PREVIEWTORIAL

GOTNA

STRATEGIC CORPORATE ALLIANCE

A Training Need Analysis System

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TABLE OF CONTENT

1.

GOTNA SYSTEM ........................................................................................................ 3 1.1. 1.2. 1.3. 1.4. 1.5. 1.6. 1.7. 1.8. System Component ..................................................................................................... 3 goTNA Competency Framework Employee Profile .................................................. 4 goTNA Competency Framework Employment Expectation..................................... 6 goTNA Competency Framework Employee Assessment ......................................... 9 goTNA Competency Framework Performance Gap Analysis................................. 12 goTNA Competency Framework Training Area ...................................................... 13 goTNA Competency Framework Suggested Remediation ..................................... 15 goTNA Competency Framework Training Efficiency.............................................. 17

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1. GOTNA SYSTEM
1.1. System Component

Our proposed solution - the software and its components will cover the following modules: 1. 2. Employee Profile this will include Employment Information, Employment History, Education History and Training History Employment Expectation the ability to track how employee should perform using any combination of Key Result Area (KRA), Key Performance Indicator (KPI) and/or Job Description (JD) Employee Assessment The ability to perform assessment based on existing Employee Expectation on-the-fly or using custom built assessment questionnaire targeted to Self, Peer, Superior and Subordinate Performance Gap Analysis The ability to evaluate and analyze Performance Gap based on Expected Performance and Actual Performance Training Area A mechanism used by the system to systematically and automatically suggest specific training program whenever an employee encounter specific performance problem which will allow any organization to develop training calendar tailored to specific employee Suggested Remediation the ability to automatically suggest the specific training program for any performance problem Training Efficiency the ability to track and monitor efficiency of training program based on Training Assessment on Participant, Content, Trainer and Training Material

3.

4. 5.

6. 7.

The following sections shall describe the details of the above solution components which SCA will be providing under the scope of this proposal.

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1.2. goTNA Competency Framework Employee Profile

1.2.1. Introduction
Employee Profile will become the entry point where performance is set, evaluated, analyzed and enhanced. The employee profile by itself should be able to provide information to indicate the competency level of each employee.

1.2.2. Methodology
Step 1 Selecting Employee: At this stage, a list of employees to be included in this exercise will be finalized. Step 2 Constructing Employee Profile: All relevant information will be collected, queried, consolidated and verified which will be useful in the later stage. This stage also includes gathering information on companys direction which is then translates into something that is being utilized by the employees including Key Result Area, Employees target, Key Performance Indicator (KPI), Job Description and so on.

1.2.3. System Output

The System Output for this phase is as follow: Employee profile an online database of employees that contain information on competency o Education History all records pertaining to the educations of employee prior to or during the employment o Employment History all records pertaining to the employment of employee prior to the employment o Document Library all documents that serve as attachment including resumes, certificates, etc.

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1.2.4. Screenshot

The screen shows the screenshot for Employee Profile. Organization can import the employment data through the migration exercise or key-in using form provided. Once captured, the employee information can be accessed using a simple menu which links to everything about the employee throughout the employment lifespan including the Education, Employment, Training History, Training Calendar, Suggested Training and Course, Assessments, Reporting Structure, Job Description, Key Result Area, Key Performance Indicator, Login History and Transaction History.

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1.3. goTNA Competency Framework Employment Expectation

1.3.1. Overview
Employment Expectation is what the employee needs to do or achieve in return of the compensation enjoyed throughout the employment tenure. goTNa provides a number of mechanism normally used by most organization around the world in order to properly establish and maintain employment expectation: Key Result Area (KRA) is a mechanism commonly used for middle management and above. This method is popular for target group that is not measured by day-to-day activities to be performed and required minimum supervision but should have results on the stated area. Key Performance Indicator (KPI) is a mechanism similar to KRA where employees are expected to perform in certain area. The key difference is that KPI require quantitative measure that needs to be achieved. Job Description (JD) is a mechanism commonly used for lower management where the ultimate goal is to ensure that these employees are performing the stated tasks outline.

1.3.2. Methodology
Step 1 Building Master Employment Expectation: At this stage, organization shall need to spell out the expectation set towards the employees using either using KRA, KPI or JD or using any combination of it. To do this for all employees in the organization, a Master Expectation is a logical approach where we can build the KRA for a target group instead of building one for each employee. Step 2 Assign Employment Expectation: Once the Master Expectation construction is complete then it is assigned to the relevant employees accordingly. Step 3 Update Master Employment Expectation: From then on, whenever any change happens in the expectation, we can make the change in the Master Expectation and all the relevant employees will be affected accordingly.

1.3.3. System Output

The System Output for this phase is as follow: Master Employment Expectation What area, target or task to be performed or achieved by each employee: o Key Result Area (KRA) A library of area to work on o Key Performance Indicator (KPI) A library of targets to achieve o Job Description (JD) A library of tasks to be performed Employment Expectation the relevant KRA, KPI or JD for every employee

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1.3.4. Screenshot

The screen shows how to build Master Key Result Area (KRA). Note that at this point, every KRA will be linked to relevant Training Area which is a crucial part in order to systematically link performance problem with relevant Training Program.

