The Training Needs Analysis

Prepared by

Arman E. Manlalangit

email add: [email protected]

The workshop will stress the fact that TNA is not a static concept The workshop will stress the fact that TNA is not a static concept that is translated into action only every now and then, but is that is translated into action only every now and then, but is indeed a never-ending process that should be fully integrated indeed a never-ending process that should be fully integrated within the overall framework of any organization Training and within the overall framework of any organization Training and Development and its strategic vision, goals and objectives.Development and its strategic vision, goals and objectives.

That TNA deserves to be managed judiciously, effectively, That TNA deserves to be managed judiciously, effectively, efficiently and wisely by identifying and assessing the gap efficiently and wisely by identifying and assessing the gap between the knowledge, skills and attitudes that the people in the between the knowledge, skills and attitudes that the people in the organization currently possess and the knowledge, skills and organization currently possess and the knowledge, skills and attitudes that they require to meet the organization’s goals, attitudes that they require to meet the organization’s goals, objectives and performance standards.objectives and performance standards.

SCOPE OF WORKSHOP SCOPE OF WORKSHOP

WORKSHOP OBJECTIVES WORKSHOP OBJECTIVES

•To understand the purpose and dynamics of TNA.

•To realize its relevance and crucial importance in the way an organization manages it most critical asset (its people),

•To know how to design, develop and conduct comprehensive and effective TNA exercise.

•To provide participants with the necessary knowledge , skills, aptitudes, motivation, competence and tools to decide when it should be done, why and by whom.

WORKSHOP OBJECTIVES… WORKSHOP OBJECTIVES…

The workshop will impress upon all participants the critical importance of how.

•How to assess the results and recommendations of the TNA exercise.

•How to implement them.

•How to evaluate the ensuing consequences.

TRAINING NEEDS ANALYSIS

“It is important to identify training needs before trying to

implement any training solutions.”

EVALUATE TRAINING

EVALUATE TRAINING

CONDUCT TRAINING NEEDS

ANALYSIS

CONDUCT TRAINING NEEDS

ANALYSIS

IDENTIFY LEARNING

OBJECTIVES

IDENTIFY LEARNING

OBJECTIVES

DESIGN TRAINING COURSE

DESIGN TRAINING COURSE

CONDUCT OF TRAININGCONDUCT

OF TRAINING

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A A Training Needs Analysis (TNA)Training Needs Analysis (TNA) is used to is used to assess an organization’s training needs. The assess an organization’s training needs. The root of the TNA is the gap analysis. This is an root of the TNA is the gap analysis. This is an assessment of the gap between the knowledge, assessment of the gap between the knowledge, skills and attitudes that the people in the skills and attitudes that the people in the organization currently possess and the organization currently possess and the knowledge, skills and attitudes that they knowledge, skills and attitudes that they require to meet the organization’s objectives.require to meet the organization’s objectives.


TRAINING NEEDS ANALYSIS PURPOSETRAINING NEEDS ANALYSIS PURPOSE


TRAINING NEEDSTRAINING NEEDS

• Gap between the present level of actual performance and preferred performance that can be narrowed through training

• An outline of desired skills and abilities to be developed in order to improve the performance of the organization


100 %100 %

75 %75 %

50 %50 %

90 %90 %

standard/preferred standard/preferred performanceperformance

present level of present level of actual performanceactual performance

GAP-TRAINING NEEDSGAP-TRAINING NEEDS

SKILLS, KNOWLEDGE AND ATTITUDE SKILLS, KNOWLEDGE AND ATTITUDE TRAINING REQUIREMENTSTRAINING REQUIREMENTS

0 %0 %

Why Conduct a Training Needs Why Conduct a Training Needs Analysis?Analysis?

•To determine what training is relevant to your To determine what training is relevant to your employee’s job,employee’s job,

•To determine what training will improve performance,To determine what training will improve performance,

•To determine if training will make a difference,To determine if training will make a difference,

•To distinguish training needs from organizational problems, andTo distinguish training needs from organizational problems, and

•To link improved job performance with the organization’s goals To link improved job performance with the organization’s goals and bottom line.and bottom line.



WHEN DOES A TRAINING WHEN DOES A TRAINING NEED EXIST?NEED EXIST?

• A training need exists when an employee lacks the knowledge or skills to perform an assigned task satisfactorily.


TEST FOR A TRAINING NEEDTEST FOR A TRAINING NEED

• Does the employee know how to meet the performance standards for an accountable tasks.


