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Workforce Planner Tool - User Guide

1. Workforce Plan Details Step 1 Step Step3 Step 4 Step 2 Short Term Staffing Requirements successfully inserted conduct Wit WORKFORCE ANALYSIS SHEET Short Term Future Statting Requirement 01 Aug 2006 30 Oct 2006 Program Position Salary of Qualifications Skills Timeframe Location Budget Forecast Months TA Et eae bee Type Level Full Required Revenue fore force ana 5 2 cea Lae Time iF t ure Stating ong Staff Tenn FTE m Retirement Project TRA 0 50 Project Planning 3months DEFAULT Aug Sep Oct i Projeg Manager Implementation LOCATION and Evaluation Negotiation Communication and Presentation skills Jul Aug Sep Oct Now Dec Jan WORKFORCE ANALYSIS SHEET Short Term Future Staffing Requirements sOpynght Dis li y z Soya Other languages ge a Future staffing short term list screen 5 2 Key activity 2 2 Current staffing This activity documents your organisation s or organisational unit s current workforce Large organisations do not need to list all staff They should just identify staff affected by or potentially affected by the workforce plan a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble gdt Yew Favorites Tools Help eE tes x E Search Hy Favortes amp A Address E http server vettweb net aujhrassist hrassist php E Ed co Linke Queensland ay Government By the Bay Counselling Service
2. Start Period B Aug 2006 End Period 30 Oct 2006 Creation Date 27 Jul 2006 Last Edited Date 27 Jul 2006 Denotes mandatory field Update Delete Preview Cancel ee aacs sccn eed Done internet Workforce plan details screen Once the workforce plan has been created at the organisation level you can now work systematically through the steps required to finalise your workforce plan Note that not all steps are required and the only mandatory screen is the workforce plan details screen which you have just completed This is only an overview screen and does not provide real analysis User Guide Workforce Planner FINAL jpeg edited V2 doc Page 9 of 43 of issues to address nor details needed to implement the strategy However it is not necessary to complete all screens and it is at your discretion as to whether the information contained from this point on is relevant to the plan being developed 4 2 Step 1 Overview setting organisational direction Selecting Step 1 from the second navigation toolbar leads you to the overview screen This provides the same information contained within the Workforce Planning Guidelines document a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ele gdt View Favorites Took Hep ay 1 i a ii f A G lt d x a A ye Search y Favortes amp raha Bee lad rel i Address hthp server wettwe
3. Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 ERE 2 2 Who are the existing workers Current Staffing This step is designed to provide an analysis of the existing staffing and in particular those positions and staff members who may have a part to play or be affected by the current program or project 2 2 1 Why should I do this step Identify the existing supply of human resources in terms of numbers skills mix location employment status and workforce characteristics 2 2 2 What will be the result of doing this step A profile of the existing human resource numbers skills locations employment status trends and demographics 2 2 3 How to do this step Using the Workforce Analysis Sheet Current Staffing Allin the following sections l Identify the existing workers by using your area s workforce reports or systems for information such as o Job Function E 1 aP R as goe O O Bh Internet Current staff information screen 1 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 29 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Fle gdt yew Favorites Tools Help Ff Q i A GH Psa rres O BS ee LB a Address E http i server vettweb net aujhrassist hrassist php Ed co Links T te dete
4. Workforce Planner Tool User Guide Non Government Organisations Author Fiona Taylor Principal Project Officer Strengthening NGOs Strategy Online Resources Initiative Table of Contents l User su ide Workforce Planner Tool sese neseni aces a teractea pence eee 3 1 1 PUDOS E eea E A a eee ceed eee ead 3 1 1 1 Workforce planning processes ccssessseccceccceeeseeccceeecaaeesseeceeeeseaeaeeeseeeeenes 3 De BCTORE SEMIN Stare okan e a Maaare ou Gawsinasaemtaletes 4 2 1 Sene MNES CONC asia a a Teh aa daca taitsnusearttaauae tats 5 22 IOo e Nene eenraeenn td ter enpentne nee nrerrene ne eenta tose erry rn nvr ere ter rere ernere 5 2 3 Checkin and Check Out Tequirements ac ue esctatoe crea ee innate eae ed 5 3 WSEr CuIde STOCU aie E 7 A SED l Seting oreamisational dmecUoN sacessei n E AE 8 4 1 Teale the WOFKLOLCe pl AM cssie 4 escoetnsosanscacasenetahaadcteamacaeusaaamneseandeseuaaaaaioeeanaessetenasoonee 8 4 2 Step 1 Overview setting organisational direction sseesssssssseeersssssssseerrsss 10 4 2 1 Key activity 1 1 Develop your workforce planning schedule 1 422 Key activity 1 2 Assess the environment SWOT analysis c0008 14 4 2 3 ISSUES and risk analy sisene a a E 17 Table i Measures of potential am pact se n a E A tides veeacades 19 Table 2 Meastires of Uke lihood sezasan a E OO 19 Table 5 RIEK TIOUNE erase naceneasdtencesmet fausaideanteamaasauseaeuaneaaetiaseaie
5. a x 2 A F Search y Favortes g 6 gt B r rel 3 Address 42 http server vettweb net au hrassist hrassist php z ae Other issues to consider A What position types are required What skills and capabilities are required in each function What capability levels and experience is required for each position When will this workforce be required eg whole part program What additional skills are required to support the organisations goals Demographics required for the future eg Age demographics Diversity representation Mobility of staff Number of traineeships graduates that could be used etc Promotion transfer turnover Employment status permanent part time temporary casual etc Leave issues eg long service recreation sick and Professional personal development Template Ly Disclaimer Povacy Access keys Other languages The State of Queensland Department of Communitias 2006 Queensland Government Done internet Future staffing information screen 3 5 1 Key activity 2 1 staffing requirements Assessing staff requirements is fundamental to the workforce planning process The Workforce Planner Tool provides two templates to analyse labour needs Where your plan is designed to cover more than one year you should use the long term template otherwise the short term version is appropriate 5 1 1 Example workforce analysis shee
6. button will generate the following screen where you may enter a brief description of the issue note its potential effect and the likelihood of the issue Occurring The tool identifies an issue s risk rating by combining its potential impact and likelihood of occurrence This approach ensures a consistent approach to identifying and categorising issues Tables 1 2 and 3 make up the total risk matrix as follows User Guide Workforce Planner FINAL jpeg edited V2 doc Page 18 of 43 Table 1 Measures of potential impact No impact no financial loss no significant adverse comment in media Resolved by day to day management or insignificant loss of capability to continue a program s Very little disruption to core business No slowing of business only a small distraction e low financial loss e Adverse comment in local media only limited damage to reputation or e minor loss of capability to continue a program s minor disruption to core business Moderate Will require action but business project is still largely on track high financial loss an adverse article reported in the daily media questions in Parliament embarrassment for departmental management or some loss of capability to continue a program s moderate disruption to core business Will cause disruption and either require more resources more time or reduce quality major financial loss adverse articles reported in media on successive days embarrassment to Di
7. Copyright Disclaimer Privacy Access keys Dither languages The State of Queensland Department of Communities 2006 Jueensland Government w Done E l O ineme Monitoring evaluating and adjusting workforce plans information screen 1 As stated in 4 2 3 How to do this step there is no template or screen to monitor the evaluation monitoring or adjusting process However the reporting template provides an opportunity to report on upcoming activities as well as finalised ones You organisations reporting methods are often the best way to record project program progress User Guide Workforce Planner FINAL jpeg edited V2 doc Page 41 of 43 7 Workforce plan report All the data captured in the workforce planning process culminates in the final workforce plan report To run the workforce plan report select reports from the primary toolbar HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble Edt Wew Favorites Tools Help 7 OG x B JO Search Sip Favorites O B W mi J g 3 Address http server vettweb net aufhrassist hrassist php i z Jo cen or Par By the Bay Counselling Service Government Fiona Taylor Report Type Selecta Repon Type Y k copyngnt Disclaimer Privacy Access keys Other languages The State of Queensland Department of Communit
8. Reports output screen User Guide Workforce Planner FINAL jpeg edited V2 doc Page 42 of 43 This is a lengthy report therefore only the first screen has been displayed in this document There is also an option to export to Excel if you would like to manipulate the information and use it as an example in other reports business cases or planning documents If this pop up appears when you are attempting to export the report to Excel right click in the yellow area and choose download file E http server vettweb net au hras ista gt To help protect your security Internet Explorer w blocked this site From downloading files to your co wor tT ttt The following pop up will then appear offering the opportunity to save your workforce plan as an Excel spreadsheet and continue to amend data in your reports File Download l BE Do you want to open or save this file Unknown Zone 4 aa Name WorkforcePlan_Report_20060810 xIs ne Type Microsoft Excel Worksheet From server vettweb net au omen swe C While files from the Internet can be useful some files can potentially ham your computer IF you do not trust the source do not open or save this fle What s the risk User Guide Workforce Planner FINAL jpeg edited V2 doc Page 43 of 43
