Workforce Plan Questionnaire - Sample

The Workforce Planning unit is analyzing the current state of the workforce at the Department of Technology office along with our future strategic needs to give recommendations on how we can best be prepared for fulfilling our mission in serving our Department and California's information technology mission and vision when it comes to the workforce.

WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
The Workforce Planning unit is analyzing the current state of the workforce at the Department of
Technology office along with our future strategic needs to give recommendations on how we can
best be prepared for fulfilling our mission in serving our Department and California's information
technology mission and vision when it comes to the workforce.
This questionnaire will establish the core competencies necessary for the staff in your unit to
achieve the CalTech strategic goals. Your answers will be used in the creation of the CalTech
Workforce Plan (WFP). The WFP will give CalTech leaders the information and action items they
need to address competency and succession planning issues that could affect our Department's
ability to achieve the mission. When responding, please keep in mind CalTech's Strategic Plan and
what your Division/Unit will need in order to achieve its objectives in support of our Strategic Goals.
Your answers should be specific to your Division and the work your team performs.
Please note the staff core competencies section can include ‘other’ competencies not listed for your
Section. The current list is a list that should be used and if the listed competency is not utilized, then
your answer would be ‘Not important’.
This survey should take approximately 15 minutes of your time. Thank you in advance.
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
What Division and Unit are you in?
Department of Technology – Executive Office/Administrative Support
Policy
Administration Division
Procurement and Contracting Services Branch
Software Services
Personal Service Unit
Purchasing and Support Services Unit
IT Purchases
Network Support & Non-IT Purchases
Facility and Administrative Services Branch
Emergency Response Coordinator
Facility and Administrative Services
Facility Services Unit
Emergency Response, Security and Voice Services
Program Services Unit
Asset Management Unit
Financial Management Branch
Accounts Payable
PSCD Accounts Payable
General Ledger and Accounts Receivable
Cost Allocation Unit
Rates and Cost Recovery Section
Network Cost Analysis Unit
Budget Operations Branch
Budget Office
BCP Unit
Human Resources Branch
Personnel Services
Personnel Management
Selection
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
Labor and Risk Management
Position Management & Payroll
HQ HR Services
Administrative Systems Analysis and Policy Support Branch
Information Management Unit
Business Systems and Analysis
Office of Information Security
Health Information Technology Division
Policy Office
Enterprise Architecture
Legal Services Division
Information Technology Project Oversight & Consulting Division
Consulting and Planning Division
Statewide Technology Procurement Division
IT Project Procurement
Telecommunications Procurement
Operations
Office of Technology Services
Admin and Office Support Svsc
Statewide Telecommunications and Network Division
Telecommunications and Network Contract
Network Support Section
CALNET Engineering Unit
CALNET Oversight and Contract Mgmt. Section
Contract Customer Service Unit
Statewide Contracts Management Unit
CALNET Program Oversight Unit
Network Engineering Branch
CGEN Service Section
Network Capacity Unit
Network Infrastructure Section
Network Service Division
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
Network Projects Unit
Network Implementation Unit
Network Engineering Section
Network Management Unit
Enterprise Engineering Unit
Project Engineering Unit
Customer Delivery Division
Project Management Branch
Project Management Office
Project Support Unit
Account Management
Account Director
Account Managers
Customer Service Section
Customer Service Staff
Account Representatives
Account Directors
Operations Division
Raised Floor Operations
Operations Hardware Management Services
Tenant Managed Services
Tape Operations/Offsite Support
Support Services
Statewide Disaster Recovery Services
Operations Center
Day Shift
Level 2 Support-Day
Command Center-Day
Grave Shift
Level 2 Support Grave
Command Center-Grave
Swing Shift
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
Level 2 Support-Swing
Command Center-Swing
Level 1 Support
Level 1
Operations Processing Support Batch Processing
Business Continuity Section
DR Architecture and Design
Business Resumption and Service
Service Support Section
ITSM Support
Configuration Management
Problem Management
Change Management
Operations Section
Process Automation Support
Security Operations
Output Management
Operations Contract Management
Engineering Division
Window Services Branch
Services Section
CA.mail Service unit
Cloud Computing Service Unit
Hosting Section
Window Service Planning& Resource Unit
Windows Project Unit
Windows Operations Unit
Window Architecture Unit
Infrastructure Service Branch
Systems Integration/Solutions Architect
Open Systems Storage Unit
UNIX Section
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
Linux & Solaris Support Unit
AIX Support
Software Service Branch
Database/Commerce Section
Midrange DBMS Support Unit
Electronic Commerce Unit
Oracle Support Unit
SQL Server Support Unit
Business &Contract Management Section
Web Service Section
Web Architecture Unit
Web Consulting Unit
Web Integration Unit
Mainframe Service Branch
Mainframe Hardware/OS Section
Mainframe OS Support
ZOS Storage Unit
Network Application Section
Mainframe OS Service Support
Mainframe Software Section
Measurements and Products Support Unit
CICS and IDMS Unit
DB2 Support Unit
Adabas Support Unit
Security Management Branch
Vulnerability Management
Security Architecture
Hosted Services Compliance
Enterprise Solutions
Enterprise Application Development
Geospatial Information Systems
Broadband/Digital Literacy
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
Digital Education
Professional Development Office
Professional Development and Training Solutions
Training Center Operations
IT Workforce Planning
Information Technology Services Division
Applications
Financial Applications Support
Services Development
Business Process Automation
Information Technology Services
Desktop Support Unit
Governor’s Office Support Group
External Affairs Division
Marketing and Event Management
Legislation/Communications Division
Legislation
EEO Program
Other (please specify)
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
What are the essential functions of your Division/Unit? (i.e. Those functions that are
performed because of a regulatory statute or requirement. Not performing the function
could lead to possible litigation, monetary sanctions, or the Department not meeting its
strategic mission and goals.)
