Workforce Planning Process Optimization

Client:

A large oil & gas company as part of a corporate-wide digital transformation initiative.

Challenge:

The client lacked a structured and data-driven process for planning personnel allocation to project work. Staffing requests were made reactively and inconsistently, leading to frequent overstaffing, cost overruns, and low transparency in workforce utilization. The objective was to redesign the planning system to improve predictability, accountability, and cost efficiency.

Approach:

• Performed process mapping to define the decision points, approval chain, and data flows.

• Redesigned the sequence of planning steps, ensuring early-stage demand forecasting and cross-department alignment.

• Introduced data validation and control mechanisms to improve planning accuracy.

• Defined functional requirements for a digital planning tool to automate and scale the new process.

Impact:

• Within the first year after implementation, personnel allocation accuracy improved significantly, and headcount planning aligned with real project needs.

• The client achieved a 30% reduction in workforce planning costs.

• Improved visibility over staffing demand helped prevent bottlenecks and reduced administrative workload.