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Workplace Planning Process

Workforce planning is a systematic process used by an agency to align its talent, strategy and solutions with its vision, mission and goals.

The Workforce Planning Guide is available for agency information and use of guides, templates and exercises.

Step 1: Set the Direction

  • Form the team.
  • Review the agency strategic plan, mission, vision and goals.
  • Prioritize the hot issues.
  • Determine expectations, accountabilities and timeframe

Step 2: Analyze

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  • Workforce composition – current state.
  • Details and historic trends.
  • Demographics, turnover, retirement eligibility, hire rates, span of control, etc.

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  • Identified pivotal, core, support and misaligned roles.
  • S.W.O.T. and P.E.S.T.E.L. analyses.

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  • Future outlook – future state.

Step 3: Define the Gap

Gap Analysis Overview is the surplus and/or deficits identified when comparing the future state with the current state, pinpointing the workforce gap. This process is called Defining the Gap.

This gap is the basis for developing workforce strategies. The information determined from the gap analysis is used to identify specific strategies and actionable objectives for the workforce plan.

Step 4: Closing the Gap

Gap closing strategies should align the gap closing solutions to the agency’s strategic initiatives. Strategies typically concentrate on the critical factors that are supported by pivotal and core roles within the agency.

  • Changes to the recruitment process.
  • Training and professional development.
  • Redeployment of the organizational structure.
  • Strategic Performance Management.
  • Knowledge continuity.
  • Compensation and reclassification adjustments.
  • Changes to the agency’s cultural well-being.

Step 5: Implement

Implement a workforce plan by defining the action plan elements: actionable objectives, outcomes, supporting steps, lead measures, accountabilities, timelines and overall measures for success. These action plan elements come together to create S.M.A.R.T. (specific, measurable, actionable, relevant and timely) workforce goals.

Step 6: Revise

Review and revise annually or bi-annually.

  • Action items (OKSEES).
  • Workforce analysis (Lifecycle surveys).
  • Action plan progress.
  • Revise/create an action plan (new issues, continued improvement).
Last Modified on Apr 18, 2024
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