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CHAPTER 3 Workforce Toolkit Use 3.1 User Site In designing this tool, the researchers recognized that different agencies will have different workforce needs given varying situations, and that combinations of resources will need to be used in an integrated way to take advantage of synergistic efforts. For example, succes- sion planning indicates that integrated human capital programs and resources tend to be more effective at achieving organization outcomes than those which are used and viewed as separate entities. A variety of approaches to searching the Toolkit were created to address these needs. Although views 1-4 shown in figures 3.13.4 each have a different structure for finding resources, all utilize the same pool of resources and draw upon the same faceted classification for those resources as shown in Figure 3.1. For Top Ten DOT Needs (view 1), Frequently Asked Questions (view 2), and Functional View (view 3), the facets have been preselected by the research team. The Top Ten DOT Needs view combines the 10 priority issues defined by the rows with the needs defined in the column headings. Selecting "resource list" from the desired column and row retrieves relevant information from the database based on preprogrammed facets. For example, 1A, "I am seeking resources to help me understand issues and trends in strategic workforce planning," searches for resources with the facets General Resource and Workforce Planning/Development. The Frequently Asked Questions view is preprogrammed to retrieve information from the database that includes relevant workforce or need type and item or resource type. The program allows for multiple "or" commands within need type and multiple "or" com- mands within resource type to refine the search. For example, resources for question 1, "A large percentage of our organization's workforce is due to retire over the next five years. How can we address this situation?" are culled from resources that address recruitment, succession planning, leadership development, retirement, or knowledge management. The database allows for one preprogrammed "and" clause in this view, similar to that imple- mented in View 1. As with views 1 and 2, the Functional View search contains preprogrammed facets. However, this view allows users to drill down on a particular topic to find more focused resources. Retrieved information for function 1(Strategic Workforce Planning), for example, is culled from resources containing information on workforce planning/development, succession planning, and knowledge management. The more specific issues under the general functions narrow the search by need type to eliminate irrelevant topics. Workforce planning (issue 1.2) searches only resources tagged as containing workforce planning/development material or succession planning information. Some functions are further refined (e.g., function 1.2.1, succession planning), which correlates 24

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Workforce Toolkit Use 25 Figure 3.1. Data structure for faceted classification. to a further refining of the search. In this example, resources retrieved are only those tagged with succession planning. The database allows for a single preprogrammed "and" clause in this view, similar to that implemented in View 1. Faceted Search (View 4) allows state DOT personnel to select the desired combination of any of the 54 facets. There is no restriction on the number of facets that can be selected in this view. Any combination of boxes (e.g., any combination of the 54 facets) within these can be checked, which allows for highly customized searches. Text Search (View 6) likewise affords the user the opportunity to search based on individual needs; in this instance, the search is based on keywords. Two additional screens Geographic View (View 5), and State Practices (View 7) access sepa- rate databases that do not contain resource listings. Presently, there is no data in the Geographic View table. View 7 accesses the state practices table as shown in Figure 3.2. Home, Forum, and Video (Views 8, 9, and 10) are not linked to a database and contain no search functions. User Guide (View 11) connects the user to a PDF of the user guide for the Workforce Toolkit site.