3. Welcome/ Introduction
Expectations from Participants
Ground Rules
Leave personal baggage behind
Interactive participation
There is no single right answer
Only one person talks at a time
Avoid distractions (control all mobile phones)
Delivery Method
Interactive
Experience sharing
Groups Discussions
Conveniences
Appreciating Your Organisation.
4. Ground Rules
Cell Phones To Vibrate
Everybody Participates
Listen Actively!
Share Your Knowledge
Be Open Minded
6. “There is nothing training cannot do.
Nothing is above its reach.
It can turn bad morals to good;
it can destroy bad principles and recreate
good ones; it can lift men to angelship.”
7. Introduction
In advance economies, proper identification of
training needs constitute the foundation for effective
training intervention and programme design.
With the resources for training shrinking everyday
and the demand for training increasing, managers
need to acquire knowledge in training needs
assessment in their organisations, and develop
required skills to design appropriate programmes to
address the training needs.
This workshop is designed to equip and expose
Human Resource Development (HRD) practitioners
with requisite skills of learning and development
function and how needs assessment fits into the
process, followed by an in-depth look at the core
concepts and steps involved in conducting training
needs assessment.
8. Objectives of the Workshop
At the end of the workshop, participants
should be able to:
Define Training Needs Assessment;
Discuss different approaches to Training
Needs Assessment;
Design Training Needs Assessment
Template;
Identify individual and group training
needs using a variety of methods;
Design and Develop Appropriate Training
Intervention
9. Content
Training Needs Assessment – Starting Out.
Levels of Training Needs Assessment.
Approaches to Training Needs
Assessment.
Target Setting.
Job Analysis.
Training Needs Assessment Template
Design.
Designing and Developing Training
Intervention.
Training Needs Assessment Evaluation.
Practical Exercise.
10. TIME-TABLE FOR WORKSHOP ON TRAINING
NEEDS ASSESSMENT & PROGRAMME DEVELOPMENT
DAY
ONE 9 am -9.30 am 10am – 11.30am 11.30 am – 1 pm 1 pm – 2 pm 2 pm -2.30 2.30 pm – 4 pm
pm
Opening Ceremony Training Needs Levels of Training Needs Group Lunch Group/Ind Job Analysis
Assessment– Starting Out Assessment . Exercise
DAY MODULE FOUR (A) MODULE FOUR (B) MODULE FIVE (A) MODULE FIVE (B)
TWO 9 am – 11 am 11 am – 1 pm 1 pm – 2 pm 2 pm – 3 pm 3 pm – 5 pm
Lunch / Prayer
Tea Break/Development of Marketing for Small and Operational Guidelines of Role of Pension Fund
Small /Medium Enterprise Medium Enterprise the new Pension scheme Administrators and Custodians
in Nigeria
MODULE SIX (A) MODULE SIX (B) MODULE SIX (C)
DAY 9 am – 11 am 11 am – 12 noon 12 noon – 1 pm 1 pm – 2 pm 2 pm – 3 pm
THREE Presentation of Certificate / Lunch /Prayer/ Closing
Tea Break / starting your Feasibility Study Business Plan Communiqué
Business
Competency System
12. Networking: How it Works
One of the best investments you can
make in life is to constantly develop
friendships that can help you when you
need it, and of course, you can also help
when they need it. It is a two-way track.
A chain of interconnected people and
situations gets you a job at the top! It is
not a passive siddon-look-and-hope-it-
happens-because-I deserve- it sequence
of activity.
It’s about meeting people and keeping in
touch with them
13. What You Gain by Networking?
Networking has helped a lot of people
Break barriers between the possible
and impossible.
Bridge gaps between the known and
unknown.
Build relationships where friendships
never existed.
14. Using FOUR straight lines,
join ALL the dots
WITHOUT lifting your pen from the paper
15. 4 straight lines
Join ALL dots
Do not lift pen
16. 4 straight lines
Join ALL dots
competitive
Do not lift pen
leverage can only
be achieved if we
play at the fringes
of the law
18. 18
Training & Development
What is training? What is development?
Training: enhances the capabilities of an
employee to perform his or her current job
Focuses on the current job
Examples for a bank teller:
Training program to correctly identify counterfeit
currency
Training program in the bank‟s new computer
system used by tellers to process customer‟s
transactions
19. 19
Training & Development
Development: enhances the capabilities of
an employee to be ready to perform possible
future jobs
Focuses on future jobs
Developmental education programs
Examples for a bank teller:
Bank sends the teller to a day-long workshop on
“Emerging Issues in Finance & Banking”
Bank pays for the employee to get his or her MBA
degree
Developmental job experiences
Examples: job rotation or job enlargement
Developmental interpersonal relationships
Example: mentoring
21. Learning is provided in order
to improve performance
on the present job.
