Chapter 5 - Workforce Planning Flashcards
5.1 Introduction - SEDDA
Workforce planning is important for STRATEGIC human resource management (SHRM) in the public sector.
It ensures that the institution is EQUIPPED with adequate human resources to fulfill its goals.
Public sector workforce planning must consider the DIVERSE and complex nature of its large workforce.
A DETAILED workforce plan contributes to successful recruitment and future talent management.
The ABSENCE of workforce planning can result in poor service delivery and inefficient resource use.
5.2 Definition, Aim, Objectives, Importance, and Benefits
5.2.1 Definition UTTSN
Workforce planning lacks a UNIVERSALLY agreed-upon definition. It is related to terms like talent management.
TALENT management is a more strategic and focused process compared to workforce planning.
while talent management TARGETS specific segments, Workforce planning includes the entire workforce
, workforce planning is a SYSTEMATIC process.
Workforce planning involves identifying workforce NEEDS and aligning them with the institution’s goals.
5.2.2 Aim, Objectives, and Importance ALLOF
The main aim of workforce planning is to provide the institution with an ADEQUATE supply of qualified personnel.
It ensures the institution has the right employees to meet both LONG-term and short-term strategic objectives
Workforce planning helps reduce LABOUR costs by addressing surpluses or shortages in a timely manner.
It supports employee development planning and improves strategic and operational planning.
It promotes equal OPPORTUNITIES, particularly for minority groups, by identifying available skills.
Workforce planning provides a FRAMEWORK for assessing the effectiveness of HR actions.
5.2.3 Importance - BEDGI
5.2.4 Benefits RLPPTTWG
5.3 Steps in the Workforce Planning Process
5.3.1 Step 1: Consulting the Corporate/Strategic Plan COFP
Workforce planning starts with CONSULTING the corporate plan at the executive level.
The corporate plan OUTLINES institutional goals which guide workforce planning.
Government FRAMEWORKS support public managers in preparing comprehensive corporate plans.
e.g The PUBLIC Finance Management Act helps ensure efficient service delivery as it includes action leading to the achievement of consistent and planned results
The corporate plan should be supported by other plans such as
Risk management and fraud prevention plans
Financial plans
Borrowing plan
Environmental impact plan
[explain]
5.3.2 Step 2: Gathering, Analyzing, and Forecasting Workforce Supply and Demand - FAWBS
This step comprises several phases aimed at ensuring the institution is prepared to meet its future workforce needs.
FORECASTING : Estimations of workforce supply and demand are made, focusing on potential surpluses or shortages.
ANALYZING the existing workforce: This involves assessing the current workforce in terms of competencies, gender, race, disability, and more.
WORKFORCE demand forecast: The required number of employees and the skills necessary to meet institutional objectives are predicted.
BUDGET considerations: ensures that workforce plans align with budget allocations.
Forecasting workforce SUPPLY:includes evaluating internal and external sources for potential employees and using judgmental and statistical methods to predict workforce availability
5.3.3 Step 3: Reconciling Demand and Supply GQIARM
Reconciling demand and supply involves identifying GAPS between workforce needs and availability.
QUANTITATIVE and qualitative analyses are used to address shortages or surpluses.
Strategies are developed to balance workforce supply with institutional needs.
INTERNAL transfers or external recruitment may be used to address workforce imbalances.
Workforce planning helps AVOID overstaffing or understaffing.
RETENTION strategies ensure the institution maintains its investment in employee development.
A MISMATCH between supply and demand can affect productivity and service delivery.
5.3.4 Step 4: Compilation and Implementation of a Workforce Plan - GQBIM
A workforce plan is developed to address the identified GAPS between supply and demand.
The workforce plan should address QUESTIONS such as
> How can the institution ensure it has highly skilled employees to meet future needs?
The plan must align with BUDGET allocations .
e.g The plan should account for recruiting, retaining, and developing employees within the institution’s financial resources.
must be IMPLEMENTED by involving all relevant stakeholders, ensuring clear responsibilities
The plan should also include MECHANISMS for monitoring and evaluating progress to ensure its successful implementation
5.3.5 Step 5: Monitoring, Evaluating, and Reporting APICFE ❌
ANNUAL assessments help identify any necessary corrective actions.
PROGRESS toward staffing goals is tracked against the workforce plan.
Workforce planners report on progress to both INTERNAL and external stakeholders.
Adjustments are made to address changes in the institution’s workforce needs.
CORRECTIVE measures are taken when goals are not met.
Monitoring ensures that the workforce plan remains FLEXIBLE and responsive to change.
Shows how EFFECTIVE the workforce planning strategies were
5.4 Conclusion
Workforce planning is essential for aligning HR activities with strategic goals.
It begins with the corporate and strategic plans of the institution.
Workforce planning must be adaptable to changes in the environment.
Involving HR specialists in planning ensures alignment with institutional needs.
The process includes defining the workforce’s needs, assessing current resources, and forecasting future requirements.
Effective workforce planning contributes to achieving institutional objectives.
Continuous evaluation ensures the plan remains relevant and effective.
Workforce planning integrates recruitment, retention, and development strategies.
Institutions must remain flexible to adapt their workforce plans to changing conditions.
A robust workforce plan supports the institution in delivering high-quality services.
