Defense Logistics Agency. Integrated Workforce Analysis & Planning Model User Manual

Transcription

1 Defense Logistics Agency Integrated Workforce Analysis & Planning Model User Manual Version 1.5 December 2017

2 Contents 1.0 Introduction IWAPM Overview Operational Use of IWAPM Starting IWAPM Accessing IWAPM Login Screen About Login Screen Request Access Login Screen Learn More Login Screen Contact Us Login Screen Help IWAPM Home Page Analyze Workforce Create/Modify Scenarios View Planning Reports Track Progress Self Help and Administrative Options Password Requirements Change Password Forgot Your Password Manage Users View/Export Log Forms Summary Appendix A: Workforce Planning Checklist Appendix B: Workforce Analysis Reports Appendix C: Workforce Planning Appendix D: IWAPM Administration i Integrated Workforce Analysis and Planning Model User Manual

3 1.0 INTRODUCTION The Defense Logistics Agency (DLA) has developed a standardized process and framework for a repeatable workforce planning capability across Functional Communities within the DLA Enterprise. This process provides a clear picture of the current workforce, future requirements, and a plan to fill gaps at the right time with well qualified employees to meet workforce priorities. DLA s workforce planning process is designed to meet the Department of Defense s (DOD s) requirements for establishing a business practice for common workforce planning across the enterprise. The DOD initiative is driven by requirements that have been set forth in historical documents including the President s Management Agenda; the FY2006, FY2010, and FY2014 Quadrennial Defense Review (QDR), which established expectations for strategic human capital planning; Section 1122 of Public Law (PL) , the National Defense Authorization Act (NDAA) for FY2006 and FY2007 requiring a DOD wide strategic human capital plan; and 5 CFR, Part 250, Subpart B Establishes the requirement for Strategic Human Capital Management. Section , Human Capital Operating Plan (HCOP), supports the GPRA MA (Government Performance and Results Act Modernization Act) directed Agency Performance Plan (APP) by using the HCOP as a human capital development and implementation tool for the Agency s Strategic Plan and requires annual review, feedback and evaluation. 1 The workforce planning process is guided by DOD Instruction (DODI) , Volume 250, DOD Civilian Personnel Management System: Civilian Strategic Human Capital Planning (SHCP), June 7, This DODI establishes DOD policy to create a structured, competency based human capital planning approach to the civilian workforce s readiness. The Integrated Workforce Analysis & Planning Model (IWAPM) is a tool that supports the workforce analyst at various steps of the workforce planning process. IWAPM contains historical information on DLA s workforce since 2001, which supports the collection of current and past information and trends. The analyst can then develop scenarios to plan for the future workforce and conduct what if analysis to virtually consider multiple outcomes and determine the sensitivity of the future workforce to changes in planning factors. Finally, once a scenario is selected as the approved scenario, IWAPM supports the tracking of execution against this approved baseline. The IWAPM is not intended to replace the workforce planning process and does not replace the workforce analyst s expert judgment. IWAPM is a tool that augments and enhances DLA s workforce process and provides the analyst with ready access to information supporting their role in the workforce planning process as well as enhancing their day to day capabilities. 1 Section 1108 of PL of the NDAA for FY2010 has been updated with 5 CFR, Part 250 as of Oct Integrated Workforce Analysis and Planning Model User Manual 1

4 1.1 IWAPM Overview IWAPM is a web based application that supports the workforce analyst at various steps of the workforce planning process. IWAPM supports two levels of user, the analyst and the administrator. The administrator has access to all information within IWAPM and is responsible for granting or restricting access to the tool. Additionally, the administrator is responsible for maintaining the information within IWAPM and uploading new information as it becomes available (typically quarterly or annually). The analyst has access to the information pertaining to the occupational series or collection of series for which they are responsible. IWAPM is organized to support four primary functions that tie into and support the workforce planning process. These four functions, listed in the same order as presented within IWAPM, are: Creating or modifying scenarios Viewing planning reports Analyzing the workforce Tracking progress Each of these will be covered in subsequent sections. 1.2 Operational Use of IWAPM IWAPM supports DLA s Workforce Planning process and the development of key products within this process. DLA s Workforce Planning process consists of seven steps divided between five phases as shown in Figure 1. 2 Integrated Workforce Analysis and Planning Model User Manual

5 Figure 1. DLA Workforce Planning Process The four functional capabilities of IWAPM link to the workforce planning process steps and phases as depicted in Table 1. IWAPM Function Phase Step How Analyze Workforce 1 2 Gather historic data and trends Creating/Modifying Scenarios 3 4 Generate what if scenarios to address future requirements Viewing Planning Reports 3 4 Display predicted status and transactions Tracking Progress 5 7 Compare predicted values against the actual values which occur Table 1. Functional Capabilities of IWAPM The remainder of this manual will describe the features and functions of IWAPM. This manual focuses on the operation of IWAPM from the user s perspective. There are additional features and functionality provided to the administrators that are not covered in this manual. 2.0 STARTING IWAPM 2.1 Accessing IWAPM IWAPM resides at the following address: iwapm.slhc.serco na.com/account/login.aspx Figure 2. DoD Notice and Consent Integrated Workforce Analysis and Planning Model User Manual 3

