Preparing your SWP strategy: The guide to collecting and cleaning your data

Data plays a critical role in Strategic Workforce Planning (SWP) because it forms the basis for informed decision-making and allows businesses to align their human capital with their long-term goals. However, the success of the SWP depends on the quality and accuracy of the data collected. In this article, we'll look at how to collect and clean data for your first Strategic Workforce Planning action, ensuring that your business is well prepared for this major process.

1. Identify relevant data sources

The first step in collecting data for SWP is identifying relevant data sources within your business. Among the most common sources we have:

• human resources information systems (HRIS)
• Performance management systems
• Talent Management Systems/Talent Experience Platform/Competency Mapping Solutions
• Learning Management Systems
• Employee surveys

Consider quantitative and qualitative data to get a comprehensive understanding of your workforce. Collaborate with HR professionals, line managers, and IT specialists to ensure access to the data you need.

2. Collecting data consistently

When collecting data from multiple sources, it is essential to ensure the consistency of the collection method. Develop a standardized process for collecting data, including consistent definitions, measurements, and methodologies. This consistency will facilitate data aggregation and analysis and reduce the risk of errors or misinterpretations.

3. Clean and prepare data

Before analyzing data, it is essential to clean and prepare it to ensure accuracy and reliability. Some common data cleaning tasks include:

• The removal of duplicates
• Correct input errors
• Complete missing data or correct inconsistencies
• Standardize data formats and units of measurement
• Investing time in data cleaning will minimize errors and improve the overall quality of your SWP analysis.

4. Maintaining data confidentiality and security

When collecting and cleaning data, it is essential to comply with data privacy and security regulations, such as the General Data Protection Regulation (GDPR) or the California Consumer Privacy Protection Act (CCPA). Ensure that your business has the necessary permissions to access and process employee data, and that all data processing processes comply with current regulations. Implement strict access controls and data encryption measures to protect sensitive information.

5. Develop a centralized data repository

Once the data has been collected and cleaned, it should be stored in a centralized repository or database that is easily accessible and can be updated by all actors concerned. This centralization will make it easier to manage and update data and allow everyone involved in the SWP process to have access to the most current and accurate information.

6. Update and regularly check the quality of the data

Strategic Workforce Planning is an ongoing process and the data used in the analysis should be regularly updated and checked for quality. Establish a routine for maintaining data, including updating records, dealing with inconsistencies, and assessing overall data quality. By maintaining accurate and up-to-date data, your business will be better equipped to make informed SWP decisions and adapt to changing workforce needs.

Conclusion

Collecting and cleaning data for strategic workforce planning is a critical step in ensuring the success of the process. By identifying relevant data sources, collecting data consistently, cleaning and preparing data, maintaining data privacy and security, developing a centralized data repository, and regularly updating and monitoring data quality, your business will be well prepared to launch its first SWP initiative. Investing time and effort in data management will allow you to get more accurate, reliable, and actionable workforce information, which will put your organization in a position for long-term success.