What are some key factors and/or risks you have now, or foresee in the next five years
(either internal or external to the Department) which will affect your Division's ability to
meet its objectives? Have you developed mitigation plans for these risks?
As the next wave of retires leave CalTech, which positions in your Division do you feel will be the
most difficult to backfill?
Are there people in your unit that with some additional training could move into some
or all of these positions?
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
What knowledge does your staff possess that someone just joining your team
would not have?
Do any members of your staff have knowledge that is known only to them, and when
they leave it will leave with them?
Yes
No
I don’t know
Do you have desk procedures and/or operation and maintenance manuals in place for
the positions in your unit?
No written desk procedures/ operation manuals
Some positions have written procedures
Many positions have written procedures
All positions have written procedures
Does your Division have any other processes in place to capture and transfer knowledge
between employees?
Yes
No
a. If Yes, please describe the processes.
b. If No, what processes do you think would work specifically for your Division to ensure that
knowledge will not be lost?
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
The following questions pertain to the RANK and FILE staff in your specific unit/Division (those you
supervise). Keep them in mind when answering the questions.
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
CORE COMPETENCIES OF RANK AND FILE: Please rate the importance by indicating an ‘X’
of the following knowledge, skills, and abilities in completing your unit's functions and
achieving CalTech Strategic Goals.
Not Important Somewhat
Important
Important Very Important
Verbal communication
Written communication
Critical/analytical thinking and problem solving
Customer service
Time management and organizational skills
(planning, project management, completed staff
work, etc.)
Research skills
Presentation skills
Teamwork, collaboration, and interpersonal
skills
Business writing (reports, policies, procedures,
grammar and punctuation, etc.)
Budget process knowledge
Change management
MS Excel
MS Word
MS PowerPoint
MS Access
MS Project
Other (please specify)
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
GAP ANALYSIS: Does your Rank and File staff currently meet the expectations
and requirements of your Division for each of the competencies in order to
achieve the strategic objectives now and in the future? Indicate with an ‘X’.
Does not meet
requirements Somewhat
meets
requirements
Meets
requirements Exceeds
requirement
Verbal communication
Written communication
Critical/analytical thinking and
problem solving
Customer service
Time management and
organizational skills (planning,
project management, completed
staff work, etc.)
Research skills
Presentation skills
Teamwork, collaboration, and
interpersonal skills
Business writing (reports, policies,
procedures, grammar and
punctuation, etc.)
Budget process knowledge
Change management
MS Excel
MS Word
MS PowerPoint
MS Access
MS Project
Other (please specify)
What method do you feel would be most effective in closing the gaps in
core competencies for the Rank & File staff in your unit?
Formal classroom training
Webinars
In-house training conducted by SME's
1 on 1, on-the-job training, job shadowing, cross training
Self-taught from written procedures
Other (please specify)
Please rate the SUPERVISORS (including your position) in your Division. Keep them in mind
when answering the questions.
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
CORE COMPETENCIES OF SUPERVISORS: Please rate the importance of the
following knowledge, skills , and abilities in completing your unit's functions and
achieving the CalTech Strategic Goals. Indicate with an ‘X’.
Not
Important
Somewhat
Important
Important Very Important
Effective Communication
Personal Credibility I Ethics
& Integrity
Forward Thinking I Vision &
Strategic Thinking
Critical/analytical thinking
and problem solving
Planning and Organizing
Team
Leadership/Collaboration
Employee development,
coaching skills
Interpersonal Skills I
Relationship Building
Conflict Management
Change Management
Performance
Management/Results Driven
Creativity and Innovation
Leadership
Customer Focus
Decision Making
Flexibility
Risk Management
Other (please specify)
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
GAP ANALYSIS: Does your Supervisory staff currently meet the expectations and needs
of your Division for each of the competencies in order to achieve the strategic objectives
now and in the future? Indicate with an ‘X’.
Questionnaire - Backup
Does not meet
requirements Somewhat meets
requirements Meets
requirements Exceeds
requirements
Effective Communication
Personal Credibility I
Ethics & Integrity
Forward Thinking I Vision
& Strategic Thinking
Critical/analytical thinking
and problem solving
Planning and Organizing
Team
Leadership/Collaboration
Employee development,
coaching skills
Interpersonal Skills I
Relationship Building
Conflict Management
Change Management
Performance
Management/Results
Driven
Creativity and Innovation
Leadership
Customer Focus
Decision Making
Flexibility
Risk Management
Other (please specify)
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WORKFORCE PLAN QUESTIONNAIRE - SAMPLE
What method do you feel would be most effective in closing the gaps in core
competencies for the Supervisors in your unit?
Formal classroom training
Webinars
In-house training conducted by SME's
1 on 1, on-the-job training, job shadowing, cross training
Self-taught from written procedures
Other (please specify)
What are the risks to your Division, the Department, and ultimately California if these gaps
(for both the Rank & File & Supervisory groups) are not addressed?
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