6 The initial screen provides a notice on the use of this site and consent for monitoring the user s interactions and usage. Once the user accepts the conditions of the notice by clicking the ok button, the user will be able to login. Upon accessing the site, the login page appears (Figure 3). Figure 3. IWAPM Login Screen There are three active links available on this screen prior to actually signing in. The three links are arranged along the bottom of the screen in white lettering: About Provides a quick overview of IWAPM Request Access Allows a new user to request access Learn More Provides more detail on the functions and capabilities of IWAPM These three features are shown and described in more detail below. 4 Integrated Workforce Analysis and Planning Model User Manual

7 2.1.1 Login Screen About The About screen displays the current version of the Web page, the latest data loaded in the model, and the key point of contact (Figure 4). It also has an active link to this user manual Login Screen Request Access Figure 4. Login Screen About The Request Access screen allows an interested individual to request access to IWAPM. The requestor will be presented with a simple entry screen (Figure 5). Anyone requesting access to IWAPM must do so by selecting the Request Access button at iwapm.slhc.serco na.com/account/login.aspx?returnurl=%2f. Requestors must establish a login and password at this time. Those who are confirmed Functional Community Managers (FCMs), FCM POCs, CAMS, HR Advisors and Training Advisors will be granted approval and appropriate permissions AFTER the requestor s the IWAPM administrator providing date request was submitted. Note: The requestor is responsible for notifying the IWAPM Administrator and the IWAPM Administrator will be responsible for verifying roles. Those who are NOT confirmed Functional Community Managers (FCMs), FCM POCs, CAMS, HR Advisors and Training Advisors must provide an from the FCM or FCM POC recommending approval and use based on your stated role. If you have forgotten your password, please reset password at iwapm.slhc.sercona.com/account/login.aspx?returnurl=%2f. Integrated Workforce Analysis and Planning Model User Manual 5

8 Figure 5. Access Request Screen Once the user clicks the Create User button, a message will be displayed indicating that the account has been successfully created. The message will also indicate that the administrator will need to approve the request prior to use. The IWAPM administrator will grant the user one of three possible levels of access: administrator, read/write, or read only. The administrator access allows the user full access to the system and be able to grant access to others. The read/write user can view reports and create scenarios. The read only user can only view or download reports Login Screen Learn More The Learn More screen provides an executive summary of the purpose and use of the IWAPM. It also contains a link to this user manual for a prospective user to download for further details and review. Figure 6. Learn More Screen The Learn More screen is also available after the user logins. If the user has logged in, an additional link is available at the bottom which offers the user the Workforce Planning guide for reading or download. 6 Integrated Workforce Analysis and Planning Model User Manual

9 2.1.4 Login Screen Contact Us The Contact Us link in the upper right hand corner of the screen provides an address for users who wish to provide comments or ask questions about IWAPM Login Screen Help The Help link in the upper right hand corner of the screen provides a short context based statement of the purpose of the function or screen from which the user asks for help. Each help screen will also provide a link to this manual. Integrated Workforce Analysis and Planning Model User Manual 7

10 2.2 IWAPM Home Page Defense Logistics Agency After entering the user name and password assigned by the system administrator, the Home page appears, as shown in Figure 7. Title bar Welcome message Option bar Working Region Figure 7. IWAPM Home Page The screen is divided into three regions: the title bar, the option bar, and the work area as noted on the Home page in Figure 7. Title Bar The title bar has two active links located above the word Model. These are Home and Logout. The title bar will remain in place throughout the model, and these two links are always available. You follow either of these links by clicking the link. The Home link will return you to this page from any other page in the model. The Logout link will close the model and return you to the login screen previously shown. The title bar also contains a selection confirmation area that is immediately above the white working region and in Figure 7 includes the words Home Page in white letters. This region will display where you are in the model and changes with each selection you make. Option Bar The option bar is the vertical area containing the red and light blue buttons. The red buttons are the four functions of the model that link to and support the workforce planning process. Each of these buttons will be described in subsequent paragraphs. The light blue buttons enable the user to accomplish administrative support functions or obtain additional helpful information. Further description of these functions is consolidated into one paragraph following the four functional descriptions. As with the title bar, this region will remain static and available as you are working in the model. At any time, you can select any option listed in this option bar. 8 Integrated Workforce Analysis and Planning Model User Manual