(Nadler, 1984)
22. What have you done today to enhance
(or at least insure against the decline of)
the relative overall useful-skill level
of your work force
vis-a-vis competitors?
- Tom Peters
Thriving on Chaos
23. What is a competency ?
A competency is a combination of
knowledge, Skills and Attitudes,
demonstrated in the performance of a
job by an individual.
24. THE INDIVIDUAL DEVELOPMENT PLANNING
24
PROCESS. [IDP System]
1. Find the Required Level of
Competency for the Job.
2. Find the Personal Competency of the
Individual.
3. Find the gap which is the development
need.
25.
26. What is a Needs Assessment?
“Needs assessment is the systematic effort
that we make to gather opinions and
ideas from a variety of sources on
performance problems or new systems
and technologies.”
Allison Rossett (1987)
27. Needs Assessment
Refers
to the process used to determine
whether training is necessary
Because needs assessment is the first step
in the instructional design process:
If it is poorly conducted, training will not
achieve the outcomes or financial benefits
the company expects
28. Causes and Outcomes of
Needs Assessment
Reasons or “Pressure Points” Outcomes
•Legislation What is the Context? •What Trainees Need to
Learn
•Lack of Basic Skills
Organization •Who Receives
•Poor Performance Analysis Training
•New Technology Task In What Do •Type of Training
Analysis They Need
•Customer Requests •Frequency of Training
Training?
•New Products Person
Analysis •Buy Versus Build
•Higher Performance Training Decision
Standards •Training Versus Other
Who Needs the
•New Jobs Training? HR Options Such as
Selection or Job
Redesign
•How Training Should
Be Evaluated
29. Why do a Needs Assessment?
To make sure we are applying the right solution to
the problem
To identify what learning will be accomplished
To identify what changes in behavior and
performance are expected
To determine the expected economic costs and
benefits
30. Steps of a Needs Assessment
Conduct Task Analysis and compile a Task Inventory
Perform a Gap Analysis
Select which tasks will be addressed
Determine performance measures for the trained
task
Select Training Method
Estimate training costs
31. Needs assessment involves:
(1 of 2)
Organizational Analysis – involves
determining:
the appropriateness of training, given the
business strategy
resources available for training
support by managers and peers for training
Task Analysis – involves:
identifying the important tasks and knowledge,
skill, and behaviors that need to be emphasized
in training for employees to complete their tasks
32. Needs assessment involves:
(2 of 2)
Person Analysis – involves:
determining whether performance
deficiencies result from a lack of
knowledge, skill, or ability (a training
issue) or from a motivational or work
design problem
identifying who needs training
determining employees‟ readiness for
training
33. To Train or Not
High
Problem: Low Motivation Problem: Systemic
Method Method
Assess personal Consider system issues, problem
Job consequences/ rewards
is out of control of the employee
Knowledge system
Problem: Bad Fit Problem: Lack of Knowledge
or Tools
Method
Consider improper Method
placement of employee in Training
Low
the position
Low High
Employee attitude/desire to perform the job
36. “Training must have purpose and that purpose can be
defined only if the learning needs of the organization
the groups and individuals within it have been
systematically identified.”
Michael Armstrong, Human Resource Management
Practice, Kogan Page, 2001
37. Training Needs Assessment
“Atraining needs assessment provides
vital information about the real needs of
the organization. This pre-training tool
helps a company to strategically identify
specific areas needing attention
(training and non-training). The
assessment results help target training
more cost-effectively.”
