Workforce Planning Model & Worksheets

2022

Workforce Planning
Model & Worksheets
Human Resource Solutions
Workforce Planning is the process whereby the management of an organisation try to
ensure that they always have the right number of employees, with the right knowledge
and skills in place at the right time. This document provides a Workforce Planning Model
which can be applied in any organization; it also incorporates a series of worksheets to
facilitate effective project planning.

A. Brogan
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Page 0
2021
Workforce Planning Model & Worksheets

Introduction

The purpose of these manpower planning guidelines is to assist managers to

undertake systematic planning for major structural changes about to take
place in their area of responsibility and which will therefore affect their staff. If
worked through conscientiously, they should ensure appropriate numbers and
skills are in place at each key project milestone.

The model takes managers through the process of clarifying the future
situation and articulating the implications of the changes for the workforce.
This will allow the estimate of future demand for staff in each staff group at
each key date in the project. Profiling the current workforce allows the
estimate of internal supply, and by comparing with the demand estimate,
allows the quantification of areas of staffing surplus or deficit. Based on the
outcome of this, action plans are then drawn up to look at how these
difficulties can be addressed - allocating timescales and responsibilities.

The final process involves ensuring there is a process whereby any changes
which affect the planning assumptions, are able to be fed into the demand /
supply estimates and the action plans adjusted accordingly. This process
should also allow monitoring of the action plans to ensure they remain on
target.

The importance of embedding project based manpower planning in the

context of a strategic framework cannot be overemphasised, and the
monitoring and evaluation process should include a link with a high-level
group considering overall manpower strategy.

The way in which managers use these guidelines will vary depending on the
situation and the scale of the project. However, it is likely that the process will
be facilitated by a Human Resources professional who will also help to supply
much of the information; particularly in relation to profiling the current
workforce. Others involved with the project group are likely to be operational
managers whose staff are affected, managers from other agencies /
organisations where staff may transfer to or from, professional advisers from
the key functional groups and where appropriate a member of the staff-side.

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Workforce Planning Model & Worksheets

Workforce Planning Model

Clarify the future situation

Describe the Implications for the Workforce

Estimate future demand for staff

Profile the current workforce

Estimate future supply of staff

Action Plans to address

imbalances between demand
and supply

Surplus Insufficient
staff Staff

Monitor and continually evaluate

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 Workforce Planning Model & Worksheets

Clarify the future situation Clarify the Future Situation

Objective: To clearly outline, in broad terms, the
proposed service change, the resource
assumptions and the manpower implications.
To then break this down into manageable
Describe the Implications for the Workforce stages. This will set the parameters of the
manpower planning project.

The first task is to clearly articulate the exact shape and scope of
Estimate future demand for staff the service change, this amounts to a "vision" of how the new
service will look. Then we must identify all services that are
affected, and how they will change. Broad timescales should be
outlined at this stage.

The next stage is to identify non-staff resources which are affected

Profile the current workforce by the change. This usually amounts to buildings, equipment etc
or financial assets such as new contracts, transfer in or out of
finances or budgetary reductions. The purpose of this section is to
clearly understand these and determine to what extent they are
limitations on the change project.
Estimate future supply of staff
The next section outlines what the implications of the changes are
for staff.

 Consideration should be given firstly to broad numbers - is

there a need to increase or decrease numbers or will present
numbers be maintained.
Action Plans to address
imbalances between demand  Does the skill-mix require to change - will this become richer
and supply or diluted?

 Does this have implications for qualifications / skills required

by staff - how will these need to change?

Surplus Insufficient  Will there need to be changes to working patterns / practices -

staff Staff e.g. will staff be required to work more flexibly, change shift
patterns, interface with other agencies etc.

The final part of this section involves breaking the change project
Monitor and continually evaluate down into discrete stages - usually around 3-4. This will identify
each major task or event, and put appropriate target dates and
timescales to each.