The screen shows how to build Master Key Performance Indicator (KPI). Note that at this point, every KPI will be linked to relevant Training Area which is a crucial part in order to systematically link performance problem with relevant Training Program.

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The screen shows how to build Master Job Description (JD). Note that at this point, every JD will be linked to relevant Training Area which is a crucial part in order to systematically link performance problem with relevant Training Program.

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1.4. goTNA Competency Framework Employee Assessment

1.4.1. Overview
Employee Assessment is a mechanism to evaluate the job performance of a specific employee. goTNA provide a 360 degree assessment feedback which is used to plan for the Training Calendar for specific employee. The 360 degree feedback covers:
Self Assessment where employee will rate their own job performance Peer Assessment where job performance is rated by pre-defined peers Superior Assessment where job performance is rated by Superior Subordinate Assessment where job performance is rated by Subordinate

1.4.2. Methodology
Step 1 Building Assessment: For organizations with proper Employment Expectation in place, the assessment questionnaire can easily be generated using Employment Expectation KRA, KPI or JD. The system will also allow the creation of blank assessment where the questionnaires are manually built and constructed. Step 2 Defining Target Group: Target groups are the group of employees for mass assessment assignment. For the most part, this would already be defined in the system. The system allows selection of the following groups as the target: All Employees single click to send online assessment questionnaires to all employees Selected Employee single click to send online assessment questionnaires to selected employee Selected Superior single click to send online assessment questionnaires to all employees reporting to selected employee Selected Department single click to send online assessment questionnaires to all employees reporting to selected employee Selected Division single click to send online assessment questionnaires to all employees in a selected division Selected KRA single click to send online assessment questionnaires to all employees that belongs to selected KRA Selected KPI single click to send online assessment questionnaires to all employees that belongs to selected KPI Selected JD single click to send online assessment questionnaires to all employees that belongs to selected JD Step 3 Defining Assessor: Assessors are the individuals who will be conducting or taking the assessment. These include: Self The employee will be evaluating for self. All, the employees registered in the system will be able to perform this assessment. Peer The defined peer who will perform assessment for the target employee. This requires all target employees to have peer definition.

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Superior The defined superior who will perform assessment for the target employee. This requires every target employee to have reporting structure definition. Subordinate The defined subordinate who will perform assessment for the target employee. This require every target employee to have reporting structure definition Step 4 Scheduling Assessment: Once all the required activities in the step 1 through step 3 have been completed, the assessment is ready to be sent out online. The scheduling can be created for a selected employee or all the employees accordingly by specifying the following information: Target Group The selection of employee(s) as per Step 2 Assessor The selection of assessor(s) as per Step 3 Dates The period when the assessment is valid Step 5 Taking Assessment: Once the assessment is sent out, it will become available to the employees whenever it is active. Email notification can be sent to notify the participant to take the assessment. Employees can login to the system via their own employee access and take the assessment assigned to them either for self, peer, superior or subordinate. Alternatively, HR can take the assessment on behalf of the employee. This can be very useful for organizations going through the transition from manual assessment to online assessment. Step 6 Viewing Assessment Result: The assessment result can immediately be viewed by the target employee and the assessor. The assessor will remain anonymous to the target employee.

1.4.3. System Output

The System Output for this phase is as follow: Assessment Template All the assessment questionnaires that has been developed for specific target employee(s). The Assessment Template can then be used as a base for scheduling the assessment. Scheduled Assessment All the snapshot of questionnaires that has been scheduled for specific target employee(s). These questionnaires will remain intact even though the main assessment template has been changed. Assessment Result the responses of the questionnaires taken by respondent.

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1.4.4.

Screenshot

The screen shows the list of questionnaires and how to generate questionnaires using KRA, KPI or JD as a basis.

The screen shows how we can choose an Assessment Template and schedule it to targeted employee selected group or all of them at once. Once scheduled, employee can take the assessment online using the access given to them.

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1.5. goTNA Competency Framework Performance Gap Analysis

1.5.1. Overview
Performance Gap Analysis is the ability to see the expected performance as compared with the actual performance. This Performance Gap Analysis will keep track of the scoring of every actual performance and automatically calculate the weightage that will contribute to the likelihood of the employee to be suggested for specific training program.

1.5.2. Methodology
Step 1 View Assessment Result: The Performance Gap Analysis can be viewed by opening the Assessment Result Summary or the Assessment Result.

1.5.3. System Output

The System Output for this phase is as follow: Performance Gap Analysis The scoring of actual performance along with the weightage for Training Area which is extracted from the assessment responses.

1.5.4. Screenshot

The screen shows the listing of Assessment Results along with the summary and details of each assessment result.

