Question 1: How will the size of the workforce be calculated and reported?

NOTE: This article is part of a six-question series providing a structured process to Meet the business need for insight.

Clarity on how the size of the workforce is calculated and reported a fundamental requirement.  Reporting based on in-situ people results in partial, constantly changing data as people join, move to different positions, and leave.  Positions data provides stable analysis and reveals the full potential size of the organization (see The Data Maturity Journey)

Question 1.1:  What is the required scope for reporting the size of the workforce?

The table below provides a framework for planning the scope for reporting workforce size.  In addition to defining the overall scope the subgroups you include can be used to split the overall size of the workforce, for example, distinguishing between filled and unfilled positions, or vacated positions and open requisitions.  The example below is a stylized example, Orgvue can accommodate any definitions relevant for your organization.


Including vacant positions is a common requirement.  HR Information Systems typically include the required functionality for managing vacancies (as well as other open positions).  At this early stage, the governance and operation of the HRIS should be clarified to identify the immediate and longer-term requirements for effective positions management.  Key Questions include:

• What triggers the creation of a new position?   Does a new joiner get assigned to a position, or is a new position code created for each new joiner?
• When a new position is created, what data is required, e.g.:
  • the manager the position will report to
  • the function and business unit will be part of (see Question 4, Organization Dimensions)
  • its geographic location (see Question 4, Organization Dimensions)
  • The planned grade (see Question 3) and cost (see Question 2) of the position
• When is a position removed from the system? Do positions remain open after the incumbent moves to a different position/ leaves the organization, or does the position close when the incumbent leaves?
• What process/governance is in place to prevent ‘junk’ positions persisting in the system (e.g., positions which remain unfilled after X months are purged from the system and revert to the requisition process)

Question 1.2:  Is forward-looking analysis required?

Point-in-time analysis of the workforce typically need to be supplemented with forward looking projections.  Specificity is required to make this aspiration a reality:

• Are position start dates (and end dates) available?
• What time increments are required, for reporting? (These should always align to financial and operational reporting timeframes?

Navigation:

• Go back to Meeting the business need for insight
• Go to Question 2:  How will the cost of the workforce be calculated and reported?

See also:

• Key Measures – Workforce size and cost
• Typical business questions
• Best practices for organizational analysis
• Workforce Size and Cost Story Pack