11 Working Region The white area of this screen is the work area of the model. This region will contain the user input or output and will change with each selection you make. In the top left corner of this region, a welcome message is displayed. The welcome message is addressed to the userid who signed on to the system ( admin in this case). General Note The IWAPM screens will display better when used in a full screen mode. It has been tested under a variety of browsers from Internet Explorer version 7 through 11, Chrome and Firefox. Due to the nature of the various browsers, we recommend that you do not use the browser back button and we have disabled it. If you need to get back to a prior screen, use the function navigation buttons (the red or blue buttons) to get there. Integrated Workforce Analysis and Planning Model User Manual 9

12 2.3 Analyze Workforce Defense Logistics Agency The Analyze Workforce section is a collection of standard reports available in the IWAPM tool. These reports can be extracted from any year since Reports can be generated at the Major Subordinate Command (MSC) 2 and for HQ or Distribution at the SLFA levels. The reports are intended to aid the Functional Community Manager (FCM), the analyst, and the workforce planning team in analyzing the trends affecting the occupation selected. After selecting the Analyze Workforce option, the user will be taken to the report selection screen (Figure 8). The Report Type drop down list is provided. By clicking on the down arrow, the user can expand the list of reports offered. Report selection dropdown Figure 8. Analyze Workforce Report Selection Screen Once the user selects a report for example, Demographics Age in Figure 9 detailed reporting options for shaping the output will be provided to include Age, Gender, Leadership and Grade. Use the drop down list to select the desired output. For each of these filters, the default is All which retains all the employees (applies no filters). The user must select the fiscal year from which the data will be displayed. Use the Fiscal Year drop down list to select the desired year. The default is the current FY and is preselected. For many FYs, there is the ability to select a specific quarter. If quarterly details are available, the Quarter dropdown will activate (turn from gray to white). The user may select one or multiple Occupational Series from the drop down list by holding down the Shift key (to select more than one) or Control key (to select a range) and then left click the mouse. In this case, the default is all occupational series aggregated together. The user may select one or multiple MSCs. In this case, the default is all MSCs aggregated together. If the user selects only the HQ or Distribution MSC alone, the HQ Directorates and J Codes dropdown will activate for additional filtering options. Should the user select multiple MSCs which include either HQ or Distribution, the report will include all the selected MSCs and 2 New terminology for Primary Level Field Activity (MSC) updated October 12, Integrated Workforce Analysis and Planning Model User Manual

13 all the HQ Directorates and J Codes associated with the HQ, Distribution or both MSCs, which has these options. Since the default selection for MSC is All, the HQ Directorates and J codes drop down box is grayed out (not available for selection) until the user selects a specific MSC. Note, if multiple MSCs are selected, the HQ Directorates and J Codes option remains inactive (grayed out). Appendix B, Analyze Workforce Reports, contains a complete list of the reports available, the specifics of any assumptions associated with the report, and any calculated fields. Detailed Reporting Options Output Options Figure 9. Analyze Workforce Report Detailed Selections Once the user has completed all the selections, there are two choices for how to receive the report, represented by the two red buttons in the working region: Download and View Report. Download. The Download option will generate the report and offer the user an Excel report for download without viewing the report. When the report is ready, the user will have the option to modify the file name and specify the location to which the file should be saved. View Report. The View Report option will present the report as specified by the user s selections in a pop up window (Figure 10). The user can review the report before determining whether or not to save it. Figure 10 shows the result of selecting the FY16 Demographics Certification Level report for all Occupational Series and all MSCs. Integrated Workforce Analysis and Planning Model User Manual 11

14 Report download options Close Report Report Title Report Selections Figure 10. Analyze Workforce Demographic Report The screen presenting the user s report seen in Figure 10 has a number of user support options. The report requested is the central portion of the new screen. The top section of the screen offers three capabilities: Export, Refresh, and Print. The top right corner of the report screen has a white x in a black circle that, when clicked on, closes the report. Export options. The user has a drop down menu from which to select various formats for the export. Once a format is selected, the Export option becomes active, and the user can click on this to start the export process. The user is provided the opportunity to change the file name and designate the location on their computer to which the file will be exported. Refresh. At times, especially during peak Internet usage periods, a report may be displayed with one or more blank boxes containing a red x. Should this occur, clicking the Refresh button ( ) will cause the report to be refreshed and should produce the missing items. Print. The third option available is to print the report directly from this view. The user can select the printer icon ( ), and a standard dialog box will appear that allows the user to select the desired printer and set available printer options. Note that the report itself contains a title bar indicating the type of report. Under the report title is a listing of the options selected for this report. This ensures transparency and repeatability of the report. This information is exported with the report in all formats. 12 Integrated Workforce Analysis and Planning Model User Manual

