Download - Data Analysis DGS

Deborah Vaughn, ChiefOffice of Human Resources

Department of General Services

Conducting Data Analysis(Workforce Ages – Projecting Retirements)

• 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)

DGS (Data Analysis Approach)

• 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)

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


Agency

Code

Unit

Code Name Location City

306 100 EXEC/ADMIN 707 3rd STREET SACTO

• Identify Workforce Classifications – Obtain list:

►Classification Names

►Classification Codes

►CBID (collective bargaining identifier)

• Target Date: 7/1/08 (to start with FY 08/09)


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


Class Code Class Name CBID

5393 Assoc Govt Program Analyst R01

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


CalPERS Retirement Information

►Retirement Averages Updated averages are issued annually in September Averages based on previous FY actual retiree data Example: DGS’s projections conducted in FY 07/08 based

on applying FY 06/07 statewide averages to it’s 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: [email protected]


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)

Data Analysis (Workforce Age)

Data Analysis Sample (Workforce Age)

DGS Age Groupings (departmental roll-up)

Age GroupTotal

Employees% of Total Filled

Positions

Younger than 24 91 2.33%

25 – 29 182 4.67%

30 – 34 237 6.08%

35 – 39 344 8.82%

40 – 44 438 11.23%

45 – 49 712 18.26%

50 – 54 823 21.11%

55 – 59 665 17.06%

60 + 407 10.44%

Total 3,899 100.00%


DGS Age Groupings (breakdown by CBID)

Age Group Exempt Managerial SupervisoryRank & File

Younger than 24 0 0 0 91

25 – 29 0 0 5 177

30 – 34 1 0 12 224

35 – 39 2 2 24 316

40 – 44 0 5 49 384

45 – 49 1 12 120 579

50 – 54 1 28 140 654

55 – 59 6 18 104 537

60 + 1 6 74 326

Total 12 71 528 3,288

% of Workforce 0.31% 1.82% 13.54% 84.33%


DGS Filled Positions (breakdown by CBID )

CBID Category

Total Positions

Filled

% of Total

Workforce

Exempt 12 0.31%

Managerial 71 1.82%

Supervisory 528 13.52%

Rank & File 3,288 84.18%

Total 3,899 100.00%


DGS WORKFORCE BY AGEAs of January 1, 2008

407

438

182

91

237

344

712

823

665

0

100

200

300

400

500

600

700

800

900

Younger than24

25 - 29 30 - 34 35 - 39 40 - 44 45 - 49 50 - 54 55 - 59 60 +

Employee Age

Nu

mb

er

of

Em

plo

ye

es

DGS EMPLOYEES IN AGERANGE (3,899 TOTAL)

►78% of DGS's Workforce is over 40 years old.►48% of DGS's Workforce is over 50 years old (and age elgible to retire within 5 years).

(1.39%)

(4.16%)

(6.08%)

(8.82%)

(11.23%)

(18.26%)

(21.11%)

(17.61%)

(10.44%)

(17.06%)

(4.67%)

(2.33%)


DGS Workforce By Age and CBIDAs of January 1, 2008

0%

5%

10%

15%

20%

25%

30%

35%

40%

45%

50%

-24 25 - 29 30 - 34 35 - 39 40 - 44 45 - 49 50 - 54 55 - 59 60+

Age Group

Perc

enta

ge

Exempt

Managerial

Supervisory

Rank & File

Total Filled Positions : 3,899-Total Filled (by CBID) : Exempt (12) - Managerial (71) - Supervisory (528) - Rank & File (3,288)

- Percentage of Workforce : Exempt (0.31%) - Managerial (1.82%) - Supervisory (13.54%) - Rank & File (84.33%)

Workforce Age Analysis – Request format and data:

MIRS Report (in Microsoft Excel format) Based on Filled Positions Reporting Filters (each filled position):

Data Needs (Workforce Age Analysis)

Agency Code/

Reporting Unit Code CBID

Employee Name Include CEAs and Exempts

Employee Age Active Status Only

Classification Title Time base and tenure

Workforce Age Analysis

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

Data Needs (Workforce Age Analysis)

Agency

Code

Unit

Code Employee Classification Age CBID

306 100 DOE, JOHN AGPA 54 R01

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

Project retirements on a 1 – 5 fiscal year basis

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 DGS’s workforce is eligible to retire between FYs 2007/08 through 2010/11

Display Charts (next two slides)

Data Analysis (Retirement Projections)

Data Analysis Sample (Retirement Projections)

DGS’s Five Year Projections (Departmental Roll-up)

Departmental Roll-Up

FY 2007/08

FY 2008/09

FY 2009/10

FY 2010/11

FY 2010/11 Total

Projected Retirements 558 118 134 136 131 1,077

Eligible to Retire

(Percentage) 14.31% 3.03% 3.44% 3.49% 3.36% 27.62%

Data Analysis Sample (Retirement Projections)

DGS’s Five Year Projections (breakdown by CBID)

Projected Retirements(by CBID)

FY 2007/08

FY 2008/09

FY 2009/10

FY 2010/11

FY 2010/11 Total

Exempt 1 0 2 1 1 5

Managerial 16 4 5 4 9 38

Supervisory 71 21 18 17 17 144

Rank & File 470 93 108 114 105 890

Total 558 118 133 136 132 1,077

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 meet

the 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

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):

Data Needs (Retirement Projections)

Agency Code/

Reporting Unit Code CBID

Organization (Unit) Name Months of State service

Employee Name/Age Retirement Category

(with Tier 1 or 2 designation)

Classification Title Time base and tenure

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

Data Analysis (Vacancy Rates)

A = # of established positions (e.g., July 1st)

B = # of vacant positions at the same time period (i.e., July 1st)

Attrition Rates (Analysis Steps)

Calculation formula is: A – B + C = D (see below)Attrition rate = D divided by A

Data Analysis (Attrition Rates)

A = # of filled Positions at the beginning of time period (i.e., July 1st)

B = # of filled positions at end of time period (i.e., June 30th)

C = # of new hires during time period (i.e., fiscal year)

D = # of attrited positions

Attrition Rate SampleStart 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%).

Data Analysis (Attrition Rates)

A = # of beginning positions 1,000

B = # of ending positions 950

C = # of hires 50

D = total attrition 100

Attrition Rate = D/A 10%

►Questions or Concerns?

►DGS Contact Information: Deborah Vaughn, Chief - (916) 376-5413 Moana Tedrow, Manager - (916) 376-5484

Closing Remarks

Download - Data Analysis DGS

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