55 2 4 Number of Eligible Employees Estimated to Retire During Planning Period 65 50 8 Number of Employees Eligible to Retire During Planning Period 100 120 50 Number of Employees Personnel Selection Personnel Classification 270 Total Employees in Scope Prepared March 14, 2008 John Doe, Chief of Human Resources Division 3-Year Workforce Planning Period Department of Human Resources

24. Step III: Solutions, Strategies, & Implementation Final Steps of Analysis Solutions, Strategies & Implementation Solutions Strategies Implementation

25. Questions?

26. Workforce Analysis: Data Collection Thank you for attending! Sponsored by the State Personnel Board

27. 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. Civil Rights Manager II Mediation Program Manager I Bilingual Services Manager I LEAP/Reasonable Accommodation Manager I

28. Data Collection Tools Brainstorming Chart: start with the problem and branch off with as many solutions as you can think possible. Remember, it’s a brainstorming process so all ideas count. Not appealing to younger generations Very advertisement to the public Hiring process takes too long Need to increase recruitment from colleges Recruitment

29. 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.

30. 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. Row 3 Row 2 Row 1 Column 5 Column 4 Column 3 Column 2 Column 1

31. Data Collection Tools Bar Graph: a bar graph uses bars to show frequencies or values for different categories.

32. Data Collection Tools Line Chart: a line chart shows the order of observations made, connected by a line.

33. Data Collection Tools Pie Chart: a pie chart shows percentage values as a slice of a pie.

34. Data Collection Tools Gantt Chart: a popular type of bar chart that illustrates a project schedule.