 Need Assessment

 Reasons for analyzing the

 Training Needs –
 Identification of Training Needs
 Steps to conduct a Need
Assessment
 TNA Model
 Organizational Analysis –
Operational Analysis – Person
BY
Analysis –
MANOJ KUMAR.T B.Tech,MBA,NET..
Asst Professor
 Gather data for TNA
Sri Kaliswari Institute of Management and Technology
 TRAINING NEEDS ANALYSIS
TNA is a systematic method for determining what caused performance
to be less than expected or required. Performance improvement is the focus of
training. When the Actual Organisational Performance (AOP) is less than
Expected Organisational Performance (EOP), the difference is referred to as
Organisational Performance Gap (OPG). The answer to this is to conduct
TNA.
PG = EP - AP
1. Increase the chances that time and money spent on training is spent wisely.
2. Determine the benchmark for evaluation of training
3. Increase the motivation of participants
4. Align the training activities with the company’s strategic plans.
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Need For Training
1. No one is a perfect fit at the time of hiring and some training and
development must take place

2. Installation of new equipment or techniques

3. Change in working methods or products produced

4. Labor shortage necessitating the upgrading of some employees

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Need For Training
5. Promotion or transfer of individual employees

6. Ensures availability of necessary skills and there could be a pool of

talent from which to promote them

7. Reduces constant supervision

8. Improves quality

9. Increase efficiency
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 TRAINING NEEDS ANALYSIS

A good TNA ensures that

1. Only those who need the training attend

2. To provide the data to show trainees why the training will be

useful to them

3. Consider the employees who do not need training but are sent
by their supervisor (lack of interest)

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Reasons for analyzing the Training Needs

1. TNA helps to determine whether resources required are available or not

2. To plan the budget of the company

3. To identify areas where training is required

4. To find out the alternate action where training may not be appropriate

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Trigger Event

Training Organizational Analysis

Need
Analysis Operational Analysis
Personal Analysis
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Identification of Training Needs
There are numerous source places to look for Organization performance Gap (OPG)

First data source-Organizational goals, objectives & budgets

Second data source-Labour inventory-Ex: No.of Senior Employees

Third data source-Organization climate indicators-Ex: Absenteeism

Proactive TNA- For the ongoing problem(gap) or after the problem has occurred.

Reactive TNA-Expected to happen in future

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Three levels of Analysis
Organizational analysis: Looks at the internal environment of
the organization. Influences that could affect the employees
performance-to determine its fit with the organizational goals &
objectives.

Training Operational analysis : Examine specific jobs to determine the

requirements necessary to get the job done. This process is
Need called task analysis or job analysis.
All tasks are identified & KSA required to do the bare identified
Analysis
Person analysis : Examines who can do the job & whether they
posses required KSA.

T.Manoj kumar
Asst Professor, SKIMT
Training and Development
Training Need Analysis
 Organizational analysis focus on the
strategies of the organization, resources
in the organization, allocation of these
resources & total internal environment.

Organizational Internal environment includes an

examination of structures, policies and
Analysis procedures, job design, workflow
processes and other factors that affects
employees ability to meet the job
performance.

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 i) Mission and Strategies
The organizational analysis helps the analyst align
the training with the organizational mission &
strategies
A company’s mission & strategies also indicate
priority for training.
Training resources are always finite so decisions
Organizational must be made as to where to spend the training
budget.
Analysis
Ex: “Quality is job one” at Ford, analyst should know
that development of KSA relating to quality should
receive priority.
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Organizational Analysis

ii) Capital Resources

A company’s finances, equipments and facilities are consider to be capital
resources. During strategic planning decisions are to be made as to where
money should be spent.

This will help to determine priorities for the HRD department. Another
concern for HRD is its own budget.

The decision whether to use external consultant or internal staff depends

on number & nature of issue not the least which it cost.
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Organizational Analysis
Human Resources
It includes a general strategic need assessment and a more
specific training need assessment.

First at the strategic level HRD provides top management

with the assessment of current employees ability and
potential to support various strategies

Within this top management knows its employees

capabilities and can factor those capabilities into strategic
decision making: Ex : Maruti

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Organizational Analysis

Organizational environment : A organizational environment is made up of

various structures ( workflow, division of labour, pay system & reward policies )

The environment analysis tells whether theses structures are aligned with the
aligned with the performance objectives of the unit in OPG have identified.

Identifying lack of alignment early and aligning the environment factors with the
objectives of training will help to ensure the training is complete, the new skills
will transfer to the job.

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Collect data :

Once the gap in performance identified in a

specific department or location, the cause of the
gap needs to be determined.

