OE12 SOP: 5.1a (1) Workforce Capability and Capacity
Part 1 Workforce Capability Instructions
Part 2 Workforce Capacity Instructions
PART 1 WORKFORCE CAPABILITY INSTRUCTIONS
Strategic Objective: Build and sustain a workforce conducive to high performance & full potential.
Quality Objective: Manage workforce capability, capacity, hiring, changes and accomplishment
Approved: March 2023
Responsibility: Workforce Focus Team (WFT)
Execution: OE21 Implementation Participants
1. Measure individual and total organization capability compared to requirements.
2. Measure total organization capacity compared to current and future demand and availability.
3. Establish new workforce members acquisition process
4. Implement workforce change management.
5. Implement work accomplishment process.
6. Survey and improve worker satisfaction with the workplace environment (all key factors)
7. Survey and improve worker satisfaction with workplace benefits and policies.
8. Implement an Action Plan for improving capability and capacity.
9. According to the Baldrige Framework 2022-2023 Category and Item Commentary, having the right number of workforce contributors with the right skill set is critical to success, as is looking ahead to predict those needs for the future allows for adequate training, hiring, relocation times, and preparation for work system changes.
The Workforce Capability Assessment is administered by the Workforce Focus Team, and the OE21 Implementation Participants. The Assessment is associated with specific workforce members, including employees and contractors, as appropriate. The Assessment includes these attributes:
• Work Unit Title or ID
• Employee ID
• Highest Grade (years)
• Highest Grade (years) required.
• Experience (years)
• Experience (years) required.
• Job Rating (1-5) from Supervisor
• Capability Score (formula)
• Capability Required (formula)
• Variance Points (Actual vs. Required Capability formula)
• Variance % (Actual vs. Required Capability formula)
• Comments (from Supervisor)
The key tools used for this assessment are:
• 5.1a-WFT-S1 Workforce Capability (survey)
• 5.1a-WFT-A1 Workforce Capability/Capacity Calculator (.xlsx)
REFERENCE- OE21 Guide to Assessment/Survey Process instructions.
DETERMINE THE TARGET NUMBER OF SURVEY RESPONDERS
Estimate the Population and Responders for the Assessment
The population is the target number of people or organizations to be surveyed. The "target population" is usually considerably less than the total population. For example, the number of organizations in the USA might be over two million (2M), however, the target population of the organization to be surveyed might be five hundred.
The responders are the number of people or organizations who will actually take the survey. A general estimate of responders for business, nonprofit, or government organizations might be something like the following:
• Workforce size - 10,000
• Suppliers - 500
• Customers - 1000
• Prospects - 10,000
• Stakeholders (community people or organizations, owners/investors, or other stakeholders) - 100
OE21 Limitation: The OE21 decision support tools (sheets) have analysis tabs that contain tables. The largest table in OE21 has a maximum of 1000 rows for Responders. This means that if the number of responders is over 1000, then either multiple surveys must be conducted - or - (suggested) a sample size calculator should be used to keep the responder count at or below 1000. The good news is that even a population of 10,000 will require only 964 responders to maintain a margin of error of +/-3% and a 95% confidence level. Step 2 shows how this works.
Estimate the Sample Size for the Assessment
Sample Size Guideline: In cases where a large number of people will respond to a survey, the use of a Sample Size Calculator is advisable to reduce the number of responses without loss of significant information or data. As of the release of this OE21™ Guideline, a sample size calculator is available on the web at this URL:
NOTE: The OE21 decision support tools (sheets) include a statistics table that calculates Sample Size Needed. This is the same calculation used by the web-based survey calculator link (above).
Use the sample size calculator to determine the size of your sample group (either Workforce, Customers or
Stakeholders). In most cases, use a (+/-3%) confidence interval and a 95% confidence level.
PREPARE AND LAUNCH THE SURVEY (Follow instructions on this link)
When you are finished preparing and launching the survey, you should have a copy of the Survey Export File (an excel file), and now you are ready to prepare the Analysis Model for Analysis Meetings.
PREPARE THE ANALYSIS MODEL FOR ANALYSIS MEETINGS
Step 1 - Go to your OE21 File Folder and locate the file named: 5.1a WFT-AT Workforce Capability Capacity (.xlsx file). and open the file.
Step 2 - Go to the tab named SM-Capability. This tab may contain previous survey data and if it does, you should have a copy of the Survey Export file.
Step 3 - Retrieve your copy of the latest Survey Export file.
Step 4 - Open the Survey Export file and click the small square above and to left of cell A1 (anchor cell) and select Ctrl Copy (Ctrl-C) to copy file to windows clipboard.
Step 5 - Open the tab named SM-Capability and select Ctrl Paste (Ctrl-V) to paste the file into the Excel model.
Step 6 - In Excel, select the Formulas toolbar and then select Error Checking. If all is well, you should see the popup message: The error check is complete for the entire sheet. If errors exist, then repeat Steps 1 to 5.
