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Work Force Planning

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Organisational Development and Work Design Resource Handout Activity Workforce Planning
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Geri Daube, Huw Flatau Harrison, Jason Papadopoulos & Line Groenvold

October 2014

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Table of Contents
What is Workforce Planning? ......................................................................................................... 3 History of workforce planning ..................................................................................................... 3 The importance of workforce planning ........................................................................................ 4 Implementation of workforce planning ........................................................................................ 5 Application to the Western Australian Mining Industry .............................................................. 8 Workforce Planning Needed to Account for a Dynamic Environment ..................................... 10 Dealing with the challenges involved in workforce planning .................................................... 12 References ..................................................................................................................................... 13 Appendix A ................................................................................................................................... 17 Appendix B ................................................................................................................................... 18

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What is Workforce Planning? Workforce planning is a fundamental component to ensure continual success of an organisation. Certifying talented, skilled and committed workers will allow organisations to achieve the results and objectives they set out in order to produce an efficient and effective organisation. Workforce planning is defined as a “continual process of shaping the workforce to ensure that it is capable of delivering organisational objectives now and in the future” (Department of Local Government and Communities, 2012). Workforce planning provides organisations to achieve its objectives they set to achieve by having the right people with the right skills at the right time (Office of the Commissioner for Public Employment, 2011). It is a tool that allows management to enable workers to be aligned and working in the same direction to achieve the mission that is set of an organisation and recognises current and future workforce related issues that may obstruct achieving this result (Washington State Human Resource, 2012). The key principals of what workforce planning accomplishes involves revealing issues related the workforce within the organisation, indicating what skills and capabilities are required to achieve the proposed goals and objectives of the organisation, creates a better understanding of the current workforce set up at the organisation of SWOT analysis and demographic profiling and it allows the organisation to recognise future business ideas (Human Resources UTAS, 2006). History of workforce planning The development of workforce planning and managing labour goes back to the early 1900’s. After the First World War and the large impact it had on the many people across the world disciplined, committed and practised workers were needed to manage
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the problem of the heavy demand of goods and services that affected many people which resulted in identifying and changing the job titles of workers responsible for managing the workforce and the job roles that emerged overtime (Itika, 2011). In the 1920’s and 1930’s organisations started to grow and much was focused on achieving productivity which reinforced organisations to improve job entry level of workers (Itika, 2011). After the conclusion of the Second World War, a shift of emphasis was now on focusing on a group of employees rather than an a individual employee within an organisation (Itika, 2011). In the 1970’s and 1980’s, the heavy emphasis of privately owned organisations and profit maximisation became the objective of managing the organisations workforce (Itika, 2011). Since this time competition has increased which sees company’s competing against one another, customer needs and expectations have changed in regards to quality and design, big advancements in technology have occurred which persuades organisations to challenge one another to be the one that is a step ahead and a heavily emphasis on research has transpired which has now created a strategic planning framework in managing workers within the organisation (Itika, 2011). Appendix A details how workforce planning has changed overtime. The importance of workforce planning Workforce planning ensures that workers within an organisation are aligned and working together to achieve the mission the organisation is represented for. For this to be successful workforce planning is critical in which it discovers the current workforce issues that are occurring which may be hindering the organisation in what it wants to achieve and also allows the organisation to generate ideas directed for the future in which it is able to compete with its competitors. Workforce planning can assist in the attraction
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and retraction of staff through succession planning, ability to alter working conditions for the individuals needs, further developing the workers through promotion and opportunities and flexible working situations (Human Resources UTAS, 2006). Workforce planning can also outline issues that may be involved and affecting the progress of your organisation which relate to the age of the workers or is there enough senior and experienced workers, the gender position of the organisation which might indicate one gender is more dominant in certain positions of the organisation than the other gender, the level of appointment of the workers in relation to more senior workers compared to junior workers, whether the workers are skilled and trained in able to work at their capabilities and the need for succession planning of workers within the organisation (Human Resources UTAS, 2006). Implementation of workforce planning Broadly speaking, workforce planning involves the execution of particular actions and changes to Human Resource Management (HRM) practices that executives may take to influence business outcomes in the future and solve existing problems (Emmerichs, Robbert & Marcum, 2004). Those responsible for a successful workforce planning initiative develop a set of HRM policies aligned with strategic decisions, which are made in the context of a particular workforce demographic. Workforce planning frequently follows four broad steps (Emmerichs, Marcum & Robbert, 2004), which are as follows and depicted in Figure 1 in Appendix B: 1. Strategic planning, including Business Unit (i.e. workgroups) specific planning 2. Description of the characteristics desired within future workforce makeup

