Best practices to identify training needs

and face up change

Carla Duarte &

Mafalda Vicente

IEBA’s presentation

1

Centre of Businesses and Social Initiatives

A local development association in the centre of Portugal,

celebrating 20 years of initiatives

1994-2014

MORTÁGUA - PT

IEBA is a local development association, private and not for profit, created in 1994, in Mortágua in the

Portuguese region Centro. Its' statutory objective is

“(...) the development of its territory, namely through the technical support and the promotion

of economical, cultural and social activities, human resources, education and training and also

through the creation and management of enterprises.”

Mission:

IEBA is an association that aims at contribute to social cohesion, integrated and sustainable

development of the territory, people and organizations with which collaborates, through the realization

of activities, projects and specialized technical services, in the economic, social and cultural fields.

Actuation Areas:

IEBA‘s main actuation areas are: local development; social innovation and intervention; vocational

training for adult learners; employment promotion; qualification, support, advice and expertise to

enterprises, social economy organizations and entrepreneurs.

Internal organization:

IEBA has 16 employees and is organized in 3 main offices, each one with a coordinator and several multidisciplinary workers:

Training & Employment Office

◦ Active employment promotion and vocational training packages for adult learners

Enterprises Support Office

◦ Companies, social economy and entrepreneurs’ advice, support, expertise, internationalization and qualification

Projects & Development Office

◦ Social innovation and intervention, local development projects and initiatives, at local, regional, national and European levels

IEBA’s 20 YEARS OF INITIATIVES

Being created in 1994, in 2014 IEBA celebrates 20 years. During these 20 years of initiatives, IEBA has:

implemented 51 social innovation/local development projects, being 23 in the framework of national funds, 28 in the framework of EU funds and having lead 25 and be partner in 26;

organized 10611 hours of training for 1429 adult learners;

organized 28 European exchanges for youth and training staff, in the framework of mobility projects;

qualified 300 companies, giving 14578 hours of training and involving 5457 adult learners from these companies;

qualified 102 social economy organizations, giving 12736 hours of training for social economy organizations.

IEBA´s activities and services related with SKILLS4JOBS

2

ACTIVITIES/SERVICES

Employment Unit

Support to job seekers and unemployed people in active employment search

Guidance to vocational training courses

Matching job offers with job seekers

Provide recruitment and selection services to companies

ON GOING

Annual Training Plan

IEBA is an accredited training body, engaged in a quality certification process

accordingly to PT law

Carries out an annual training need diagnose with individuals, companies and social

economy organization

It provides life long learning vocational training courses for adult learners (employed,

unemployed, job seekers) in the framework of its Annual Training Plan

ON GOING

Specialized services to companies, social economy organizations, entrepreneurs

Individualized training and consultancy assessment of needs

Individualized training plans and consultancy interventions

Implementation of quality management systems

Investment, market, process management and financial studies

Internationalization processes

ON GOING

PROJECTS

VALIDAID Validation of Skills and Knowledge for Strengthening the Positions of Low Qualified

Employees in the Labour Market

Leonardo da Vinci - Transfer of Innovation

ValidAid Kit: RVCC Methodology, Training programme for Assessors and Guidelines for companies

http://www.validaid.eu/

ENDED IN SEPTEMBER 2012

INSIGHT Individualized Training in Acquiring New Skills and Raising Employment Competences

Leonardo da Vinci - Transfer of Innovation

Handbook for Unemployed + Guide for Trainers of Unemployed + Insight Interactive Exercises

http://www.insight-training.eu/

ENDED IN SEPTEMBER 2013

PLUS Competences to the knowledge society and to live in Europe

Guide and training standards for vocational orientation services

Grundtvig 1

ENDED IN 2006

PROJECTS

Social Economy & SMEs

Q3 3rd Sector Qualification - Social economy qualification:

100 social economy organizations qualified, 2008-2014

http://www.facebook.com/Q3Qualificar3Sector

ON GOING

SME Training - Companies qualification:

300 enterprises qualified, 1998-2014

http://pme.aeportugal.pt/

ON GOING

Best practices to identify training needs

and face up change

3

ACTION 1: Identifying new professional profiles ACTION 2: Detecting training needs within firms ACTION 3: Reduce passive attitudes and resistance to change within firms