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1.6. goTNA Competency Framework Training Area

1.6.1. Overview
Training Area is also known as Competency Area. Training Area is the mechanism to link between performance problems with specific training program as shown in the picture below. When we look at specific performance problem, training area indicates the area where training is needed to improve the competency.

1.6.2. Methodology
Step 1 Developing Training Area: Training Area is different from one organization to the other. The organization need to develop the Training Area that is relevant to the business direction. Training Area is usually developed based on: Competency Area Level of Competency Step 2 Developing Competency Mapping: Once the Training Area has been established, it should be linked to the Employee Expectation (KRA, KPI & JD) appropriately. This exercise will help the system to suggest the Training Area if a competency problem occurs. Step 3 Developing Training Program Mapping: Every Training Area also requires the relevant training program definition. This means that if an employee has problem in specific Training Area, the system should be able to list out all the Training Programs that is relevant to address the competency.

1.6.3. System Output

The System Output for this phase is as follow:

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Training Area Map database Is a set of Training Area or Competency Area that is relevant to the organizations growth. Competency Mapping The linking of Training Area with all the relevant Employment Expectations KRA, KPI & JD. Training Program Mapping The linking of Training Area with all the relevant Training Program.

1.6.4. Screenshot

The screen shows the Training Area that is link to Employee Expectation (KRA, KPI & JD), Assessments and Training Programs.

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1.7. goTNA Competency Framework Suggested Remediation

1.7.1. Overview
Suggested Remediation is a stage where Training Programs are suggested and assigned. goTNA covers the training remediation where every performance problem will be linked to appropriate training program.

1.7.2. Methodology
Step 1 View Suggested Training: goTNA provides proactive mechanism to address competency by allowing HR to see all the training programs that an employee should attend in order to address competency problem. This list of training suggestion will be listed with the highest priority on the top along with the rating of the program. Step 2 Scheduling A Training: Once a course is identified, HR can easily find the relevant training program by specific training provider which can then be scheduled accordingly. Once it is scheduled, it will be listed in the Master Training Calendar. . Step 3 Find the most relevant training participant: Once a training program is scheduled, HR can then easily find and list the most relevant training participant for the training program. From there, HR can accept the suggested listing or make own selection based on other selection criteria. Once the participant has been selected, the training will be listed in the Employee Training Calendar. .

1.7.3. System Output

The System Output for this phase is as follow: Master Training Calendar Is the training program charted for the whole calendar year. Employee Training Calendar The training program assigned to every employee. Employee Suggested Training The list of training programs or courses for which employees should attend in order to overcome identified performance problem. Suggested Training Participant The list of suggested participant for a specific training program who has been identified to have performance problem on relevant Training Area.

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1.7.4. Screenshot

The screen shows the suggested remediation for a specific employee along with its appropriate rating. HR can now easily find who should attend specific training program or find the best training program for a specific employee.

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1.8. goTNA Competency Framework Training Efficiency

1.8.1. Overview
Monitoring the efficiency of the remediation taken is important to further improve employee performance or avoid repeated pitfall. goTNA provides a mechanism to monitor the training efficiency by using assessments. At this stage both Training Assessment and Employee Assessment (aka Performance Appraisal) are useful in order to understand the efficiency of the training program. At the end of the day, the training efficiency is commonly viewed by looking at the following:
Training Participant The change in the employee performance as a result of attending certain training program indicates to certain extend the effectiveness of the training program Training Content The training content can be rated by the training participant to understand how it contributes towards the effectiveness of the training program Trainer The trainer can be rated by the training participant to understand how it contributes towards the effectiveness of the training program Training Material The training material can be rated by the training participant to understand how it contributes towards the effectiveness of the training program

1.8.2. Methodology
Step 1 Building Assessment: Refer to the Employee Assessment section to understand how to build assessment questionnaire targeted for performance appraisal. Further to that, training questionnaire should be constructed to be used as a standard Training Assessment. Step 2 Scheduling Training Assessment: Training Assessment can be scheduled before or after a specific training program or it can have both pre and post assessment. Step 3 Scheduling Employee Assessment: Employee assessment can also be used in combination of Training assessment in order to understand the effectiveness of a specific training program. This can be set after certain period attending specific training program. Step 4 Taking Assessment: All assessments will be available in employees account online for them to take. Email notification can be sent to notify the participant to take the assessment. Employees can take the assessment on their own or HR can sit for the assessment on behalf of the employee. This can be very useful for organizations going through the transition from manual assessment to online assessment.

1.8.3. System Output

The System Output for this phase is as follow:

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Assessment Template The assessment questionnaires that has been developed for Training Assessment. The Assessment Template can then be used as a base for scheduling the assessment. Scheduled Assessment All the snapshot of questionnaires that has been scheduled for specific target employee(s). These questionnaires will remain intact even though the main assessment template has been changed. Assessment Result the responses of the questionnaires taken by respondent.

1.8.4. Screenshot

The screen shows the assessment that can be scheduled to be taken by specific employee after they attend certain training program to understand the effectiveness of the training program.

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