38. How TNA Is carried Out
Revising the objectives
Collecting data about performance
Data analysis
Abstracting performance problems
(problems that can be solved by training)
Translating those problems into training
needs;
Quantitative: How many to train, and
Qualitative: What KSA to impart
39. Sources of Information for TNA
Data on productivity, quality
Organisational goals and
and performance
corporate plans
Departmental layout
Human resources and
changes
succession plan
Management requests for
Personnel statistics
training
Exit interviews
Knowledge of financial plans
Consultations with senior
Plans for introducing new
managers
technology or
developing/deploying IT
systems
Marketing plans
40. Levels of Training Needs
Organisational Level
Task/Departmental or Group
Level
Individual Level
41. The Training Gap
What is Training gap What should be
Corporate or Corporate or
functional results functional standards
Knowledge and Knowledge and
skills possessed skills required
Actual performance Targets or standards
of individual of performance
42. TNA: Areas and Methods
Corporate Group Individual
Analysis of Performance
Analysis of Job and
Human Training and
Strategic Role
Resource Survey Development
Plans Reviews Analysis
Plans
43. Benefits:
Eliminate chaos from your training efforts
Set the direction and tone of your training
effort
Align training with your business goals and
objectives
Bring reason, cohesiveness and clarity to your
training effort
Monitor the progress of your organization in
achieving its training goals
44. The bigger picture
Organisational performance
Employee performance
Employee Skills, Knowledge and Attitudes
Employee education, experience and training
45. Training Need Analysis (TNA)
TNA is a tool to
Existing identify the gap Required
• Skills • Skills
• Knowledge • Knowledge
• Attitudes • Attitudes
Copyright 2006 by Atul Mathur
46. TNA (Step 1): Future performance
What are the goals for the future
performance of our organisation?
• profit
• growth
• customer base
• new products
•?
•?
Existing Future
performance performance
47. TNA (Step 2): Challenges
What are we concerned about?
What’re the challenges today?
What challenges we are likely to
face in the future?
Existing Future
challenges challenges
48. TNA (Step 3): Employee performance
In what way our employees should
start performing differently to help
us meet the challenges and take us
to the goals?
Existing Future
performance Performance
49. TNA (Step 4): New Skills, knowledge and
Attitudes
In order for our employees to
perform differently, what kind of
new Skills, Knowledge and
Attitudes they need to have?
Existing Required
•Skills • Skills
•Knowledge • Knowledge
•Attitudes • Attitudes
50. TNA (Step 5): Training needs
Now that we know what kind of
new Skills, knowledge and
Attitudes are required for our
employees, how can we bridge the
gap?
Existing Required
•Skills • Skills
•Knowledge • Knowledge
•Attitudes • Attitudes
51. TNA in essence…
1 Start with future organisational goals and challenges
2 Assess required employee performance to meet the goals and challenges
3 Assess required employee Skills, Knowledge and Attitudes to deliver the performance
4 Identify employee training needs to bridge the gap
53. 53
What is Organisational TN?
Training needs of an organisation
have to do with organisational
objectives;
Orientationprogramme to acquaint
all employees with policies
IT skills for new employees
Market knowledge, etc
54. 54
Classification of Organisational TN
Recognised training needs
The need of the organisation, its structures, policies and
procedures and benefits
The need to know a Department, its policies, rules,
operating procedures and personnel
The need to have specific job skills and knowledge not
generally possessed by most new employees in their jobs
55. 55
…..cont’d
Requested training needs
Changes in jobs and/or systems
Addition of new equipment
Department performance reviews
New and revised government requirements
Employee opinion surveys, organisational
studies, departmental meetings and focus
group discussions
Exit interviews conducted with departing
employees
56. Identifying the Danger Signals
These danger signals include the following:
increased customer complaints
a rise in workplace accidents
higher absenteeism
lower sales
increased scrap rates / reworking
low plant utilisation
57. 57
…..cont’d
low staff performance
high staff turnover
poor financial indicators
low morale
problems with suppliers
benchmarking figures do not match or exceed
competitors
non-productive friction between departments
non-productive friction between employees
especially managers
58. Organisation Wide TNA Process
The process of carrying out an organisational
wide TNA or audit requires commitment from all
parties, individuals, managers and the HR and/or
training team.
The process should be undertaken only once in a
given year.
Use the ten questions from Grey (1994):
What is the perceived problem?
What are the aims and objectives?
What is expected from the TNA process?
59. …..cont’d
What performance is required from the
target group/ individuals?
Timescale?
Budgets: should they be considered? who
allocated what?
What barriers might exist?
How the information is to be presented/
collected
Is anything out of bounds?
Key issues/ areas of focus
60. Things To Consider
The way a TNA process is managed must depend
on the culture (how things are done) of the
organisation.
There is no point centralising the process if budgets
are distributed across the organisation,.
Equally there is no point delegating responsibility
for the TNA process if managers have no say in the
ability to offer solutions to meet needs.
61. …..cont’d
Carefully consider the end result as you plan the ITN
process.
How will you process the data?
What analysis do you need to do?
Invest quality time in the exercise to meet deadlines.
Align the processes and procedures to the culture of the
organization for effective implementation.
63. 63
TNA At Group Level CONT’D
Within a team or a department there are
needs which may be specific to that
group of people. It is also the case that
those needs may not be observable or
apparent to other parts of the
organization.