INDICATIONS FOR THE NEEDS OF TRAINING

Standards of work performance are not metStandards of work performance are not met

AccidentsAccidents

Excessive scrapExcessive scrap

Frequent need for equipment repairsFrequent need for equipment repairs

High rate of evaluation reportsHigh rate of evaluation reports

Low rating of evaluation reportsLow rating of evaluation reports


People use different method to do one jobPeople use different method to do one job

BottlenecksBottlenecks

Deadlines are not metDeadlines are not met

Excessive fatigue, fumbling, Excessive fatigue, fumbling, discouragement and struggling on the jobdiscouragement and struggling on the job

INDICATIONS FOR THE NEEDS OF INDICATIONS FOR THE NEEDS OF TRAININGTRAINING


LEVELS OF LEVELS OF TRAINING NEEDS TRAINING NEEDS

IDENTIFICATIONIDENTIFICATION

NEEDS AT ORGANIZATION

LEVEL

NEEDS AT ORGANIZATION

LEVEL

NEEDS AT INDIVIDUAL

LEVEL

NEEDS AT INDIVIDUAL

LEVEL

NEEDS AT OCCUPATIONAL

LEVEL

NEEDS AT OCCUPATIONAL

LEVEL

LEVELS OF TRAINING NEEDS IDENTIFICATION


Where a general weakness in the organization exist. Where training in the organization is most needed

What is needed in terms of skill, knowledge and attitude to carry-out the various duties related to a particular job or occupation .

Determining deficiencies in particular skills, knowledge and attitude on the part of the individual.


THE PROCESS OF TRAINING THE PROCESS OF TRAINING NEED IDENTIFICATIONNEED IDENTIFICATION

WHOSE RESPONSIBILITY?WHOSE RESPONSIBILITY?

• Supervisor?Supervisor?• Training Specialist?Training Specialist?• Personnel Manager?Personnel Manager?• Human Resource Manager?Human Resource Manager?• President?President?

•ALL


METHODS FOR DETERMINING TRAINING NEEDS

ObservationObservation

Management RequestManagement Request

Job AnalysisJob Analysis

InterviewInterview

Group ConferencesGroup Conferences


Questionnaire SurveysQuestionnaire Surveys

Test or ExaminationTest or Examination

Long-range Organizational Long-range Organizational PlanningPlanning

Personal RecordsPersonal Records

Business and Production Business and Production ReportsReports

METHODS FOR DETERMINING TRAINING NEEDS ( cont.)


STEPS INVOLVED IN THE IDENTIFICATION OF TRAINING NEEDS

Define problems which can be Define problems which can be solved through trainingsolved through training

Establish StandardsEstablish Standards

Identify the gaps-training needsIdentify the gaps-training needs

Identify the need for trainingIdentify the need for training


WHAT ARE THE DATA REQUIRED IN ANALYZING TRAINING NEEDS?

1. Get the detailed description of the specific task or process and their sequential relationships. The data obtained will serve as the basis for establishing the performance standards against which both the training activities and behavioral change may be measured


WHAT ARE THE DATA REQUIRED IN ANALYSING TRAINING NEEDS?

2. Secure or develop (if not available) performance standards used in the organization in terms of measurable end-results. Where the standards are subjective, these must be accepted and understood by those affected. Where there is not possible, qualitative standards may be used.

3. Determine the present measurable performance.


SKILLS INVENTORY PROCESS FLOW

PRE-INVENTORY ANALYSIS

PRE-INVENTORY ANALYSIS

DACUMWORKSHOP

DACUMWORKSHOP

INVENTORY OF

TRAINING NEEDS

INVENTORY OF

TRAINING NEEDS

PROGRAM DESIGN

PROGRAM DESIGN

VERIFICATION OF TASKS

AND DUTIES

VERIFICATION OF TASKS

AND DUTIES

Gather related info.

Conduct interview

Review and evaluate

job descriptions

Conduct brainstormingworkshop

Determine the job profile for each position

Validation of duties and tasks

Establish standard competencyprofile

Designing survey instruments

Evaluate and

analyze training needs

Designing training program per job holder/position

Step # 1 Step # 2 Step # 3 Step # 4 Step # 5

DACUM COMPETENCY PROFILE FOR DACUM COMPETENCY PROFILE FOR ELECTRICAL MAINTENANCE TECHNICIAN--PRODUCTION LINE 1ELECTRICAL MAINTENANCE TECHNICIAN--PRODUCTION LINE 1

A Perform monitoring of electrical equipment for production process line 1

A-1 Monitor current of AC three-phase motor (X)

A-2Monitor frequency of VFD(X)

A-3Monitor temperature of VFD panel (X)

A-4Monitor DC drives control panel(X)

A-5Monitor DC motor carbon brush sparking@ CRM

A-6Inspect carbon brush of DCmotors

A-7Monitor daily power consumption(X)

A-8Monitor MORGOIL oil level at CRM

A-9Monitor electrical room temperature(X)

A-10Monitor motor temperature

A-11Inspect commutator bars surface condition

A-12Check battery solution level

A-13Inspect limit switches

A-14Check motor vibration

A-15Submit daily monitoring report

DUTIES TASKS


B Perform preventive maintenance of electrical equipment for production process line 1