9. Workforce Plan Details Step 1 Step J EE 3 2 Develop the Workforce Plan Once a range of options have been identified it is now time to create a plan on how to achieve the desired result This is the major purpose of this step in the workforce planning process AOne Han 3 2 1 Why should I do this step To assess approaches to reduce the identified workforce gaps and Develop action plans to manage workforce gaps for the forecast pernod 3 2 2 What will be the result of doing this step An action plan to implement the approaches detailing who is responsible for doing what and when 3 2 3 How to do this step 1 Choose the most appropriate approaches to be adopted Define your organisational goals workforce requirements impact of implementing or not implementing and performance measures 2 Develop an action plan to implement the approaches detailing who is responsible for doing what and when ba E done internet Develop the workforce plan screen 1 HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities al G led File Edt View Favorites Tools Help ox Q x Z j Search Sip Favorites 3 gt m La Oo 3 Address htt server vettweb net au hrassist hrassist php ba G Links i z A Fi 3 2 1 Why should I do this step To assess approaches to reduce the identified workforce gaps and Develop action plans to manage workforce gaps for the forecast p
10. and implement Workforce Plans Once the GAPS and ISSUES have been determined the next step is to develop a range of activities that can be implemented to reduce the GAPS between workforce SUPPLY and workforce DEMAND A fopyngnt Disclaimer Privacy Access keys Other languages hd internet goe ss Develop and implement workforce plans screen 1 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 34 of 43 6 1 Key activity 3 1 how will your organisation address future workforce needs a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities File Edt View Favorites Tools Help ae ox Neg x a h J Search Hy Favortes g Sh a Address di htkp server vettweb net au hrassist hrassist php v Go Links Eta Queensland EPEY m l Gove TEF jii r By the Bay Counselling Service A Government i E D i a i he Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step 3 Step 4 and implement g Pi 3 1 How will the organisation address future Workforce Needs This step is used to identify a range of options and help to find the best alternative to solve any issues regarding future workforce needs 3 2 Develop the Workforce Workforce Plan AT 3 1 1 Why should I do this step Develop an approach to reduce the
11. identified workforce gaps and Develop action plans to manage workforce gaps for the forecast period 3 1 2 What will be the result of doing this step A documented action plan of priontised activities 3 1 3 How to do this step 1 Develop 4 range of activities that can be implemented to eliminate or reduce each of the differences and gaps identified 2 Approaches may involve a range of the following or others that have not been included in this list a kshill te ee Pee ete ha Me le FE ee ne en LTE S N E E TE m E T ea aa m Sa I Pan e m goe sss Internet How will your organisation address future workforce needs screen 1 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble gdt Yew Favorites Tools Help g mx J x a EA 5 Search Py Favortes ga A Ll rel 3 Address E hitp server vettweb net aujhrassist hrassist hp E c lirs 3 1 2 What will be the result of doing this step 4 documented action plan of prioritised activities 3 1 3 How to do this step 1 Develop a range of activities that can be implemented to eliminate or reduce each of the differences and gaps identified 2 Approaches may involve a range of the following or others that have not been included in this list Mobility rotation reheving in higher duties Targeted development for job roles skills required needs analysis Mentoring shadowing buddy system Modifying work p
12. needs The following diagram represents the four major components of the workforce planning process STEP 2 Key Activites Determine HR Needs Define Current Staffing Identify Gaps lt gt STEP 3 DEVELOP amp IMPLEMENT STEP 2 CONDUCT WORKFORCE ANALYSIS WORKFORCE PLANS Workforce STEP 1 Key Activities Schedule for workforce Planning planning to occur Align workforce planning Model activities with business priorities STEP 4 REPORT MONITOR EVALUATE amp ADJUST STEP 1 SETTING ORGANISATIONAL DIRECTION STEP 4 Key Activities Report on progress of VYorkforce Plan Imple mentation The remainder of the guide follows the steps and activities outlined above to ensure consistency across workforce plan resources User Guide Workforce Planner FINAL jpeg edited V2 doc Page 3 of 43 2 Before getting started To start using the tool it is important to ensure your administrator has set up your user profile and the relevant configuration components If you cannot identify your administrator have any queries about registration or information contained in this document please email sngos communities qld gov au User Guide Workforce Planner FINAL jpeg edited V2 doc Page 4 of 43 Getting started This section provides you with start up information needed to use Human Resource and Training Assist tools this and other tools within the HR amp Training Assist suite and to and to ensur
13. of Communities Ble gdt View Favorites Tools Help GO mx gt x 2 pa Search Pp Favorites A Address E http server vettweb net aujhrassist hrassist php gt Go Links A A ueensland i my uaan jii l By the Bay Counselling Service al J0vE m ESR Len ae ES Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Risk Analysis of Key Issues successfully updated SWOT Analysis 01 Aug 2006 30 Oct 2006 1 1 Develop your Strengths Issue Opportunities Issue a Planning Schedule Weaknesses Issue Threats Issue In previous attempts to identity suitable staff there has been a shortage of appropriate skills For the Yes purpores of the retirament and transition there will be a need for either buying im or upskilling in the particular needs assodated with Manz Counselling SWOT Analysis Risk Analysis 01 Aug 2006 30 Oct 2006 Key Issues Potential Impact Likelihood of Occurring Risk Rating Skill Shortage for human services industry particularly in Bay location Moderate Likely High Risk Analysis Disclaimer Tyg y eepo Keys Other languages ge enc nn sss ee 2 Done Risk analysis list screen User Guide Workforce Planner FINAL jpeg edited V2 doc Page 21 of 43 4 2 4 Key activity 1 3 align workforce planning activities with organisat
14. process Start Period 1 Aug 2006 End Period 30 SEM 2006 Denotes mandatory field Copynght Disclaimer Povacy Access keys Diner languages D The State of Queensland Department of Communities 2006 gt F internet Workforce plan details screen Once saved you canproceed with the detail to support the workforce plan and will be presented with a screen similar to the one that follows At this point you also have an opportunity to update the information HR Assist By the Hay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble dt Yew Favorites Tools Help ay G mx x a A Search Hy Favortes amp Fa Address htt server vettweb net aushrassist hrasstst php gt Go links a eensland w fo aipe aS pu m s By the Bay Counselling Service Fiona Taylor ed riforcenianner E LEEPER SCTE ey ne cotada U er ee Logun orce Plan Details Step Step 2 Steps Step 4 Workforce Plan Details Enter the Workforce Plan name here Workforce Planner Workforce Plan Name HYorkfo rce Plan to assist local provider retirement Description The purpose of this plan is to assist our local provider ofthe Mens Counselling Serice through his retirement process by providing a transition plan and implement for his clients It is anticipated that this is a 3 month planning and implementation process
15. risk mitigation strategy developed to address issues a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble Edt Yew Favorites Tools Help 3 g mx J x a h Search Hy Favortes ga A 5 lana rel z Address E http server vettweb net aufhrassist hrassist php inl ET co lins Fas Aai Queensland 1s a i 1 ae Soca ze fh EA E a oy Che aeann E Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Step 1 Enter the data and click the Save button setting Organisations Oirectior SWOT Analysis 01 Aug 2006 20 Oct 2006 F a eta wpe kines Issues f 1 1 Develop your ALI OE eens BL In previous attempts to ident ify suitable staff there has been a anning Schedule shortage of appropriate skills For the purposes of the retirement and transition there will be a need for ether buying In or upskilling in the particular needs associated wath Mens Counselling mi a Planning va wo m Save SWOT Analysis bike Privacy AGGE S Keys Other language hal SWOT analysis See the weakness example below to see how to identify issues and analyse and report associated risks User Guide Workforce Planner FINAL jpeg edited V2 doc Page 17 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provide
16. you identify your workforce needs now and in the future A Password Reminder comprehensive example has been included as a guide and training tools will also be provided in a variety of formats so that you get the most from the product The Job Description Builder tool will be the second application to be built in the suite and will help you design and create your Job Descriptions whether you currently have any developed or need to re work the Job Descriptions to ensure that they are current and available for use in your Recruitment activities The Performance Planning and Review tool is the final component in the suite to be developed and will once again support the Human Resources in your organisation through a purpose built application designed to support the performance achievement planning and development of your people If you have any questions regarding any of these products please contact us at SNGOS communities ald gov au i aaa RS a te E done D internet Human Resource and Training Assist log in screen 2 3 Check in and check out requirements The Workforce Planner Tool is based on a shared database This means data must be checked out while being edited When a user is finished editing their workforce plan they must check in the workforce plan to make it available for other users These tasks are performed at the initial workforce plan screen and by selecting workforce planner from t