Identification/recognition of competences

Diagnose of training needs

Development of technical competences and soft skills

Improvement of quality and managment efficacy/efficiency

Increase competetivity and sustainability

Promotion of continuous improvement and reduce

change resistence

Validation of skills of low qualified workers and job seekers

The main aim of this project is to make competences more visible: - to the individual, who can serve as a motivational factor for the individual in his/her educational development and to facilitate access to lifelong learning; - to companies, so that they can develop more appropriate educational and training opportunities for the low qualified employees and identify ways to organise information about human capital and confirm competences.

Validation of skills of low qualified workers and job seekers

ValidAid provides a methodology of validation of competences for the 3 economic sectors (administrative, ITC and retail), especially in countries that don’t have a consolidated/national framework or system of recognition, validation and certification of competences (RVCC), along with the practical resources to implement it. ValidAid is innovative because of the way companies where engaged in the process, with a special attention given to their needs and expectations and with a special resource created to guide them thought the process of RVCC.

Validation of skills of low qualified workers and job seekers

ValidAid Kit includes: RVCC Methodology: - STANDARDS for recognition and validation of informal and non-formal competencies - METHODS AND TOOLS for evaluation of the low-qualified employees who will take part in the validation procedures - INTERACTIVE TESTS uploaded on the project's website for preparation and training for validation of low qualified employees - METHODOLOGY for implementing knowledge testing as a “competence” validation tool Training Programme for Evaluators (Assessors) - PROGRAMME of Training Course - PLANNING of Training Course - PowerPoint PRESENTATIONS of Training Course Guidelines for companies - Guidelines DOCUMENT - Interactive PRESENTATION - Interactive ACTIVITIES - FEEDBACK FORM

All project results are public and can be freely used. They are translated in AU, BG, EN, FR, IS, LT, PT. They can be downloaded from the project website: www.validaid.eu

Validation of skills of low qualified workers and job seekers

STEP 1

Build commitment

Company becomes aware of the opportunities and under-stands what will be done and how it will be done, the costs, and the possible outcomes.

STEP 2

Company competence profile

Company defines a document with all expected functions within it, including for each

one the expected school level and required competences

STEP 3

Involve candidates

The involvement of candidates requires

information about the process, the objectives, the

opportunities for the candidate and any

critical/difficult situations that they will face.

STEP 4

Portfolio completion

Candidates complete the portfolio reporting all educational, training

and work experiences and inserting evidences of documented or non-

documented competences acquired. This may be done, for example,

using a self-evaluation questionnaire on behavioral

competences plan that takes into consideration the candidate’s

competences and the company plans.

STEP 5

Assessment

Candidates complete the port-folio reporting all educational, training

and work experiences and inserting evidences of documented or non-

documented competences acquired. This may be done, for example,

using a self-evaluation questionnaire on behavioral competences.

STEP 6

Personal development plan

Results of assessments are discussed with candidates and within the

enterprise and be-come the basis of a personal development

STEP 7

Vocational training

Tailor-made training is defined using all personal development

plans as a base, humans resources function manual and

enterprise strategic plan.

STEP 8

Validation of competences

Competences are validated by the enterprise, documented and provided credit to start a new job

or to get into a vocational training route.

FPME - SME Training Programme

The improvement of companies and the qualification of business owners and

their employees are the major generic objectives of SME Training Programme

that, with specific actions tailored to each situation, has been applied since 1997 to more than 7400 of SMEs with

less than 100 employees.

The Programme specific objectives are: - improving the quality of management

and organization; - introduction of new technologies ;

- opening new markets; - promotion staff qualifications;

- incorporation of corporate social responsibility.

Q3 Qualify 3rd Sector Q3 is a national project aimed at developing the skills of individuals and social economy organizations, improve the quality of their services, the effectiveness of management and contribute to its competitiveness and sustainability through participated and sustained processes of consulting and training. Its added value is to promote the improvement of organizations and people who work in them, the level of management and internal organization. For this purpose, it applies participatory processes, seeking to empower internal resources of organizations and implement tailored, innovative solutions of training and consultancy, creating skills and tools that allow them to promote lifelong learning and continuous process improvement.

