Training Needs Assessment

Introduction
The purpose of a training needs assessment is to identify performance requirements and the knowledge, skills, and abilities needed by an agency's workforce to achieve the requirements. An effective training needs assessment will help direct resources to areas of greatest demand. The assessment should address resources needed to fulfill organizational mission, improve productivity, and provide quality products and services. A needs assessment is the process of identifying the "gap" between performance required and current performance. When a difference exists, it explores the causes and reasons for the gap and methods for closing or eliminating the gap. A complete needs assessment also considers the consequences for ignoring the gaps.

There are three levels of a training needs assessment:

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Organizational assessment evaluates the level of organizational performance. An assessment of this type will determine what skills, knowledge, and abilities an agency needs. It determines what is required to alleviate the problems and weaknesses of the agency as well as to enhance strengths and competencies, especially for Mission Critical Occupation's (MCO). Organizational assessment takes into consideration various additional factors, including changing demographics, political trends, technology, and the economy. Occupational assessment examines the skills, knowledge, and abilities required for affected occupational groups. Occupational assessment identifies how and which occupational discrepancies or gaps exist, potentially introduced by the new direction of an agency. It also examines new ways to do work that can eliminate the discrepancies or gaps. Individual assessment analyzes how well an individual employee is doing a job and determines the individual's capacity to do new or different work. Individual assessment provides information on which employees need training and what kind.

The Training Needs Assessment Process

1. Determine Agency Benefits of Needs Assessment - this part of the process will sell and help the decision makers and stakeholders understand the concept of the needs assessment. Needs assessment based on the alignment of critical behaviors with a clear agency mission will account for critical occupational and performance requirements to help your agency: a) eliminate redundant training efforts, b) substantially reduce the unnecessary expenditure of training dollars, and c) assist managers in identifying performance requirements that can best be satisfied by training and other developmental strategies. To go beyond learning and actually achieve critical behaviors the agency will also need to consider how required drivers will sustain desired outcomes. Key steps include:

Identify key stakeholders Solicit support Describe desired outcomes that will contribute to mission objectives Clarify critical behaviors needed to achieve desired outcomes Define required drivers essential to sustain the critical behaviors 2. Plan - The needs assessment is likely to be only as successful as the planning. o Set goals/objectives for the needs assessment o Evaluate organizational (agency) readiness and identify key roles o Evaluate prior/other needs assessments o Prepare project plan o Inventory the capacity of staff and technology to conduct a meaningful training skills assessment and analysis o Clarify success measures and program milestones 3. Conduct Needs Assessment o Obtain needs assessment data (e.g., review strategic plans, assess HR metrics, review job descriptions, conduct surveys, review performance appraisals) o Analyze data o Define performance problems/issues: occupational group/individuals o Describe critical behaviors needed to affect problems/issues o Determine and clarify why critical behaviors do not currently exist o Research integrated performance solutions o If training is the best solution, determine best training and development approach(es) o Assess cost/benefit of training and development approach(es); build a "business case" o Include organizational drivers needed to reinforce the critical behaviors that will affect problems/issues o Describe how the critical behaviors will be monitored and assessed after implementation of the improvement plan
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The results of the needs assessment allows the training manager to set the training objectives by answering two very basic questions: what needs to be done, and why is it not being done now? Then, it is more likely that an accurate identification of whom, if anyone, needs training and what training is needed. Sometimes training is not the best solution, and it is virtually never the only solution. Some performance gaps can be reduced or eliminated through other management solutions, such as communicating expectations, providing a supportive work environment, and checking job fit. These interventions also are needed if training is to result in sustained new behaviors needed to achieve new performance levels, for an individual, an occupation, or an entire organization

Training Design

Traning and Development Home Trainig Design

The design of the training program can be undertaken only when a clear training objective has been produced. The training objective clears what goal has to be achieved by the end of training program i.e. what the trainees are expected to be able to do at the end of their training. Training objectives assist trainers to design the training program. The trainer Before starting a training program, a trainer analyzes his technical, interpersonal, judgmental skills in order to deliver quality content to trainers. The trainees A good training design requires close scrutiny of the trainees and their profiles. Age, experience, needs and expectations of the trainees are some of the important factors that affect training design.