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Workforce Planning Model & Worksheets

Worksheet 1

Clarify the Future Situation

(Answer each section in very broad terms)

Identify the general shape and scope of the proposed business Identify in this
change section:

 The proposed
change

 The current
services which
will be affected
by the change

 The proposed
timescales

Identify the resources which will be affected by the change Identify in this
(exclude staff) section:

 Buildings and
other physical
resources

 Financial
resources -
additional /
reductions /
transfers

Identify the general staffing implications of the proposed change Identify in this
section:

 Increase /
decrease /
transfer of staff

 Changes to
skill-mix

 Changes in
qualifications /
skill required

 Changes to
working
practices

 Current staff
shortages

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Worksheet 1(continued)
Break the project down into a series of discrete stages (usually 3-4) and describe these

1ST STAGE OF THE PROJECT Identify in this

section:

 The initial 3-4

major tasks or
events

 The
appropriate
targets and
timescales

2nd STAGE OF THE PROJECT Identify in this

section:

 The next 3-4

major tasks or
events

 The
appropriate
targets and
timescales

3rd STAGE OF THE PROJECT Identify in this

section:

 The next 3-4

major tasks or
events

 The
appropriate
targets and
timescales

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 Workforce Planning Model & Worksheets

Clarify the future situation Describe the Implications for the Workforce
Objective: To identify in detail the specific workforce
implications for each key task / event at each
stage in the project
Describe the Implications for the Workforce For each stage identified in Worksheet 1, outline the specific staff
related change that need to occur. For example:

 Will more or less of a particular staff group be necessary?

Estimate future demand for staff  Will there need to be a transfer between sites or agencies?
 Will the affected staff group need different skills and / or
qualifications?
 Will a different skill mix be required - if so how will this be
achieved?
 Will any services be rationalised, centralised or contracted
Profile the current workforce out?
 Will management re-structuring be necessary?

The effects on the workforce should be quantified (even

Estimate future supply of staff approximately) where at all possible

Allocate key dates for each of the major workforce changes

identified.

Action Plans to address

imbalances between demand
and supply

Surplus Insufficient
staff Staff

Monitor and continually evaluate

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Workforce Planning Model & Worksheets

Worksheet 2

Implications for the Workforce

With reference to Worksheet 1, outline the staffing implications at each stage

1ST STAGE OF THE PROJECT Identify for each

task / event of this
stage:

 The key date

for the task /
event

 The staff
related change
that will occur

 The effect on
the workforce
(more / less
staff, different
skills, different
mix of skills
etc)

 Quantify the
effects where
possible

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Workforce Planning Model & Worksheets

Worksheet 2 (continued)
2nd STAGE OF THE PROJECT Identify in this
section:

As for Stage 1

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Workforce Planning Model & Worksheets

Worksheet 2 (continued)

3rd STAGE OF THE PROJECT Identify in this

section:

As for stage 1

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 Workforce Planning Model & Worksheets

Clarify the future situation Estimate of Future Demand for Staff

Objective: To specify exact workforce numbers in each
staff group required at each key date.

For each stage in the project, identify the numbers in each staff
Describe the Implications for the Workforce group affected, both in headcount and Whole Time Equivalent
(WTE) it is generally best to work in WTE's, however where there
are large numbers of part-time staff, it can be useful to consider
headcount also.
Estimate future demand for staff
If an adjustment is required this may also be noted at this stage.
This may be to ensure that current staffing figures fairly represent
the present situation. For example to take account of under or over
establishment, or results of a skill-mix exercise. The new figure
should be entered in the “adjustment" column.
Profile the current workforce
The new WTE / headcount figure should be entered under each key
date (as identified in Worksheet 2). Obviously this may be different
for the same staff group at different dates e.g. a staged recruitment
process.
Estimate future supply of staff

Action Plans to address

imbalances between demand
and supply

Surplus Insufficient
staff Staff

Monitor and continually evaluate

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Workforce Planning Model & Worksheets

Worksheet 3

Estimate of Future Demand for Staff

Based on the staff implications identified in Worksheet 2, quantify the staff changes

New WTE (Headcount)

Grade Current WTE Adjustment Key Date Key Date Key Date Key Date
(Headcount)

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Clarify the future situation Profile the Current Workforce

Objective: To allow managers to understand the current
workforce profile and thereby allow them to
estimate internal supply
Describe the Implications for the Workforce STEPS

1. Identify all staff who are affected by the proposed changes

broken down by grade, headcount, WTE, part-time/ full time
Estimate future demand for staff and sex

2. Profile the same staff group by grade and age & length of
service; the same profile should be completed for leavers.

3. Analysis of numbers of leavers and joiners for the last year;

Profile the current workforce calculate wastage rates and net flow for each staff group,
and if appropriate for each significant grade.

