1. Workforce Planning Stacie Porter, HR Consultant
Workforce and Succession Planning Team, HR Strategy

2. Agenda The Federal Context What is Workforce Planning
Federal Regulation: 5 CFR 250 and GPRA-MA 2010 Requirements
What is Workforce Planning
OPM Workforce Planning Model
Agency Examples
Implementation
Wrap-up and Questions

3. HR Maturation Process
HR Business Partners

4. Former HCAAF Model
Workforce Planning

5. The Human Capital Framework (HCF)
ORGANIZATION
Strategic
Operational
Employee
ENVIRONMENT
FEEDBACK
Strategic Planning & Alignment
Retain
Recruit
Develop
Hire
Workforce Planning
Talent Management
Program Activities & Process
Owners
Program Milestones & Measures
Performance Culture
Evaluation

6. Human Capital Framework
STRATEGIC PLANNING AND ALIGNMENT
Agency Strategic Planning
Strategic Human Capital Planning
HR as a Strategic Partner
Annual Performance Planning
Best Practices Knowledge Sharing
Organizational Development
Change Management
PERFORMANCE CULTURE
Continuous Learning
Performance Management
Diversity and Inclusion
Engaged Employees
Collaboration
Labor/Management Partnership
Work-Life
EVALUATE
Business Analytics
Data Driven Decision Making
TALENT MANAGEMENT
Workforce Planning
Employee Development
Leadership Development
Retention
Knowledge Management 2

7. Improving Agency Performance
Revising GPRA-MA & 5 CFR 250
Improving Data Driven Reporting
Deploying HR Stat

8. Revising 5 CFR 250 and GPRA-MA
Establishes Cross-Agency Priority (CAP) Goals.
Requires agencies to incorporate HC goals into strategic plans.
Requires agencies to incorporate HC management in agency performance plans.
Requires HC performance reporting by Agencies.

9. Improving Data Driven Reporting
Type of Goals
Timing
Reviews
Federal Cross-Agency Priority (CAP) Goals
Every 4 years
Quarterly by OMB Director/PIC
Strategic Goals and Objectives
Annual by agencies and OMB
Agency Priority Goals (APGs) Also referred to as “performance goals.”
Every 2 years
Quarterly by agency COO/PIO

10. OPM Oversight Community of Practice Mentoring
Deploying HR Stat
OPM Oversight Community of Practice Mentoring
Start-Up
Refine & Improve
Perform and Evaluate

11. Introduction to Workforce Planning

12. What is WFSP?
Right People
Right Place
Right Time

13. OPM Mandate
U.S.C requires agencies set a standard for integrating its HR strategies into their budget and performance plans…the agency holds managers and human resources officers accountable for efficient and effective human resources management in support of the agency’s mission in accordance with merit system principles.

14. Beyond Compliance
Compliance
Effectiveness

15. Benefits to Effective Strategic Workforce Planning
Shape the workforce culture
Build talent pipelines to ensure workforce continuity
Forecast staffing shortfalls and plan accordingly
Concentrate resources on the talent development process
Implement strategic recruitment initiatives

16. Repercussions of Ineffective Strategic Workforce Planning
Risk of critical positions being vacant
Poor use of training and development dollars
Inability to respond to crisis situations or mission changes
Line-level talent vacuum
Derailment of agency strategic plan
Decreased engagement and productivity in the workforce

17. Workforce Planning Model

18. Workforce Planning Model
Phase 1: Identify Agency
Goals (Strategic Alignment)
Ensure the workforce planning initiatives point to workforce requirements and the organization’s mission and goals
Gather relevant information (qualitative and quantitative) to inform strategic priorities
Available Tools: Workforce Data and Trend Analysis, SWOT Analysis, Scenario Planning

19. Workforce Planning Model
Supply Analysis
Gathering competency proficiency ratings and staffing counts on the current workforce
Demand Analysis
Identification of future required competency proficiency levels and projected staffing demands
Phase 2: Supply and Demand
Available Tools: Competency Gap Assessment,

20. Competency Modeling

21. Workforce Planning Model
Integration and comparison of supply and demand analyses to determine potential workforce quantity (staffing, diversity) or quality (competency) gaps
Identification of further analyses to explore extent of gaps (e.g., training needs analysis, workload analysis, organizational assessment)
Phase 3: Identify Workforce Gaps

22. What Can Happen if Gaps Are Not Addressed?
Increased employee turnover
Misallocation of training and development funds
Poor productivity
Unnecessary hiring
Employee and supervisor frustration
Negative customer assumptions

23. Workforce Planning Model
Prioritize gaps and identify solutions
Develop talent management plan with appropriate action plan, metrics , and timeframes in alignment with GPRA-MA
Identification of desired outcomes and standards of success, and measures of success
Establish an evaluation plan
Phase 4: Develop and Implement Strategies to Close Gaps

24. Strategies to Close Gaps
Staffing
Operational change
Recruit and Retain Talent
Succession Planning
Outsourcing
Organizational change
Competency Gaps
Knowledge/skills transfer
Training courses or programs
Developmental opportunities
Performance management
Career development resources

25. Agency Example: Career Paths (Additional Document)

26. Agency Example: Succession Matrix
Best Practice High-Impact, Low-Cost Implementation Succession Planning Example

27. Workforce Planning Model
Identification of desired outcomes and standards of success
Identification of measures of success
Establishment of an evaluation plan
Assistance in developing or managing the workforce planning evaluation measures
Establishment of mechanisms for continuous program evaluation and improvement
Evaluation of workforce planning activities as compared to the Human Capital Framework (HCF)
Communicate findings and recommendations
Phase 5: Evaluate Workforce Planning Strategies

28. Workforce Planning Benchmark Organization
DoD – Secretary Under the Air Force for Acquisition Career Development
Conducted Workforce Analyses to include SWOT analyses and Scenario Planning
Conducted competency and gap analysis
Built staff acquisition, development, and retention programs for the Electronic Systems Center
Structured interviews
Multiple hurdle approach to hiring
Recruiting and branding strategies and materials

29. Workforce Planning Benchmark Organization
FDA - Office of Regulatory Affairs
Succession planning and retention initiative
Identified mission critical occupations
FDA-wide workforce analysis
Environmental scanning
Competency modeling and gap analysis
Expanded employment brand
Career path plans and “job fit” programs

30. Implementation Best Practices
Set a vision and generate buy-in
Identify a team of people committed to program development and long-term vision
Make a plan (w/metrics) and communicate that plan
Align strategies with both short-term and long-term organizational priorities
Find what matters most
Identify high-impact, low-cost solutions

31. Implementation (con’d)
Integrate into business planning cycle
Include Change Management and Communication Plans
Build systems to sustain the process
Start Somewhere
Ensure Leadership Support
Allocate Resources
Keep it Simple Smarty

32. Questions?

33. Thank You For more information contact: Stacie Porter
Workforce and Succession Planning
HR Strategy & Evaluation Solutions