Training climate A good training climate comprises of ambience, tone, feelings, positive perception for training program, etc. Therefore, when the climate is favorable nothing goes wrong but when the climate is unfavorable, almost everything goes wrong. Trainees learning style the learning style, age, experience, educational background of trainees must be kept in mind in order to get the right pitch to the design of the program. Training strategies Once the training objective has been identified, the trainer translates it into specific training areas and modules. The trainer prepares the priority list of about what must be included, what could be included. Training topics After formulating a strategy, trainer decides upon the content to be delivered. Trainers break the content into headings, topics, ad modules. These topics and modules are then classified into information, knowledge, skills, and attitudes. Sequence the contents Contents are then sequenced in a following manner:
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From simple to complex Topics are arranged in terms of their relative importance From known to unknown From specific to general Dependent relationship

Training tactics Once the objectives and the strategy of the training program becomes clear, trainer comes in the position to select most appropriate tactics or methods or techniques. The method selection depends on the following factors:
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Trainees background Time allocated Style preference of trainer Level of competence of trainer Availability of facilities and resources, etc

Support facilities It can be segregated into printed and audio visual. The various requirements in a

training program are white boards, flip charts, markers, etc. Constraints The various constraints that lay in the trainers mind are: y Time y Accommodation, facilities and their availability y Furnishings and equipments y Budget y Design of the training, et

Training Administration

Workforce Development Programs Administration

With Penn Foster as your partner, we:
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Correct your trainees' tests and score all progress examinations (via toll-free, touch-tone phone using Tel-Test, the Internet, or paper and pencil). Maintain complete training records for each program participant. Progress reports are sent to you every month during which a test has been scored. Distribute courses directly to your employees or to your designated location(s) for training. Courses can be shipped on an automatic basis, corresponding to student study progress. Issue completion documents: Diplomas, Certificates of Apprenticeship, Certificates of Completion. These documents are inscribed with the name of each trainee and the organization's training program. Provide trainees with a toll-free telephone number for course assistance from an educational instructor (DIAL-A-QUESTION). Provide a toll-free telephone number for responsive service regarding all aspects of your company's programs and individual student records. Our Customer Service Managers are ready and anxious to take your call. Provide students with Internet access to their student records. If you choose to administer your own program, we can, for convenience, or if required by local or union regulations, provide computerized test correction services. Blank completion documents are also available.

Supporting Materials and Reports

The following are included with every Workforce Development - Administered Training Program:
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Program Administrators' Guide - provides useful information describing how to implement and facilitate your training program. Student Welcome Package and the Trainee Handbook - a handy reference covering the Penn Foster services and educational procedures for students, and how to develop good study habits. Program Outlines - a Program Coordinator, designated by you receives curriculum outlines for each trainee. Progress reports and student transcripts are issued regularly, providing current information regarding test results and measurement toward completion.

Program Implementation and Student Orientation

Based on the training plan, you will order initial courseware. A brief Kick-Off meeting is recommended to build enthusiasm, communicate the importance of training, and establish a partnership of shared investment between the employee and the organization. As students receive their initial courses, the Student Welcome Package and the Trainee Handbook should be reviewed, along with the procedure you selected for submitting Progress Tests.

Educational Assistance for Students

DIAL-A-QUESTION Educational Instructors for each major subject are as close as your phone. Students can call or write to discuss a lesson, have a particular concept explained, or get help with any question. This popular service is available Monday through Friday, using our tollfree telephone number.

Personalized Client Support

A team of dedicated, experienced professionals make sure that your training proceeds smoothly. From order processing to billing; assistance in selecting courses; handling student status requests and monitoring courseware shipments; your total support resource is available, toll-free: 1-800233-0259, Canada 1-800-637-1506.

Customized Services.
If you have a unique requirement, think of Penn Foster. You might be considering an in-house course catalog to support a career development, continuing education, or tuition reimbursement program. Would personalizing your program documents, management reports, assessment needs, course packaging and distribution, or student motivation letters enhance the value of your training?