ORGANIZATIONAL ANALYSIS:

To analyze if the training is aligned with business strategy and to ensure there are resources and managerial support for training. The organizational analysis basically analyze that the human resource policies of the organization are aligned with its business strategy. This analysis sees if there is full accommodation available for the training and development of employees in the organization. Organizational Analysis contains three parts: Business Strategy o Appropriateness of training given the organizations strategy. Resources of Organization o (Financial and development) available for training and transfer after training. Willingness of management o Support by managers and peers for training and transfer.

METHODOLOGY:
We used the two methods for doing the organizational analysis. Interviews Observation

INTERVIEW: The questions we used for our interview were structured. We used five questions
to see if the human resource policies of Gloria Jeans Coffee are aligned with its business strategy.

OBSERVATION: We observed different areas of their organization to see if they are willing to
do training for their employees.

CRITERIA:
If they will be able to tell us that they organize at least 2 training sessions every year then this means that they are willing to do training for their employees and they have resources for doing it. In order to check their strategy we observed some areas to see if their human resource policies are aligned with the business strategy of Gloria jeans. We rate each area on a 1 to 5 scale in order to take a final decision. If the ratings are more than 20 then it means that the business strategy, willingness and resources are in favor of training and development of employees.

INTERVIEW QUESTIONS:
What are the mission and goals of the organization in regards to employee development? What support will senior management and managers give toward training? Is the organization supportive and on-board with this process? Are there adequate resources (financial and personnel)? What is the organization overall trying to accomplish?

OBSERVATION SOURCES:
The sources we used to observe are as follows: Organizational goals and objectives, mission statements, strategic plans. Skills inventory: short and long term needs currently available, organizational climate meaning labor-management relationships, turnover rates, absenteeism, suggestions, productivity, short term sickness, and observations of employee behavior, attitude surveys. Plans for reorganization or job restructuring. Audit exceptions; reward systems. Planning systems. Employee attitude, behavior and satisfaction.

RESULT:
BUSINESS STRATEGY:
After interviewing and observing the policies and strategies of Gloria jeans, we come to know that their strategies are aligned with their human resource policies. They plan and conduct employee orientations to foster positive attitude toward organizational objectives on yearly basis. They analyze training needs twice a year to design employee development, training and skills programs. So we come to the conclusion that the organizations strategies and goals are aligned with the policies of human resource department.

WILLINGNESS OF MANAGEMENT:
After asking our structured interview questions, we come to know that it is the job of their managers to do training assessments and training programs every year when needed. They usually do it twice a year. The management thinks that it is important for an organizations progress and success that its employees are skillful, satisfied, knowledgeable and able for performing their tasks. The observations tell us that the organization wants to have a positive behavior and attitude of their employees. Because of which they are willing to do training and development sessions for their employees.

RESOURCES OF ORGANIZATION:
The resources of an organization are obviously a very confidential matter, and we cannot directly ask an organization how much resources they invest in training. But through our interview and observation we tried to analyze if they are currently investing in training and development and what are their plans for future. This tells us that they have the resources; this is why they are doing it already or planning for future. The regional operations manager told us that they do training programs twice a year for their employees, but they can so it more than this if a problem comes or organization needs it. So we can say that Gloria jeans have the resources of doing training programs.

TASK ANALYSIS:
Task analysis is the detailed study of the job to determine what specific skills the job requires. It also defines what the individuals within the organizations will or should be doing in order to accomplish tasks. This information is useful in Human Resource Management for developing the institutional objectives and also the training programs. In understanding the need assessment, task analysis is usually used.

AREAS STUDIED WHILE DOING TASK ANALYSIS:

We will be doing the task analysis of the regional operational manager at Gloria Jeans in order to see whether they require training or not. The list of his tasks is described below. These tasks are identified after conducting an in depth interview with him. Maintain records and compile statistical reports concerning personnel-related data such as hires, transfers, performance appraisals, and absenteeism rates etc. Identify staff vacancies and recruit, interview and select applicants. Maintain organizational staff by recruiting, testing and interviewing them. Provide current and prospective employees with information about policies, job duties, working conditions, wages; opportunities for promotion and employee benefits. Contributes to team effort by accomplishing results. Advise managers and employees on organizational policy matters such as equal employment opportunity and sexual harassment, and recommend needed changes. Help the management and employees by handling questions, interpreting and administering contracts and helping resolve work-related problems. Plan, direct, supervise, and coordinate work activities of subordinates and staff relating to employment, compensation, labor relations, and employee relations. Conduct exit interviews to identify reasons for employee termination.

TOOLS USED IN TASK ANALYSIS:

We are using the tool of task analysis record form. This provides information about the required tasks and skills in such a form that is especially helpful for determining the training requirements. Task list When and how often performed Almost everyday Importance Skills and Knowledge Required clerical, mathematics and accounting Employees Ability Conditions under which performed More pressure to perform

Maintain records and combine statistical reports Recruit, interview and select applicants

Twice a year

Confidently Speaking, Judgment, Knowledge of personnel and human resources, English language, Psychology and human behavior providing instructions to others, law and government policies, building mutual trust, motivating others to work with passion, quality control working collaboratively, time management Providing opportunities to employees to improve their mistakes, Mistakes are for learning

Also under pressure

Provide information to employees regarding the policies and duties Contributes to team effort Creating a learning workplace

Every month

More work load

Daily

Every month

Help the management and employees

Mostly daily

Friendly behavior with customers and employees, Fully aware of current affairs and economic conditions, Administration and management. Active listening, Creative writing, Reading comprehension, Negotiation with others, Time management, Stress Management Monitoring ,Public safety and security, Social perceptiveness

Pressure to perform

Plan, direct, supervise, and coordinate work activities

Daily

Conduct exit interviews

Once a year

*5 = very important, 4 = imp, 3 = average, 2 = not important, 1= least important

RATING CRITERIA USED IN THE ANALYSIS:

We allot the numbers to the tasks on the basis of their importance. These number ranges from 1 to 5 where 5 is very important and 1 is considered to be least important. We checked that which tasks require more work and also checked human capacity within these tasks. If the frequency is more than 8, then these activities require training.