15 2.4 Create/Modify Scenarios The Create/Modify Scenarios option allows the user to build plans for the future workforce. The user is afforded the opportunity to define the targets by MSC, year, and grade, and the program will generate the projected separations, a hiring and promotion plan which minimizes the gap between the projected workforce at each MSC and the target the user entered. Should the initially developed plan be evaluated as unacceptable, the user may modify the scenario and rerun the program to develop a new plan (scenario). After selecting the Create/Modify Scenarios option, the user will be taken to the Create/Modify selection screen (Figure 11). Scenario selections Figure 11. Create / Modify Selection Screen The screen displays the list of all existing scenarios in the working region. The user selects a fiscal year (FY) and Occupational series from the two drop down lists to reduce the number of displayed scenarios as needed. The FY selected by the user is the baseline from which the project will start or, in other words, the last year of actual strength figures. Figure 12 shows one such list for FY15 and the 1102 Contracting occupational series. Integrated Workforce Analysis and Planning Model User Manual 13

16 Delete Scenario Modify Scenario Run Scenario Create Scenario Figure 12. Create / Modify Scenarios Selection Screen with List Once the list of existing scenarios is displayed, the user can modify an existing scenario or create a new one. Creating a Scenario In order to create a scenario, click the Create Scenario button and you will be provided with a user entry screen (Figure 13), which will allow you to develop the targets for your specific future requirements. 14 Integrated Workforce Analysis and Planning Model User Manual

17 Standard Scenarios User entry area Figure 13. Scenario Creation Target Entry The user entry screen contains areas for the user to set targets for each MSC by grade band for each of the five fiscal years following the year the user selected. The user entry area may span across two or three screens depending on screen size and resolution. The current strength column is not user changeable and displays the strength of the FY selected for this scenario baseline. By default, a new scenario will display this baseline strength as the draft target for each future year. Maintaining the current baseline strength as the target for future years is referred to as the Steady State option. There are typically three scenarios you may want to build and run, and two of these are facilitated by the buttons at the top of the user entry region. The first is a Zero Target scenario. Clicking this button will set all targets to zero for all MSCs, grade bands, and future years. This scenario is valuable to generate the separation trend which will occur in the future and shows how low the occupation series will fall naturally over the forecasted five year period. The second is the Steady State scenario that results from setting the targets for the future years to be the same as the baseline (current) strength. Selecting the Steady State button will set the future targets to the current strength. The last scenario is a user entered scenario in which you set the values as necessary in each MSC, grade band, and future year to reflect the projected requirements or force management actions. Values are entered by typing in the numeric value directly in the columns under the Draft Targets for each MSC, grade band, and future year. You complete the scenario by entering a scenario name and a short description in the two text boxes at the bottom of the scenario definition region and clicking the Save button (Figure 14). Integrated Workforce Analysis and Planning Model User Manual 15

18 User entry area continued Scenario name and description Scenario save Figure 14. Saving New Scenario Once the scenario is saved you are returned to Create/Modify Scenarios page, and the scenario you created will now be on the roster of scenarios. The scenario will reflect the date of modification as the date and time you created the scenario. The Run Model column will show an underlined Run in blue font indicating the scenario is available to be run (executed). Modifying a Scenario To modify an existing scenario, click the Modify link associated with the scenario you want to modify. Once you click the Modify link, the existing set of targets for that scenario will be displayed, and you can modify the targets. Modifying a scenario is accomplished in the same manner as the creation of a scenario, the only difference being that the values in the Draft Targets could reflect any type of scenario. You modify the scenario by either clicking one of the two standard scenario buttons (Zero or Steady State) or by entering the values that need to be modified. Once you have completed the necessary modifications, you can update the scenario description and save your changes by clicking the Save button at the bottom of the entry area. Upon saving the scenario, you are returned to Create/Modify Scenarios page, and the scenario you modified now will be updated on the roster of scenarios. The scenario will reflect the date of modification as the date and time you saved the modification. The Run Model column will show an underlined Run in blue font indicating the scenario is available to be run (executed). Running Scenarios Once a scenario is created or modified, the Run link is active (the Run is underlined and displayed in a blue font). The scenario is run by clicking that link, and the workforce is projected across the five future years. Once the run is complete, the scenario reports are available for review in the View Planning Reports. On the Create/Modify roster of scenarios, the Run link will no longer be active as the forecast has been completed. This scenario cannot be rerun until it is modified (see Figure 15). 16 Integrated Workforce Analysis and Planning Model User Manual