Identify the potential individuals need to be

Organizational interviewed
Analysis
Should not assume training is needed to alleviate
the gap.
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Organization Analysis-Summary
Organizational
Analysis

Mission &
Strategies

Capital
Resources

Human
Resources

Organizational
Environment

Data
collection
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 The operational analysis determines what is
required of employees to be effective

Job analysis would be done to identify the

expected organization performance
Operational
Analysis The most frequently used process includes
questioning employees and their supervisors

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 For analyzing the job the following steps will be useful

1) What is the job : The first step is to determine what job is

to analyzed.
2) Where to collect data : there are many sources. Job
description & specification are one such sources. It
provides basic understanding of the job & its basic
Operational requirements.
3) Who to ask : Incumbents (who is currently performing
Analysis 4)
the job) & supervisors
Who should select the incumbents : The selection
process should carried out by analyst not by the
supervisor or manager.

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Operational Analysis or Job Analysis
5) How many to ask :It is determined by the method of data gathering and the
amount of time available

6) How to select : Through representative sampling . From these data, the

company was able to refocus its selection procedures to include the KSA
necessary at the time to hire and to provide its training department with a
clear picture of the training necessary.

7) What to Ask about : 1) Worker oriented job analysis 2) Task oriented

analysis

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Operational Analysis or Job Analysis

Worker oriented job analysis : Focuses on the KSA that are required on
the job

Task Oriented job analysis : Identifies the various work activities

required to perform the job.

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Personal Analysis or Job Analysis

Personal analysis will identify those incumbents who are not meeting
performance requirements & why

Here each employees is examined is examined to determine if they

have necessary KSAs to meet the performance expectation.

After identifying they will be sent for training

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Sources of data collection

1) Performance Appraisal
Supervisors are the ones who often responsible for rating the
incumbents

Personal Things to be followed for better supervisor rating system

Analysis a)
b)
Have appraisal relevant to the job
Be sure the supervisor have access to relevant information.
c) Provide supervisors incentives to complete the rating properly
 2) Self rating : Providing rating of oneself performance
Most individuals tend to overrate themselves
So proper implementation of combination of both Self
Rating & Supervisor rating system would give a better
benefit
Personal
Analysis- 3) 360 degree performance review : Here employees
rates himself on number of dimensions & receives rating
on these dimensions.
Performance Generally here more sources are used to gather
Appraisal information .

Methods 4) Cognitive Test : Measures person’s job knowledge.

General time limit is set to answer the question.
Sometimes extra time is also provided
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 5) Declarative Knowledge test: if the job requires some sort of
factual knowledge then this kind of test should be conducted.
Multiple choice tests are often used.

6) Procedural knowledge test : Here the learners begins to

develop meaningful ways of organizing information into mental
models.
Personal Paired comparison Test are used to identify how the person
Analysis- sees the relationship between the two things.

Performance 7) Testing strategic knowledge : Deals with the ability to

Appraisal develop and apply cognitive strategies used in problem solving.
Methods Probed protocol analysis are used here

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 8) Skill test or behavioral test : Measures skills and
are important means of developing employees
training needs
Work samples which are simply work situations
designed to reflect what actually happens in the
workplace.
Personal Simulator technique : Equipment simulator,role plays,
Personal Analysis-Performance Appraisal Methods
business games and so on can be used to determine a
Analysis- person’s skill in a particular situation
Performance
Appraisal 9) Attitudinal surveys with proper scales are
conducted to determine attitudinal measures
Methods
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Steps to conduct Training Need Assessment

1. Identify problems and needs Organisational Performance Gap

2. Determine the Design of Needs Analysis - Who, What methods, When
3. Collect data - Survey, Interview, and
Observation
4. Analyze data - Research on data
5. Provide feedback - Report for next program

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Steps to conduct Training Need Assessment
1) Identify problems and needs
An effective training system begins with the identification of the
organization's training needs. These needs will create a Performance
Gap (AOP is Less than EOP)
Eg: Profit shortfalls, Sales coming down, Low customer satisfaction, Low
market share, Excessive scrap, Labour turnover etc.
Another type is future oriented (Introduction of automation)
Once the Performance Gap exists, the cause must be determined.
The cause might be inadequate KSAs of employees. – This is one among
the reasons.
After cause is identified ,then it should be eliminated
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Steps to conduct Training Need Assessment
2) Determine the Design of Needs Analysis
Development of training objectives that provide specific direction for
what will be trained and how.
These provide directions for what will be trained and how. They specify
the employee and organizational outcomes that should be achieved.
It is the process of formulating an instructional strategy to meet the
training objectives. It consists of the order, timing, methods, materials,
equipment's, media, facilities etc.
Obtaining or creating all the things needed to implement training
program is a part of this stage
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Steps to conduct Training Need Assessment
3) Collection data Observation
Data should be collected from different sources that includes
i) Supervisor Performance Appraisal
ii) Own performance data ( Productivity,absenteeism,Wastage made,
customer complaints etc)
iii) Work sampling
iv) Interviews/Questionarie
v) Job knowledge test
vi) Skill test
vii) Assessment centers
viii) Organization goals
ix) Labor inventory
x)kumar
T.Manoj Job description & Specification
Asst Professor, SKIMT Training and Development
 Steps to conduct Training Need Assessment
4)Analyze Data
Making research on data. Understanding the data and deciding the
practical implication.

