Targeting Jobs Based On Outcome Priorities

February - March 2002February - March 2002

Targeting Jobs Based Targeting Jobs Based on Outcome Prioritieson Outcome Priorities

Georgia’s Workforce Planning Training: Module 3 of 5Georgia’s Workforce Planning Training: Module 3 of 5

Steve SuttonHuman Resources Consultant

Georgia Merit System

Georgia’s Workforce Planning

Training

Welcome toWelcome to

Targeting Jobs Based on Targeting Jobs Based on

Outcome PrioritiesOutcome Priorities

2

Linking Mission To Success Through PeopleLinking Mission To Success Through PeopleLinking Mission To Success Through PeopleLinking Mission To Success Through People

3

Course ObjectivesCourse Objectives

After completing this course, participants will:

• Know who should be involved in Identifying Outcome

Priorities.

• Understand which deliverables are produced for Step 5

of the Workforce Planning Model.

4

Course ObjectivesCourse Objectives

After completing this course, participants will:

• Know how to do a level one analysis to rate jobs and

target jobs for further workforce planning.

• Understand the rationale for identifying outcome

priorities.

5

AgendaAgenda

Overview of the Workforce Planning Model

Step 5: Key Points and Deliverables.

Discuss a Process for Identifying Outcome Priorities

6

AgendaAgenda

Group Exercise: Rate and Target Jobs for further Workforce Planning.

Discuss the Summary Template as it relates to Step 5.

Question and Answer Session

7

Identify Needed

Competencies

Identify Current

Competencies

Analyze Competenc

yGaps

Integrate Workforce Strategies

Evaluate Planning

and Strategi

es

Workforce Planning ModelWorkforce Planning Model

Implement

Strategies

Identify Outcom

e Prioritie

s

ConductStrategic

and Technolog

y Planning

AssessDiversity and

Turnover

Outlook

AssessBusiness and

Staffing Outlook

AssessWFP

Readiness

ConductStrategic

and Technolog

y Planning

AssessWFP

Readiness

AssessBusiness and

Staffing Outlook

AssessDiversity and

Turnover

Outlook

Identify Outcom

e Prioritie

s

What is Step 5 all about?

Targeting jobs for further

workforce planning.

8

9

Identify Needed

Competencies

Identify Current

Competencies

Analyze Competenc

yGaps

Integrate Workforce Strategies

Evaluate Planning

and Strategi

es

Workforce Planning ModelWorkforce Planning Model

Implement

Strategies

Identify Outcom

e Prioritie

s

ConductStrategic

and Technolog

y Planning

AssessDiversity and

Turnover

Outlook

AssessBusiness and

Staffing Outlook

AssessWFP

Readiness

Identify Needed

Competencies

Identify Current

Competencies

Analyze Competenc

yGaps

Integrate Workforce Strategies

Evaluate Planning

and Strategi

es

Why is Step 5 calledIdentifying Outcome

Priorities?

Because jobs are targeted

based on their importance

to strategic outcomes.10

11

Human Resource StrategyHuman Resource Strategy

HR Strategy

HR Strategy impacts mission,

vision, goals, etc.

Impacts jobs linked to important

strategic outcomes

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Why are outcomes so Why are outcomes so important?important?

They are results• What happened• What is happening• What we want to happen

They serve as a measure

By targeting jobs basedon outcome priorities...

Human Resource Strategies

can result in the right

people in

the right place at the right

time.

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Who should participate in completing Step 5?

The Workforce Planning

Team.

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Who should participate?Who should participate?

Having sufficient knowledge is vital• Strategic Direction• Human Resources• Information Technology• Financial Resources• Job Roles and Responsibilities

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Required MS Excel Submission &

MS Word Summary

ElectroniElectronic c ReportinReportingg

16

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Step 5: Identifying Outcome Step 5: Identifying Outcome PrioritiesPriorities

1. Matrix: “Target Jobs According to Outcome Priorities”

2. Matrix: “Rationale for Jobs Targeted”

3. Summary Narratives

Deliverables

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Target Jobs According to Target Jobs According to Outcome PrioritiesOutcome Priorities

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Rationale for Jobs TargetedRationale for Jobs Targeted

Link to Summary

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PreparationPreparationRate JobsRate Jobs

Target JobsTarget Jobs

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Review &Preview

WFP Steps

Rate Overall Importance

Rate Jobs

Rate Overall Importance

Rate Jobs

Sort Jobs by Overall Rating

Convene WFP Team

Convene WFP Team

Know Outcom

es

Consider High

Importance Jobs vs. WFP

Resources

Final Strategic

Considerations

Target Jobs for further

WFP

Sort Jobs by Overall Rating

Consider High

Importance Jobs vs.