19 Run the scenario Deleting Scenarios Figure 15. Running Scenarios If a scenario is no longer required, it can be deleted by clicking the Delete link associated with the scenario. WARNING: Once the Delete link is selected, the scenario is immediately deleted. You will not be asked for confirmation (see Figure 16). Delete the scenario Maintaining the Scenario Figure 16. Deleting Scenarios Once the scenario has been developed, two documents are critical to fully understanding the scenario and the actions required to attain the scenario goals and objectives. The first of these is the Environmental Scan. The Create/Modify Scenarios roster provides an interface for uploading the Environmental Scan with the scenario. Once the form is uploaded, the link will change from the Upload to Modify. The Environmental Scan upload feature is limited to a 4 MB file size. The second form is the Workforce Action Plan. The upload function allows for one document to be uploaded for each scenario, so all action plans should be appended together in one document prior to upload. Templates for the forms are available for downloading from the Forms button on the option bar. For more information on the Environmental Scan and the Workforce Action Plan, see the DLA Workforce Planning Guide. Upload documents Figure 17. Uploading Scenario Supporting Documents Integrated Workforce Analysis and Planning Model User Manual 17

20 2.5 View Planning Reports Defense Logistics Agency The View Planning Reports section allows users to view the detailed plans associated with a scenario. Each scenario has a set of five reports: Staffing Plan, Hiring Plan, Projected Separations, Promotion Plan, and Gap Surplus. This set of five reports is available by scenario name and generated for each scenario by running the scenario. The user selects the scenario name and then the report to be reviewed (see Figure 18). View planning report selections Figure 18. View Planning Reports Selection Screen Once you select a scenario name and a report, two buttons are provided. The Download button will generate the report and offer users the option to download directly to their computer in Excel format. The View Report will display the report, but once displayed, you can still download in Excel. 18 Integrated Workforce Analysis and Planning Model User Manual

21 Output options download or view Figure 19. View Planning Reports Download/View Options Four of the reports are in a similar format, displaying the projected transaction or counts associated with the selected action. The Staffing Plan reflects the targets for the future years by MSC and grade band (see Figure 20). The Hiring Plan, Promotion Plan, and Projected Separations display, respectively, the hiring, promotions, and separations that are projected to occur to get to the projected strength. The separations report accounts for all losses that will occur in the year including hiring losses. The final report, Gap Surplus, displays the projected strength, the staffing targets, and the gap or surplus. Each report could run for multiple screens depending on your screen size and resolution. Figure 20. View Planning Report Staffing Plan Integrated Workforce Analysis and Planning Model User Manual 19

22 In the title bar of each report, the scenario controlling factors are listed, which include the first projected FY, the occupational series, and the scenario name. The title bar and the values in the report are also included in the Excel download. These details allow future analysts to understand the report and, if necessary, replicate the results. The Gap Surplus report contains three sections. From left to right, these are the projected strength, the targets (as entered by the user), and the gap or surplus. The gap or surplus is calculated as the projected strength minus the target. Negative numbers indicate shortages, while positive numbers indicate overages (see Figure 21). Figure 21. Gap Surplus Report 20 Integrated Workforce Analysis and Planning Model User Manual

23 2.6 Track Progress The Track Progress function allows the user to compare the predicted scenario statistic with the actual which have occurred. The user selects the scenario to compare to the actual. Only the strength can be tracked. As with the previously described reports, the user has the option to view the report prior to downloading or downloading directly. Output options download or view Scenario selection and Strength option Figure 22. Track Progress report Once the user selects the scenario and strength, the display (see figure 23) has three sections from left to right. Each set of columns shows the same set of years as defined by the scenario. The left set of columns displays the targets displayed the forecasted strength. The middle set of columns displays the actual (recorded) strength that occurred. The right most set of columns displays the difference between the forecasted and actual strength. The difference is calculated as the Actual Strength minus the Forecasted Strength. Integrated Workforce Analysis and Planning Model User Manual 21

24 Three output sections Targets, Actual and Gap (left to right) Figure 23. Track Progress Report Gap Surplus report 2.7 Self Help and Administrative Options This area of the model provides two functions: user self help and administrative options. The self help options include changing passwords, downloading forms and details on the model version and data. The administrative options, which are not visible for non administrative users, includes two functions manage users and view export logs. The About and Learn More functions were explained in the pre login sections. The remainder of these functions are explained below Password Requirements Passwords must be a minimum of 15 characters in length and contain at least one lower case letter, one uppercase letter, one numeric/digit and one special symbol/character (i.e.,! * $ %, etc.). The last 5 passwords cannot be used. Passwords must be changed every 60 days or the account will be locked and can only be unlocked after notifying the DLA IWAPM Administrator Change Password By selecting the Change Password feature, users can enter their old password followed by their new one twice. Once they select the Change Password button, their password will be changed (see Figure 24). 22 Integrated Workforce Analysis and Planning Model User Manual

25 Figure 24. Change Password On the Home Page, a message will be displayed if passwords are due to expire in 7 days or less to remind users to change their password (see Figure 25) Forgot Your Password Figure 25. Password Expires Reminder Users may Reset Passwords by selecting that feature on the Login Page (see Figure 26). The Password Recovery notice will ask you to enter your User Name, then click on Reset Password. You will be directed to the Change Password screen (Figure 24). You will receive an with Integrated Workforce Analysis and Planning Model User Manual 23