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3. Identification of potential gaps between future projected inventory and future desired distribution: is there an undersupply or an oversupply of talent within an organisation? 4. Outlining and subsequent implementation of policies and practices Given the highly complex nature of these processes (and the range of different business units involved), many authors acknowledge that the workforce planning process is essentially iterative (Emmerichs et al., 2004a). As such a feedback process, including policy prioritisation, is important in influencing the decision making process as outlined in Figure 2 in Appendix B. Authors have suggested that several factors are crucial for success in the workforce planning process (Emmerichs et al., 2004a; Emmerichs et al., 2004b), which have included: • An active executive (that is, senior leaders ‘championing’ new hrm practices), and participation ‘on the floor’ from everyday employees. • • Accumulation of accurate data. Projection models: how will human capital demographics look in the future?

Involving executives in a significant way aids organisations with influencing workforce planning in a vertical fashion (by influencing hierarchical decision making) and in a horizontal fashion (by improving communication amongst line managers and management staff). Planning factors that organisations undertaking a workforce planning process frequently consider include operations (how to carry out particular strategies), resources (what is needed to execute a strategy) and alignment (of business units that are crucial for
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particular HRM practices-hiring, developing, rewarding and measuring performance) (Emmerichs et al., 2004b). Many organisations undertaking a workforce planning initiative find that day-to-day systems may need to be adapted for the workforce planning process. These may include HRM information systems, employee portals, broader assessment and recruitment/hiring processes (Emmerichs et al., 2004a; Emmerichs et al., 2004b; TMS Consulting, 2013) At the extreme end of workforce planning initiatives, many organisations find that during periods of economic downturn a broader downsizing initiative is required. Several examples of common workforce planning strategies used in these cases include a ‘last in, first out’ approach, advertising for voluntary redundancies, recruitment freezes and minimising staff who only function as ‘support staff’ (such as in the HR department) (TMS Consulting, 2013). Positives and negatives Although workforce planning, if undertaken following a transparent planning process, is often an efficient means for an organisation to ‘future proof’ its employee base, there can be both positive and negative outcomes (Emmerichs et al., 2004). • • • Positive: structured approach that is forward thinking and long-term. Negative: long term solutions can take a long time to become noticeable. Negative: workforce planning is an expensive activity, requiring a large amount of time from senior leaders and sophisticated analysis (i.e. manpower and technology). • Negative: can affect employee/employer relations if redundancies are enforced.
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Application to the Western Australian Mining Industry The Western Australian mining industry encompasses oil and gas extraction, coal and metal ore mining. The industry is cyclical with periods of ‘booms and busts’, has a workforce in which 84% is male and 34% are 45 years or older (Australia. Australian Workforce and Productivity Agency, 2013). The industry faces a skills shortage due to a lack of qualified tradespersons, technicians and professionals. The workforce demographics combined with “geographical, technological, commercial and political” demands as highlighted by Pearson & Daff (2013) contribute to the skills shortage. Workforce plans tailored for mining companies must respond to unexpected events such as project delays or turnover of key talent, anticipate events affecting demand for and supply of skills such as commodity price changes and outline strategies on how to attract, recruit, develop and retain the necessary skills of the workforce (PricewaterhouseCoopers, 2012). The WA mining industry is characterised by a transient workforce. The fly-in/flyout (FIFO) and drive-in/drive-out (DIDO) workforce arises from the remote location of mineral and resource wealth in WA, lack of suitably skilled local people, lack of family accommodation and the desire of mining personnel and their families to live in more urbanised areas (Western Australia. Resources Industry Training Council, 2010). Remote township development has been replaced with residential camp development, purposebuilt to accommodate and feed the workforce. Rio Tinto and Fortescue Mining Group are two mining companies that targeted Indigenous workers as part of their corporate social responsibility. Rio Tinto has about 1000 Indigenous workers in its Pilbara iron ore mines and Fortescue Mining Group has placed 1000 Indigenous trainees through its programs,
