Tools to Aid State DOTs in Responding to Workforce Challenges (2009) / Chapter Skim
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Pages 36-80
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Development of the Workforce Toolkit P A R T B
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5.3 Current Workforce Needs Scenarios Table 5.1 presents a set of scenarios that illustrate some of the more common and pressing workforce needs currently facing state DOTs. The category section of the table maps each scenario to the applicable need categories defined in Section 5.2.
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To complicate matters, a major layoff several years earlier due to budget cuts has left the DOT with few employees experienced enough to take the retirees place if they leave. Recruitment, retention, knowledge management, training, succession planning, competencies Competency identification.
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Competencies, leadership development, succession planning, recruitment, performance management Identify key competencies for the position. Use a targeted selection system to determine which candidates have the desired competencies and experience.
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Knowledge management, training retention, competencies , Identify key competencies. Develop competency-based cross training to employees that are interested in learning the work.
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When the CEO asks the human resources director about his office's role in executing the DOT's business plan, he's met with a blank stare. Strategic planning, competencies, leadership development, HRIS, organizational development Human capital planning protocols and guides.
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If state DOTs are to continue attracting and retaining a quality workforce, they must find ways to offer a combination of wages, benefits, and other non-salary compensation that appeals to appropriate job candidates. Competencies.
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Loss of leadership and technical "brain trust" through retirements Well qualified replacements (Leadership Development, Succession Planning) Workforce planning resource which anticipates retirements.
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Contract administration resources. Establish a culture of performance to enhance productivity and customer service Hold leadership accountable (Leadership Development, Performance Management)
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Linking human resources policies, programs, and procedures to the agency's strategic plan and objectives will become commonplace. Every organization will have the planning capacity to assure that its human resources are aligned appropriately with current program priorities and that it has the planning capacity to anticipate in three, five or ten year cycles what the human resources needs of the organization will be.
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Organizations that choose to acquire needed goods and services from other providers will need to assure that they have the talent within their organizations to exercise the proper due diligence and oversight of the contracts and other arrangements of acquiring goods and services from external sources. 48 Tools to Aid State DOTs in Responding to Workforce Challenges
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The strategic plan will be the initial process and instrument through which state DOTs identify program priorities to receive scarce fiscal and human resources. Strategic planning will be strengthened with a stronger focus on strategic management -- implementing the plans with actions that support the plan.
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State DOTs will need to substantially increase their understanding of which training delivery mechanisms provide the greatest level of learning for the least cost. The effectiveness of computer based training and other less formal means will need to increase substantially and will need to be more tailored to the content needs and different learning styles of students.
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The challenge in this project was to identify those resources that are most useful and applicable and match them to the specific needs of state DOTs. A database of information resources was assembled through an extensive search of available literature and a review of this literature to identify resources of interest.
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, and • Other. Source Type: • Journal/Publisher, • NAPA, • National Association -- Human Resources, • National Association -- Public Administration, • National Association -- Transportation, • State DOT, • Transportation Research Board/National Cooperative Highway Research Program/TCRP, • University Research Center, • USDOT, • Other State Agency, and • Other.
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Some sources are focused on specific workforce issues -- for example, the Review of Existing Resources 53 Workforce Need Category Number of Entries Strategic Planning 12 Organization Development 13 Human Resources Information Systems 12 Retention 40 Compensation and Benefits 21 Downsizing/Reduction in Force 13 Retirement 8 Workforce Planning and Development 50 Organizational Change 19 Leadership Development 21 Human Resources Planning 12 Organizational Performance 17 Human Resources Function 20 Employee Conflict 4 Competencies 22 Recruitment 61 Succession Planning 12 Outsourcing/Contract Management 10 Training and Development 50 Knowledge Management 17 Performance Management 21 Other 22 Table 6.1. Resources by workforce need category.
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54 Tools to Aid State DOTs in Responding to Workforce Challenges
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It provides reports on agency and program performance. It is an excellence source of information on human capital management, organizational and individual performance management, metrics and similar topics.
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Currently, middle management gaps exist in many DOTs 56 Tools to Aid State DOTs in Responding to Workforce Challenges
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Succession Planning. There is a need for a richer base of case studies and models for fully integrating succession planning processes into the fabric of the organization, and for demonstrating concrete approaches for flagging areas of risk or exposure.
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More information can be added to this view as it becomes available. 58 Tools to Aid State DOTs in Responding to Workforce Challenges
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They typically also have documents specifically related to recruitment, compensation and benefits, succession planning, and other topics. To address this concern, the research team collected a sample set of practices for inclusion in the resource database.
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60 Tools to Aid State DOTs in Responding to Workforce Challenges
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This diversity is intended to enforce problem solving in an integrated way to take advantage of synergistic effects. This prototype Workforce Toolkit, which has been enthusiastically received, serves as a proof of concept to show how enabling information technology can be to aiding state DOTs in responding to workforce challenges.
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62 Tools to Aid State DOTs in Responding to Workforce Challenges
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General Services Administration HR Human Resources HRI Human Resources Institute HRIS Human Resources Information System IPMA International Personnel Management Association ISPI International Society for Performance Improvement IT Information Technology NAPA National Academy of Public Administration NASPE National Association of State Personnel Executives NCHRP National Cooperative Highway Research Program OECD Organization of Economic Cooperation and Development OPM U.S. Office of Personnel Management ROI Return on Investment SHRM Society for Human Resource Management TCRP Transit Cooperative Research Program TRB Transportation Research Board USDOT United States Department of Transportation 63 Abbreviations, Acronyms, Initialisms
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C O N T E N T S A-2 Introduction A-2 Overview A-2 Content A-2 Design A-2 How the Searches Work A-4 Using the Web Site A-4 Retrieving Information by View A-5 View 1 -- Top Ten DOT Workforce Needs A-6 View 2 -- Frequently Asked Questions A-7 View 3 -- Functional View of Workforce Needs A-8 View 4 -- Faceted Search A-9 View 5 -- Geographic View A-10 View 6 -- Full Text Search A-11 View 7 -- State Practices A-13 Additional Functions A-13 Home A-13 Forum A-13 Video A-1 A P P E N D I X A User's Guide to the Workforce Toolkit
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• Succession planning to ensure availability of highly competent and qualified personnel to fill current and future key management, leadership, and technical roles at all levels of the organization. • Retaining staff to maintain productivity and continuity of operations.
