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Tools for agencies

Managing an efficient and effective State Service can be done in many ways, and each option needs to be carefully considered within the context of what changes are anticipated. The State Service Management Office supports all agencies across the Tasmanian State Service to undertake these processes in line with the Managing Positions in the State Service - PDF version or you can download the Managing Positions in the State Service - word version.

Changing the workforce can take many forms, from reviewing or re-profiling positions or specific work, managing the establishment, maintaining vacancy control, offering voluntary redundancies and more. There is no one size fits all approach.

These practice and procedures set out the requirements that each of Head of Agency and their organisation need to consider as part of their strategic management of their organisation and workforce structure. Regularly strategic management can include a mixture of:

Reviewing agency services
Re-profiling and redesigning the workplace
Reviewing systems and processes

Managing Positions in the State Service focuses on re-profiling and redesigning the workplace through the three tools: Vacancy Control and Redeployment, Targeted and Negotiated Voluntary Redundancies and Workplace Renewal Incentive Programs. Learn more about the three tools below and as a human resource practitioner in the State Service you can access a range of templates and support resources.

Who does this apply to?

Managing Positions in the State Service is only relevant to agencies and organisations of the State Service who employee permanent employees under the State Service Act 2000, and the Police Service Act 2003. The procedures in Managing Positions in the State Service can be complex, so it is important to read through the different sections in line with the definitions set out from page 40 and to seek advice if you are unsure.

Heads of Agencies and their employees who are supporting work related to Managing Positions in the State Service are expected to demonstrate the principles of transparency, consistency, open communication and supporting employees throughout the process, whether they are directly or indirectly effected.

Vacancy Control and Redeployment

Vacancy control is a process where managers, human resources and senior leaders in each agency review and assess each vacant position before advertising. This ensures the position is essential, supports agency goals and priorities, and is fit for purpose. Internal vacancy management arrangements within agencies is an element of good governance and responsible management in the TSS.

Managing Positions in the State Service provides practical and procedural guidance on establishment management processes. It also outlines support for employees who may be impacted by changes, ensuring they meet all of the eligibility requirements for being allocated meaningful work and/or redeployed across the agency or State Service.

Workforce Renewal Incentive Program (WRIP)

This tool is available to assist agencies with their workforce planning activities. While called a program, there may be a number in use at any one time within agencies or across the State Service. Workforce Renewal Incentive Programs enable agencies to offer financial assistance to permanent employees who choose to leave their State Service employment, facilitating the re-profiling of a role and/or redeployment. Often this can look like a team or business unit being restructured or different roles being created and implemented to change the way the work is completed. It is important that all eligibility requirements are met, which includes a business case being approved with a clear saving being achieved through these actions.

Targeted and Negotiated Voluntary Redundancies

Targeted and Negotiated Voluntary Redundancy (TNVR) is a tool that is available to assist agencies to manage their workforce to meet business operational requirements.

A TNVR payment may be used to assist ‘identified employees’ to voluntarily leave their State Service employment provided that specified criteria is met.

TNVRs may also be used where a major restructure is required. In these cases, expressions of interests are called from those employees who will be directly affected, without individual employees having to be specifically identified.

Managing Positions in the State Service provides practice and process guidance on developing business cases to use the tool, managing expressions of interest for major restructures, negotiating redundancies, calculating payments and obtaining further legal advice, exclusion periods, leave entitlement considerations, etc.

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