26 your temporary password to login. You will need to wait 24 hours to change your password using the Change Password feature Manage Users Figure 26. Password Recovery The Manage Users feature is an administrative function designed to manage access to the information contained in the website and grant other users access. The administrator has full access to all information and can approve access based on three categories of user: administrator, view only, and create/view user. The view only user can generate reports for analysis on the scenarios or on the historical information of the workforce. The create/view user can create scenarios and view all types of reports. 24 Integrated Workforce Analysis and Planning Model User Manual

27 User Roster Figure 27. Manage Users Screen Only available to Administrators The administrator selects the user to be set, deleted or modified by clicking the Edit button. Once clicked, selected User details be available for modification through the boxes and dropdowns as shown (see figure below). Integrated Workforce Analysis and Planning Model User Manual 25

28 User Details activated for modification or correction Figure 28. Manage User User Detail entry area active Once the administrator makes the appropriate changes, the changes are saved by clicking the Save link at the left of the User row. Alternatively, the administrator can cancel out of the changes and no changes will not be made View/Export Log The View/Export Log feature is an administrative function that allows administrators to review the major actions the users of the model are performing. The report tracks the creation, modification and deletion of the scenarios (see figure 29 below). 26 Integrated Workforce Analysis and Planning Model User Manual

29 Figure 29. View/Export Screen Only available to Administrators The View/Export screen provides a listing of all the major transactions that users can accomplish in this tool. The actions of creating, modifying or deleting a scenario are recorded for the administrator s use Forms The Forms area provides users with two templates for workforce planning the Environmental Scan and the Workforce Action Plan. These two documents should be completed and stored with the scenario for which they were developed (see section 2.4, Create/Modify Scenarios). For more information on the workforce planning templates, see the DLA Workforce Planning Guide. Integrated Workforce Analysis and Planning Model User Manual 27

30 Figure 30. Available Forms 28 Integrated Workforce Analysis and Planning Model User Manual

31 3.0 SUMMARY IWAPM is a tool which aids in users in following the DLA Strategic Workforce Planning process. The four key functional capabilities of IWAPM support analyzing the workforce, creating and modifying scenarios, viewing scenario reports and tracking progress. These capabilities support the Phases and Steps of the DLA Strategic Workforce Planning process as displayed in the table below. IWAPM Function Phase Step How Analyze Workforce 1 2 Gather historic data and trends Creating/Modifying Scenarios 3 4 Generate what if scenarios to address future requirements Viewing Planning Reports 3 4 Display predicted status and transactions Tracking Progress 5 7 Compare predicted values against the actual values which occur Table 2. Functional Capabilities of IWAPM IWAPM will be updated with new workforce information quarterly to maintain relevancy to both the tracking of prior plans and the development of new plans as DLA s future requirements change. Integrated Workforce Analysis and Planning Model User Manual 29

32 APPENDIX A: WORKFORCE PLANNING CHECKLIST The Workforce Planning Checklist presents an overview of the phases and steps of the DLA Workforce Planning process. The left column describes the phase and step, while the right column describes the associated outputs from that phase/step. The icon ( ) in the right column depicts where IWAPM assists in the development of the output. Add the IWAPM icon to Step 1: Set Direction, Step 3: Review Data, Step 4: Develop Plans, Step 6: Execute Plan Create the Workforce Plan Phase 1 Set Direction Workforce Planning Process Checklist Key Outputs Step 1: Assemble Team and Set Direction Guidance to Workforce Planning Team Schedule for Workforce Planning Activities Step 2: Gather Workforce Data to SHCM Integrator that IWAPM has been updated Workforce and Supply Trend Packet Phase 2 Analyze Current and Future Workforce Requirements Step 3: Review Data Environmental Scan Approved T0 Be Targets Constrained/Unconstrained Preliminary Gap Analysis Phase 3 Create the Workforce Plan and Workforce Action Plan Step 4: Develop Plans and Strategies DLA Workforce Plan DLA Workforce Action Plan Phase 4 Execute the Workforce Plan and Workforce Action Plan Step 5: Communicate Plan Enterprise level Communication Strategy/Plan and Timeline FCM Key Messages Template Community level Communication Strategy/Plan and Timeline Step 6: Execute Plan Clearly defined milestones, deliverables, and timelines Phase 5 Evaluate the Workforce Plan and Workforce Action Plan Step 7: Review Outcomes and Evaluate Results Evaluation of Enterprise wide Workforce Plans and Workforce Action Plans Modified Workforce Plans and Workforce Action Plans Updated Workforce Readiness Indicator 30 Integrated Workforce Analysis and Planning Model User Manual