17. 006 30 Oct 2006 Position Type Full Part Casual Salary of Full Qualification Skill Required mali airia mA ELTS FTE Director Full MWA 1 00 Overall management of the transition and te provide the strategic time direction for the project Kforce Analye Administrative 35k 0 25 To assist the Director and Project Manager with the coordination eg A GEER T E Support and administration aspects of the project Project Officer 500k 1 00 Project Support and Project Coordination Work clogely with the Project Manager to ensure that the milestone are being met escalate issues and mitigate risks as this project has a defined tirmetfrarie Close WORKFORCE ANALYSIS SHEET Current Staffing COpyognt Disclamer y eces keys Other languages w Done Internet Workforce analysis current staff list screen You can quickly create an overview of the project or program you are planning from a resource perspective and build a report on which decisions may be made or business cases built User Guide Workforce Planner FINAL jpeg edited V2 doc Page 31 of 43 5 3 Key activity 2 3 gap analysis A gap analysis is valuable component of the workforce planning process as it provides an assessment of what you have what you need and results in your gap analysis Once a gap has been identified you are in a position to explore options to fill the gap a HR Assist By the Bay Counselling Service Microsoft Internet Explorer pr
18. 1 i eree eee e r ra me mera mamae ee e gt a E e oa g a rr Gap analysis screen 1 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 32 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities ble gdt Yew Favorites Tools Help Pf Q BO Pst Yorn O O Ee WB sd Address E http server vettweb net ouphrassist hrassist php Ed co Links 2 3 3 How to do this step zh Analyse and compare the workforce Future Staffing Needs and Existing Supply Sections of the Workforce Analysis Sheet Templates Identify the key areas of difference Look for things such as Differences in available capacity to required needs At nisk occupations due to limited work availability skill deficiency or insufficient labour supply Numbers of staff eligible for long service leave or retirement examine risk Locate where shortages and surpluses exist Movements in workforce trends and demographics Organisation specific issues e g ageing expenenced workforce limited opportunity to pass on skills and Demographic differences Using the Workforce Gap Analysis Template list the gaps identified in the Workforce Analysis Sheet What are the impacts of the gap identified should they occur Broadly identify activities that could be undertaken to address these gaps and issues Rate each activity in terms of its potential effectiveness in red
19. DRaa r 4 amp EV tN By the Bay STI bas workforceplanner Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 ANA Setting Organisational Direc tigr t an 1 1 Develop your Workforce Planning Schedule Your usual organisational planning process is the best time to schedule time for the completion of the Workforce Plan However do not be alarmed if you do this in a more ad hoc manner the Workforce Plan can be completed anytime 1 1 1 Why should I do this step Develop the Workforce Planning Schedule in line with organisational planning processes Define the resources and information required to undertake workforce planning and Determine the actions to be undertaken in the development of the workforce plan 1 1 2 What will be the result of doing this step A documented Workforce Planning Schedule detailing who will be doing what how and when An action plan is developed that details clear action items the people responsible the planning timefreame and the timeframe for completion of action Ee o l 7 internet Develop your workforce planning schedule screen 1 Sas G Ble Edt yew Favorites Tools Hep Q x i Z cA Search Sp Favortes 2 A GA m 1 3 Addres http iiserver vettweb net aufhrassish hressist php ka Go links E Aee T
20. Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Progress Report successfully inserted Progress Report 01 Aug 2006 30 Oct 2006 Program Date Approach Activities Progress Completion Comments ogress Edit Foatinerne nt 0i Aug 2006 Employ a part Identify tasks naeded to be INITIATED Progress to be monitored G2 ie Se assistance tine project completed to finalize the 03 05 2006 and the Project Manager to progra manager to trangition Case Manage the report diracth to Director assist the clients transition Develop a By the Bay Counselling trangition detailed project plan Service Lan and adjustment to Workforce Plans Progress Raport lt Opyngnt Disclaimer TYdEy Pitch a KRY Other languages i internet E 3 Reporting list screen 1 Once the data is saved it will appear in the above format which provides a snapshot of reporting activities over time 6 4 Key activity 4 2 monitoring evaluation and adjusting workforce plans a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities File Edt View Favorites Tools Help ar G mx amp x a A Search Pp Favorites g Sh gt N Address E http server vettweb net oufhrassist hrassist php S i SS v Ec Links ut Queensland T Wi Gov n TEF jii By the Bay Counselling Service A
21. Long Term Future Staffing Requirements Bone internet Future staffing long term detail screen 1 A summary of the data entered follows To add staffing requirements select the Add option to access the detail entry screen HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities E fe led File Edt View Favorites Tools Help bl Om O HAG Paw Yer O 22a OHS Address httn server vettweb net aufhrassist hrassist php lt Fic lirs A iw Queensland E oe f re SiO By the Bay eee Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step1 Step Step3 Step 4 WORKFORCE ANALTSIS SHEET Long Term Fubure Stating Requirements 01 Aug 2006 30 Oct 2006 Program Position Salary of Qualifications Skills Required Timeframe Location Budget Forecast Years Type Lewel Full Revenue Time Staff FTE caine Seas te Retirement Project 0 50 Project Planning 3 months DEFAULT Workforce Analy Project Manager Implementation and Evaluation LOCATION L235 Future Statin c i Issue Resolution Negotiation Communication and Presentation skills WORKFORCE ANALYSIS SHEET Long Term Future Staffing Requirements Other languages Ej Done internet Future staffing long term list screen 1 User Guide Workforce Planner FINAL jpeg edited V2 doc
22. M am L By the Bay Counselling Service shal JOVE ent rs TN ean Fiona Taylor workforceplanner K Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Reporting monitoring evaluation and adjustment to Workforce Plans Workforce planning is an interactive process and reporting on progress is critical to the success of this workforce planning approach fe MONT ONG ewaiatior and adjustment to Workforce Plans 4 Copynght Disclaimer Pnyacy Access keys CMe Langs ces w g E irtera Reporting monitoring evaluation and adjustment to the workforce planner User Guide Workforce Planner FINAL jpeg edited V2 doc Page 37 of 43 6 3 Key activity 4 1 reporting on progress Reporting on your plan s progress may occur at any time Where changes or decisions affect your workforce plan it is important to capture them to ensure the plan s currency is maintained a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble gdt Yew Favorites Tools Help ae G mx Q a a h pa Search Hy Favortes amp Sh Address 48 http server vettweb net aufhrassist hrassist php gt Go Linke A Queensland N Government a GR EA aE aa Welcome My Details Workforce Planner Reports Contact Us Administration Functions L
23. Page 27 of 43 5 1 2 Example workforce analysis sheet short term The short term version of the staffing requirements template suits the scenario in the user guide where a project manager is required for three months to manage the service s retirement transition project a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities File Edt yew Favorites Tools Help bl G mx 2 x a A pi Search y Favortes ga ot A m Address 4 htip server vettweb net aufhrassist hrassist php y Ej co links A pened ee w UEa d By the Bay Counselling Service al JOVE e i 1e went E Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Step 2 a os A as A ay Pee Conduct Worktorce Analysis Enter the Short Term Staffing Requirments details and click the Save button WORKFORCE ANALYSIS SHEET Short Term Future Staffing Requirements 01 Aug 2006 30 Oct 2006 Program Retirement Project Position Type Project Manager Salary Level TBA of Full Time Staff FTE 0 5 Qualifications Skills Required Project Planning Implementation and Evaluation Negotiation Communication and Presentation skills Timeframe 3 months Location DEFAULT LOCATION v Budget Forecast Revenue Mo
24. TE ay peg i i z i racy i Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step BStep3 Step4 Enter the Current Staffing details and click the Save button WORKFORCE ANALYSIS SHEET Current Stating 01 Aug 2006 30 Oct 2006 Salary Level WIA of Full Time Staff FTE j PA UER LEAL T Overall management of the transition and to prowde the Strategic direction for the project Denotes mandatory field WORKFORCE ANALYSIS SHEET Current Staffing internet Workforce analysis current staff detail screen Additional resources can be entered in the same manner as above and result in the following summary screen a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Fle Edt Yew Favorites Tools Help T CE tJ x E ed pO search Sip Favorites Sh a bal la rel 3 Address E hitp server vettweb net aufhrassist hrassist php i Ed co Links py aean ae L aP By the Bay Counselling Service a atik ETE le i rE O Fiona Taylor workforceplanner Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step2 Step3 Step 4 Current Staffing successfully inserted WORKFORCE ANALYSIS SHEET Current Stating 01 Aug 2
25. and Department of Communities 2006 JUeensiand Government w ee Ej Done internet Risk analysis information screen 2 This is the same screen accessed when developing a SWOT analysis However should a SWOT analysis not be required or entered the risk analysis screen and activities screen can be accessed directly User Guide Workforce Planner FINAL jpeg edited V2 doc Page 22 of 43 The following screen is what generated on selecting the risk analysis template HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities i fe led Ble Edt Yew Favorites Tools Help bl Back Ks x a ed J Search y Favortes amp Ss gt Address 4 http server vettweb net aufhrassist hrassist php lt E c lirs A A Queensland r x ee Se amp Cg wE By the Bay ae Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Step 1 Add and delete the Risk Analysis of Key Issues Sething Organisational Director SWOT Analysis 01 Aug 2006 30 Oct 2006 Strengths Issue Opportunities Issue Weaknesses Issue Threats Issue In previous attempts to identify suitable staff there has been a shortage of appropriate skills For the Ves purposes of the retirament and transition there will be a need for either buying in or upskilling in the particular needs associated