RESULT:
From the above table, by looking at the frequencies it can be concluded that Maintaining records, combining statistical reports and creating a learning work place are most important tasks and hence training is required in order to accomplish these tasks efficiently.

Person Needs Analysis

After information about the job has been collected, the analysis shifts to the person. A person needs analysis identifies gaps between a person's current capabilities and those identified as necessary or desirable. Person Analysis is of performance, knowledge, and skills in order to determine who need training. Person needs analysis can be either broad or narrow in scope. The broader approach compares actual performance with the minimum acceptable standards of performance. The narrower approach compares an evaluation of employee proficiency on each required skill dimension with the proficiency level required for each skill. The first method is based on the actual, current job performance of an employee; therefore, it can be used to determine training needs for the current job. The second method, on the other hand, can be used to identify development needs for future jobs. Whether the focus is on performance of the job as a whole or on particular aspects of the job, several approaches can be used to identify the training needs of individuals. Two of them are discussed below:

OUTPUT MEASURES:
Performance data (e.g. productivity, accidents, customer complaints), as well as performance appraisal ratings, can provide evidence of performance deficiencies. Person needs analysis can also consist of work sample and job knowledge tests that measure performance capability and knowledge.

WORKING STANDARDS:
Total working duration is of 8 hours. He has to facilitate workshops and seminars in a manner that promotes learning and skill acquisition. At least 2 workshops should be conducted in a month. Prepare the operations report of every week and send it to senior manager. Ensure the accuracy of everything. Conduct the meeting of all the branches in that region to check their performance after every 15 days. Properly instructs and motivates employees to deliver friendly, helpful customer service.

SELF-ASSESSED TRAINING NEED:

The self-assessment of training needs is growing in popularity. Here top managers require the employee and his or her supervisor to identify what the business needs are for the department and the business, as well as the skill needs and deficiencies of the individual. Self-assessment is premised on the assumption that employees, more than anyone else, are aware of their weaknesses and performance deficiencies. Therefore, they're in the best position to identify their own training needs. It is done in a way that skills required to perform that job are written on a page which is gave to that person and he has to rate himself from 1 to 5 scale.

METHODOLOGY:
For person training, we used the tool that is questionnaire in which contains only closed ended questions. This questionnaire is solved by the regional manager of Gloria Jeans Coffee named Iqrar Hussain Alvi. The solved questionnaire by him is mentioned at the end in appendix.

RATE YOURSELF ON SCALE OF 5. HERE 5 MEAN HIGHEST NUMBER AND 1 MEAN

LOWEST NUMBER.

Do you think you are active listener and speak to others confidently? 1 2 3 4 5

Rate yourself on your reading and writing abilities? 1 2 3 4 5

Can you negotiation with others easily? 1 2 3 4 5

Are you punctual and manage you time easily? 1 2 3 4 5

Can you providing instructions to others that how they can work properly? 1 2 3 4 5

Do you like to talk to others? Meeting other? How social are you? 1 2 3 4 5

Do you think you are good at judging and can make quick decision? 1 2 3 4 5

Can you carefully monitoring things and can manage them? 1 2 3 4 5

Do you have full knowledge of personnel and human resources? 1 2 3 4 5

Can you speak English language frequently? 1 2 3 4 5

Do you know law and Government policies about labor and business? 1 2 3 4 5

Are you good at numbers? Can solve problems of mathematics, accounting and finance? 1 2 3 4 5

Can you guess the human behavior and psychic of a person you talking to? 1 2 3 4 5

Are you fully aware of current affairs and economic conditions of Pakistan? 1 2 3 4 5

Do you feel comfortable working with new people? 1 2 3 4 5

Do you trust others in a project and build a mutual trust in workplace easily? 1 2 3 4 5

Do you know about quality control management? 1 2 3 4 5

Can you work in a stressful condition? 1 2 3 4 5

Develop a friendly behavior with customers and employees? 1 2 3 4 5

Can you motivating others to work with more passion? 1 2 3 4 5

Do you providing opportunity to your employees to improve their mistakes? 1 2 3 4 5

Do you learn for your mistakes and take it as a lesson for future? 1 2 3 4 5

CRITERIA:
The need of training will be identified by the lowest score in above mentioned question. It will be noticed that in that specific area, person need training. Whereas if a person gets more than 85% in overall test then he will not be requiring training but scoring lower than this will be trained.

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RESULT:
By calculating the total marks obtained i.e. 83 by the regional manager of Gloria Jeans Coffee named Iqrar Hussain Alvi, which is 75.45%. I think he needs training. Whereas according to the questionnaire solved by him, shows that he needs to be trained in understanding human behavior and psychological condition of others.

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