B-1 Perform turnover of equipment concern

B-2Calibrate X-ray machine @ CRM

B-3Calibrate PPL side trimmer

B-4Calibrate centering guide

B-5Calibrate flow meter

B-6Calibrate transducer

B-7Calibrate level transmitter

B-8Clean signal transmitter unit(STU) @ CRM

B-9Clean ARP’s spark plug for LPG burner system

B-10Service AMS rack

B-11Service I/O panel

B-12Adjust electronic caliper

B-13Adjust crane bus bar

B-14Refill crane gear box oil

B-15Refill battery solution

B-16Refill humidifier distilled water

B-17Clean camera lens (X)

B-18Clean load cell connector

B-19Clean spray header connector

B-20Set branding of printer


DUTIES TASKS


A Perform monitoring of production process line 2 electrical equipment

A-1 Monitor bushing temperature

A-2Monitor pot temperature

A-3Monitor inductors parameter (PF, current and voltage)

A-4Can check pH level of welder coolant system

A-5Perform PLC on-line monitoring

A-6Monitor current of variable speed three-phase motor (X)

A-7Monitor frequency of variable frequency driver (X)

A-8Monitor temperature of variable frequency drives panel (X)

A-9Monitor DC drives control panel (X)

A-10Inspect carbon brush (DC)

A-11Monitor daily power consumption (X)

A-12Accomplish daily inspection checklist

A-13Monitor electrical room temperature (X)

A-14Monitor motor temperature

A-15Inspect commutator bars surface condition

A-16Check battery solution level

A-17Inspect limit switches

A-18Monitor motor vibration

A-19Submit monitoring report


DUTIES TASKS



LEVEL OF SKILLS AND KNOWLEDGE ( How much do you know these bodies of skills and knowledge)

Rating Descriptive Equivalent

0 N/A (not applicable) 1 cannot do (with no practical application) 2 able to do but requires maximum supervision 3 able to do with minimum supervision 4 able to do on his own without supervision 5 able to do and can teach others (process expert/champion)

INSTRUCTIONS :

Listed below are the competencies that you should possess if you are occupying the above-mentioned position. Kindly read through the competencies given and indicate your level of skills and knowledge or whether you need additional training in your present job position. You can do so by simply checking ( ) the appropriate boxes after each task statement using the following rating scale :

COMPETENCY THERMOMETER

(TRAINING NEEDS INVENTORY CHECKLIST)(TRAINING NEEDS INVENTORY CHECKLIST)

ELECTRICAL MAINTENANCE TECHNICIAN FOR PL1Position Title

You may now START HERE :

JOB COMPETENCY STATEMENT

0 1 2 3 4 5

DUTY APERFORM MONITORING OF PRODUCTION LINE 1 (PL1) ELECTRICAL EQUIPMENT

A-1 able to monitor current of AC three-phase motor. (X)

A-2 able to monitor frequency of variable frequency drive (X)

A-3 able to monitor temperature of variable frequency drive panel (X)

DO NOT LEAVE any job competency statement unrated.

LEVEL OF SKILLS COMPETENCY

Electrical Basic Skills Elements

Understanding(UN)

Adjusting (AD) Changing(CH)

Dismantling(DM)

•Proximity Switches

•AC Inverters

•AC Motors

•DC Motors

•Resistor

•Capacitor

•Relays

•Contactors

•Timers

Name Name : : Juan Bautista FernandoJuan Bautista FernandoDepartment/SectionDepartment/Section : : Electrical Engineering and MaintenanceElectrical Engineering and MaintenanceJob PositionJob Position : : Electrical MaintenanceElectrical MaintenanceJob LevelJob Level : : RF3RF3

SKILLS COMPETENCY TEMPLATESKILLS COMPETENCY TEMPLATE

Evaluated by : ___________________________________ Noted by : _______________________________

NAME:-_________________________________________POSITION:________________________________DEPT./SECTION:_________________________________FOR THE YEAR: ___________________________

A. MUST DEVELOP SKILLS AND KNOWLEDGE: ( Based on the requirements of the job, specify the skills an employee holding the indicated position should develop to ensure effective performance of the job .)_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________B. NICE TO HAVE SKILLS AND KNOWLEDGE : (These refer to related skills that will enable an employee to perform same level, or even higher level jobs within the section; probably as a back-up or reliever. These skills, if developed may also increase employee’s efficiency in performing assigned tasks.)_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Prepared by:___________________ Date:_________ Checked by :____________Date:_______Noted by :___________________ Date:_________ Approved by: ___________ Date:_______

JOB SKILLS AND KNOWLEDGE REQUIREMENTS

Identify an area(s) in your department which you think needs training.