26. are the impacts How it is most likely to be as well as impacts Template n SWOT Analysis i opyright Disclaimer Privacy Access keys ANR ELLER LEI The State of Queensland Department of Communities 2006 Jugensland Government k 2 Done O internet SWOT analysis information screen 3 As noted previously the first screen for each of the key activities overviews the activity topic The same information is contained within the Workforce Planning Guidelines A tool kit for Non Government Organisations to plan future workforce needs document Adding SWOT components Select Add for any SWOT component See the By the Bay Counselling Service example in the following screen HR Assist By the Hay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ele gdt View Favorites Took Hep Pf Q ex Nee x a ed pO search Hy Favortes gi Sh awl rel 3 Address http y server vettweb net aufhrassist hrassist php z we gt Go Like A Aa eetan aw EY 3 By the Bay Counselling Service OVE E a eB ee any Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Step 1 zetting Organisational an SWOT Analysis 01 Aug 2006 30 Oct 2006 a m z E SWOT Strengths Key Issues 4 5 are a well known and highly respected organisation SOO ee within the com
27. b net au hrassist hrasstst php EE gt Go links a v Queensland i l NY ane a a By the Bay Counselling Service OVE E i doe i a ae o Fions Taylor Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details gt step 7 Step3 Step 4 Q SEERA welcome p Setting Organisational Direction Wig anning Schedule Te This step is about getting a clear understanding for yourself and those who will read this plan of where you see the organisation currently and in the future The future can be any where from 12 months to 5 years depending upon how far in advance you would like to plan and are able to plan Copyright Disclaimer Privacy Accesskeys Other languages w Ee internet Setting organisational direction User Guide Workforce Planner FINAL jpeg edited V2 doc Page 10 of 43 4 2 1 Key activity 1 1 Develop your workforce planning schedule This next screen provides the same information contained within the Workforce Planning Guidelines document and provides the context for activities within the setting organisational direction process a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble gdt Yew Favorites Tools Help Q ees x a A pi Search y Favortes ga Sh en pm laa rel 3 Address E http server vettweb net aufhrassist hrassist php f E Go Linke Queensland Ol i seat
28. bout this guide or any other elements that support the implementation of Human Resource and Training Assist specifically the Workforce Planner Tool please contact SNGOS communities qld gov au User Guide Workforce Planner FINAL jpeg edited V2 doc Page 7 of 43 4 Step 1 Setting organisational direction This step addresses the following components developing a schedule to plan activities to create your workforce plan SWOT analysis government organisations do not need to undertake this activity as the process is conducted as part of the business planning cycle and risk analysis and aligning workforce planning and organisational planning activities It is also important to determine the time period the workforce plan will span so it may be included when creating the workforce plan detail information 4 1 Create the workforce plan To create the workforce plan select Human Resource and Training Assist gt Workforce Planner gt lt New button gt a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ele gdt View Favorites Took Hep ae CES j x E P Search y Favortes g 64 Address Ej http server vettweb net aujhrassish hrassist php ka Ed co Links N Tenen a i g ly ar P By the Bay Counselling Service LIS GOVE L pie N ES Fiona Taylor Welcome My Details Workforce Planner Reports Workforce Planner List of availabl
29. cess is about working out the workers that will be needed to carry out the plans 2 1 1 Why should I do this step To identify how many and what sort of workforce is required to deliver the program and associated services 2 1 2 What will be the result of doing this step A profile of the required number of workers the skills required as well as the locality for the forecast planning period 2 1 3 How to do this step Using the Workforce Analysis Sheet Staffing Needs to capture your information 1 The priorities programs services activities which are most likely to occur during your designated Workforce Planning penod ka E s i g b i G a G in G L E ae a Se eT Tr a goe OO internet 2 er Future staffing information screen 1 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble dt Yew Favorites Tools Help Q Bat T r x z A pa Search Hy Favortes amp a us rel 3 Address http fserver vettwebnet au hrassist hrassist ghn Bo m Workforce Gap Analysis 2 1 3 How to do this step sh Using the Workforce Analysis Sheet Staffing Needs to capture your information 1 The priorities programs services activities which are most likely to occur during your designated Workforce Planning period 2 The job functions which are needed for each program service activity along with approximate time for each program
30. d by Department of Communities fle Ede View Favorites Tools Help r7 Q x B Sonia SU Favorites i 2 E5 Laas vel 3 Address 4 http server vettweb net aujhrassist hrassist php z Fo lun A i ueensland T T E meen a By the Bay Counselling Service si OVE m dig ae n ale E Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Step 1 ae ting Organisational or SWOT Analysis 01 Aug 2006 30 Oct 2006 Strengths Issue Opportunities Issue Edit We ara a wall known and highly respected organisation within the community Ho 4idd Add Weaknesses Issue Threats Edi In previous attempts bo identify suitable staff there has been a shortage of appropriate Yer Add skills For the purposes of the retirerment and transition there will be a need for either buying in or upskilling in the particular needs associated with Mens Counselling Add SWOT Analysis COopyngnt Disclaimer skeys Other languages w Ej Done internet SWOT analysis detail Screen 4 2 3 1 Risk analysis of key issues Once identified risks can be further analysed and strategies can be developed to solve or mitigate them The following example relates to an identified skills weakness within the By the Bay Counselling Service s men s counselling area and how this can be addressed Selecting the risk analysis of key issues
31. dba kbd y eae Vor i k ray Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 4 2 Monitoring evaluation and adjustment to Workforce Plans The purpose of monitonng evaluation and adjustment is to ensure that the information contained within the Workforce Plan remains current and is reviewed in light of any developments that may impact upon staffing issues in the organisation 4 2 1 Why should I do this step Identify a process for ongoing monitoring and review of the approaches outlined in the Workforce Plan 4 2 2 What will be the result of doing this step A defined method for incorporating regular ongoing review of the Workforce Planning approach 1 As part of the ongoing review of Workforce Planning methodologies that could be considered are o Development and use of meaningful performance indicators o Regular analysis of workforce characteristics including trends over time Policy and program reviews and o Benchmarking 2 Success Factors SSS The werk fnree olan oc nanorallw hasad on the Ornanications Overall Blan and enncidere the miccinn o aY Done inteme Monitoring evaluating and adjusting workforce plans information screen 1 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 40 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided b
32. duals so all parties are aware of their role in the process and the timeframe to complete their responsibilities a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ele gdt Yew Favorites Tool Help i f 4 te x zi Pa a 4 G mx gt x E eh ye Search Hy Favortes ff b gt ce S rel 3s Acainess http server vettweb net au hrassist hrassist php l l o x Ed co Links Fas ueensland T a a aonan eas ai By the Bay Counselling Service J0VE 3 laa p aT fae Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 step 1 Add and Edit the Action details Setting Organisational OF Workforce Planning Schedule 01 Aug 2006 30 Oct 2006 Workforce Planning Schedule Workforce Planning Schedule Copyngnt Dis AGGess keys Ot her languages n E Done intemet Workforce planning schedule screen 1 By selecting the Add option a screen is generated where you can enter activities User Guide Workforce Planner FINAL jpeg edited V2 doc Page 12 of 43 An example of adding an action item follows a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities fle gdt Yew Favorites Took Hep ar G mx amp x a ed pO search y Favortes g oth p la rel 3 hthp serve
33. e Workforce Plans Overview Workforce Planner Workforce Plan Please select a Workforce Plan E Done internet Workforce plan details screen Complete the relevant details for your workforce plan and press the save button Once a workforce plan has been created access it by selecting the use button Remember it is important to check in the workforce plan when you have finished updating it If you do not check in the plan other team members will be unable to access it and make their updates User Guide Workforce Planner FINAL jpeg edited V2 doc Page 8 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities File Edt View Favorites Tools Help Q mm Ne x E A pa Search y Favortes g St Address http server vettweb net aujhrassist hrassist php 7 w Fic lirs Aa Queensland i D T N 7 5 e AI i By the Bay Counselling Service N Government i S T T T ED Fiona Taylor Mid riforcenianner E Enter the Workforce Plan details and click the Save button Workforce Planner Workforce Plan Name Workforce Plan to assist local provider retirement Description The purpose of this plan is to assist our local provider of the Mens Counselling Serice through his retirement process by providing a transition plan and implement for his clients It i anticipated that this is a 3 month planning and implementation
