5.1 Workforce Environment 

Case Study

OE21 Guideline: 

5.1 Workforce Environment

Note: This Case Study refers to specific OE21 surveys and tools (spreadsheets or docs). Please try the blue link(s) below to learn more about these surveys and tools:

 

5.1 WORKFORCE ENVIRONMENT

Assumption: The (Elafino Sports Center) organization has implemented the OE21 5.1 Workforce Environment process steps. The outcomes and results are as follows:

5.1-1 WORKFORCE CAPABILITY - OUTCOMES AND RESULTS:

The Elafino Sports Center Workforce Focus Team (WFT) used the Workforce CAPABILITY Calculator spreadsheet tool to produce the following results:

The Elafino WFT (Human Resources Manager) collected the following information for all Elafino workforce members:

 

  • First Name

  • Last Name

  • Work Unit or Department

  • Highest Grade Level Achieved

  • Relevant Experience (years)

  • Supervisor Job Performance Rating (0-5)

  • Grade Level Requirement

  • Years of Experience Required

 

These data were input into the Workforce Capability Assessment spreadsheet to calculate and display the following individual worker information:

 

  • Workforce Capability Score

  • Workforce Capability Requirement

  • Workforce Capability Variance

  • Percent (%) of Capability

 

After the above inputs, the Workforce Capability Assessment spreadsheet calculated and displayed the following summary data and information:

 

  • Total Workforce Capability Score

  • Total Workforce Capability Requirement

  • Total Workforce Capability Variance

  • Total Percent (%) of Capability

 

  • The 120-member workforce capability scores ranged from a low of 22% to a high of 100%.

 

  • Each workforce member's name is replaced by an internal five-digit code known only by the Elafino HR Manager and others with authorization. The spreadsheet color-coded the capability percent score for each workforce member. Low scoring workers are color-coded Red, average workers are Yellow, and exceptional workers are Green.

 

  • The HR Manager sorted the total capability scores from high to low. The Elafino HR Manager and Leadership Focus Team used these scores to determine appropriate actions to take to downsize, train, or hire better people.

 

  • The Elafino Sports Center Total Workforce Capability score was 68% which is the average of all worker capability scores. This value was input into the Performance Measurement System to create the Trend Chart called Workforce Capability. The trends of workforce capability over time are used to determine if the organization is becoming more capable, or less capable as time marches on. If the capability is moving away from the target of 95% (say 68% drops to 52% then 48%), then the organization should take actions to reverse this trend.

Figure 5.1-1 presents the Elafino Workforce Capability Estimates.

Figure 5.1-1 – Elafino Sports Center Workforce Capability Estimate

5.1-2 WORKFORCE CAPACITY - OUTCOMES AND RESULTS:

The Elafino Sports Center Workforce Focus Team (WFT) used the Workforce CAPACITY Calculator spreadsheet tool to collect and estimate the following results:

A list of all position titles (e.g., Youth Hockey Instructor, Figure Skate Coach)

 

The actual number of people working in each position (1 Senior Hockey Instructor onboard)

 

Current demand for each position (2 Senior Hockey Instructors needed)

 

The current urgency of need rating (0 to 5 scale); 4 for Senior Hockey which is an urgent need

 

Calculated availability shortage or excess (-1 for Senior Hockey Instructor)

 

Future availability forecast (3 for Senior Hockey Instructor)

 

Future demand quantity (4 for Senior Hockey Instructor; need more as memberships grow)

 

The future urgency of need rating (0 to 5 scale); 2 for Senior Hockey

 

Future availability shortage or excess (-2 for Senior Hockey Instructor)

 

Future Date Required (when the position is hired)

 

Future Date Expected (when position expected to be onboard)

 

The Current Capacity total was 28

 

The Target Capacity total was 35

 

The Goal of 100% wasn't achieved, because the 28 / 35 calculation shows 80%

 

Next, the Elafino WFT looked at the future. The Future Availability total was 41

 

The Future Demand was 50, and the goal of 100% fell short because the 41 / 50 calculation shows 82%

 

The Total Workforce Capacity score of 80% was input into the Performance Measurement System to create a Trend Chart called Workforce Capacity. The trends of workforce capacity over time are used by the Elafino WFT to determine if the organization workforce capacity is keeping up with the demand.

Figure 5.1-2 presents the current Workforce Capacity estimates for the Elafino Sports Center.