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with 600 working for the company or its contractors (PricewaterhouseCoopers, 2011). Mining companies should continue to support Aboriginal and Torres Strait Islanders through training opportunities to provide long-term, stable regional workforces. Mining organisations need to invest in their human capital to get the most out of their workforce. This involves identifying and retaining their talent whilst providing professional development opportunities to that talent. Human Resources are pivotal in managing the knowledge gap associated with the exodus of experienced retirees to ensure that valuable knowledge is preserved and passed on to younger workers (Dickie & Dwyer, 2011). During troubled times or a downturn economy, reducing the workforce by ‘downsizing’ requires careful consideration of staff redundancies to ensure that key talent is retained and developed (Dickie & Dwyer, 2011). Mining companies expend a large amount of money on skilling and upskilling their workforce through ongoing in-house training programs which are aligned to national standards (Western Australia. Resources Industry Training Council, 2010). These programs are aimed at safe work practices, improving worker readiness and familiarisation of equipment utilized by the individual to the company’s standards. Furthermore, the programs have resulted in increased productivity and staff retention. Optimizing the mining organisation’s existing talent pool through succession planning, coaching and mentoring programs and professional development can address identified gaps in the workforce. Alternatively, the organisation can recruit locally, nationally or internationally for candidates with the desired skill sets and experiences (PricewaterhouseCoopers, 2012). Mining organisations recruitment strategies are targeted at young people, women, Indigenous people and international workers to diversify the workforce. Mining
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organisations are adopting employee value propositions (EVPs) to entice a reasonable person to their organisation over another. Examples of EVPs include compelling career paths integrated with leadership support, flexible working arrangements and premium camp amenities such as sports facilities, pools, yoga and Pilates (PricewaterhouseCoopers, 2012). To attract Generation X and Y to replace retiring Baby Boomers, Dickie & Dwyer (2011) proposed redesigning employment contracts and working environments. Benefits such as family-friendly rosters, designing jobs to suit individuals and training opportunities to broaden skills may attract suitably qualified employees from other industries to the mining industry (Dickie & Dwyer, 2011). A mining organisation’s workforce plan needs to consider current and future challenges of the industry to ensure a skilled, diverse workforce that is committed to the organisation’s sustained success. Workforce Planning Needed to Account for a Dynamic Environment Changing labour market trends Australian Bureau of Statistics (2012) anticipates that that by 2050, the number of Australians aged 50 and over will have increased by over 80%. In comparison, the number of people aged 18 to 49 is projected to grow by just over 35% by 2050. The Productivity Commission Research Report, Economic Implications of an Ageing Australia released in April 2005 found that the ageing of the population will depress aggregate workforce participation rates by around 7 percentage points from the current level of 63.5 per cent to 56.3 per cent by 2044-45. Therefore, average weekly hours worked per employee are projected to decrease as older workers have a greater tendency to work part-time than others (Productivity Commission, 2005). Furthermore, female
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workforce participation rate has increased steadily over the last thirty years, growing form 44.5% in 1983 to 58.6 % in 2014 (Australian Bureau of Statistics, 2014). Increase of women in the workforce and changing lifestyles/family structures leads to a demand of more flexible and improved working conditions. Labour supply grows much more sluggishly as a result of ageing. More recently, a skills shortage, across many industries in the Australian workforce, continues to be documented by a number of bodies. Access Economics and Monash University forecast that employment will grow by 222,000 (Access Economics, 2013) and 239,000 (Monash University Centre of Policy Studies, 2009) jobs respectively between 2010 and 2017, while the Chamber of Commerce and Industry Western Australia suggest the State will require an additional 488,500 workers between 2010 and 2020 (CCI WA, 2010). Increased competition, globalisation and technological advances have also been identified as a few of the trends impacting on the social and economic prosperity of nations (Western Australia. Department of Training and Workforce Development, 2010). Australia will need to have enough highly skilled people who are able to operate and adapt to rapidly changing future to remain competitive because of the increasing demand of innovation. This leads to the increasing demand for innovation among our workers to remain competitive (Department and Education, Employment and Workplace Relations, 2008). Effective workforce planning will be essential for the ability of the Australian workplaces to pursue and achieve the organisational objectives (Productivity Commission, 2005), especially when the workforce is ageing and when a relatively large number in a particular cohort retires (Strachan, French, & Burgess, 2011).

