This requires WP Champions to follow those steps:

• Assign WFP planning champions from the HR department and peer champions inside each business unit to be dedicated to the workforce planning process; this will help your organization to position the WFP process at a strategic level to be Strategic Workforce Planning Development (SWPD) process, which will boost the business growth and productivity. 
• Prepare our data gathering form for each function, division, department, or section as per the Org Unit sheet.
• Gather completed forms from departments and verify the accuracy of data by the WFP team.
• Analyze outputs provided in the forms to determine workload.
• Conduct gap analysis by comparing workload analysis with FTE demand. 
• Create a baseline database for strategic workforce planning.
• Develop workforce planning process for the long term and at the organizational level.

Distribution of Job Levels

Distribute jobs at basic levels based on the nature of jobs and their responsibilities. 

• Classify jobs based on organizational standards in parallel with project completion to support the strategic workforce planning process in compliance with the HR Division’s strategy and at the organizational level.

Prepare assumptions for employee’s outputs in numbers:

• Days per Year
• Days per Weekend
• Days of Public Holidays
• Days per Annual Leave
• Average Sick Leave Days
• Contractual Working Hours per Day
• Productivity Rate % Required by the Business

For project and manufacturing/product industries, a variation rate of 30% needs to be added to the outputs as FTE protective capacity.

Notes

• Please note that if the FTE result is = or > 0.6 FTE, it shall be rounded up to 1 FTE; if = or < 0.5, it shall be rounded down.
• Headcount shall be calculated based on Active Employees only.
• Assessment Sessions to be conducted with the Functional Head of Department only.
• Forms are to be filled out and diagnosed by Workforce Planning Teams and kept ‘Confidential’ and shall not be shared with the Workforce Planning Team.

Preparing for Direct Employee Report

• Prepare a list of your direct full-time employees; this excludes non-direct employees such as those in the outsourced workforce.
• Include the following data in your direct employee list: Division, Department, Section, Sub-Section, and Unit.
• Fill in Employee Name, Job Title, and Employee Clock No; select if an employee is serving the unit they exist in, and select if their job titles match the actual work tasks.
• Determine if the role is a core or supporting role, the job pay level, role type ‘individual contributor or managers’, and job band.  
• Select the employee as direct or outsourced.    

Conducting Workload Analysis

• Prepare the list of functional accountabilities for that business unit.
• Ask the business unit functional head to state the driver behind doing that task today.
• Ask them to fill in the duration ‘in hours’ of that task per day.
• Ask them to state the frequency of that task: No of Days a task is repeated per week, No of Weeks a task is repeated Per Month, No of Months a task repeated per year.
• Use our FTE Assessor by filling the gathered figures into the fields matching the headers in the data gathering form.
• Complete the data entry and click submit so our assessor can give an accurate analytics report about your FTE capacity assessment.  

Summary of FTE Bottom-Up Assessment

You will compare your existing FTE levels and capacity with the top-down FTE demand forecast submitted by your functional heads for all departments. Please see our ‘FTE Demand Forecast Top-Down Template.’

• Prepare your current workforce distribution by position type, e.g., operational ‘individual contributor role’ or managerial role. 
• Prepare workforce distribution by job level, e.g., clericals, professionals, managers, and executives.
• Prepare data of current FTE surplus ‘none utilized FTE for more than a quarter of the year’; this includes job titles, role type, number of FTE demand based on top-down assessment, surplus FTE, and top-down demand.
• Insert comparative data provided by top-down demand forecast in front of the current workforce distribution in the tables on the last sheet of our template.
• Be sure to update the job levels and other job-related variables based on your business’s standard.

Note: This bottom-up FTE capacity assessment can be used for any reason to determine workforce needs, e.g., an organizational restructure project FTE capacity planning. However, at the annual workforce planning cycle, it’s advised to first use our FTE Demand Forecast – Top Down method to compare credible assumptions obtained by business leaders with the FTE Bottom-Up assessment that WP Champions will conduct. Therefore, your business can reach a strong evidence-based FTE assessment result.