Qualification of companies

and 3rd sector organisations

Q3 and FPME apply a very similar organizational qualification model which is a participative, process-based methodology of consulting and training combined activities.

The aim is to improve the organization and management of the

entities of social economy and companies through the development of people's competences and creation of instruments/tools/resources to support the implementation of activities.

This methodology is based on two fundamental principles: the

participation of all members of the organization (managers, employees and volunteers), at all stages of the process and support on specific data and information on the organization/company, in order to establish and measure the relationship between the initial situation (problems and situations to improve) and the desired situation (objectives and results to be achieved).

Qualification of companies

and 3rd sector organisations

The qualification of entities/companies is organized in several phases: pre -selection, selection, organizational diagnose, development plan, implementation of training measures, plan review and recommendations.

The qualification process is implemented during 9

months to 1 year witin each organisation. Complementary procedures of monitoring and

evaluation, internal and external are developed in all phases.

The qualification is based on consulting and training

activities carried out within the organization, preferably using active/participative methods that involving all people, facilitating interaction and taking advantage of the knowledge and experiences.

Qualification of companies

and 3rd sector organisations

Qualification of companies

and 3rd sector organisations

Pre-selection of organizations

Training and visits to all pre-

selected organizations

Selection of participant

organisations

Implementation of training measures

Definition of action plan

Organisational diagnose

Recomendations and conclusions

Inputs to the orientator´s profile

-Liaison consultant: professional with an university degree, mainly in social sciences, economics or management, with special training and experience in implementation of participative qualification processes in SMEs and/or social economy organizations

- Internal facilitator: professional from the company or the social economy organization that is the appointed contact person, that makes all the articulation with the liaison consultant, to facilitate the implementation of the process

Inputs to the orientator´s profile

- Assessor: The assessor may be a (senior) trainer outside of the workplace or an expert within a professional/sectorial association or academic organisation etc. Suitable people include vocational instructors associated with a particular profession; specialists in the field of human resources management. - Co- assessor: Where co-assessors are required, they are to act on behalf of the assessors at the employees’ (the validation candidates) workplaces. - Adviser: People with educational and occupational guidance competencies are preferable. Training for the advisers should include attitudes to validation and training for the guidance of the portfolio work. Otherwise, advisers should prepared by participating in the development/revision of the validation tools.

Inputs to the orientator profile

Relevant soft skills: Communication Interpersonal relationships Flexibility Adaptability Time management Autonomy Decision Responsibility Assertiveness Broadmindedness Mediation Availability Credibility Impartiality Empathy Reasonableness

Required technical competences:

Pedagogical documentation management

Pedagogical participative methods

Knowledge and experience in specific methodologies (qualification methodology applied in SMEs and Social Economy, consultancy methodology, RVCC methodology, ...)

Knowledge about the context (global, local, sectoral) of SMEs, its Managers and staff and Social Economy Organizations, its Directors and staff

Lessons learned from ValidAid, Q3 and FPME

To be succeeded there are some lessons learned that can be benchmarked to the (new) orientator profile:

Need to create trust and straight bonds with the organisations the orientator works with, in order to access information, documentation and organize contacts with staff

Relevance of proximity, territorially with regular visits and distance contacts, to have a empiric and deep knowledge about each organisation, its sector, the staff, allowing to clearly and precisely identify needs, define/implement action plan and monitor the processes

Importance to combine soft skills and technical competences in the orientator profile, in order to be succeeded in the work/intervention with the organisations and its staff

Priority to use participative methodologies, that involve and promote co-responsibility of all organization hierarchical levels, because change is only possible when all staff understands its need and added value

More information about us on...

http://www.ieba.org.pt

http://www.facebook.com/IEBACentroIniciativasEmpresariaisSociais

https://www.youtube.com/iebavideos

http://issuu.com/ieba

Centre of Businesses and Social Initiatives

Carla Duarte: carla.duarte@ieba.org.pt & Mafalda Vicente: mafalda.vicente@ieba.org.pt

- Thanks for your attention!