1. What section/unit ?____________________________________________________________________________________

2. What particular job/occupation ?____________________________________________________________________________________

3. What skills and knowledge needed ?____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

4. Who’s individual needs training?____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

5. Write down your recommended training plan and the training program._______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

ANALYSIS OF TRAINING NEEDS THE WORKPLACE

PREPARED BY : ______________________PREPARED BY : ______________________ NOTED BY :___________________________

ON HOW TO IDENTIFY SPECIFIC SKILLS REQUIREMENTS

Form a group that is composed of 4-7 people. Too small a group may generate only little ideas, too large may be difficult to control.

It is preferable that the group will be composed of persons of varying backgrounds/discipline.

See to it that the persons composing the group are of more or less than same position or level.

Select a group secretary to record the result/s of the workshop session.

GUIDELINES OF THE WORKSHOP SESSIONGUIDELINES OF THE WORKSHOP SESSION

Before starting the session, the group leader should define clearly the problem and its background.

The workshop discussion should be as “free wheeling” as possible.

Record every idea no matter how remote its probabilities seem.

Do not judge! That will come later.

GUIDELINES OF THE WORKSHOP SESSIONGUIDELINES OF THE WORKSHOP SESSION

TNA WORKSHOP ACTIVITYTNA WORKSHOP ACTIVITY

ACTIVITY 1ACTIVITY 1(BY GROUP(BY GROUP))

ACTIVITY 2ACTIVITY 2(PRESENTATION)(PRESENTATION)

Determine or identify

the various skills , knowledge

and attitude requirements for each

job position.

Determine or identify

the various skills , knowledge

and attitude requirements for each

job position.

Presentation Presentation of group output.of group output.

Presentation Presentation of group output.of group output.

SAMPLE SKILLS REQUIREMENTS ANALYSIS SAMPLE SKILLS REQUIREMENTS ANALYSIS

QUALITY QUALITY INSPECTORINSPECTOR

KNOWLEDGE OF PRODUCTION

PROCESS

•PPL PROCESS COURSE•CRM PROCESS COURSE•CGL PROCESS COURSE

JOB POSITIONJOB POSITION SKILLS AND KNOWLEDGE SKILLS AND KNOWLEDGE REQUIREMENT/SREQUIREMENT/S

RECOMMENDED RECOMMENDED TRAINING MODULE/STRAINING MODULE/S

COURSE OR PROGRAM OUTLINE

•INSTRUCTIONAL OBJECTIVES•Training Duration•CONTENT/S•METHOD/S•VISUAL AIDS, ETC.

•BASIC APPRECIATION (Simple)

•WORKING KNOWLEDGE (Complex)

•FULLY-OPERATIONAL (High-Complex)

Job Position : QUALITY INSPECTORA. TECHNICAL/FUNCTIONAL

SKILLS AND KNOWLEDGE REQUIREMENTS

DesiredLevel of Job Competency

Actual Level of Job Competency

Knowledge of production process 4

Knowledge of products and quality standards 4

Knowledge of product defects (e.g., uncoated spots/area, coating failure, creases, damaged edge, edge build-up, jet lines)

4

Knowledge of measurement standards/protocol/ tolerances (e.g., width, thickness, steepness)

4

Proper use of measuring instruments/equipment (e.g., steel tape, micrometer caliper , taper gauge, straight edge, hardness tester, weighing scale, porta spec )

4

Knowledge of intended customer/market 4

Fact-finding / investigative skills 4

Judgment / decision-making skills 4

Proficiency in technical writing 4

Records-keeping skills 4

Familiarity with basic computer use 4



ELECTRICAL ELECTRICAL MAINTENANCE MAINTENANCE

TECHNICIANTECHNICIAN

KNOWLEDGE OF AC MOTORS MAINTENANCE

INDUSTRIAL MOTOR MAINTENANCE

JOB POSITIONJOB POSITION SKILLS AND KNOWLEDGE SKILLS AND KNOWLEDGE REQUIREMENT/SREQUIREMENT/S

RECOMMENDED RECOMMENDED TRAINING MODULE/STRAINING MODULE/S

COURSE OR PROGRAM OUTLINE

•INSTRUCTIONAL OBJECTIVES•Training Duration•CONTENT/S•METHOD/S•VISUAL AIDS, ETC.

SKILLS REQUIREMENTS ANALYSIS WORKSHEETSKILLS REQUIREMENTS ANALYSIS WORKSHEET

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JOB POSITION SKILLS AND KNOWLEDGE REQUIREMENT/S

RECOMMENDED TRAININGMODULE/S

1

2

SKILLS REQUIREMENTS ANALYSIS WORKSHEETSKILLS REQUIREMENTS ANALYSIS WORKSHEET

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NAME SKILLS AND KNOWLEDGE REQUIREMENT/S

LEVEL OF COMPETENCY

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Documents

The Training Needs Analysis