Strategic Workforce Planning

Find information about a programme of work to embed Strategic Workforce Planning across all staff groups

Page updated: 30 October 2024

A programme of work is underway to embed Strategic Workforce Planning (SWP) and its methodology across all staff groups at the University.

SWP is a cornerstone of the University’s long-term success. With information from HR, finance, the University Strategic Action Plan, and data and insights, SWP will proactively anticipate short and long-term goals to ensure we are positioned to meet the evolving needs of our academic and administrative functions. SWP also provides an opportunity to embed the University’s position as an employer of choice by creating roles that harness the talent of our people long-term. 

The capability to carry out SWP is essential for planning a Talent Management Strategy and will be part of the University's People Strategy and the People & Finance Transformation Programme. ​The introduction of SWP is part of the Digital Transformation Programme which has expediated the need for workforce planning in a range of areas.

 

Key information

The Strategic Workforce Plan will deliver the following benefits:

  • Identifies shortages of talent for critical roles​; 
  • Serves as a mechanism to identify critical roles​; and 
  • Identifies wider skills gaps in the workforce (eg soft, professional and technical skills) to support the University's strategic planning process​. 

We are in the very early stages of introducing SWP, currently undertaking a project to develop an SWP methodology for the University and focusing on the skills required to enable digital transformation.  

The current project has two phases: 

Phase Outcome Deliverables
Phase 1: Align & Design

Stakeholders will have been identified and be aligned around a clear vision and intent for SWP.  

There will be a clear understanding of the methodology required to deliver that vision. 
  • Strategic intent – the vision, objectives and success metrics for SWP at the University 
  • SWP methodology designed, including:​ 
    • End-to-end process  
    • Detailed list of activities required in each stage 
    • Reference to and inclusion of key methods and tools 
    • SWP roles and responsibilities (a RACI outlining new ways of working) 
Phase 2: Pilot & Refine

The SWP methodology will have been tested and amended to ensure it is fit for purpose.
  • Pilot the SWP methodology  
  • Provide meaningful outputs on identifying the skills required to enable digital transformation  
  • Revised SWP methodology based on feedback and application​ 
  • Identification of gaps in processes and/or systems which need to be addressed for the implementation of SWP 
  • Measures for success including documented success stories
  • Change Management Strategy

​

Beyond phase two, plans will be developed to provide a clear roadmap as to how SWP will be implemented and embedded across the University. The most immediate projects will focus on areas where need has been identified for SWP, which at present is to enable digital transformation initiatives. 

Phase 1 of the project (Align & Design) has completed, with a methodology designed to accommodate the complex size and shape of the University. As part of this phase, interviews were conducted across central, divisional, and departmental teams to gain valuable insight and formulate a methodology. 

Phase 2 has now commenced, with a pilot scheduled to test the methodology and make iterative improvements based on participant feedback. Working with participants across divisions and departments,​ with a focus on digital transformation initiatives, the project team is testing and shaping the SWP methodology to ensure it is relevant, flexible and tailored to the needs of the University. 

The current SWP project is being delivered by a small team led by Sarah Kilgour, Head of Strategic Workforce Planning and afforced by external consultants.

Contact us at: swp@admin.ox.ac.uk. 

Contact us

Email the project team: swp@admin.ox.ac.uk. 

Related links

 People Strategy

 People & Finance Service Transformation

 Digital Transformation Programme