NOTICE: The data you just inserted is SENSITIVE and should only be viewed or received by those people approved by the CEO or highest senior manager of the organization. Typically, the CEO, CFO, Executives, Department Heads, IT Manager, Quality Manager and Human Resources Manager and OE21 Facilitator are approved to view the Workforce Capability scores for individual employees.
Step 7.- Go to the tab named Workforce Capability and scroll to the left and top of the sheet. Use the OE21 Statistics cells (B1 to B4) to compare the Sample Size Needed to the Number (#) of Responders. If the responders are insufficient, then resend the survey email and ask those that did not respond to do it as soon as possible. If sufficient responses are indicated, then proceed ahead.
Step 8 Withn Excel, select the Formulas toolbar and then select Error Checking. If all is well, you should see the popup message: The error check is complete for the entire sheet. If errors exist, then repeat Steps 1 to 7
Step 9 - On the Workforce Capability tab, scroll to the far right top of screen and view the Score (Avg) in %.
This score is the measure of Workforce Capability for the entire organization. Below this total score are the individual employee workforce capability scores.
Step 10 - Test sorting capability. Select the sort icon in cell M6 (Variances) and click, then select Sort Smallest to Largest. Then select the sore icon in cell B6 (Responses) and click, then select A to Z, which returns the sheet to the original (responses 1 to x). Click SAVE to save the file again. If all is valid and correct, then the Workforce Capability is ready to support.
WORKFORCE CAPABILITY ANALYSIS MEETING PROCESS
Step 1 - Schedule and online meeting date and attendees. Ideal attendees should include the CEO, CFO, Executives, Department Heads, IT Manager, Quality Manager, Human Resources Manager and OE21 Facilitator who are approved to receive and view the Workforce Capability scores for individual employees. The normal Meeting Agenda is to review the OE21 Workforce Capability model and conduct high level analysis of the results of data collected and input to the model.
Step 2 - Just before the meeting starts, the OE21 Facilitator or Quality Manager (meeting leader) opens the Workforce Capability model, using their own desktop PC. Then the meeting leader starts the online meeting using an application such as Microsoft Teams or Zoom.
Step 3 - When the meeting starts and all attendees have joined, the meeting leader leads the analysis discussion with these suggested statements:
• Statistics - (cells B1 to B3) - State the target population, sample size needed and number of responders.
If the number of responders is adequate, then continue. If not, then explain what you plan to do about.
• Date Refreshed (cell E4) Note the date that data were refreshed (when survey data were inserted)
• Job Ratings Average (cell G4) - State the Job Ratings Average as compared to max rating of 5.
o Note: IF you have prior updates of Workforce Capability, collect these and explain how the current Job
Rating average compares to historic ratings (This is a KPI driver)
• Capability Average (cell H4) - State the Capability Average score. Explain that this is the average of all individual capability scores for each employee.
o Note: IF you have prior updates of Workforce Capability, collect these and explain how the current Capability average compares to historic scores (This is another KPI driver)
• Capability Required (cell K4) - State the Capability Required score. Explain that this is the average of all individual capability scores for each employee and is a formula (Capability Average / Capability Score) in percentage.
o Note: IF you have prior updates of Workforce Capability, collect these and explain how the current Capability Required score compares to historic scores (This is a Key Performance Indicator (KPI) and this measure will be input into the REMS Trend Chart for Workforce Capability. Explain that the target for Workforce Capability is currently set at (example: 95%).
• Improvement Suggestions (cells O7 to bottom of table) - Scroll down and up the list of improvement suggestions and make a quick statement about the quantity of the comments, (e.g., reasonable number of comments; most look useful)
• Sort the table by Job Ratings (use the sort icon in cell G6) to sort (Smallest to Largest). This action displays the lowest ratings (1 of 5 ratings) at the top of table.
o Example statement: "The rating of 1 is the lowest job performance rating and is provided by the Work Unit Supervisor or Manager for each of their employees."
o Example statement: "Close to 20 employees of the 122 rated were rated a 1 by their supervisor or manager.
o Example statement: "The key point is that even if an employee has the highest education and the most years of relevant experience, what is important is how well the employee actually performs the assigned work and goals."
o This is a good time for meeting participants to offer their ideas and opinions. When discussions are finished, return the table to its original sort (next step)
• Sort the table by Responses (cell B6) (use the sort icon in cell B6) to sort Responses (Smallest to Largest).
• About Other Sorts - Although the Workforce Capability table can be sorted by all columns, it is wise to be careful about confusing data in some of the sorts. For example if you sort by Variance Points (cell L6) by lowest to highest the data appears to vary up and down, This is because some employees have higher education than required, or have lower years of experience than required, both of which are offset by the supervisors job performance ratings. (Avoiding other sorts than the ones in this procedure is suggested.)
(End of Workforce Capability Analysis Meeting Process)