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1 Arizona Sun Corridor Get Into Energy Work Force Planning Committee Procedure Revision Date: 09/24/2015 Purpose/Intent To gain agreement and adoption among Arizona Sun Corridor Get Into Energy Consortium (ASC-GIEC) members for a standard workforce development pipeline model that will anticipate the hiring needs of the ASC-GIEC employers and deliver sufficient, qualified candidates from the ASC-GIEC educators. Mission of Committee (From the ASC-GIEC WFP Committee Charter) Join established workforce planning processes of the employers and the data processes of the sponsored educators to produce robust workforce development pipelines that meet the requirements of the Arizona Energy Workforce Consortium (AEWC); deliver sustainable levels of qualified candidates at the RIGHT place, at the RIGHT time, RIGHT for the job! Definitions WFP Committee A committee formed from members within the consortium that focuses on balancing educator supply with employer hiring demand. Ideally the committee will be made up of one representative of each employer and educator. Members should be able to influence internal processes within their employer. Work Force Development (WFP) Pipeline Management a system approach to measuring and presenting information related to the pipelines put in place by the consortium. Information is presented in such a way that the WFP Committee can clearly see pipeline performance and make necessary adjustments. Workforce Demand Pipeline workforce development connections built between an employer (demand) and educator(s), designed to deliver qualified pre-hire candidates for the employer. WFP Committee Charter a document designed to describe the committee s purpose, members and deliverables. Executive Summary The focus of the ASC-GIEC Work Force Planning (WFP) committee is to drive educator program supply and utility workforce demand (in all/any specified job classifications) to equilibrium. The committee will leverage existing processes within both the ASC-GIEC employers and educators systems as well as new tools and processes to accomplish this outcome. ASC- G I E W F P C o m m i t t e e W o r k P r o c e d u r e _ r 6 P a g e 1 9

2 This procedure document and associated process diagrams have been developed to guide the work of this committee. As such, they should be treated as dynamic tools and as a piece of standard committee business, should be reviewed and updated annually. This method of Work Force Development (WFD) pipeline management leverages the data streams from within the institutions of each committee member. Data is acquired from those systems and input into the WFD pipeline tools. Reports, Charts, and Graphs are then used to analyze process health and stability. It is the role of the WFP Committee membership to develop actions to drive the process to desired results. Process Overview The process being deployed by the WFP Committee centers on using employer and educator data streams to manage the AEWC/ASC-GIEC WFD pipeline. The WFD pipeline database contains data entry points for employer attrition and new hire estimates. It also includes data entry points for educator supply information including estimated/actual graduates, overall participants, and certificate activities. This data is used for calculations, charts and graphs the committee needs for decision making. Figure 1 This process map is an overview of the committee s responsibilities and relationships. Note the color coding on this figure (Employer gray; WFP Committee green; Students yellow; Educator gold) identifies the work streams. ASC- G I E W F P C o m m i t t e e W o r k P r o c e d u r e _ r 6 P a g e 2 9

3 Roles/Responsibilities Employer: to complete their internal strategic work force planning processes. The goal is to establish estimates for near term and long term hiring needs by job classification and credential/degree requirements for each educator program sponsored by their company. Educator: to monitor program enrollment, stackable credential progress, estimate completion/graduation activities, and Coach the students as documented in the career coaching handbook. Students: to engage with a program career coach, to remain on track for graduation and to use specified recruiting tools (Kuder, GIE Jobs Registration) to stay connected to employers (and Career coaches) prior to and after graduation. Workforce Planning Committee: to meet at predetermined intervals, gather data from committee members, update the Work Force Development pipeline tool, generate materials to inform discussions on supply/demand conditions (equilibrium), and make decisions and communicate requirements to the consortium membership. Process Detail Figure 2 This process map details the data streams and the high level decision making required by the employers and educators on the WFP Committee. ASC- G I E W F P C o m m i t t e e W o r k P r o c e d u r e _ r 6 P a g e 3 9

4 Data Gathering Employers are responsible for identifying attrition and hiring needs From the employer s individual strategic WFP processes, enter data into the WFD pipeline tool. Annual attrition information and hiring estimates go in the tool. This information should be reviewed semi-annually and updated annually with the employer s strategic WFP cycle. Along with the data generated by the employers WFP cycle, the employers should review their ASC-GIEC program recruiting strategies and update the List of Careers Organized by Degree document; found in the career coaching handbook. Once the data is refreshed, all the employer recruiting strategies should be reviewed by the full WFP committee. Updates should also be made to the WFD Pipeline Management workbook, WFD Pipeline Structure tab. To provide valuable performance input to their recruiting/talent acquisition process, the employers are responsible for reporting quality of the program graduates. From initial pre-employment test results to work performance evaluation months post hire, data should be gathered for discussion and action (as appropriate). This data should be summarized and shared as an order of business within the WFP Committee. An example template can be found in Appendix B (and on the knowledge capture site). Lastly, the employers are responsible for tracking and reporting new hire activity from each program. This data, once retrieved from the recruiting (HRIS) system should be entered into the WFD pipeline tool (Supply Info tab). This can be done anytime but reviewed by the committee quarterly. This committee needs to monitor the numbers and request adjustments. Educators are responsible for identifying the graduates and forecasting the supply streams Data from the internal college placement or student tracking processes need to be reported and recorded in the WFD pipeline tool (Supply Info tab). Semester participants (by program, for all programs), both start and finish, as well as program estimated throughput is important data for this committee. Reporting of the stackable credential program performance is as important as the student throughput and forecast graduate numbers. The ASC-GIEC have invested time and energy in tailoring learning to the utility industry needs and, as such, need to monitor student performance across all the Foundation Bundle elements (Ex. Work Keys, SkillsUSA and EIF). Significant deviations from documented performance standards should be reported to the employer(s). This data should be recorded on the Supply Info tab. ASC- G I E W F P C o m m i t t e e W o r k P r o c e d u r e _ r 6 P a g e 4 9