34. e the relevant information has been conveyed prior to accessing the Workforce Planner Tool 2 1 Setting the scene To give users a practical understanding of how to use the tool this guide profiles a fictitious case study By the Bay Counselling Service With a local provider of counselling services to men about to retire the organisation needs to establish how it can fill the gap in service provision 2 2 Login By now your Human Resource and Training Assist administrator should have sent you an email containing your user name and password and your level of access should have been established If you have any questions about the information you can email sngos communities qld gov au access direct these to the administrator in the first instance To log in enter your user name and password as indicated in the screen below HR Assist Microsoft Internet Explorer provided by Department of Communities File gdt Wew Favorites Tools Help ich EE hit server vettweb net aulhrassisthrassist ohp i 7 Eco ims Ai Welcome N Queensland i Government h i Please enter in your Username Password and click the Login button HR Assist Login What is HR Assist Username Eg Password HR Assist comprises a suite of products aimed at providing you with practical tools for your HR business related activities The first product in the suite is the Workforce Planner tool a This tool is designed to help
35. eriod 3 2 2 What will be the result of doing this step An action plan to implement the approaches detailing who is responsible for doing what and when 3 2 3 How to do this step Choose the most appropriate approaches to be adopted Define your organisational goals workforce requirements impact of implementing or not implementing and performance measures Develop an action plan to implement the approaches detailing who ts responsible for doing what and when Rate each approach in terms of its potential effectiveness in reducing the difference Choose the most appropriate approaches to be adopted Define the expected outcomes workforce requirements impact of implementing not implementing and performance measures Template isclaimer Privacy Accesskeys Other languages The State of Queensland Department of Communities 2006 B pone internet Develop the workforce plan screen 2 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 36 of 43 Step 4 report monitor evaluate and adjust workforce plans The reporting template provides an opportunity to document how your organisation s plan is progressing a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities le Edt view Favorites Tools Help Q es x a eh Search y Favortes ga ot en wi La rel 233 Address hit server vettweb net aufhrassist hrassist php 7 E Ejo A ra pene
36. eys Dither languages The State of Queensland Department of Communities 2006 pensiand Government ha Reporting on progress information screen 2 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 38 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble gdt View Favorites Tools Help Q N x E A Search y Favortes St r a rel 3 Address E hit server vettweb net aufhrassist hrassist php E Se Ai one aid fats a Pr By the Bay Counselling Service JOVE i ed ns Sl a Fiona Taylor workforceplanner _ amp Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Step 4 Reporting monitormng ovg Enter the Report details and click the Save button Progress Report 01 Aug 2006 30 Oct 2006 Retirement assistance Dno progress prograrn 4 2 Monitoring ev Jg anag aiji stment fo Work force Plans oe Date 1 vlAug 2006 ipa colle Employ a part time project manager to assist the transition gt armada Identify tasks needed to be completed to finalise the transition Case Manage the clients transition Develop a detailed project Done internet Reporting detail screen 1 a HR Assist By the Bay Counselling Service Microsoft Internet Explo
37. he approaches are clearly laid out including accountability due dates and E Done E Internet a Reporting on progress information screen 1 file gdt yew Favorites Toos Help O O AAG Pao kre O Du AB Address i http server vettweb net aufhrassistjhrassistphp o So any point in time 4 1 2 What will be the result of doing this step 1 Regular reporting to provide a method of determining activities that have been completed and those still to implement to achieve desired organisational goals To ensure that sufficient information is available for reporting the following issues need to be considered The number and types of employees needed to address the challenges of the next penod An analysis has been performed to assess gaps between current and future workforce requirements It should also include workforce size demographics occupations and geographical locations Approaches are developed to address the gaps between the projected supply and demand Action plans to execute the approaches are clearly laid out including accountability due dates and workers needed and Regular reporting processes are put in place 4 1 3 How to do this step 1 Itis recommended that reports occur on a three monthly basis and 2 Reports should be completed no later than six months after commencement of workforce planning implementation Template E Reporting i Copynoant Disclaimer Privacy ACCESS k
38. he primary navigation toolbar User Guide Workforce Planner FINAL jpeg edited V2 doc Page 5 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble gdt view Favorites Tool Help G mx es x E d pa Search y Favortes i gt a m m rel 3 Address htkp server vettweb net auyhrassist hrasstst php Go Links A Vs Government 1 e E rat Fiona Taylor workforceplanner _ entan s T q By the Bay Counselling Service Workforce Planner Leary ie W Lise Check In g internet Workforce plan details screen User Guide Workforce Planner FINAL jpeg edited V2 doc Page 6 of 43 3 User guide structure This user guide follows the same structure as the Workforce Planning Guidelines Detailed information about workforce planning and the reasons for completing the various steps and topics is contained within the guidelines and is not repeated in this user guide The user guide provides an example of how to use the system and takes you through the steps available when using the Workforce Planner Tool A fictitious example provides information on which to base a workforce plan The case study features the By the Bay Counselling Service References to this service are solely to provide a working example of how to use the tool as is the detail within the service s plan as it 1s developed If you have any feedback a
39. ies Queensland Goyemment Done Internet Reports selection screen Using the By the Bay Counselling Service retirement process as an example you would make the selection as follows a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities File gdt Yew Favorites Tools Help w O x E A JO search Sip Favorites ie Gir amp We 3 Address http server vettweb net au hrassistjhrassistphp EJ Line ar A Aai Queensland 7 r i y i pa aerma z m ian i j R 3y the Bay Co 5 g service aN Government ij By the Pay Counselling service a l y Fiona Taylor AO N Click tHe Print bOWon or select the Report type you wish to run Reports Report Type Workforce Plan M Workforce Plan Workforce Plan to assist local provider retirement 01 Aug 2006 30 Oct 2006 DEFAULT REGION 03 Aug 2006 Export to Excel Workforce Plan Details Workforce Plan Details Workforce Plan to assist local provider retirement The purpose of this plan iz to assist our local provider of the Meng Counselling Service through his retirement process by providing a transition plan and implement for his dients Itiz anticipated that this is a 3 month planning and implementation By the Bay Counselling Service DEFAULT REGION Di Aug 2006 30 Oc 2006 27 Jul 2006 02 Aug 2006 Fiona Taylor Done Internet
40. ional planning priorities The final step in the setting organisational direction stage is to align workforce planning activities with organisational priorities To do this the risk analysis must have been completed T HR Assist By ihe Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities file Edt Yew Favorites Joos Help ae O O x AOD sah Sera O 2 2 em DUES Address qf hthp server vetbweb net aufhrassistyhrassist php 7 Ga Links Cas 1 Queensland ou V L N Government x FA i N By the Bay Seong Berven _ workforceplanner s Welcome My Details Workforce Planner Reports Contact Us Administrati ee i Workforce Plan Details Step 1 Step Step 3 Step 4 Step 1 Welcome Setting Organizational Tibet LEL 1 3 Align Workforce Planning activities with organisational planning priorities BYelop your a Planning Schedule ear ee A EE x 3 paeme Identify the priorities and initiatives that will have the greatest impact with regards to your workforce orce Planning nis eae requirements 1 3 1 Why should I do this step To assess and priontise potential impacts and risks of the human resource requirements of your organisation 1 3 2 What will be the result of doing this step An assessment of the key Workforce issues that will impact on the organisational environment during the planning period in the form of a Risk Analysis 1 3 3 How to do this
41. isation during the planning period Three possible pictures of the future business environment are identified 1 gest case 2 Most likely case a Worst case 1 2 3 How to do this step Conduct a Strengths Weaknesses Opportunities and Threats SWOT Analysis of the workforce requirements of your organisation for the planning period What are the Strengths and Weaknesses of the organisation Some questions you may want to consider are Do we possess any unique skills and resources that will ensure that we continue to deliver a high quality service Is our organisational culture flexible or inflexible Do staff and volunteers understand the style and approach of the organisation In what areas are we proactive and reactive Do we encourage new ideas in a positive way What are the barriers to creating an environment of change and adaptability What are the demographics skills and motivation of our workers What is the status and impact of staff absenteeism eg recreation long service sick What is the profile of organisation eg A substantial number of people at retirement age within the next 5 She ae ae khat he ee Aane tha eee mim aa a TD a ea i ia i u ea arar a i SWOT analysis information screen 2 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 14 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities File gdt View Favorites To
42. l The Workforce Planner Tool is the first of three tools designed to support NGOs human resource management functions It is based on Disability Services Queensland s Workforce Planning Guide and has been modified to suit NGOs needs The tool is structured as follows topic overview link to the data entry screen from the topic overview screen and stepped approach to the creation of the Workforce Plan The document Workforce Planning Guidelines A tool kit for Non Government Organisations to plan future workforce needs supports the Workforce Planner Tool It is also located on the Community Door if you wish to download a printable version 1 1 Purpose This document supports the implementation of the Human Resource and Training Assist Workforce Planner Tool It includes a number of excerpts from the tool to illustrate the stages in developing a workforce plan Do note that not every component of the workforce plan needs to be completed The tool is designed to facilitate the processes required to create your workforce plan and should not be seen as a definitive guide 1 1 1 Workforce planning processes Before working with the online version of the tool it is important to consider the theory based information provided especially if you have not previously undertaken workforce planning This background material is published in Workforce Planning Guide A tool kit for Non Government Organisations to plan future workforce