This helps to understand various job related features of the employees.

At this stage employees skill level or capabilities are understood. Their

performance evaluated based on a devised standard.

Sometimes modern technology and tools are used for the analysis of
data.
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Steps to conduct Training Need Assessment
5) Provide Feedback

After analyzing the data related to the employees performance proper

training decision will be taken.

Performance gap (PG) will be identified and the reasons for the
performance gap will be derived.

Then solution for the performance gap will be given as a training

program for existing employees or for the hiring the new employees.

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Gathering data for Training need analysis (TNA)
Data Sources

1) Supervisor performance appraisal: Useful if done specifically for TNA

2) Own performance data (productivity, absenteeism, product quality ,customer

complaint) :
This data shows who is not meeting performance standards but not why
Easy to analyze and quantify for the purposes of determining actual
performance

3) Observation –Work sampling

More subjective technique but provides both employee behavior and results of
the behavior.
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Gathering data for Training need analysis (TNA)
4) Interview/Questionnaires
Used here to focus on employees’s perception of her training needs and
attitudes
Needs to be sure employee believes it is in her best interest to be honest.

5) Job knowledge Tests :

Shows specific job related knowledge of employees.

6) Skill Test (Role play, case study, Business games, In basket)

Certain knowledge , skills and attitudes are demonstrated in these
techniques
Development of scoring criteria is important.

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Gathering data for Training need analysis (TNA)
7) Assessment centers :
Combination of several of the above technique into an intensive
assessment program
Although expensive, these are very good as they use multiple raters

8) Job Description :
This source outlines the job’s typical duties and responsibilities

9)Job specification :
These are specified tasks required for each job
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Gathering data for Training need analysis (TNA)
10) Organization goals
This source suggests where training emphasis should be placed

11) Objective & Budget:

This source provides information on both standards and direction

12) Labor Inventory : This source helps HRD identify where training is
needed because of retirement, turnover, age etc.

14) Other Sources include : Costs of labor, Quality of product and

wastages made.
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 The TNA MODEL

INPUT PROCESS OUTPUT

Organisationa
l Analysis Training Needs

Identify
TRIGGERING Performance
Operational Gap
EVENT Analysis
PG = (EP-AP)
(EP)
Non-Training
Person
Needs
Analysis

(AP)

T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Organizational analysis: Looks at the internal environment of the
organization. Influences that could affect the employees performance-to
determine its fit with the organizational goals & objectives.

Training Operational analysis : Examine specific jobs to determine the

Need requirements necessary to get the job done. This process is called task
analysis or job analysis.
Analysis All tasks are identified & KSA required to do the bare identified

Model -Input Person analysis : Examines who can do the job & whether they posses
required KSA.

T.Manoj kumar
Asst Professor, SKIMT
Training and Development
 Training Need Analysis Model-Input
Data should be collected from different sources that includes
i) Supervisor Performance Appraisal
ii) Own performance data ( Productivity,absenteeism,Wastage made,
customer complaints etc)
iii) Work sampling
iv) Interviews/Questionarie
v) Job knowledge test
vi) Skill test
vii) Assessment centers
viii) Organization goals
ix) Labor inventory
x) Job description & Specification
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Training Need Analysis Model-Process
In the process phase, the operational analysis provides information on
expected performance(EP). Expected performance (EP) is the level of
performance expected in a particular job.

Personal analysis provides information on actual performance(AP).

Actual performance (AP) is the current level of performance by an
individual on a particular job

When AP is lower than EP, a more specific performance gap is

identified. As noted in the model , the specific performance gap is the
difference is the difference between EP and employee’s AP
T.Manoj kumar
Asst Professor, SKIMT Training and Development
 Training Need Analysis Model-Output
The output includes both Training Needs and Non-Training Needs

Training Needs - Training needs are dealt with by designing appropriate training programs

Non-Training Needs - It includes no gap in required KSAs

Causes of Non-Training Needs

i. Performance consequence incongruence

Good performer is assigned difficult job
ii. Inadequate or Inappropriate Feedback
Supervisors dislike giving negative feedback
iii. Barriers to Performance
Receiving material too late, using worn out machinery and being constantly interrupted
Supervisors need to be trained not the Employees

T.Manoj kumar
Asst Professor, SKIMT Training and Development