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

Evaluation

Instructional Objectives

Implementation

Course Design

How do needs arise?

Desired Standard Current Performance = Gap

Change in the environment Regulatory, Technology, Competition

New Skills, Knowledge, Ability, Attitude

Knowledge Transfer

Levels of Needs
Needs

Organization
Effectiveness of the entire Organization

Task
At a Functional Level

Individual
Employee Level

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

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

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 Assessment

Method
Surveys/ Questionnaires

Advantages

Disadvantages

Large coverage. Time Consuming. Inexpensive. Difficult to understand specific Option for anonymous response. problems. Data can be easily summarized. Uncover attitudes. Rich data yield. Spontaneous Feedback. Time consuming. Difficult to quantify results. Highly dependent on the skill of the interviewer. An efficient system for appraisal should be in place. Is very subjective. NA to unionized employees.

Interviews

Performance Appraisals

Identify gaps in specific skills.

Observations

Will not interrupt routine workflow. Can generate unbiased data.

Requires highly skilled observer. Possible only in work setting.

Tools used for Training Needs Assessment

Method
Tests

Advantages
Easily quantifiable data.

Disadvantages
Questionable validity. Measures knowledge and not skill.

Early identification of potential. Expensive. Usually accurate. Time consuming. Assessment Centers Reduced bias and higher Limited coverage. objectivity. Time consuming. Focus Groups/ Focus on consensus. Mostly subjective data Group Discussions generated. Do not indicate causes. Indicates exact trouble spots. Reflects past than current Document Reviews Objective results. situation. Easily analyzable. 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

McClelland (1993) open systems model

11 Step Approach to conduct training needs assessment:
Determine assessment goals

Determine assessment group

Determine availability of qualified 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

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

Barbazette (2006) Five Question Approach

WHY ?
Is the performance deficiency linked to a business need Is the benefit of the training is greater than the cost of the current deficiency.

WHO ?

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

HOW ?

How can performance deficiency be corrected ? Is training the correct solution. Did a skill or knowledge deficiency led to the problem ?

WHAT?

What is the best way to perform a specific 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 Barbazettes 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 companys PRCS entry program. OHS Training

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

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

Case Study : Pakistan Petroleum Limited

Name of the Training Program Orientation to MS Office 2007 Communication Skills Improving Personal Effectiveness Business Writing Skills Teamwork Skills Written Communication Skills Effective Managerial Competencies Objective, Contents & Activities 4.04 4.08 4.13 Facilitators Effectiveness 4.09 4.35 4.44 Application of Learning 4.23 4.22 4.38 Average Ratings 4.12 4.22 4.32

4.3
4.2

4.57
4.49

4.45
3.9

4.44
4.2

4.05

4.39

4.16

4.2

4.01

4.26

4.43

4.23

Case Study Pakistan Petroleum Limited

4.19 3.99 3.47 3.77 4.31 4.39 4.6 3.63 3.94 4.66 4.22 4.38 3.74 3.83 4.29

Name of the Training Program Incident Investigation Project Management Behavior Based Safery Goal Setting and Work Planning Basic Life Support Overall Average

Objective, Contents & Activities

Facilitators Application of Average Ratings Effectiveness Learning

4.26 4.32 3.61 3.85 4.42

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.skillsthirdsector.org.uk/documents/Training_Needs_Analysis_full_doc_for_sts.pd fre the most urgent? http://www.dirjournal.com/guides/how-to-conduct-a-training-needsanalysis/ 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