43. mental management or Sore lags of capability to continue a programy s moderate disruption to core business Will cause disruption and will either require more resources mora time or reduce quality Major financdal loss Adverse articles reported in media on successive days embarassment to DG and Minister Issue raised in Parliament with Minister involved in public damage control or Loge of capability to continue amp program s major disruption te core business will stop project activity business will mot achieve objectives and requires immediate attention Huge financial lore Public scandal in the press leading to extensive damage to reputation potential Parliamentary inquiry or Severe loss of capability to continue a programy s severe disruption to core business Measures of Potential Inpact Description Definition The event is exp ected to occur im most circumstances O Ukey The event will probably ogur in most dreumstances The event might occur at some trma Unlikely The event could occur at some tirme Rare The event may occur only in exceptional arcumstances Measures of Likelihood Risk analysis detail Screen and risk matrix The risk analysis matrix identifies and categorises key issues in a consistent manner User Guide Workforce Planner FINAL jpeg edited V2 doc Page 20 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department
44. min E has Fiona Taylor Sidrkforcenlanner k welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 step 1 ing Organisational Workforce Planning Schedule 01 Aug 2006 30 Oct 2006 Actions Who When Complete Coordinate an initial Planning Workshop with John Johnson Bayside Mans Counselling Jolene 28 Jul 2006 30 Sct 2006 Service and our team te discuss this plan and the various other activities that need to occur for the transition Workforce Planning Schedule Other languages Bowe SSS internet Workforce planning schedule list screen User Guide Workforce Planner FINAL jpeg edited V2 doc Page 13 of 43 4 2 2 Key activity 1 2 Assess the environment SWOT analysis This section determines the strengths weaknesses opportunities and threats associated with the environment in which your organisation operates and its effects on your workforce plan a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble gdt Yew Favorites Tools Help ay Q J x 2 A Search Hy Favortes ga A en pm Achiness E http server vettweb net aujhrassist hrassist php oo Aa gt Go links A Aa Queensland AE a z USS Government ae Ge spel ee E aa _ WoO rkfor cep Janner Ke Welcome My Details Workforce Planner Reports Contact Us Ad
45. ministration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 1 2 Assess the environment Environmental Scanning Organisations Undertake research and collect data on the external and internal organisational environment Identify any changes developments or potential impacts on people such as External Influences Economic issues eg government policy and legislation Social issues eg community expectations client needs Environmental issues Technological trends and developments and Demographics and workforce characteristics Internal Influences Organisational Planning Management Committee Vision Mission Values Behaviours and Goals Organisation Priorities Performance Measures and Budget Impacts Programs your organisation delivers Types of workers you currently have available ooo O 0 6 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ele gdt View Favorites Took Hep Ei Q x A GQ Prun fpr O 2 a ha 3 Address E http server vettweb net oufhrassist hrassist php Jah I fed co Links 1 2 1 Why should I do this step sis Identify external and internal influences that will impact on the business area during the planning period 1 2 2 What will be the result of doing this step An assessment of the key issues internal and external to the organisation that may impact the organ
46. munity e I Issue Denotes mandatory field SWOT Analysis Copyright Disclaimer SANE Other languages w Done D internet SWOT analysis detail screen User Guide Workforce Planner FINAL jpeg edited V2 doc Page 15 of 43 Once the strength has been added and the save button selected the following screen is generated Continue to add strengths weaknesses opportunities and threats in the same fashion a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities ao file gdt yew Favorites Tools Help ay g mx O x a h f search Hy Favortes amp Stk MET rel 33 Address E http server vettweb net aujhrassist hrassist php se Ed co links tS ans Gevemment a y i 7 a By the Bay Counselling Service waa VW i i We Ea W Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoft Workforce Plan Details Step1 Step2 Step3 Step4 Step 1 SEO you Strengths i Opportunites Issue lanning Schedule dt We are a well known and highly raspected organisation within the community Add Weaknesses SWOT Analysis Copyright Disclaimer SWOT analysis list screen User Guide Workforce Planner FINAL jpeg edited V2 doc Page 16 of 43 4 2 3 Issues and risk analysis The SWOT analysis may raise issues of concern Issues can be indicated against the appropriate SWOT component and a
47. na Lethal ba TTO PEP E ERTE FPO eS OTe stan 2 2 1 Why should I do this step Workforce Future Sta Identify the existing supply of human resources in terms of numbers skills mix location employment status and workforce characteristics Term 2 2 2 What will be the result of doing this step profile of the existing human resource numbers skills locations employment status trends and demographics 2 2 3 How to do this step Using the Workforce Analysis Sheet Current Staffing fill in the following sections 1 Identify the existing workers by using your area s workforce reports or systems for information such as Job Function Employment status o Classification Qualifications and Skills possessed Template E or roe Analysis urrent Staffin i selgimer Privacy Access Keys Other languages The State of Queensland Department of Communities 2006 x lic Jueensland Government a 2 Done E internet Current staff information screen 2 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 30 of 43 5 2 1 Workforce analysis sheet current staff a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble Edt Yew Favorites Tools Help 7 Om O A A G Pu fere Se IAS Address htkp server vettweb net oufhrassist hrassist php E rE N areenan el AT mmn 3 4 By the Bay Counselling Service hs JU
48. nths Jul PLL E Sep E oct fal goe SSO Internet Future staffing short term detail screen 1 Ele gdt Yew Favorites Tools Help ar Om O DAO tum O S I a HAS Address http server vettweb net aujhrassist hrassist php fe Ej Go Links Timeframe 3 months Location DEFAULT LOCATION Budget Forecast Revenue Mantha Jul E a sep m Det how LI Dec C Jan E Feb E Mae P r O May EO Jun L Denotes mandatory field see WORKFORCE ANALYSIS SHEET Short Term Future Staffing Requirements 5 Copyright Disclaimer Privacy Access keys Other languages The State of Queensland Department of Communities 2006 Jugensland Government ht g Done internet Future Staffing short term detail screen 2 The following screen summarises data gathered from one entry in the workforce analysis sheet short term User Guide Workforce Planner FINAL jpeg edited V2 doc Page 28 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble Edt View Favorites Took Help eE Wa x a A Search y Favortes g raig Address hthp server vettweb net aujhrassist hrassist php eg Go Links tid wa Queensland ic Gov 5 AT By the Bay Counselling Service AY Government ar gp Ta oe eae Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff
49. of Communities a E led Ele dt Yew Favorites Tools Help fo Q x A G Pn rons O B Y Achaness hiep server vettweb net aufhrassist hrassist php gt Go Liis A ueensland T a e onan l AT By the Bay Counselling Service JOVE eni gi vi rae Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Step 1 Update the details and click the Update button Setting Organisational Risk Analysis 01 Aug 2006 30 Oct 2006 Kay maues Skill Shortage for human senices industry particularly in Bay location Potentalimpact 0 Es Likelihood of Occuring Denotes mandatory field Risk Analysis Description Definition Insignificant No impad Ho financial laze _ Mo significant adve re comment in media r solved by d ay to day management or 2 i ba Ble gdt yew Favorites Tools Hep i G mx x a A Search Slip Favorites g St i rel 33 Ho slowing of business only a small distraction Low financial loss Adverse comment in local media only limited damage to reputation or Minor logs of capability to continue a programs minor disruption to core business Will require action but business project is still largely on track High financial loss An adverse article reported in the daily media questions in Parliament embarassment for Depart
50. ogoff Workforce Plan Details Step 1 Step Step3 Step 4 ie Reporting monitormng i tA stment 4 1 Reporting on progress Effective reporting on progress provides rigour in the Workforce Planning process as well as documenting what has occurred in the implementation of the program of work Where changes need to be considered additional funding valuation sought or committee reporting requirements need to be met this step in the process is vital 4 1 1 Why should I do this step It creates a mechanism for reporting on progress of approaches that have been used in the implementation phase of the Workforce Planning process It ensures that there is a method in place to allow for reporting on progress at any point in time 4 1 2 What will be the result of doing this step 1 Regular reporting to provide a method of determining activities that have been completed and those still to implement to achieve desired organisational goals To ensure that sufficient information is available for reporting the following issues need to be considered The number and types of employees needed to address the challenges of the next period An analysis has been performed to assess gaps between current and future workforce requirements It should also include workforce size demographics occupations and geographical locations Approaches are developed to address the gaps between the projected supply and demand Action plans to execute t