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Dealing with the challenges involved in workforce planning 1. Focus on developing a human capital strategy that links workforce planning more closely to business objectives (Smith et. al., 2011). 2. Using a supply-chain approach for forecasting workforce demand which is likely to produce a more informed workforce plan (Capelli, 2009). 3. Improving companies knowledge of external sources of skills, also understanding organisational constrains and objectives that shape workforce demand. This can be accomplished through developing simple and effective ways to capture external labour market information and assimilate its dynamics (Freyens, 2010). 4. Organisations need to shape the workforce to respond creatively and flexibly to the dynamic global marketplace, by focusing on developing present and future leaders, strengthening workforce skills and capabilities and fostering greater knowledge sharing and collaborating (IBM, 2010).

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References Access Economics. (2013). Australia Still in Cost Cutting Mode. Business Outlook. Retrieved from

http://www.deloitteaccesseconomics.com.au/uploads/File/Sample%20Business%2 0Outlook(3).pdf Australian Bureau of Statistics. (2012). Census of Population and Housing 2011. Canberra, Australia. Australian Bureau of Statistics. (2014). Labour Force Australia (cat. no. 6202.0). Retrieved from

http://www.abs.gov.au/ausstats/abs@.nsf/Latestproducts/6202.0Main%20Features 2Sep%202014?opendocument&tabname=Summary&prodno=6202.0&issue=Sep %202014&num=&view= Cappelli, P. (2009). A Supply Chain Approach to Workforce Planning. Organisational Dynamics, 38(1), 8–15. Chamber of Commerce and Industry Western Australia (CCI WA). (2010). Building Western Australia’s Workforce for Tomorrow, discussion paper. Retrieved from http://www.environment.gov.au/system/files/pages/f2555dd8-3be4-4e61-93cd244344323ace/files/0152a.pdf Department of Education, Employment and Workplace Relations. (2008). Review of Australian Higher Education — Final Report. Retrieved from

http://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=1&ved=0 CB0QFjAA&url=http%3A%2F%2Fwww.mq.edu.au%2Fpubstatic%2Fpublic%2

