Succession PlanningTool

The Succession PlanningTool will help to understand the staffing and developing
needs of current employees. This tool will enable HR and managers to better
assess their workforce needs and create a plan to ensure their employees may
develop their full capabilities. Use HRD’s Succession Planning Excel Tool to begin
your process for internal mobility and to maximize employee's skills.

Sample Succession Planning Chart:

This tab of the tool is an HRD Planning Chart. Use this tool, along with HRD
Succession Planning Background Information document, to incorporate information
about your current staff to analyze your succession planning needs and their
timelines.

Sample Employee Gap Analysis

This tab of the tool allows you to identify the current competencies of your
employee in focuse compared to those needed for the goal position to determine
the gaps in skills.

Sample Training Plan

This tab in the tool allows you to transfer those identified gaps into a skill
development plan .

Additional Worksheets

Additional worksheets have been added for your convinience. They have been
named: Succession Planning Chart (1), Succession Planning Chart (2), Position
Gap Analysis, and Personal Training Plan.

Trouble Shooting & Disclaimer:

If you experience difficulties with the tool, check that appropriate cells have been
locked and that all formulas remain intact. Use the pre-populated sample names
and numbers to help you understand the intended use of the tool.

All the data in the tool is sample data and designed to illustrate how the tool
functions. Please fill in your own numbers and rename categories if needed.
 
Instructions:

Enter your data into the cells in each worksheet. Analyze the data.
Enter your data into the cells in each worksheet. Analyze the data.
Organizational Succession Planning Chart

(Sample completed Worksheet)

Position Incumbent Retirement

Potential Sucessor Current title Potential for retention
Title Name Status

CEO John Walker A

Denise Goth C Operations Manager high
Tom Smith C Regional Manager medium
CFO Stacy King A
Amanda Lewis C Director of Finance high
Sales Manager Matthew Hunter C medium
Jeremy Powers C Account manager high
Administrative Manager Megan Simpson B
Tom Wilson C Admistrative assistant high
Erica Park C Administrative assistant low
Accountant Amber Stein A low
OUTSIDE HIRE
Operations Manager Denise Goth C
Tom Smith C Regional Manager medium
Cindy Thompson C District manager medium
Regional Manager Tom Smith C high
Cindy Thompson C District manager high
IT Director Jacob Black A low
Michelle White C IT Support Manager high
HR Generalist Jordan Hill C low
Allan Lawrence C Senior Research Analyst medium
Colour Scale Retirement Status (potential exit from organization):
Red- Critical role to fill A: Retirement likely within 1 year
Yellow- Impending vacancy to fill B: Retirement likely within 3-5 years
Green- Potential vacancy C: Retirement unlikely
 Potential for Number of Number of Number of
Mobility or Potential Internal Training External Training Staff Ready Staff Ready in Staff Ready in
Transfer Now 1-2 Years 3-5 Years

low 0 1 1
high cross training assignments executive MGMT courses
medium project assignments executive MGMT courses
low 0 1 0
high on the job training opportunities finish CMA courses
high 1 0 0
high on the job training opportunities n/a
low 1 0 1
high inventory training n/a
medium on the job training opportunities MGMT courses
low 0 0 0

high 0 2 0
medium job shadowing, job rotation MGMT courses
medium job shadowing, job rotation MGMT courses
medium 1 0 0
high n/a n/a
low 0 1 0
high overall familiarity with all IT systems Project and budget MGMT
high 0 1 0
medium exposure to internal HR procedures CHRP designation
Potential for Mobility of Transfer:
H - high- has the skills and knowledge
M - medium- some interest in future development
L - low- is unlikely to change positions
 Completed Training Plan
Gaps Analysis Developed