Figure 5.1-2 Example Workforce Capacity Estimate

5.1.2 WORKFORCE CAPABILITY TRENDS

The Workforce Capability total scores were input into the Performance Measurement System to create the Trend Chart called Workforce Capability. The trends of workforce capability over time are used to determine if the organization is becoming more capable, or less capable as time marches on.

 

If the capability is moving away from the target of 95% (say 68% drops to 52% then 48%), then the organization should take actions to reverse this trend

Figure 5.1-3 provides an example Trend Chart for Workforce Capability, as measured by the Elafino Workforce Focus Team (WFT).

 

As presented in Figure 5.1-3, the current Elafino Workforce Capability of 62% is getting worse and is drifting away from the target capability of 90%. If this trend continues, in the next few months the Elafino Workforce Capability will likely be worse than comparative organization "Bravo" which is staying at 50% capacity.

 

The chairperson of the Elafino WFT is working with the LFT to correct this poor trend.

 

The Elafino LFT (IT Manager) published the 5.1 Workforce Capability and Capacity output results on the Elafino INTRANET, and notifies all focus teams and managers of these updates.

Figure 5.1-3  example Trend Chart for Item 5.1 Workforce Capability

5.1. WORKFORCE CAPACITY TRENDS

The Workforce Capability total scores were input into the Performance Measurement System to create the Trend Chart called Workforce Capability. The trends of workforce capability over time are used to determine if the organization has the capacity needed today and in the future.

 

If the capacity is moving away from the target of 90% (say 80% drops to 70% or lower), then the organization should take actions to reverse this trend

Figure 5.1-4 provides an example Trend Chart for Workforce Capacity, as measured by the Elafino Workforce Focus Team (WFT).

 

As presented in Figure 5.1-4, the current Elafino Workforce Capacity of 80% and the trend shows that capacity is getting better and moving toward the target of 90%. If this trend continues, in the next few months the Elafino Workforce Capacity will likely have the capacity (number of workforce positions) needed for successful execution of the Strategic Plan. 

 

The chairperson of the Elafino WFT is working with the LFT to manage this improving trend.

Figure 5.1-4  example Trend Chart for Item 5.1 Workforce Capacity

5.1-3 WORKFORCE ENVIRONMENT, BENEFITS AND POLICIES

The Elafino Workforce Focus Team (WFT) led by the HR Manager, realized that they need to document a number of Standard Operating Procedures (S.O.P.). The WFT used the OE21 format for S.O.P. available on this page:  S.O.P. Templates

The WFT created S.O.P.(s) for each of the following:

  • Workforce Recruiting

  • Workforce Hiring

  • Workforce Placement (e.g., each worker belongs to a unique Work Unit Manager)

  • Workforce Retainment

  • Other S.O.P.(s) that are part of the Human Resources Plan.

The WFT created a plan to document additional S.O.P.(s) that support the Human Resource Plan as well as the Elafino Sports Center workplace environment, benefits and workforce policies, including:

  • Workplace health and safety

  • Workplace security

  • Workplace accessibility (as specified in OSHA and other regulatory requirements)

  • Worker services, facilities, and activities;

  • Personal and career counseling;

  • Career development and employability services;

  • Recreational or cultural activities;

  • On‐site health care services;

  • Formal and informal recognition programs or processes;

  • Non‐work‐related education;

  • Child and elder care services;

  • Special leave for family responsibilities and community service;

  • Flexible work hours and benefits packages; and

  • Outplacement services; and retiree benefits, including ongoing access to services.

5.1-4 WORKFORCE CLIMATE (Satisfaction and Engagement)

The Elafino WFT conducts semi-annual Workforce Satisfaction and Engagement assessments using the OE21 Guideline 5.1 implementation procedures.

Figure 5.1-5 Work Unit Satisfaction Matrix presents the results of the most recent workforce satisfaction and engagement assessment for the Elafino Sports Center. The matrix outputs include:

  • Executive and Administration work units have the highest performance (95%)

  • Hockey work unit has the lowest performance (52.5%)

  • All work units performance averages: 82.8%

  • Seven (7) assessment criteria have individual work unit scores (columns 1 to 7)

Note: The Work Unit Satisfaction Matrix provides a basis for work unit rewards (see Figure 5.1-6).

Figure 5.1-5 Work Unit Satisfaction Matrix (Example: Elafino Sports Center)

The Elafino LFT (IT Manager) published Guideline 5.1 Workforce Environment output results on the Elafino INTRANET, and notified all focus teams and managers of these updates.