For this reason it is important that learning
needs and other needs are regularly
investigated and gaps addressed.
64. 64
…..cont’d
Learning needs arise within teams, groups
and departments and these should be
addressed on a collective basis.
Team leaders or heads of departments
will have responsibility for performance in
their areas and may also have
responsibility for training and
development.
65. Questions for Group TNA
Here are some questions to help you identify
team/departmental learning needs.
Is the provision of learning activities determined from
a consideration of organizational objectives?
Is the provision of learning activities determined from
a consideration of team / departmental objectives?
Does the team operate effectively as a team /
department or just as a collection of individuals?
66. …..cont’d
How might the team / department interact more
effectively with its internal customers?
Does the team / department meet to discuss ways
of operating more efficiently and effectively?
What skills of coaching and mentoring exist within
the department to support learning?
How does the team / department measure its
effectiveness and compare itself against other
similar teams / departments either within or external.
Are people encouraged to develop their own skills
and knowledge?
67. Questions for Group TNA
Do managers support and encourage the development
of people for whom they have responsibility?
Does your organization have clear objectives which
people understand and can explain?
Do people understand how they contribute to the
objectives of the organization?
68. …..cont’d
Is there a clear induction process for people
new to the organization?
To what extent does training and education
contribute to improved performance in the
organization?
How much training does each member of the
team / department receive each year?
Are effective interpersonal skills observed all
the time between members of the team /
department?
69. Occupational Group TNA
Occupational groups may also have needs specific
to that discipline
While professional bodies may provide training
programmes, it is unlikely that they will be sufficiently
focused to match the organization's specific
occupational requirements.
70. …..cont’d
The identification of learning needs
may be conducted to address a
specific cross-section of employees
within an organization such as
operators, administration, sales etc.
This enables resources to be
focused more directly on those who
have a specific need.
71. Questions for Occupational Group
TNA
Use these questions as a prompt to identify specific
areas of occupational training.
What current activities require specific training?
What future developments will require specific
training?
Is a job analysis carried out to identify the skills
and knowledge required for tasks in a particular
occupation?
How are the skills of staff evaluated and
compared to the requirements of the
department?
72. …..cont’d
Does a procedure exist for upgrading the skills of staff?
How often is a staff appraisal carried out and how
often is there a follow up meeting?
Do members of staff have personal development
plans which are designed to enhance their skills?
Is a „license to practice‟ required for the occupational
area?
73. …..cont’d
How do you ensure that you get the
qualifying level of continuing professional
(education) points?
Do you regularly read professional / trade
journals – what are the current issues of
concern and which need addressing through
learning strategies?
Occupational standards are available for
most work areas and provide the most
comprehensive descriptions of work activities
– are these used to inform decision making?
75. TNA At Individual Level
CONT’D
Managers regularly review the
performance of those individuals for
which they have responsibility.
However, this is usually done during the
appraisal interview, but if this only occurs
once a year it is insufficient and should be
more frequent.
76. What is Individual TN?
Individual training needs are those not
required by typical employees.
They are training needs required by
specific employees for the purpose of;
Performance improvement
Eligibility for new job
Acquiring skills others already have
77. 77
Basis for Individual TN
Performance reviews
Selection process
Testing and measurement
Employee career objectives
Succession plans
78. Questions for Individual TNA
Does the person have the ability to
successfully achieve work objectives?
Does the person have the right attitude for
the job?
What is the level of energy which is used
by the person?
Are they lacking specific areas of
experience which need to be addressed?
Can the person work flexibly?
79. …..cont’d
Does the person possess the interpersonal
skills to work effectively in their area?
Does the person have the specific
knowledge required for the post?
Do they demonstrate suitable maturity for
the post?
Does the person possess the people
management skills for their position?
80. …..cont’d
What is their level of productivity?
Does the person have the potential for
promotion?
Does the person have the qualifications
necessary for their current or future
positions?
Does the person have the ability to work in a
team?
Does the person have the specific technical
skills required for this or a future position?
81. TN At Individual Level
Gap between current employers‟
competence level (what is) and the desired
level (what should be):
TN = DL – CL
TN (Training Needs)
DL (Desired Level)
CL (Current Level)
82. Training Needs Form
Training Needs Programmes to Meet
Source Training Needs
(Dept/Div/ KS Deficiencies Numbers of
Unit/Sect) Staff
84. Summary
“Thebottom line of needs assessment is to
determine organizational needs,
employee needs, and organizational
resources to provide needed training.”
