Quarterly Workforce Planning Coordinators Meeting. Statewide Workforce Planning and Recruitment Unit

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1 Quarterly Workforce Planning Coordinators Meeting Statewide Workforce Planning and Recruitment Unit 2

2 Objectives Announcements Answers to your questions Open discussions 4

3 Upcoming Training: Developing a Workforce Plan Session Date and Time: Some Topics to be Covered: WEDNESDAY, APRIL 23 2:30-4:30pm Align the workforce plan to the department s strategic direction Secure executive support Collect relevant data TUESDAY, MAY 6 1:30 3:30pm TUESDAY, MAY 20 1:30-3:30 pm Analyze skill and supply gaps Identify opportunities for knowledge transfer Maintain executive support Develop the workforce plan Create metrics Establish action and communication plans 6 3 part training on how to build a solid plan from the ground up. This training will incorporating specific materials/challenges based on feedback brought up by our workforce planning coordinators. All sessions currently full. Please us at to be placed on the wait list and we will contact you should a space become available. We will plan on scheduling an additional training if we gain enough additional interest. We can also schedule trainings for individual departments if there is a large enough group.

4 Workforce Planning Toolkit Website Check out the website 7 To navigate to the Workforce Planning Toolkit website: Visit Click the Statewide Workforce Planning banner Click the link in the Workforce Planning Toolkit announcement The Workforce Planning Toolkit is arranged by category to easily find the tools and resources you need New additions to the Workforce Planning Toolkit website include: Workforce Plan Template Links to articles on workforce planning topics Best practices documents from the State of Georgia and the US Office of Personnel Management Helpful tools featured on the site include: Workforce Planning Survey and Development Tool Helps guide conversations with division and program areas in your organization about the issues they face regarding the classifications that are essential to their mission State employee demographics and labor statistics page with statewide statistics from January 2014 Free learning management software from Office of Statewide Health Planning and Development Skills inventory templates and worksheets from Board Of Equalization

5 Workforce Planning Online Forum A tour of the Forum 8 The Workforce Planning Online Forum is an online community for workforce planning professionals at the State of California to connect and collaborate online through discussion boards, polls, and tools. The Forum is currently in a testing phase with 25 participants from about 23 departments already registered on the site. Registration will be opened up to more once CalHR s Information Technology Division has completed the upgrade of the SharePoint system used for the site. Training about the Workforce Planning Online Forum is forthcoming.

6 Answers to Your Questions 9 Any State laws/rules/policy/gov t code related to workforce planning? Not at this time. Support currently comes from the legislature and governor, and has also been addressed by the Bureau of State Audits. Short workforce planning articles to engage management? The Statewide Workforce Planning website has up to date articles on a variety of topics of interest that can be shared with your department. We can also help facilitate meetings with your management/executive team. Update on Recruitment and Retention Program (RRP) - why is the program delayed? What role do departments play in the program? We are currently preparing to roll it out as a PML best practice policy. It has expanded to capture information from employees who are transferring, not just new to state service. The Departmental Report will include results from your employees as well as participation rate from your department. How can we capture data about lateral transfers, promotions, and other movement within the state? Since SCO only captures data from individuals transferring into the department, the Personnel Specialist should be capturing transfer information to have available to share with workforce planning coordinators. The RRP will also assist in capturing transfer information. How can my department revise class specs? Class specification reviews are currently underway at CalHR. If a department is concerned with a particular class contact your department s personnel representative at CalHR. SWPRU will move forward with facilitating a meeting with PMD to answer additional questions you may have. How can we address challenges faced by supervisory classifications with lack of safety retirement/overtime incentive? Alert SWPRU to the situation and provide us with class specs and duty statements. We will follow up with our Labor Relations Office.

7 Open Discussion Workforce Data Collection and Tracking 11 Transfers and class consolidation issues SAP system to mirror SCO HR reports (DWR) Meet with Position Control staff and Personnel Specialists weekly; trained to keep track and let WFPs know; weekly employee movement report made by personnel office (CalSTRS)

8 Open Discussion Workforce Skill Analysis 12 Recreating training plan Needs assessment conversations with management (DSH) Face to face meetings with programs and brainstorm (CalSTRS)

9 Open Discussion Tips for Developing Training Plans Training Forum available register at: 13 Template document for training plan (DPR) DGS University training upward mobility (DGS)

10 Open Discussion Refreshing and Updating an Existing Workforce Plan 14 Insert questions based on operational plans (DPR) Do not re-write the plan, just compare with strategic and business plans and update goals based on them, update demographics, changes in needs and resources, obstacles, added along the way (CalSTRS) Best practices for workforce planning, comparison (CalSTRS)

11 Open Discussion Best Practices for Workforce Planning 15 Address BENEFITS, especially employee care and training, to attract and retain people (DPR) Presence at career fairs and outreach (DPR) Onboarding as a tool for managers to use, reminds them what to include (DPR) Onboarding program, get employees especially new State people, acclimated to the State and the unique aspects of department (Caltrans) CalHR supervisors guide under training (DGS) Research especially demographics and gaps in skills, then meshing with strategic and business plans to get buy in from execs managers and staff, competency model to structure levels in organization, wellness, recognition, onboarding are in the workforce plan; start with research where gaps are (CalSTRS)

12 Open Discussion Recruitment Challenges Recruitment from Rank & File to Supervision Recruitment from private sector Use of Training & Development assignments 16 Lead worker in T&D to test out supervision (Caltrans) SRRT meetings - To join:

13 Thank You for Attending! Statewide Workforce Planning and Recruitment Unit Contact Info: Phone: Web: CalHR.ca.gov, click the banner on the home page 17

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