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– Top agency executives (CEOs) – Other • Item or resource type – Case – Consulting services – General resource – Measurement/assessment tool – Methodology/guide/model – Organization – Policy/procedure – Software application – Other • Source – Journal/publisher – National Academy of Public Administration – National Association -- human resources – National Association -- public administration – National Association -- transportation – State Department of Transportation – Transportation Research Board/National Highway Cooperative Research Program/Transit Cooperative Research Program – United States Department of Transportation – University research center – Other – Other state agency • Workforce challenge or need type – Compensation and benefits – Competencies – Downsizing – Employee conflict – HR function User's Guide to the Workforce Toolkit A-3
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The three additional options available from each page in the toolkit return the user to the home page or connect to additional resources on the Internet. Users can return to the previous screen by using their browser's back button or by using the Site Navigation trail at the top of the page (i.e., Home > Top Ten DOT Needs > Top Ten DOT Needs Resource List)
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The following top ten issues define the rows in the table: • Strategic workforce planning, • Attracting and retaining talent, • Retooling the workforce to meet evolving business needs, • Developing the next generation of leaders, • Downsizing, • Preserving institutional knowledge, • Employee conflicts and performance issues, • Outsourcing, • Organizational change -- reengineering and reorganizing, and • Improving HR efficiency and effectiveness. The view allows for further refinement of the search by connecting the column headers -- Understand issues and trends; Learn about peer agencies; Assess our situation; and Implement policies, programs, procedures -- with the 10 priority issues within the rows.
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view lists the 12 questions identified as addressing priority issues for state DOTs, including inquiries regarding reductions in force, retirement, recruitment, turnover, downsizing, reorganizing, performance metrics, strategic planning, outsourcing and data management resources. Clicking on a question retrieves an alphabetical list of relevant resources by title and a short description of each resource.
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Retrieved information for function 1, for example (Strategic Workforce Planning) , is culled from resources containing information on workforce planning/development, succession planning, and knowledge management.
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Each option contains a drop-down menu that allows the user to further specify search specifics. These specifics correspond to those listed in the "How Searches Work" section above.
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View 5 -- Geographic View User's Guide to the Workforce Toolkit A-9 The Geographic View provides a visual representation of the United States and allows users to find information by state. This view is linked to tables that will contain information from state DOTs regarding knowledge systems and human resources information systems, contact information, links to state DOT web sites, statistics on number of state DOT employees, and information on which states outsource human resources functions and which have labor unions.
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Using words entered in the textbox, the site searches titles, short descriptions, and long descriptions to locate relevant sources. Any number of keywords can be entered into the text box; selecting "enter" will retrieve search results alphabetized by title and including a short description.
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, "Analysis and Benchmarking of State Departments of Transportation Human Resource Activities." • NCHRP Synthesis 323: Recruiting and Retaining Individuals in State Transportation Agencies. • NCHRP Synthesis 349: Developing Transportation Agency Leaders.
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Knowledge Management • Knowledge Management Leadership/Development • Agency Leaders • Developing Transportation Agency Leaders • Education Level of Professionals (%) Outsourcing/Contract Management • For Any of the Following HR Functions Outsourced in Your DOT, Please Select How Many Years They Have Been Outsourced • HR Outsource • HR Outsource Considered • If HR Functions are Outsourced, Rate Your Satisfaction • Which Department Manages the Outsourced HR Service?
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Users can also access FHWA online presentations called "Knowledge On-Demand." These multimedia presentations are self-contained packages that combine textual, audio, and video elements to create the learning experience of attending a presentation. Video Selecting the "Video" option connects users to a YouTube site containing videos from the American Association of State Highway and Transportation Officials (AASHTO)
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C O N T E N T S B-2 Introduction B-2 Edit Resources B-3 Add B-3 Edit B-4 Delete B-4 Edit Resource Facets B-6 Add B-6 Delete B-1 A P P E N D I X B User's Guide to the Workforce Toolkit Administration Site
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Edit Resources B-2 Tools to Aid State DOTs in Responding to Workforce Challenges The Edit Resources page allows the administrator to add, delete, or edit resources in the database. Resources can be sorted by Resource ID number or by title by clicking on the desired column heading.
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Add User's Guide to the Workforce Toolkit Administration Site B-3 Selecting "add new resource," located above the table, opens a screen with fields for the resource ID, resource title, short description, long description, author, reference, organization, contact information, web site, resource cost and format, resource application, and other resource users (if known)
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Delete The delete option removes the resource from the database. Edit Resource Facets B-4 Tools to Aid State DOTs in Responding to Workforce Challenges The Edit Resource Facet page allows the user to add or delete facets associated with a document.
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Clicking "select" on the row containing the desired resource displays the selected Resource ID and title below the table and a second table with the existing facets for the resource. User's Guide to the Workforce Toolkit Administration Site B-5
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Add B-6 Tools to Aid State DOTs in Responding to Workforce Challenges Selecting a resource displays the existing facets associated with that resource. Using the drop-down facet menu, the user can select the facet to be added.
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