Chapter II Training and Training Needs Assessment

Objectives of the Chapter

Training Needs Assessment Competency Mapping

Training Needs Assessment

Training needs can be identified by deducting the existing skills from the job requirements. A training need exists when there is a gap between what is required of a person to perform his/her work competently and what he/she knows. A Training Needs Assessment, or Training Needs Analysis, is the method of determining if a training need exists and if it does, what training is required to fill the gap.

The Reasons for Training Needs Assessment

The purpose of conducting a needs assessment is to prevent a quick fix approach to business problems. The following are the reasons for doing training needs assessment. To determine whether training is needed. To determine causes of poor performance. To determine content and scope of training. To determine desired training outcomes. To provide a basis of measurement. To gain management support.

Levels of Training Needs Assessment

There are three levels of needs assessment Organizational analysis. Task analysis. Individual analysis.

Organizational Analysis

Organizational analysis looks at the effectiveness of the organization and determines where training is needed and under what conditions it will be conducted. The organizational analysis should identify Environmental impacts. State of the economy and the impact on operating costs.

Organizational Analysis contd

Changing work force demographics and the need to address cultural or language barriers. Changing technology and automation. Increasing global/world market places. Trends such as sexual harassment and workplace violence. Organizational goals resources available. Climate and support for training.

Organizational Analysis contd

Sources of information to conduct organizational analysis are Organizational goals and objectives, mission statements, strategic plans. Staffing inventory, succession planning, longand short-term staffing needs. Skills inventory. Analysis of efficiency indices, costs of labor, costs of materials, quality of products, equipment utilization, production rates, costs of distribution, waste, down time, late deliveries, repairs.

Organizational Analysis contd

products, equipment utilization, production rates, costs of distribution, waste, down time, late deliveries, repairs. Changes in equipment, technology or automation. Annual report. Plans for reorganization or job restructuring. Audit exceptions, reward systems. Planning systems. Delegation and control systems. Employee attitudes and satisfaction.

Task Analysis

Task analysis provides data about a job or a group of jobs and the knowledge, skills, attitudes and abilities needed to achieve optimum performance. Sources of information to conduct task analysis are as follows: Job description KSA analysis Performance standards Observe the job/sample the work

Task Analysis contd

Perform the job Job inventory questionnaire Review literature about the job Ask questions about the job Analysis of operating problems

Individual Analysis

Individual analysis analyzes how well the individual employee is doing the job and determines which employees need training and what kind. Sources of information to conduct individual analysis are Performance Interviews evaluation Questionnaires Performance Attitude surveys problems Checklists or Observation training progress Work samples charts

Steps in the Needs Assessment Process

Training needs assessment process consists of three steps namely, performing GAP analysis, prioritizing the needs, and developing the action plan.

Techniques for Investigating Organizational and Personal Needs

The following are several needs assessment techniques which Training Managers generally follow in the organization. Direct observation. Questionnaires. Consultation with persons in key positions, and/or with specific knowledge. Review of relevant literature. Interviews.

Techniques for Investigating Organizational and Personal Needs

Focus groups. Tests. Records and report studies. Work samples. Behavioral Anchored Rating Scale (BARS).

Advantages of Training Needs Assessment

The following are the advantages of training needs assessment. It gives a consensus of what skills are important to job performance. Not just from the perspective of the job incumbents, but their managers as well. It helps to understand what skills are important at different levels of functional groups in the organization.

Advantages of Training Needs Assessment contd

It gives a consensus of identifying the critical skills are in need of training. It gives a consensus to identify which skills that are actually aligned with organizational goals and in-turn is related to the reward system of an organization. Without alignment of rewards and incentives, the training may succeed, but the skills will not be supported to the workplace when the training is over

Competency Mapping

Competencies will provide opportunities for employees to determine what it makes to be fully successful. Management can utilize competencies of employees to determine appropriate training needs, career development, selection and placement and compensation for employees. Competencies are identified behaviors, knowledge, skills, and abilities that directly and positively impact the success of employees and the organization.

Competency Mapping contd

Some core competency examples include Technical and Functional Expertise Understanding the Business Achieving Results Serving the Customer Teamwork Interpersonal and Communications Skills Leadership and Personal Effectiveness

Competency Model

A competency model is a descriptive tool that identifies the skills, knowledge and attitude of an employee needed to effectively perform a role in the organization and help the business to meet its strategic objectives. The model is presented as a learning continuum. The model lists the relevant skills or competencies for each level of employees in an organization as a learning continuum. The learning continuum has been divided into three levels viz., basic, intermediate and advanced level.

Competency Model contd

Basic Level: Describes the level at which someone new to a skill or attribute should be performing. Intermediate Level: Describes the level at which someone with detailed knowledge in an area should be performing. Advanced Level: Describes the level at which someone with mastery of a skill should be performing.

Implementing the Competency Model

The person responsible and the team for implementing this Competency Model would need To get the support from the management to carry out this entire study. To identify competencies and create a model of competency-based performance. Improvement in organizations.

Implementing the Competency Model contd

To know how to use Individual Competencybased Assessment, Analysis and Planning in a competency-based format. To know how to implement individual development plans i.e. concepts and methods for developing competency-based curriculum plan. Designing and developing competency-based learning in Interventions. Learning strategies and medium for competency-based interventions.

Mapping Career Path through Competency Assessment

Competency Assessment Tool (CAT) invites one to assess his current professional competencies. CAT is programmed to handle the industry competency model only, which means it is relevant for individuals currently in industry who wish to remain there or for those planning to move to an industry position.

Mapping Career Path through Competency Assessment contd

Each competency model contains information about professional competencies arranged in four categories. They are Personal attributes. Leadership qualities. Expertise. Specific skills.

Mapping Career Path through Competency Assessment contd

The Competency Assessment Tool is a basis for assessment and career planning. It provides a list of competencies relevant to ones progress. It helps to evaluate the proficiency level in their competencies. It allows to target specific competencies for development. It suggests a variety of traditional and nontraditional learning activities to develop the required competencies.

Summary of the Chapter

Training Needs Assessment Competency Mapping