Resources

Final Strategic

Considerations

Target Jobs for further

WFP

Know Outcom

es

22

Preparation

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Rate Overall Importance

Rate Jobs

Sort Jobs by Overall Rating

Convene WFP Team

Consider High

Importance Jobs vs.

Resources

Final Strategic

Considerations

Target Jobs for further

WFP

Review & Preview

WFP Steps

Know Outcome

sReview & Preview

WFP Steps

Know Outcom

es

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The Outcome CategoriesThe Outcome Categories

Strategic Outcomes

• Is this job critical to completing a

Strategic Objective?

• Is this job closely tied to customer

outcomes?

• Is this job important to other

components of the Strategic Plan?

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The Outcome CategoriesThe Outcome Categories

Cost Outcomes– Is this job associated with large expenses?

Outcome changes– Is this job new or changing?

Human Resources Strategy Outcomes– Are there problems with the results of HR

processes applied to this job?

Diversity Outcomes– Is this job associated with known diversity

issues or challenges?

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Review & Preview Workforce Planning Review & Preview Workforce Planning StepsSteps

• Step One: Conduct Strategic & Technology Planning– Strategic Plan Components

Mission, Vision, Goals, Objectives, Critical Success Factors, Success Inhibitors, Technology Initiatives

• Steps Two through Ten: Workforce Planning– What are the Findings, Conclusions, & Deliverables– Focus on the Summary Narratives– Use the Summary Template– See Workforce Planning Guidelines & Appendix A

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Rating Jobs

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Rate Overall Importance

Rate JobsConvene WFP Team

Sort Jobs by Overall Rating

Rate Overall Importance

Rate JobsConvene WFP Team

Sort Jobs by Overall Rating

Review & Preview

WFP Steps

Know Outcom

es

Consider High

Importance Jobs vs.

Resources

Final Strategic

Considerations

Target Jobs for further

WFP

Who should participate in rating jobs?

The Workforce Planning

Team.

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Step 5: Identifying Outcome Step 5: Identifying Outcome PrioritiesPriorities

1. Target Jobs According to Outcome Priorities

– On this matrix, relate all jobs to five Outcome

Categories and give Overall Rating (H, M, or L).

Rating Jobs

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The Rating ScaleThe Rating Scale

How strongly is each job related to outcomes in each category?

High = “H”Medium = “M”

Low = “L”

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BenefitsSpecialist 1

OutcomeChanges

Are these newly created jobs or

jobs heavily affected by new

technology, processes, output

requirements, or growth?

Target Jobs According to Target Jobs According to Outcome PrioritiesOutcome Priorities

H

OVERALL

H

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Target Jobs According to Target Jobs According to Outcome PrioritiesOutcome Priorities

Sort This Sheet

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How can the Workforce How can the Workforce Planning Team go about Planning Team go about completing this process?completing this process?

Rating jobs

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Rating JobsRating Jobs

1. Convene the WFP Team

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Rating JobsRating Jobs

1. Convene the WFP Team

2. Decide on Importance of Job to Outcomes

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Rating JobsRating Jobs

1. Convene the WFP Team

2. Decide on Importance of Job to Outcomes

3. Rate Overall Importance

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Rating Overall ImportanceRating Overall Importance

?

Weigh all of the outcome factors...

…to arrive at a judgement.

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Rating JobsRating Jobs

1. Convene the WFP Team

2. Decide on Importance of Job to Outcomes

3. Rate Overall Importance

4. Sort Jobs by Overall Rating

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Targeting Jobs

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Final Strategic Considerations

Consider High Importance Jobs vs. ResourcesTarget Jobs for

further WFP

Consider High

Importance Jobs vs.