4. Analysis of leavers and joiners including source of

recruitment, reason for leaving and destination on leaving.
Estimate future supply of staff
5. Identify all hard-to-fill posts / vacancies by staff group / grade
and length of time vacant

6. Analysis of absences for each staff group

7. Analysis of travel to work pattern by staff group

Action Plans to address
imbalances between demand 8. Based on the above information, estimate for each key date
and supply in the project

 Staff lost through internal promotion

 Number of potential retirals
 Wastage rates
Surplus Insufficient
staff Staff

Monitor and continually evaluate

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Workforce Planning Model & Worksheets

Worksheet 4

Profile the Current Workforce

Table 1 (May be headcount or WTE or both, and may be expressed in numbers or %)

Full-time Part-time
Staff Group Number Male Female Male Female Total
(or grade)

Table 2 - Staff Group: (complete for current staff and

leavers)
Length of
Service Age (in bands)
(Years)
<18 18- 26- 31- 36- 41- 46- 51- 56- 60- >65 TOTAL
25 30 35 40 45 50 55 60 65 (%)
<1
1-2
2-3
3-4
4-5
5-10
11-15
16-20
>20
TOTAL
(%)

Table 3 - Leavers, joiners and wastage rates for the last year
Staff Group Average No. Of Wastage No. Of New Net Flow
Staff-in-post Leavers Rate Starts (starts-
leavers)

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Workforce Planning Model & Worksheets

Worksheet 4(continued)

Profile the Current Workforce

Table 4a - Joiners analysis

Staff Group Source of recruitment Number

s

TOTAL

Table 4b - Leavers analysis - reasons for leaving

Staff Group Reason for leaving Number

s

TOTAL

Table 4c - Leavers analysis - Destination on leaving

Staff Group Destination on leaving Number

s

TOTAL

Table 5 - Vacancy analysis

Staff Group Hard to fill post Average time vacant

TOTAL

Table 6 - Absence analysis

Staff Group Sickness Maternity leave Other

absence

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Workforce Planning Model & Worksheets

Table 7 - Travel to Work pattern

Staff Group Area %

Table 8 - Summary of wastage, promotions and potential retirals

Key Date:
Staff Group Wastage rate No. of promotions in No. of
last year potential
retirals likely
up to key
date

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 Workforce Planning Model & Worksheets

Clarify the future situation Estimate future supply of staff

Objective: To calculate of the difference between
estimated demand and projected internal
supply and thereby quantify areas of
surplus and / or deficit.
Describe the Implications for the Workforce

Estimate future demand for staff

Profile the current workforce

Estimate future supply of staff

Action Plans to address

imbalances between demand
and supply

Surplus Insufficient
staff Staff

Monitor and continually evaluate

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Workforce Planning Model & Worksheets

Worksheet 5a

Estimate future supply of staff

Calculation of difference between estimated
demand and projected internal supply

(complete a table for each affected staff group)

Staff Group

Key Date Key Date Key Date Key Date

Current staff
Losses: promotions
wastage
potential retirals
other
Difference

Gains: internal
promotions

Total internal supply

New WTE required

Difference (Numbers to
divest, or recruit
externally)

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Workforce Planning Model & Worksheets

Worksheet 5b

Summary of manpower implications for each staff group

Staff Group Staff surplus / deficit Action Plan
Reference
Date Date Date Date

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 Workforce Planning Model & Worksheets

Clarify the future situation Action Plans to address imbalances

between demand and supply

Insufficient Staff
Describe the Implications for the Workforce
Objective: To outline action points, timescales and
responsibility to ensure that the
necessary actions are taken to, as far as
possible, recruit sufficient staff to meet
Estimate future demand for staff workforce demand at each key stage of
the project.

