Training Needs Assessment

Presented by:

Manika Babbar

Sylvia Babington

Basheer Noufal Mohamed

Agenda What is “Training Needs Assessment”?

Objectives of analysis

Factors influencing analysis

Training cycle

Needs Why to they arise?

Levels of needs

Prioritization

Tools used for analysis

Models used for assessment

Example

Case Study

Problems with needs assessment

What is ‘Training needs assessment’?

“(Training) Need Assessment is defined as an investigation, undertaken to determine the nature of performance problems in order to establish the underlying causes and the way in which training can address this.”

– Erasmus, Schenk, Swanepoel, and Van Dyk (2000)

A needs assessment is the process of identifying performance requirements within a department and the “gap” between what level of performance is required and what present level of performance is.

If there is a variance between the desired and actual levels, a needs assessment explores the causes responsible for the gap and methods for closing the gap. A complete needs assessment also considers the possible consequences of ignoring the gaps.

Objectives of analysis

Organisational goals and its effectiveness in achieving those goals

Challenges for the future

Performance requirements and the knowledge, skills and abilities needed by workforce to achieve the requirements

Identify the gaps between the current skills and future job requirements

Conditions where in the training and development will occur

Choose the right people and provide the right training

Factors influencing the analysis

Development of employee/management skills to fill a current need

Employee relations/organisational problems

Meet changing needs

Career development

The Training Cycle

Identify Needs

Instructional Objectives

Course Design Implementation

Evaluation

How do needs arise?

Change in the environment – Regulatory, Technology, Competition

New Skills, Knowledge, Ability, Attitude Knowledge Transfer

Desired Standard – Current Performance = Gap

Levels of NeedsNeeds

Organization Task Individual

Effectiveness of the entire Organization

•Looks at broad performance levels•Multi-level assessment of causes of gaps

At a Functional Level

•Based on departmental performance metrics•Looks at occupational groups having impact on organizational performance

Employee Level

•Based on performance evaluation, productivity metrics, absenteeism, observations, interviews, progress charts, attitude surveys etc.

Different Needs

Training needs will differ with the backgrounds of the employees to be trained, and their present status in the organization.

New hires

Veteran employees

Trainees currently in the training pipeline (Currently in the training program )

Prioritizing the needs

What impact will developing these skills have on our performance?

What would be the cost/benefit of investing in developing these skills

Which skills needs are the most important to our long-term success?

Which skills needs are the most urgent?

Tools used for Training Needs AssessmentMethod Advantages Disadvantages

Surveys/ Questionnaires

Large coverage.Inexpensive.Option for anonymous response.Data can be easily summarized.

Time Consuming.Difficult to understand specific problems.

InterviewsUncover attitudes.Rich data yield.Spontaneous Feedback.

Time consuming.Difficult to quantify results.Highly dependent on the skill of the interviewer.

Performance Appraisals

Identify gaps in specific skills.

An efficient system for appraisal should be in place.Is very subjective.NA to unionized employees.

ObservationsWill not interrupt routine workflow.Can generate unbiased data.

Requires highly skilled observer.Possible only in work setting.

Tools used for Training Needs AssessmentMethod Advantages Disadvantages

Tests Easily quantifiable data.Questionable validity.Measures knowledge and not skill.

Assessment Centers

Early identification of potential.Usually accurate.Reduced bias and higher objectivity.

Expensive.Time consuming.Limited coverage.

Focus Groups/Group Discussions

Focus on consensus.Time consuming.Mostly subjective data generated.

Document Reviews

Indicates exact trouble spots.Objective results.Easily analyzable.

Do not indicate causes.Reflects past than current situation.Skilled data analyst required.

Advisory Committee

Simple.Inputs from multiple sources.

Objectivity should be ensured.May not give a give a complete picture.

Training Needs Assessment Models

McClelland (1993) open systems model Barbazette (2006) Five Question Approach

Source: Cekada, T. (2011) Need Training ? Conducting an Effective Needs Assessment.

McClelland (1993) open systems model

Determi ne assessment goals

Determine assessment group

Determine availability of quali fied resources to conduct and oversee the project

Gain senior management support and commitment

Review/select assessment methods/instruments

Determine critical time frames

Schedule and implement

Gather feedback

Analyse feedback

Draw conclusions

Present findings and recommendations

11 Step Approach to conduct training needs assessment:

Source: Cekada,T. (2011 ) Need Training ? Conducting an Effective Needs Assessment.