Resources

Final Strategic

Considerations

Target Jobs for further

WFP

Convene WFP Team

Review & Preview

WFP Steps

Know Outcom

esRate Overall Importance

Rate Jobs

Sort Jobs by Overall Rating

Who should be involved in selecting

the target jobs?

Again,

the Workforce Planning

Team.42

43

Step 5: Identifying Outcome Step 5: Identifying Outcome PrioritiesPriorities

1. Target Jobs According to Outcome Priorities

– On this matrix, relate all jobs to five Outcome

Categories and give Overall Rating (H, M, or L).

Targeting Jobs

– Indicate target jobs

44

Target Jobs According to Target Jobs According to Outcome PrioritiesOutcome Priorities

WFP Target?Double-click here to place an "X" by those jobs you choose to target

in your workforce plan.

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Step 5: Identifying Outcome Step 5: Identifying Outcome PrioritiesPriorities

2. Rationale for Jobs Targeted

– A matrix with the list of targeted jobs with descriptions

of their relationships to Outcome Categories.

Targeting Jobs

46

Rationale for Jobs TargetedRationale for Jobs Targeted

New technology andcustomer account processes will be implemented next year.

Outcome Changes

Benefits Specialist 1

H H

TargetedJob

OverallRating

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What kinds of What kinds of things should the things should the Workforce Planning Workforce Planning Team consider?Team consider?

When targeting jobsWhen targeting jobs

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Targeting JobsTargeting Jobs

Narrowing the Focus

• Consider High Importance Jobs vs. Resources

Final Strategic Considerations

• Job groups vs. Single jobs

• Evaluating risks and opportunities

• Strategic Urgency - What is most important now

• Setting the stage for success and evaluation

GroupGroup

ExerciseExercise

50

Summarizing

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PreparationPreparationRate JobsRate Jobs

Target JobsTarget Jobs

Summarize

Who should summarize the team’s conclusions

for step 5?

The whole team’s input is

necessary.

52

Only one person is needed for

scribing and data entry.

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3. Summary Narratives

– Narrative descriptions of findings, conclusions,

processes and rationale

– A document template is provided

– Template includes questions and points to consider

Step 5: Identifying Outcome Step 5: Identifying Outcome PrioritiesPriorities

Summary Narratives

54

Summary TemplateSummary Template

WFP Summary Report

Tmplate.doc...

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Summary NarrativesSummary Narratives

Completing the Summary Narratives

• Unlocking the mysteries of the matrix

• This is “The Plan”

• Importance for Next Steps

• Importance in Future Planning

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Let’s recapLet’s recap

Preparation

Rating Jobs

Targeting Jobs

Summarizing

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Step 5 DeliverablesStep 5 Deliverables

Matrix: Target Jobs According to Outcome Priorities

– Relate all jobs to five Outcome Categories and give overall rating (H, M, or L); Indicate target jobs/job groups.

Matrix: Rationale for Jobs Targeted– List of targeted jobs/job groups

with descriptions of relationships to Outcome Categories

Summary Narratives– Narrative descriptions of findings,

conclusions, processes and rationale.

now what?

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1. Competency Assessment1. Needed Competencies2. Current Competencies3. Gap Analysis

2. HR Strategies1. Integrate2. Implement3. Evaluate

Next steps…

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Q&AQ&AThank you for your attention!Thank you for your attention!

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Training AnnouncementsTraining Announcements

For course information and registration go to:

www.gms.state.ga.us and click on Workforce Planning

For course information and registration go to:

www.gms.state.ga.us and click on Workforce Planning

Modular Training February 2002 - March

2002

Workforce Planning Conference

July 30, 2002 - August 2, 2002

Overview of Model and SWiFT Training November 2001 - March 2002

Evaluation & Feedback

Let Us Hear From YouLet Us Hear From You

63

Steve SuttonSteve SuttonHuman Resources ConsultantHuman Resources Consultant

Workforce Planning GroupWorkforce Planning Group Georgia Merit System Georgia Merit System

Steve SuttonSteve SuttonHuman Resources ConsultantHuman Resources Consultant

Workforce Planning GroupWorkforce Planning Group Georgia Merit System Georgia Merit System

404-657-2843ssutton@gms.state.ga.us