51. ols Help Pf G mx x E cei Search y Favortes a St b EA rel 3 Address E http jserver vettweb net aufhrassist hrassist php v Ed co Links What are the barriers to creating an environment of change and adaptability zh What are the demographics skills and motivation of our workers What is the status and impact of staff absenteeism eg recreation long service sick What is the profile of organisation eg A substantial number of people at retirement age within the next 5 years What Opportunities can the organisation create or exploit What Threats does the organisation face Some questions you may want to consider are What is the supply of labour in the locations where future Programs are scheduled How will technology change the way that work is done How intense will competition be for upcoming jobs eg Is there likely to be a labour shortage or oversupply What are the funding and budget trends eg Increasing or decreasing How does the public perceive the services provided and the quality of the services Develop three organisation scenanos best possible case worst possible case and the most likely case by Considering the key issues impacts rsk and likelihood of occurrence and Create statements that describe the environment o At its best over the planning period what would it look like What are the impacts o Atits worst over the planning period what would it look like What
52. ovided by Department of Communities Ble Edt View Favorites Tools Help bl Q mx j amp x 2 A E Search p Favorites g Acaness ES http server vettweb net aufhrassisthrassist php gt Go i oceans aw 4 i iP By the Bay Counselling Service l J0vE anii EE ii a a Fiona Taylor workforceplanner Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Anar stai ag we 2 3 Do we have gaps between workers we have and need Gap Analysis Links ut Ai P E E E EE The purpose of this step is to highlight the gaps in workforce needs and work out what could and should be done et ee a about them 2 3 1 Why should I do this step Identify the key areas of difference that will affect your organisations performance between the existing workforce and the required workforce for the forecast planning period 2 3 2 What will be the result of doing this step A list of the key difference areas that require planned intervention activities Workforce ap Analysis 2 3 3 How to do this step Analyse and compare the workforce Future Staffing Needs and Existing Supply Sections of the Workforce Analysis Sheet Templates Identify the key areas of difference Look for things such as Differences in available capacity to required needs ae internet E a is oi rin sis os me b
53. plicable Typa Time Staff FTE Project 1 00 Project Planning Innplementation 3 months DEFAULT Jane Smith early Medium Manager Evaluation and Issue Resolution LOCATION rebum from Mat Hagotiation Communication and Leave Presentation skillz Project 00 See above 3 months DEFAULT Existing networks High Manager LOCATION identify any Per potential options i Project 0 See above 3 months DEFAULT Advertize in existing Medium Manager LOCATION publications WORKFORCE ANALYSIS SHEET Staffing Gap Analysis cea ther languages Bowe SSS i Internet Workforce analysis sheet User Guide Workforce Planner FINAL jpeg edited V2 doc Page 33 of 43 6 Step 3 develop and implement workforce plans This step is about what needs to be done as a result of your analysis and provides the opportunity to develop a range of solutions to meet your organisations document requirements a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ele gdt Yew Favorites Tools Help Om O DAO Pawn pero O A F a as C y Ed co Links Address i htkp server vettweb net auyhrassist hrasstst php Pa A e entand V Ng L d By the Bay Counselling Service 30VE z ES Tel af rat Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step 3S Step 4 an Develop
54. r wettweb net au hrassist hrassist php i Address v Eo ie Queensland 17 ofl r Sr R L E N Government EF ras A ta Y e Bay Counseling servic Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step4 Step 1 Update the Action details and click the Update button Setting Organisational Direc tigr Worchorce Planning Schedule 0i Aug 2006 30 Oct 2006 WE o woul chedul Coordinate an initial Planning Workshop wath John Johnson iall ws e Bayside Mens Counselling Serice and our team to discuss this plan and the varous other actmities that need to occur for the transition oe liL g Jolene 28 78 J 2006 30 v Oct 2006 Denotes mandatory field Workforce Planning Schedule goe O internet Workforce planning schedule detail screen The following screen is generated once an action item is saved This allows additional action items to be entered There is no limit to the number of items that may be added a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Bile Edt View Favorites Took Hep ae Ou O DAO Pmo yrs O E SBOE B Agaress E hit server vettweb net aufhrassist hrassist php 7 ae Ed co Links land i 7 poems i ail aa By the Bay Counselling Service J b vernmeni AF
55. ractices job redesign Greater utilisation purchase of technology equipment Recruiting staff targeted recruitment recruitment of trainees graduates under represented diversity group members Family friandly work life balance strategies Re skilling and retraining Professional development Management training Leadership training Flexible work arrangements Staffing mix to meet needs of clients stakeholders and work life balance requirements and Building and maintaining a safe and healthy work environment ooo 6000 o o o Lei o j L i a iay 4 Copynont Discigimer Privacy Access keys Other languages The State of Queensland Department of Communities 2006 pensiand Government ag Ej pone E internet How will your organisation address future workforce needs screen 2 6 2 Key activity 3 2 develop the workforce plan User Guide Workforce Planner FINAL jpeg edited V2 doc Page 35 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble Edt Yew Favorites Tools Help Q ex Nes x E A pa Search 5p Favortes i gt Address E http server vettweb net aujhrassist hrassist php Ej a Links A iw Queensland T maar TT i By the Bay Counselling Service e ao T ETE ie i A Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff
56. rector General and Minister issue raised in Parliament with Minister involved in public damage control or loss of capability to continue a program s major disruption to core business Catastrophic Will stop project activity obusiness Will not achieve objectives and requires immediate attention huge financial loss public scandal in the media leading to extensive damage to reputation potential Parliamentary inquiry or severe loss of capability to continue a program s severe disruption to core business Table 2 Measures of likelihood Almost certain The event is expected to occur in most circumstances Likely The event will probably occur in most circumstances The event might occur at some time Unlikely The event could occur at some time Rare o The event may occur only in exceptional circumstances Table 3 Risk rating Almost Low certain Risk consequence Extreme Requires immediate action as it could be devastating to the organisation High Requires action as it has the potential to be damaging to the organisation Moderate Allocate specific responsibility and implement monitoring or response procedures Low Treat with routine procedures User Guide Workforce Planner FINAL jpeg edited V2 doc Page 19 of 43 As you will notice the risk matrix is also duplicated within the Workforce Planner Tool HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department
57. rer provided by Department of Communities Ble Edt View Favorites Took Hep ae Ox ix AO Preah oer O 2 4 me Bs Address 4 http server vettweb net au hrassist hrassist php Mi EJo amp ies Identity tasks needed to be completed to finalise the transition Case Manage the clients transition Develop a detailed project Progress Completion INITIATED 03 08 2006 Progress to be monitored and the Project Manager to report directly to Director By the Bay Counselling Serice Cancel Denotes mandatory field Progress Report i Wright Disclaimer Privacy Access keys C languages The State of Queensland Department of Communities 2006 Jueensland Government al Done __ internet Reporting detail screen 2 The reporting template allows you to monitor and document plan activities These will appear in the final workforce plan report and provide an historical record of activities that have taken place as part of your workforce plan User Guide Workforce Planner FINAL jpeg edited V2 doc Page 39 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Bile gdt yew Favorites Tools Help a Q Ox A G Orn Yoram O R H WBS Address E http server vettweb net aujhrassist hrassist php g E Links A be Gieenstand Wy oe i By the Bay Counselling Service 1 JOVE UEG i si rae Fiona Taylor Welcome My
58. s 19 RISK COMSCQUEIIC Co 5225 oss e E a E 19 4 2 4 Key activity 1 3 align workforce planning activities with organisational pannin PT VOTE S55 aks eS ec a Ue cdavcinad wad noone aenece es 22 F Dep 2 CONGUCE Work orce analysis eiere ione iE E EA PERES 24 5 1 Key activity 2 1 staffing requirements ccccccccccceecceeeeceeeeeeesseeeeeeeeeeeeeees 26 5 1 1 Example workforce analysis sheet long term eesesssssoeresssssssseressss 26 312 Example workforce analysis sheet short term ccccsccceeeeeeseeeeeeees 28 5 2 Key activity 22 Current Star tine jsi cc5his ccnp sieaince ceanbivion intact acuessiendnieeace eed 29 5 2 1 Workforce analysis sheet current staff ccccccccccccccsssssssseseeeeeeeeeeeeeees 31 5 3 key activity 2o pap Analy SIS e a 32 6 Step 3 develop and implement workforce plans sseneesssssssoeeesssssssseerssssssseeeressss 34 6 1 Key activity 3 1 how will your organisation address future workforce needs 35 6 2 Key activity 3 2 develop the workforce plan ccccccccssseeseeceeeeeeeeeeseeeeeeeees 35 6 3 Key activity 4 1 reporting OM progress sssssssoeeesssssseeerrsssssssoterssssssseeeressssse 38 6 4 Key activity 4 2 monitoring evaluation and adjusting workforce plans 40 7 WorkrorcephkirTepor ainiaan E A ES 42 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 2 of 43 User guide Workforce Planner Too
