Training Need Analysis

Needs Assessment Definition

A needs assessment is the process of identifying performance requirements and the "gap" between what performance is required and what presently exists. It identifies the specific areas where training is needed.
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The training needs assessment is a critical activity for the training and development function. Whether you are a human resource generalist or a specialist, you should be adapt at performing a training needs assessment. A training need assessment is a systematic method of determining if a training needs exists and if it does, what training is required to fill the gaps between the standards and the actual performance of the employee. Therefore training need analysis is : Systematic method of determining performance discrepancies and Causes of performance 3 discrepancies

Needs Assessment
Process used to determine whether training is necessary

Why needs assessment ?

Training maybe incorrectly used as a solution to a performance problem. Training programs may have the wrong content, objectives, or methods. Trainees maybe sent to training programs for which they do not have the basic or prerequisite skills.

Training will not deliver the expected learning, behavior change or financial results that the company expects.
Money might be spent on unnecessary programs.
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Once we identify training gaps within the organization, it becomes easy to design an appropriate training programme. Training needs can be identified through the following types of analysis : Organizational analysis Task or role analysis Manpower analysis

1) 2) 3)

1) Organisational analysis: It involves a study of the entire organization in terms of its objectives, its resources, the utilization of these resources, in order to achieve stated objectives and its interaction pattern with environment. The important elements that are closely examined in this connection are: a) Analysis of objectives: This is a study of short term and long-term objectives and the strategies followed at various levels to meet these objectives.
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b) Resource utilisation analysis: How the various organisational resources (human, physical and financial) are put to use is the main focus of this study. c) Environmental scanning: Here the economic, political, socio-cultural and technological environment of the organisation is examined. d) Organisational climate analysis: The climate of an organization speaks about the attitudes of members towards work, company policies, supervisors, etc. Absenteeism, turnover ratios generally reflect the prevailing 7 employee attitudes.

2) Task or role analysis:

This is a detailed examination of a job, its components, its various operations and conditions under which it has to be performed. The focus here is on the roles played by an individual and the training needed to perform such roles. The whole exercise is meant to find out how the various tasks h be performed and what kind of skills, knowledge, attitudes are needed to the job needs. Questionnaires, interviews, reports, tests, observation and methods are generally used to collect job related information from time-totime. 8

3) Manpower analysis: Here the focus is

on the individual-in a given job. Personal observation, performance reviews, supervisory reports, diagnostic tests help in collecting the required information and select particular training options that try to improve the performance individual workers.

Causes & Outcomes of needs assessment

What is the context

Pressure Points
Lack of basic skills Poor performance New Technology Customer requests New Products Higher standards New jobs

In what do they need Outcomes Org Training analysis What trainees need to learn Operation Who receives training analysis Type of training Operator Frequency of training analysis Buy Vs. Build training Trg vs other HR options Who needs Training How trg shd be evaluated

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Training Needs Analysis

A training needs analysis is basically a data-gathering process used to identify and compare an organisations actual level of performance to the projected (desired) level of performance.
Current desired level of performance Discrepancy Reveals Immediate training needs

Actual level of performance

Discrepancy (Projected) desired level of performance Defining Immediate/Long-Range Training Needs Reveals Long range training needs

Macro Needs and Micro Needs Macro needs are those needs, which exists for a large number of employees. Supposing the laboratories in a hospital have recently acquired computerized auto analyzers. In this case all the lab technicians will be required to undergo training. This is a macro need. On the other hand micro needs are specific training needs of some employees.

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A TNA involves six basic steps:

1. 2.

3.

4.

5.

6.

Identifying the objectives of the organisation Appointing a training co-ordinator Gathering information about the skills and abilities of the individuals that are needed now and will be needed in the future Analyzing that information( three levels of analysis) Identifying the gaps that exist between the current situation and what is/will be required. Feedback to management.
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Methods of Training needs assessment

Organizational requirements/weakness Departmental requirements/weakness Job specification and employee specifications Identifying specific problems Anticipating future problems Management requests Observations Interviews 15

Conferences Questionnaires Tests or examinations Performance appraisal

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Approaches to TNA
There are two approaches to TNA: Proactive TNA that focuses mainly on an anticipated performance discrepancy in the future. Reactive TNA that focuses on a perceived performance discrepancy in the present.

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The basic equation to identify the training needs can be established as :

Training needs

Job requirement

Existing competence

Development needs

Desired group dynamism

Existing attitudes of individuals