Contents:
- Workforce Planning Framework Stage 1 – Business Environment and Context
- Workforce Planning Framework Stage 2 – Gather data of your current workforce
- Workforce Planning Stage 3 –Future Requirements
- Workforce Planning Framework Stage 4a – Gap Analysis
- Workforce Planning Stage 4b – Action plan
- Workforce Planning Stage 5 – Monitor and evaluate
This template provides you with a tool for collecting information and structuring a workforce plan. It also highlights the types of information you need to include for decision-making.
It should be used in conjunction with the other templates in the kit
Each step is indicated in the template by its colour. It may not be necessary to use these colours in your final workforce plan but they are provided in the template to guide you through the framework.
| Workforce Planning Framework Stage 1 – Business Environment and Context | ||||||
| Introduction: | Why are you developing a workforce plan? | |||||
| Strategic background and context. | ||||||
| Business Profile | Background about your business What are you known for and/or what are you planning for the future | |||||
| Mission / Vision | Your Mission / Vision | |||||
| Environment | The environmental scan aims to describe your current situational context, drivers of any change, and emerging conditions that may impact on your business in the next 1 – 10 years. List key features and any changes that may impact on what services you need to provide. This could include for example changes in your industry and/or demographics Describe the following and any other key factors that might influence your business / workforce demand: What is your current financial situation? Where is the business heading? Who are your current and future customers? What new technologies are emerging within your industry? Are we growing, downsizing, and transitioning? | |||||
| Workforce Planning Framework Stage 2 – Gather data of your current workforce | ||||||
| Workforce profile overview | Provide a snapshot of your workforce using quantitative and qualitative data such as their age, qualifications, skills, knowledge, experience, strengths and weaknesses Do you know your employees expectations? Who is stable, who is going to leave and when? How flexible is your workforce to seasonal changes and business demands? A simple SWOT analysis on your current workforce will give you a clear picture on where you at. Some suggestions for what to include in your workforce profile data include
Once you have gathered all this data and examined it, use the data to illustrate your findings Note: Use the “Current Workforce Template” to create a simple snap shot of your current workforce | |||||
| Workforce Planning Stage 3 –Future Requirements | ||||||
| Workforce profile:
Critical roles
Hard to fill roles: | Before you arrive to this stage, you need to clearly understand where your business and your industry will be in 2, 5 and 10 years’ time. Technology is changing rapidly, so it is important to take this in account when you are trying to map where your business might be in the future. If you cannot retain or attract employees for these job groups you are at risk of not being able to meet your regulatory or legislative requirements, or deliver the service/s you have planned to deliver. Describe the job roles required, how this links to your business objectives and reasons for the shortage For each critical and ‘hard to fill’ role, complete the template below | |||||
| Role: | ||||||
| Link to Strategic Intent and target: | Explain the link to the business goals, strategy and targets | |||||
| Now | In 2 years | In 5 years | In 10 years | |||
| Projected demand (how many of this job group will you need each year? This is your ‘best guess’ and should be revised as circumstances change) | ||||||
| Potential actions to address any shortages Provide a summary of your analysis and conclusions drawn from the data you have examined. | ||||||
| Repeat for each of the critical / hard-to-fill job roles you have identified | ||||||
| Workforce Planning Framework Stage 4a – Gap Analysis | |
| Overview
GAP #1: RATIONALE
GOAL
| This process will compare the skills, job roles, staff numbers as well as the experience of your current workforce and what the future workforce requires. You need to Identify any gaps that exist between your current workforce and your projected future workforce needs. What are the key areas that require action to move your business from where it is now to where you want it to be in the future? Once you have the “what I got” and “what I need” you can start building a workforce action plan Note: Use the “Gap Analysis Template” (An example is provided below) Large percentage of workforce is eligible for retirement Throughout the operation, there are high percentages of employees who are eligible for retirement and significant impact is expected Develop mechanisms through succession planning to ensure business is able to continue providing quality services to its clients |
| Workforce Planning Stage 4b – Action plan | ||
| Workforce and Development Strategies. In this section you should detail the strategies you would like to use to address the workforce issues you have identified previously in the plan, and who will be the target of your strategy. | ||
| Area | Workforce Strategy What will you do, how will you do it and how much is it likely to cost? What will happen if you don’t address issues and concerns? | Target Who, how, when and for which job role? |
| Recruitment and selection
|
| For example: Mature age workers returning to the workforce.
|
| Retention
|
| |
| Job design/re-design |
|
|
| Training / Development |
| All areas. |
Planned attrition (retirements, exits) |
| Ageing workforce- initially targeting those areas that are expected to face the most attrition in the near future. |
| Workforce Planning Stage 5 – Monitor and evaluate | ||
| ||
Finalising your workforce plan will include decisions about whether you can afford your planned workforce strategies, and when the best time is to begin implementing them.