Staff will need to be recruited from the external labour market.

In formulating the action plan for this, consider the following
Profile the current workforce points:

1. Do you anticipate any problems reaching the desired

level of recruitment, based on past experience and
current trends? If not, carefully consider whether anything
Estimate future supply of staff has changed, or will change which may affect this over
the lifespan of the project.

2. If you anticipate there may be some difficulties, then

consider the following:

 Have you targeted all possible sources such as colleges/

Action Plans to address universities, older people, women returners etc?
imbalances between demand
and supply  Have you tried adjusting the hours / flexibility to suit for
example working mothers?

 What about crèche / childcare facilities?

Surplus Insufficient  Are pay and conditions an issue - if so could you vary?
staff Staff
 Could you sponsor students through an appropriate
course?

Monitor and continually evaluate  Are there staff internally who could be promoted (or
quickly developed to this level)?

 Could you attract staff away from other parts of the

service or the private sector?

 Are there any Government schemes which could assist?

 Could this part of the service be contracted out?

 Could the duties of this group be carried out by a less

difficult to recruit to group?

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Workforce Planning Model & Worksheets

Worksheet 6a

Action Plan
Insufficient Staff

Staff Group: Reference Number:

Action Required Responsibility By when

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 Workforce Planning Model & Worksheets

Clarify the future situation

Action Plans to address imbalances
between demand and supply

Surplus Staff
Describe the Implications for the Workforce
Objective: To outline action points, timescales and
responsibility to ensure that the necessary
actions are taken to reduce the workforce
to meet new demand levels at each key
Estimate future demand for staff stage of the project.

Staffing levels need to be reduced; in formulating the action

plan for this, the following points should be borne in mind:

 How long would it take to shed the surplus staff through

Profile the current workforce normal methods - wastage, potential retirals (early or not),
promotion? Would this be acceptable or are more proactive
methods required?

 Could the rest of the organisation assist by holding

Estimate future supply of staff vacancies for the staff affected, perhaps by using
temporary contracts?

 Could the excess staff be re-deployed within the

organisation; if so would some degree of re-training be
necessary?
Action Plans to address  Could they be transferred to another agency, again
imbalances between demand perhaps with some re-training (does TUPE apply?)
and supply
 Have you taken into account the effect of sickness, leave,
study leave, maternity leave and other absences? Also,
have you looked at how many staff may be likely to retire in
the near future?
Surplus Insufficient
staff Staff  If redundancy is the chosen option, then ensure the
organisation has a redundancy policy and that this is
applied. Particularly in relation to statutory consultation
periods, and selection for redundancy.
Monitor and continually evaluate

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Workforce Planning Model & Worksheets

Worksheet 6b

Action Plan
Surplus Staff

Staff Group: Reference Number:

Action Required Responsibility By when

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 Workforce Planning Model & Worksheets

Clarify the future situation Monitor and continually evaluate

Objective: To ensure that any changes which
affect the planning assumptions are
fed into the supply / demand
estimates and the action plans
Describe the Implications for the Workforce adjusted accordingly. To further
ensure that the agreed action plans
remain on target.

Estimate future demand for staff Ensure that when designing a monitoring and
evaluation system you consider the following:

 Is there a group which is overseeing the project

e.g. a steering group? If so how does this link to
other similar groups in the organisation?
Profile the current workforce
 How will changes to strategy be fed into the
manpower assumptions regarding supply and
demand?

Estimate future supply of staff  How will the workforce action plans be monitored?

 Do you have an early warning system to detect

changes in manpower trends, or in the
environment?

Action Plans to address

imbalances between demand
and supply

Surplus Insufficient
staff Staff

Monitor and continually evaluate

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Workforce Planning Model & Worksheets

Worksheet 7

Monitoring and Evaluation Process

Draw a schematic of how the manpower planning project will be monitored, and how the
process of continual evaluation will take place. Be sure to clearly show the allocation of
responsibility.

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