33 APPENDIX B: WORKFORCE ANALYSIS REPORTS This appendix contains a roster of the reports available in the IWAPM Analyze Workforce function. Next to each report s title, it provides the specifics of how the report was developed, including any assumptions and the calculation definitions. The workforce analysis reports fall into two categories Demographic reports and Trend reports. The data source for each report is the extract from Defense Civilian Personnel Data System (DCPDS) for the date selected. Annual reports are used for the fiscal years while quarterly data (when available) is from the last day of the quarter selected. Demographic reports are set up to have the organizational element (either MSC or HQ Directorate and J code) as the columns, while the attribute requested (i.e., age) are the rows. When reviewing demographic reports, some organization codes encountered in the data do not map or align to the current values for MSC or HQ Directorate and J code. In these cases, the counts are collected in an UNKNOWN column. Some reports may include the N/A, or not applicable, value which indicates that there is no value or the information is missing from the data source. It is recommended that reports are requested from DCPDS (system of record) to resolve. Demographic Reports Title Purpose Assumptions Age Appointment Type Disability Education Level Workforce count by age band within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by the most recent type of appointment Workforce count by disability code, broken down by targeted and nontargeted within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by highest educational level completed Minimum and maximum ages are fixed, any employees below or above are rolled into appropriate limit Graphic depiction does NOT include the counts of those with no disability but the table does include them. The graph was dominated by those with no disability hence these counts were not included. Unspecified indicates the employee s record has no educational level Integrated Workforce Analysis and Planning Model User Manual 31

34 Ethnicity and Race Identification Ethnicity and Race Identification by Pay Band Fair Labor Standards Act (FLSA) Gender and Pay Band Workforce count by Ethnicity and Race code within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Ethnicity and Race code within MSC or within HQ Directorate and J codes of a selected MSC displayed by Pay Bands Workforce count by FLSA status within MSC or within HQ Directorate and J codes of the MSC selected Workforce count by Gender and Pay Band code within MSC or within HQ Directorate and J codes of a selected MSC Employees may enter multiple codes for this field in DCPDS. These data reflect a single count by DLA s business rules. If multiple categories are selected and include Hispanic the individual is counted as Hispanic; otherwise the individual is counted in the Multiple category. Individuals who entered only one selection are counted in that category. The percentages will sum to 100% and the counts agree with the other reports. Employees may enter multiple codes for this field in DCPDS. These data reflect a single count by DLA s business rules. If multiple categories are selected and include Hispanic the individual is counted as Hispanic; otherwise the individual is counted in the Multiple category. Individuals who entered only one selection are counted in that category. The percentages will sum to 100% and the counts agree with the other reports. All members of the workforce are either exempt, or not exempt, under the act. Percentages are based on Male vs Female (Gender) within the Pay Band rather than on the total population, though a total count and percentage is provided 32 Integrated Workforce Analysis and Planning Model User Manual

35 Military Reserve Category Pay Band Retirement Eligibility Retirement Eligibility by Pay Band Supervisory Status Veterans Preference Workforce counts by military reserve category within MSC or within HQ directorate and J codes of a selected MSC Similar to the Gender and Pay Band above but for only Pay Band Displays counts of employees who are retirement eligible now or at a specific point in the future by Pay Band Displays counts of employees who are retirement eligible now or at a specific point in the future by Pay Band Workforce counts by supervisory status within MSC or within HQ directorate and J codes of a selected MSC Workforce count by Veteran Preference category within MSC or This data element was added in the 2011 end of year report. Only available in this year and future ones. To estimate an employee's retirement data, the fields are using DLA s internal calculation methods to determine the values. The Defense Civilian Personnel Advisory Service (DCPAS) also has estimated dates for both Optional (regular) and Early retirement fields. Retirement eligibility calculations are based on defined rules for determining retirement dates based on the Service Computation Date (SCD). If the retirement eligibility cannot be calculated, then the default is N/A. Recommend pulling reports from DCPDS (system of record) to resolve. This data element was added in the 2011 end of year report. Only available in this year and future ones. Integrated Workforce Analysis and Planning Model User Manual 33

36 within HQ Directorate and J codes of a selected MSC Veterans Status Work Schedule Years at Agency Years of Service Years Since Last Promotion Acq Certification Achieved Acq Certification Required Acq Certification Status Acq Program Indicator Workforce count by Veteran Status category within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by work schedule within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Years at DLA within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Years of Total Civilian Service within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Years Since Last Promotion within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Acquisition Certification Level Achieved (Entry, Intermediate and Senior) within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by the Required Acquisition Certification level within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Acquisition Certification level status (specifically does the individual meet the position requirement) within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Acquisition Program Indicator within MSC or 34 Integrated Workforce Analysis and Planning Model User Manual