y y
Y Y
Y Y
Y Y
Y Y
Y Y
y y
Y Y

N N

Y Y

Y Y

Y Y
Position Gap Analysis - CEO
position
incumbent
Potential sucessor
Potential sucessor's current title
Required Competencies
Customer Focus
Communication
Energy & Stress
Team Work
Quality Orientation
Adaptability/ Flexibility
Time Management
Creative and Innovative Thinking
Problem Solving
Development and Continual Learning
Result Focus
Accountability and Dependability
Ethics and Integrity
Providing Consultation
Staff Management
Decision making and Judgement
Coaching and Mentoring
Mathematical Reasoning
Leadership
Enforcing Laws, Rules and Regulations
Mediating and Negotiating
Planning and Organizing
CEO
John Walker
Denise Goth
Operations Manager
Current Compentencies Gaps
Customer Focus
Communication
Energy & Stress
Team Work
Quality Orientation
Adaptability/ Flexibility
Time Management
Creative and Innovative Thinking
Problem Solving
Development and Continual Learning
Result Focus
Accountability and Dependability
Ethics and Integrity
Providing Consultation
Staff Management
Decision making and Judgement
Coaching and Mentoring
Mathematical Reasoning
Leadership
Enforcing Laws, Rules and Regulations
Mediating and Negotiating
Planning and Organizing
Personal Training Plan - Denise Goth
position CEO
incumbent John Walker
Potential sucessor Denise Goth
Potential sucessor's current title Operations Manager

Identified Gaps Internal Training

Creative and Innovative Thinking case study: situational problems
Development and Continual Learning
Staff Management job shadowing John W. for a 30 day assignment
Mediating and Negotiating exposure to bargaining unit meetings

Formal business training

 Internal Scheduled Training
Bi-monthly 1/2 day session scheduled

Temp assignment in Finance month of June

Invited to participate in Step 3 grievance prep
Participant Mgmt. Contract Negotiation Team
 External Training

Management course in the field of finance at (name of college)

performance management and compensation course at (name of college)
labour relations course at (name of college)

Executive MBA program

 External Scheduled Training

TBD
Performance management 1001 Harvard U. May - August
TBD

Executive MBA program commences Sept 1, 2010

Organizational Succession Planning Chart

Potential for Mobility

Position Incumbent
Potential Sucessor Retirement Status Current title Potential for retention or
Title Name
Transfer

Colour Scale
Red- Critical role to fill
Yellow- Impending vacancy to fill
Green- Potential vacancy
Retirement Status (potential exit from organization): Potential for Mobility of Transfer:
A: Retirement likely within 1 year H - high- has the skills and knowledge
B: Retirement likely within 3-5 years M - medium- some interest in future devel
C: Retirement unlikely L - low- is unlikely to change positions
 Number of Number of
Potential Internal Number of Staff Completed Training Plan
External Training Staff Ready in Staff Ready in
Training Ready Now Gaps Analysis Developed
1-2 Years 3-5 Years
 Mobility of Transfer:
s the skills and knowledge
some interest in future development
nlikely to change positions
Organizational Succession Planning Chart

Position Incumbent
Potential Sucessor Retirement Status Current title
Title Name

Colour Scale
Red- Critical role to fill
Yellow- Impending vacancy to fill
Green- Potential vacancy
Retirement Status (potential exit from organization):
A: Retirement likely within 1 year
B: Retirement likely within 3-5 years
C: Retirement unlikely
 Potential for Mobility
Potential Internal Number of Staff
Potential for retention or External Training
Training Ready Now
Transfer
Potential for Mobility of Transfer:
H - high- has the skills and knowledge
M - medium- some interest in future development
L - low- is unlikely to change positions
 Number of Number of
Completed Training Plan
Staff Ready in Staff Ready in
Gaps Analysis Developed
1-2 Years 3-5 Years
Position Gap Analysis - (position title)
position
incumbent
Potential sucessor
Potential sucessor's current title
Required Competencies Current Compentencies
Gaps
Personal Training Plan - (Name of Successor)
position
incumbent
Potential sucessor
Potential sucessor's current title

Identified Gaps Internal Training

Internal Scheduled Training
External Training
External Scheduled Training