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Fdownload.jsp%3Fid%3D111997&ei=hpE4VNj_ApXr8AW5k4D4Cw&usg=AF QjCNHx7cctfuZZOraEG8b-BqTN-ex02g&bvm=bv.77161500,d.dGc Department of Local Government and Communities. (2012). Workforce Planning. Retrieved from http://integratedplanning.dlg.wa.gov.au/WorkforcePlanning.aspx Dickie, C., & Dwyer, J. (2011). A 2009 perspective of HR practices in Australian mining. Journal of Management Development, 30(4), pp.329 – 343. Retrieved from: http://www.emeraldinsight.com/doi/pdfplus/10.1108/02621711111126819 Freyens, B. P. (2010). Managing skill shortages in the Australian public sector: Issues and perspectives. Asia Pacific Journal of Human Resources, 48(3), 262-286. Emmerichs, R. M., Marcum, C. Y., Robbert, A. A. (2004a). An Operational Process for Workforce Planning. Retrieved from http://www.eblib.com Emmerichs, R. M., Robbert, A. A., Marcum, C. Y., United, S., National Defense Research Institute, (. (U.S.), & Rand, C. (2004b). An Executive Perspective on Workforce Planning. Santa Monica, CA: Rand. Human Resources UTAS. (2006). Workforce Planning Guide for Managers. Retrieved from http://www.human-

resources.utas.edu.au/__data/assets/pdf_file/0010/8299/WFP_guide.pdf IBM Global Business Services. (2010). Working Beyond Borders: Insights from the Global Chief Human Resource Officer Study, report. Retrieved from http://www01.ibm.com/common/ssi/cgibin/ssialias?infotype=PM&subtype=XB&appname=GBSE_GB_TI_USEN&htmlf id=GBE03353USEN&attachment=GBE03353USEN.PDF

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Itika, J, S. (2011). Fundamentals of Human Resource Management. African Public Administration and Management Series, (2), 1-254. Retrieved from

https://openaccess.leidenuniv.nl/bitstream/handle/1887/22381/ASC-0752876683030-01.pdf?sequence=2 Monash University Centre of Policy Studies. (2009). Monash Economic Forecasts. Monash University Centre of Policy Studies, Clayton. Office of the Commissioner for Public Employment. (2011). Workforce Planning and the NTPS. Retrieved from http://www.ocpe.nt.gov.au/workforce_planning Pearson, C. A. L., & Daff, S. (2013). Indigenous Workforce Participation at a Mining Operation in Northern Australia. Australian Bulletin of Labour. 39 (1), 42-63. PricewaterhouseCoopers. (2012). Mind the gap: Solving the skills shortages in resources. Retrieved from: http://www.pwc.com.au/industry/energy-utilities-

mining/assets/Mind-the-gap-Jun12.pdf Productivity Commission. (2005). Economic Implications of an Ageing Australia. Retrieved http://www.pc.gov.au/__data/assets/pdf_file/0006/13587/ageing1.pdf Smith, D., Farley C.S., Sanchez de Leon, D., & Gault, S. (2011). The talent to grow. Outlook: The Journal of High-Performance Business, 1, 1-9. Strachan G., French E., & Burgess J. (2011). Managing diversity in Australia. Sydney, NSW: McGraw-Hill Education. TMS Consulting. (2013). Workforce Planning. Retrieved from from

http://www.tmsconsulting.com.au/ws-content/uploads/TMS_Paper__Workforce_Planning.pdf

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Washington State Human Resources. (2012). Introduction to Workforce Planning. Retrieved from

http://www.dop.wa.gov/WorkforceDataAndPlanning/WorkforcePlanning/Pages/I ntroductiontoWorkforcePlanning.aspx Western Australia. Department of Training and Workforce Development. (2010). Skilling WA – A workforce development plan for Western Australia. Retrieved from http://www.dtwd.wa.gov.au/workforcedataworkforcedevelopment/skillingWA/Pa ges/default.aspx Western Australia. Resources Industry Training Council. (2010). Western Australian MINING Industry: WORKFORCE DEVELOPMENT PLAN. Retrieved from http://www.ritcwa.com.au/LinkClick.aspx?fileticket=mQ_ZlfRxsT8%3D&tabid= 133

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Appendix A
Figure
A1 -­‐ Stages in the Evolution and Development of Human Resource Management (Itika,

2011)

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Appendix B
Figure
B1 -­‐ A Four-­‐Step Workforce Planning Process (Emmerichs et. al., 2004a)

Figure B2- An Iterative Process (Emmerich et. al., 2004a)

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