37 within HQ Directorate and J codes of a selected MSC Acq Repayment of Student Loans Acq Special Assignment Acquisition Tuition Assistance Acq 1102 Series Qualified Acq Contracting Officer Qualified Acquisition Corps Qualified Acq Warrant Amount Acquisition Warrant Type Workforce count by Acquisition Repayment of Student Loans within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Acquisition Special Assignment within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by whether or not Acquisition Tuition Assistance was used within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Acquisition 1102 Series Qualified within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by category of Acquisition Corps qualification within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Acquisition Corps Qualification within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by level of authority for the employee within MSC or within HQ Directorate and J codes of a selected MSC Workforce count by Acquisition Warrant Type within MSC or within HQ Directorate and J codes of a selected MSC Only a very small number of employees have used this program Only a small percentage of the workforce is qualified at some level Only a small percentage of the workforce is qualified at some level Only a small percentage of the workforce is qualified at some level Only a small percentage of the workforce is warranted at some level Only a small percentage of the workforce is warranted at some level Integrated Workforce Analysis and Planning Model User Manual 35

38 Trend reports provide five years of trend information for the attribute selected. The user enters the last year of the data requested and the five years preceding and including the selected year are displayed. Trend Age Demographic Reports Title Purpose Assumptions Age Retirement Eligibility Workforce count by age band across the five years ending with the user selected FY within MSC or within HQ Directorate and J codes of a selected MSC Workforce counts by retirement eligibility either current or future time periods. Minimum and maximum ages are fixed, any employees below or above are rolled into appropriate limit This data element became available in 2011 so the trends for prior years is empty, but moving forward the trends will be valuable and informative 36 Integrated Workforce Analysis and Planning Model User Manual

39 APPENDIX C: WORKFORCE PLANNING This appendix contains a quick summary of how to use the IWAPM tool to aid in the development of a Strategic Workforce Plan. IWAPM maintains historical information on all of DLA s occupational series since While the organization of DLA has changed over time and will likely continue to change as the nature of the work changes, Strategic Workforce Planning is still appropriate for developing the future force. To start the process, the user should investigate the history of the occupational series by running a number of the demographic reports for each year over the last 3 5 years. The user can download each of these reports for each of the years and build a trend for the reports which address areas of significance to the occupational series. Once the historical trends have been developed, development of the future vision of the workforce is the next requirement. The future vision should include the development of targets for the workforce to meet DLAs demands at each of the working locations. The vision should address the need for experience and qualification or certifications as necessary to meet the future demands. This targeted workforce vision is used to build scenarios. Scenario development follows the development of the vision. The targets for each location by grade are used as the goals for each scenario. A plan is developed including hiring, promotions, and separations. The gap/surplus report displays the differences by year between the target (vision) and the projected workforce. From this report, a strategy can be developed to mitigate any gap or surplus. While not all gaps need to specifically addressed, the priority gaps should be mitigated especially those which but one or more of the critical aspects of the vision at risk. Gap mitigation strategies should include a combination of actions which could include incentives, training, assignments, education, and/or management actions. The strategic plans should be documented including the specific assumptions associated with the vision and/or the demands. Many times the assumptions are the first indication that the scenario may not come to pass or that issue will make a portion of the scenario invalid. The strategic plans should be uploaded to the specific scenario for historical purposes and for future tracking of actions. Integrated Workforce Analysis and Planning Model User Manual 37

40 APPENDIX D: IWAPM ADMINISTRATION The IWAPM administrator is responsible for three main functions: maintaining user access, maintaining the system and aiding users. Maintaining users refers to insuring those users with a need have access to the system, removing access from those who no longer require access and that the access matches their requirements. Maintaining the system includes insuring the data is updated regularly, that the users are using the system in a responsible manner and that communication between users assists all users in learning from each other. Finally, aiding users is the combination of actions aiding users in their efficient and effective use of the system to develop their Strategic Workforce Plan. IWAPM has tools to assist the administrative team in maintaining user access. Each prospective user is responsible for requesting access. Once they have requested access, the administrative team should determine whether the user needs IWAPM access and if access is required, the level of access required. The administrator can then send an back to the prospective user which approves or denies access and when approving, confirming the level of access to which the user has been granted. When users no longer require access, either through a change in responsibilities or leaving the organization, the administrative team should remove access. This may require a change in the DLA procedures for out processing or re assignments so that the administrative team is informed of these changes and can take appropriate action. Maintaining IWAPM is largely tied to continually updating the historical data offered to the users through the reporting functions. DCPDS will cut a new file quarterly and it is uploaded into the tool by the support team (at least initially, longer range probably by IT). The administrative team should review the reports once the data is made available to insure the data and resulting upload is correct. Finally, the administrative team should also maintain a roster of updates or modifications desired in IWAPM for the support team to address when possible. Lastly, the administrative team is available to assist users in using the IWAPM tool. The administrative team is the initial response team to answer user question or provide explanations as necessary. Supporting the administrative team is the support team which consists of the programmers and designers of the original system. This team can be considered the tier three support while the administrative team handle the tier one and two issues. 38 Integrated Workforce Analysis and Planning Model User Manual