87. LEARNING OBJECTIVES
On completion of this session,
you should be able to:
Identify the methods of job
analysis
Identify the purpose of job
analysis
Breakdown a job into tasks and
identify the key result areas.
88. DEFINITIONS
Job Analysis is a process to identify and
determine in detail the particular job,
duties and requirements and the relative
importance of these duties for a given
job.
Job Analysis is a process where judgments
are made about data collected on a job.
89. The Job; not the person
An important concept of Job Analysis is that
the analysis is conducted of the job, not the
person. While Job Analysis data may be
collected from incumbents through interviews
or questionnaires, the product of the analysis
is a description or specification of the job, not
a description of the person.
90. Purpose of Job Analysis
The
purpose of Job Analysis is to establish
and document the ‘job relatedness’ of
employment procedures such as:
Determining Training Needs
Compensation
Selection Procedures
Performance Review
91. Determining Training Needs
Job Analysis can be used in training/“needs
assessment” to identify or develop:
Training content
Assessment tests to measure effectiveness of
training
Equipment to be used in delivering the training
Methods of training (i.e. small group, computer-
based, video, classroom……).
92. Compensation
Job Analysis can be used in
compensation to identify or determine:
Skill levels
Compensable job factors
Work environment (e.g. hazards; attention; physical
effort)
Responsibilities (e.g. fiscal; supervisory)
Required level of education (indirectly related to
salary level).
93. Selection Procedures
Job Analysis can be used in selection procedures to
identify or develop:
Job duties that should be included in advertisements
of vacant positions;
Appropriate salary level for the position to help
determine what salary should be offered to a
candidate;
Minimum requirements (education and/or
experience) for screening applicants;
Interview question;
95. Performance Review
Job Analysis can be used in performance review
to identify or develop:
Goals and objectives
Performance standards
Evaluation criteria
Length of probationary periods
Duties to be evaluated
96. JOB DESCRIPTION
A Job Description is a structured and factual
statement of a job‟s functions and objectives. It
should define the boundaries of the job-holder‟s
authority and include the job title, department,
job site and reporting lines.
97. ADVANTAGES OF JOB DESCRIPTION
Clarify duties and responsibilities
Are useful in recruiting staff
Help to identify gap or duplication
in the company
Provide an overview of the
functions and activities undertaken
by the department or organization.
98. DISADVANTAGES OF JOB DESCRIPTION
Can create a “That‟s not in
my job description”
environment if they are too
restrictive.
Need regular updating.
99. Methods of Job Analysis
Several methods exist that may be used
individually or in combination. These include:
Review of job classification
systems
Incumbent interviews
Supervisor interviews
Expert panels
Structured questionnaires
100. Methods of Job Analysis
Task inventories
Check lists
Open-ended questionnaires
Observation
Incumbent work logs.
The method that you may use in Job Analysis will
depend on practical concerns such as type of job,
number of jobs, number of incumbents and
location of jobs.
101. What Aspects of a Job Are Analyzed?
Job Analysis should collect information on
the following areas:
Duties and Tasks The basic unit of a job is the
performance of specific tasks and duties.
Information to be collected about these items
may include: frequency, duration, effort, skill,
complexity, equipment, standard, etc.
Environment This may have a significant
impact on the physical requirements to be
able to perform a job. The work environment
may include unpleasant conditions such as
offensive odours and temperature extremes.
102. Tools and Equipment Some duties and
tasks are performed using specific
equipment and tools. Equipment may
include protective clothing. These items
need to be specified in a Job Analysis.
Relationships Supervision given and
received. Relationships with internal or
external people.
Requirements The knowledge, skills and
abilities (KSA‟s) required to perform the
job. While an incumbent may have
higher KSA‟s than those required for the
job, a Job Analysis typically only states
the minimum requirements to perform the
job.
103. TASKS ANALYSIS
Task analysis is the process of identifying the
various elements of a task and examining the
frequency (how often it is done) the criticality
(how critical is it for the worker to have the skill)
and the difficulty (how difficult is it to learn the skill
involved) association with each element.
104. Identifying main duties/key tasks/key result areas
Key tasks or responsibilities are those that make
a substantial contribution towards achieving
the objectives of the job and the organization.
The description of each task should include
three components:
a “doing” verb highlighting the main activities
e.g to develop, design, implement and clear.
the object of the activity (stock levels, existing
suppliers)
its purpose (to reduce costs, improve
efficiency, generate new income).
I.T.F.........Developing The Nation's Human
Resources