Barbazette (2006) Five Question Approach

WHY ?

• Is the performance defi ciency linked to a business need • Is the benefi t of the training is greater than the cost of the current defi ciency.

WHO ?

•Who is target audience ?•Assists trainer to customize the program accordingly.• Identify people who would benefit from the training.

HOW ?

•How can performance defi ciency be corrected ?• Is training the correct solution.•Did a skill or knowledge de ficiency led to the problem ?

WHAT?

•What is the best way to perform a speci fic job task to achieve desired results.•A standard operating procedures outline how to perform a task ??•Government regulations must be considered when completing a task.•What occupations are involved ?

WHEN?

•When should the training take place to minimize impact on business and to ensure that training is delivered successfully.

Source: Cekada,T.(2011) Need Training? Conducting an Effective Needs Assessment

Example

Example of a Training needs assessment using Barbazette’s 5 Question Approach

Scenario

Small organisation (fewer than 100 employees}

Maintenance employees in manufacturing plant must enter outdoor manholes each quarter to check water levels in these spaces.

If water build up a concern , then water must be pumped out.

These spaces are considered permit required confined spaces(PRCS) so staff must follow the company’s PRCS entry program.

OHS Training

Source: Cekada,T. (2011) Need Training ? Conducting an Effective Needs Assessment.

Case Study : Pakistan Petroleum LimitedName of the Training Program

Objective, Contents & Activities

Facilitators Effectiveness

Application of Learning

Average Ratings

Orientation to MS Office 2007 4.04 4.09 4.23 4.12

Communication Skills 4.08 4.35 4.22 4.22

Improving Personal Effectiveness

4.13 4.44 4.38 4.32

Business Writing Skills 4.3 4.57 4.45 4.44

Teamwork Skills 4.2 4.49 3.9 4.2Written Communication Skills

4.05 4.39 4.16 4.2

Effective Managerial Competencies

4.01 4.26 4.43 4.23

Case Study – Pakistan Petroleum LimitedName of the Training Program

Objective, Contents & Activities

Facilitators Effectivene

ss

Application of Learning

Average Ratings

Incident Investigation 4.19 4.39 4.22 4.26

Project Management 3.99 4.6 4.38 4.32

Behavior Based Safery 3.47 3.63 3.74 3.61

Goal Setting and Work Planning

3.77 3.94 3.83 3.85

Basic Life Support 4.31 4.66 4.29 4.42

Overall Average 4.05 4.32 4.19 4.18“Carefully identified training programs do contribute towards development of employees.”

• Limitations of the study – No benchmark, Subjective

Needs Assessment – Why is it not done?

Difficult Process

Time Consuming

Lack of Resources

Perceived Unnecessary

Lack of Support from Top Management

References Bashir, Memon & Rizvi, “Effectiveness of Training Need Analysis: Philosophy to

Practice – A Case Study of Pakistan Petroleum Limited”, Journal Of Managerial Science, Vol V, Number 2, p 125 – 157

Brown, “Training Needs Assessment: A Must for Developing an Effective Training Program”, Public Personnel Management, Volume 31 No. 4, Winter 2002, p 569 – 578

BARBAZZETE. (2006). Training needs assessment: Methods, tools and techniques. San Francisco: Pfeiffer.

CEKEDA, T.(2011 , December). Need Training ? Conducting an Effective Needs Assessment. Professional Safety, December 2011, 28-33.

Sunita and Ajeya, “Training Need Assessment: A Critical Study”. Advances in Management Vol. 3 (11) Nov. (2010) p. 59 – 65

References (continued.) Miller and Osinski, “Training Needs Assessment”,

http://www.ispi.org/pdf/suggestedReading/Miller_Osinski.pdf

Centre for Good Governance, “Training Needs Assessment Methodology – A Toolkit”, http://www.cgg.gov.in/TNA%20Methodology%20-%20A%20Toolkit.pdf

http://www.skills-thirdsector.org.uk/documents/Training_Needs_Analysis_full_doc_for_sts.pdfre the most urgent?

http://www.dirjournal.com/guides/how-to-conduct-a-training-needs-analysis/

http://www.owlnet.rice.edu/~antonvillado/courses/09a_psyc630001/Brown%20(2002)%20PPM.pdf

Thank You!

“Remember, training is not what is ultimately important...performance is.”

- Marc Rosenberg