Deborah Vaughn, Chief Office of Human Resources Department of General Services

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Deborah Vaughn, ChiefOffice of Human
ResourcesDepartment of General Services

• Conducting Data Analysis
• (Workforce Ages Projecting Retirements)

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DGS (Data Analysis Approach)

• Analyze workforce data twice annually (July
  1st and January 1st)
• Age of Workforce (based on filled positions)
• ?Breakdown by age groupings
• ?Breakdown by CBID categories
• Project Retirements (based on filled positions)
• ?Determine retirement assumption criteria
• ?Retirement projections (conducted for 5
  fiscal years)

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Data Needs (Getting Started Step 1)

• Determine Organizational Structure Obtain list
  of
• ?Reporting unit names
• ?Agency Codes/Reporting Unit Numbers
• ?Locations
• Target Date 7/1/08 (to start with FY 08/09)

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Data Needs (Getting Started Step 1)

• Organizational Structure Request format and
  data
• ? MIRS Report (in Microsoft Excel format)
• ? Based on active organizations
• ? Reporting Filters by agency code/reporting
  unit number, unit name, and location
  (addresses/locations)
• SAMPLE FORMAT

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Data Needs (Getting Started Step 2)

• Identify Workforce Classifications Obtain list
• ?Classification Names
• ?Classification Codes
• ?CBID (collective bargaining identifier)
• Target Date 7/1/08 (to start with FY 08/09)

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Data Needs (Getting Started Step 2)

• Workforce Classifications Request format and
  data
• ? ABMS (in Microsoft Excel format)
• ? MIRS Report (in Microsoft Excel format)
• ? Base on active classifications
• ? Request Filters classification code, name
  and CBID
• SAMPLE FORMAT

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Data Needs (Getting Started Step 3)
Retirement Criteria ?Determine retirement
categories used (Miscellaneous, Industrial,
etc.) ?Obtain State retiree averages from
CalPERS based on ?Retirement categories
used ?Average Age (within category)
?Average years of State service (within
category) ?DGS Criteria Categories
(Miscellaneous - Tier 1 and 2) ?Tier 1 Age
60 with 22.9 years of State service ?Tier 2
Age 60 with 12.9 years of State service

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Data Needs (Getting Started Step 3)
CalPERS Retirement Information
?Retirement Averages ?Updated averages
are issued annually in September
?Averages based on previous FY actual retiree
data ?Example DGSs projections
conducted in FY 07/08 based on applying FY
06/07 statewide averages to its workforce.
?How to obtain CalPERS retirement averages
?Copy of FY 06/07 averages (available
handout) ?Submit future request to
Frank Gerace (CalPERS) ?Email request
to Frank_Gerace_at_CalPERS.ca.gov
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Data Analysis (Workforce Age)
Analysis Steps (conducted twice annually)
?Breakdown by age groupings ?Breakdown by
CBID categories ?Based on filled position
information ?Percentages (based on total
filled positions) Current DGS Data (as
of 1/1/08) ?Employee Ages ?3,899
Positions Filled ?Display Charts (next five
slides)
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Data Analysis Sample (Workforce Age)

DGS Age Groupings (departmental roll-up)

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Data Analysis Sample (Workforce Age)

DGS Age Groupings (breakdown by CBID)

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Data Analysis Sample (Workforce Age)

DGS Filled Positions (breakdown by CBID )

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Data Analysis Sample (Workforce Age)
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Data Analysis Sample (Workforce Age)
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Data Needs (Workforce Age Analysis)
Workforce Age Analysis Request format and
data ? MIRS Report (in Microsoft Excel
format) ? Based on Filled Positions ? Reporting
Filters (each filled position)
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Data Needs (Workforce Age Analysis)

• Workforce Age Analysis
• MIRS Report (Microsoft Excel format)
• - Here is an sample of the final format of
  requested information

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Data Analysis (Retirement Projections)
Analysis Steps ?Identify workforce retirement
categories ?Determine CalPERS retiree averages
(age/years of State service) ?Request workforce
information (based on filled positions) ?Apply
retiree averages to workforce information ?Projec
t retirements on a 1 5 fiscal year basis
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Data Analysis (Retirement Projections)
Current DGS Data ?Analysis completed for 5
fiscal years (2007/08 2010/11) ?Eligible to
retire (based on 3,899 positions filled as of
1/1/08) ?Projections 1,077 (or 27.62) of DGSs
workforce is eligible to retire between FYs
2007/08 through 2010/11 ?Display Charts (next
two slides)
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Data Analysis Sample (Retirement Projections)

DGSs Five Year Projections (Departmental Roll-up)

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Data Analysis Sample (Retirement Projections)

DGSs Five Year Projections (breakdown by CBID)

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Data Needs (Retirement Projections)

• Retirement Analysis - Apply the following
  assumptions to request data
• Employees (who are current and on active status)
• Include CEAs and Exempts
• Age Criteria (55.0 years and older)
• Months of State service (91.0 months minimally)
• ? Criteria for 3 and 4 based on DGS applied
  retiree averages.
• DGS uses this criteria to project which
  fiscal year employees meetthe following retiree
  averages in a five year period. It answers
  ourquestion Which FY will an employee reach
  this age and havethese number of State service
  years?
• ?Tier 1 Age 60 with 22.9 years of State
  service
• ?Tier 2 Age 60 with 12.9 years of State
  service

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Data Needs (Retirement Projections)

• Retirement Analysis Request format and data
• ? MIRS Report (in Microsoft Excel format)
• ? Based on Filled Positions
• ? Apply assumptions detailed on previous slide
• ? Reporting Filters (each current employee)

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Data Analysis (Vacancy Rates)
Vacancy Rates (Analysis Steps) ?Obtain
list of established/vacant positions
?Determine vacancy rate () ?Vacancy Rate
Formula ?Calculation formula is B
divided by A (see below) ?Vacancy Rate
Percentage of calculation
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Data Analysis (Attrition Rates)
Attrition Rates (Analysis Steps) ?Calculation
formula is A B C D (see
below) ?Attrition rate D divided by A
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Data Analysis (Attrition Rates)
Attrition Rate Sample Start with 1,000 filled
positions. You have fifty less at the end of the
time period, but during the time period, you
hired fifty new employees. So, from the original
1,000 positions, you lost 100 (and gained fifty
from hiring). The attrition of the original
1,000 was 100 (or 10).
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Closing Remarks
?Questions or Concerns? ?DGS Contact
Information ?Deborah Vaughn, Chief - (916)
376-5413 ?Moana Tedrow, Manager - (916)
376-5484