5 Data Development and Reporting Once the data from the employers and educators has been entered into the WFD pipeline tool, the committee should run reports and charts/graphs to complete their Supply/Demand analysis. While the analysis should be done semi-annually, a WFD pipeline health report should be completed annually (a power point template is available on the CEWD knowledge capture site) Important reports and graphs include (Appendix A) ASC-GIEC Employer 2015 (Estimated) Hiring Forecast The Work Force Development Pipeline Management Table Supply/Demand Balance for ASC-GIEC; 2015 Cycle Students Entering ASC-GIEC 2015 Cycle ASC-GIEC Foundation Bundle Progress 2015 Cycle The committee focus should be on balancing supply with demand, taking into account the nature of the estimates and any possible game changers identified by the WFP Committee. Use the Game Changers Implication power point on the CEWD website to focus this conversation and work product. From the review and analysis work (conducted by the WFP Committee), gaps should be noted and documented using the WFP Committee Analysis/Countermeasure tool (see Appendix C for an example and the CEWD knowledge capture site for the entire tool). All gaps should have problem statements, proposed countermeasures, and recommendations documented. Committee Members must review these items with their respective organization (that they represent). A specific timeline for implementation should be agreed to by the specific constituents and reported back to the WFP Committee Member. Those timelines need to be reviewed at each WFP Committee meeting. If there is a lack of agreement on implementation or a defined timeline for action, the WFP Committee should review the options for implementing the requested changes. WFP Committee Chair must advise the AEWC Chair. Additionally, the WFP Committee is responsible for monitoring progress on their gap closure recommendations and the analysis of whether the recommended actions worked. Additional recommendation may need to be made. Other Annual Employer WFP data points Annual game changer review Employer Hiring Plan Review Employer Recruitment Strategy Review ASC- G I E W F P C o m m i t t e e W o r k P r o c e d u r e _ r 6 P a g e 5 9

6 Appendix A Job Category Employers Technicians (Generation) Demand Data Programs Workforce Development Pipeline Management Data For Year 2015 Demand EMCC CGCC PCC NPC YC Job Category Employers Data EMCC CGCC PCC NPC YC PPT/AAS; EUT/AAS,CCL MET/AAS; EUT/AAS,CCL MET/AAS; EIT/AAS,Cert EIT/AAS,Cert ; EUT Cert IMO/AAS,CAS,C Programs ; EUT Cert IMO/AAS,CAS,C w-nucp ;AP-E/AAS ; AP-E/AAS EUDT,ET/AAS P;WLD/AAS,CA PPT/AAS EUDT,ET/AAS P;WLD/AAS,CA APS 3 21; 5 APS 3 21 PVNGS PVNGS 0 SRP 56 21; 5 SRP 6 TEP 0 TEP Technicians CB&I CB&I (Trans/Distr) SSWCoop SSWCoop SSVEC SSVEC SW Gas SW Gas Totals 104 Totals 18 Employers Demand EMCC CGCC PCC NPC YC Employers Demand Data Data EMCC CGCC PCC NPC YC Programs EUT/AAS,CCL EUT Cert EIT/AAS,Cert Programs PPT/AAS; IMO/AAS,CAS, EUT Cert ; w-nucp CP APS APS 5 LINEWORKER PVNGS 0 PVNGS 19 Plant/Field SRP SRP 6 Operators TEP 5 21 TEP 0 22 CB&I CB&I SSWCoop SSWCoop SSVEC SSVEC SW Gas SW Gas Totals 40 Totals 30 ASC- G I E W F P C o m m i t t e e W o r k P r o c e d u r e _ r 6 P a g e 6 9

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9 Appendix B Appendix C Equal Opportunity Employer/ Program Auxiliary aids and services are available upon request to individuals with disabilities. ASC-GIEC programs and services are funded by a grant awarded by the U.S. Department of Labor s Employment and Training Administration. Program materials were created by the grantee and do not necessarily reflect the official position of the U.S. Department of Labor. This work is licensed under a Creative Commons Attribution-ShareAlike 3.0 United States License. ASC- G I E W F P C o m m i t t e e W o r k P r o c e d u r e _ r 6 P a g e 9 9

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