59. service activity Some of the following may assist you determine your future picture any Strategic Plan Annual Report or similar documents Also consider o Local population demographics Community expectations eg local community groups business groups professional organisations Legislative constraints and or requirements Workforce trends Impact of technology and Future impact of government policy oo O60 96 3 Determine how these programs services and activities will be delivered o What is the time frame for each of them o What location s services will be delivered o What will be the forecasted budget Other issues to consider e What position types are required What skills and capabilities are required in each function What capability levels and expenence is required for each position When will this workforce be required eg whole part program What additional skills are required to support the organisations goals Demographics required for the future eg Age demographics Diversity representation Mobility of staff Number of traineeships graduates that could be used etc w Done internet E Future staffing information screen 2 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 25 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities File Edt View Favorites Tools Help A Back
60. soft Internet Explorer provided by Department of Communities Ble Edt Yew Favorites Took Help ae g J x a eh Search Y Favortes amp ot Acaness http server vettweb net aufhrassist hrasstst php E Ej co Winks Eas land i En NY Queens gt sas a 7 By the Bay Counselling Service A Government iF tect De J ae Fiona Taylor Welcome My Details Workforce Planner Reports Contact Us Administration Functions Logoff Workforce Plan Details Step 1 Step Step3 Step 4 Conduct Workforce Analysis This step is about working out what the most likely staff demand and supply issues will be in the future The information collected through the analysis of the SUPPLY and DEMAND will help identify the GAPS and ISSUES WUE oy Other languages we E Done D Internet Conduct workforce analysis screen 1 User Guide Workforce Planner FINAL jpeg edited V2 doc Page 24 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Ble gdt View Favorites Tools Help Pf Ou Owe Ge aoe Aganess g http server vet tweb net auihrassist hrassist php Ej Links A poe oe E 4 By the Bay Counselling Service JOVE i 1a Ge Mw T ED Fiona Taylor workforceplanner Workforce Plan Details Step 1 Step Step3 Step 4 2 1 What staff do we need Perens ay ay nee ae This step in this pro
61. step Using the Risk Matrix identify what potential impact or risk to your Workforce could occur as a result of this ISSUE Identify the likelihood of the risk occurring Rate the risk consequence to the organisation if it occurred Thee ie Fee tie oe be bee etl ale cee be dee bee ee be eee eee aie be be lee 2 l Internet Risk analysis information screen 1 Ele dt Yew Favorites Tools Help ie G mx Kes x E A pi Search Py Favortes amp ra a al land rel 3 Address htkp server vettweb net oufhrassist hrassist php Ejo Linke 3 2 What will be the oF dor ep An assessment of the key Workforce issues that will impact on the organisational environment during the planning period in the form of a Risk Analysis 1 3 3 How to do this step Using the Risk Matrix identify what potential impact or risk to your Workforce could occur as a result of this issue Identify the likelihood of the risk occurring Bate the risk consequence to the organisation if it occurred The information in this template will allow you to identify the areas that require some action to be taken Template At the end of Step 1 you should have completed e A schedule for Workforce Planning within the organisation e SWOT Issues and Impacts se Organisation Scenarios Identified key Workforce Planning Risks for the Organisation Ly Nsclaimer Privacy ACCESS Keys Other languages The State of Queensl
62. t long term The long term version of the staffing requirements template is better used for plans of greater than one year with potential funding for at least 12 months While the scenario given in the user guide is for a project of just three months the data has been used here to complete an example workforce analysis sheet User Guide Workforce Planner FINAL jpeg edited V2 doc Page 26 of 43 a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities File Edt View Favorites Toos Help E G mx x E eh Search Hy Favortes g St gt m Cal rel 3 Address 48 http server vettweb net aushrassist hrassist php EG Lins Welcome My Details Workforce Planer Reports Contact Us administration Functions Logo a Workforce Plan Details Step1 8 2 5tep3 Step4 Enter the Long Term Staffing Requirments details and click the Save button WORKFORCE ANALYSIS SHEET Long Term Future Staffing Requirements 01 Aug 2006 20 Oct 2006 Program Da Retirement Project Position Type Project Manager Salary Level of Full Time Staff FTE 05 Qualifications Skills Required Project Planning Implementation and Evaluation Issue Resolution Negotiation Communication and Presentation skills Reed olb J 3 months Location DEFAULT LOCATION Budget Forecast Revenue Yrars Denotes mandatory field Save EE ee WORKFORCE ANALYSIS SHEET
63. t W Letine tr z Les anu i j jE meg emake WOrRTORCe Hanmi a rs Determine the actions to be undertaken in the development of the workforce plan 1 1 2 What will be the result of doing this step 4 documented Workforce Planning Schedule detailing who will be doing what how and when 4n action plan is developed that details clear action items the people responsible the planning timefreame and the timeframe for completion of action 1 1 3 How to do this step In preparation it would be a good idea for those involved to have the following information prior to the planning process to understand the purpose of the process be aware of the goals to be achieved and receive a copy of these guidelines and accompanying templates Template Copyright Disclaimer Privacy Access ki ys Other languages The State of Queensland Department of Communitias 2006 E pone internet Develop your workforce planning schedule screen 2 You will notice a link to the workforce planning schedule at the bottom of the screen This is the same as the template provided in the Workforce Planning Guidelines On selecting this User Guide Workforce Planner FINAL jpeg edited V2 doc Page 11 of 43 link an entry screen will appear where you may enter details relevant to your organisation and your workforce plan 4 2 1 1 Workforce planning schedule The workforce planning schedule allows you to schedule tasks to groups and indivi
64. ucing the difference or gap Template Workforce Analysis Sheet Workforce Gap Analysi At the end of Step 2 you should have completed Identification of your future staffing requirements and compare them with your existing staff profile Identification of key workforce gaps and issues in order to successfully achieve your Organisational commitments Identification of the workforce planning and management activities necessary to address the identified gaps issues 3 E internet Gap analysis screen 2 The gap analysis template helps reconcile the gaps between staff needs and current staff levels Once gaps are identified it is possible to document a range of activities to close the gaps The project manager role for the service s retirement transition project is detailed as follows a HR Assist By the Bay Counselling Service Microsoft Internet Explorer provided by Department of Communities Fle Edt Yew Favorites Tools Help Om O DBA Nsom ferm O B B Adiress 2 htkp server vettweb net auyhrassist hrasstst php w gt Go Links i aoe el 1 r ira By the Bay Counselling Service ii j nie re ye i me 31 tS i Fiona Taylor Workforce Plan Details Step 1 Step Step3 Step 4 step 2 Conguct y Staffing Gap successfully updated WORKFORCE ANALYSIS SHEET Statting Gap Analysis 01 Aug 2006 30 Oct 2006 GAPS IDENTIFIED Timeframe if Location Position of Full Required Skills ap
65. with Mans Counselling dalali SWOT Analysis Risk Analysis 01 Aug 2006 30 Oct 2006 Key Issues Potential Impact Likelihood of Occurring Risk Rating Edit Skill Shortage for human services indugtry particularly in Bay location Moderate Likely High add Risk Analysis COopyngnt Disclaimer Poysey Access keys Other languages W g Done internet Risk analysis screen 1 If there are additional risks not specifically linked to the SWOT they may also be added here This is the final step in the setting organisational direction phase of the workforce planning process By completing these steps you will have identified issues that may need to be addressed to support your workforce plan The following tools will also have been completed workforce planning schedule SWOT analysis key issues and impacts and risk analysis The next component in the Workforce Planning Process is to conduct workforce analysis User Guide Workforce Planner FINAL jpeg edited V2 doc Page 23 of 43 5 Step 2 conduct workforce analysis Select step 2 from the second toolbar to access the second step in the workforce planning process conduct workforce analysis The primary purpose of this step is to identify labour supply and demand and identify gaps and issues associated with labour and ways to rectify these issues The following screen is an overview of Step 2 a HR Assist By the Bay Counselling Service Micro
66. y Department of Communities Bile gdt yew Favorites Tools Help ar Q x A G Prun frrr B M LBS Address http j server vettweb net aujhrassist hrassist shp B Ed co Links A defined method for incorporating regular ongoing review of the Workforce Planning approach 1 As part of the ongoing review of Workforce Planning methodologies that could be considered are o Development and use of meaningful performance indicators Regular analysis of workforce charactenstics including trends over time o Policy and program reviews and Benchmarking 2 Success Factors o The workforce plan is generally based on the Organisations Overall Plan and considers the mission vision for the future core values and goals o The plan has been communicated to employees and stakeholders and o The workforce plan and approaches are to be continually monitored and refined to workforce their ongoing effectiveness and continuous improvement taking into account resource changes and other conditions impacting on the organisation 4 2 3 How to do this step This step does not have a prescribed approach however as part of the ongoing review of Workforce Planning methodologies there are a number of approaches that could be considered which include Development and use of meaningful performance indicators o Regular analysis of workforce characteristics including trends over time Policy and program reviews and o Benchmarking i

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