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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
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