Workshop on Training Needs Analysis

wORkShOP on Prepared by Arman E. Manlalangit email add: aemanlalangit@yahoo.com

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 indeed a never-ending process that should be fully integrated within the overall framework of any organization Training and Development and its strategic vision, goals and objectives. That TNA deserves to be managed judiciously, effectively, efficiently and wisely by identifying and assessing the gap between the knowledge, skills and attitudes that the people in the organization currently possess and the knowledge, skills and attitudes that they require to meet the organization’s goals, objectives and performance standards. SCOPE OF WORKSHOP

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…

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 PRINCIPLE OF TRAINING “ It is important to identify training needs before trying to implement any training solutions.”

EVALUATE TRAINING CONDUCT TRAINING NEEDS ANALYSIS IDENTIFY LEARNING OBJECTIVES DESIGN TRAINING COURSE CONDUCT OF TRAINING THE TRAINING PROCESS 1 2 3 4 5

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

TRAINING NEEDS ANALYSIS

TRAINING 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

TRAINING NEEDS ANALYSIS 100 % 75 % 50 % 90 % standard/preferred performance present level of actual performance GAP-TRAINING NEEDS SKILLS, KNOWLEDGE AND ATTITUDE TRAINING REQUIREMENTS 0 %

Why Conduct a Training Needs Analysis?

To determine what training is relevant to your

employee’s job,

To determine what training will improve performance,

To determine if training will make a difference,

To distinguish training needs from organizational problems, and

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

WHEN DOES A TRAINING NEED EXIST?

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

TEST 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 met Accidents Excessive scrap Frequent need for equipment repairs High rate of evaluation reports Low rating of evaluation reports

INDICATIONS FOR THE NEEDS OF TRAINING

People use different method to do one job Bottlenecks Deadlines are not met Excessive fatigue, fumbling, discouragement and struggling on the job

LEVELS OF

TRAINING NEEDS IDENTIFICATION

NEEDS AT ORGANIZATION LEVEL NEEDS AT INDIVIDUAL LEVEL NEEDS AT OCCUPATIONAL LEVEL LEVELS OF TRAINING NEEDS IDENTIFICATION TRAINING NEEDS ANALYSIS 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. 1 2 3

THE PROCESS OF TRAINING NEED IDENTIFICATION

WHOSE RESPONSIBILITY?

Supervisor?

Training Specialist?

Personnel Manager?

Human Resource Manager?

President?

ALL

METHODS FOR DETERMINING

TRAINING NEEDS

Observation Management Request Job Analysis Interview Group Conferences

METHODS FOR DETERMINING

TRAINING NEEDS ( cont.)

Questionnaire Surveys Test or Examination Long-range Organizational Planning Personal Records Business and Production Reports

STEPS INVOLVED IN THE IDENTIFICATION OF TRAINING NEEDS

Define problems which can be solved through training Establish Standards Identify the gaps-training needs Identify the need for training 1 4 3 2

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.

TRAINING NEEDS ANALYSIS SKILLS INVENTORY PROCESS FLOW PRE- INVENTORY ANALYSIS DACUM WORKSHOP INVENTORY OF TRAINING NEEDS PROGRAM DESIGN VERIFICATION OF TASKS AND DUTIES

Gather related info.

Conduct interview

Review and evaluate

job descriptions

Conduct brainstorming

workshop

Determine the job profile for each position

Validation of duties and tasks

Establish standard competency

profile

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 ELECTRICAL MAINTENANCE TECHNICIAN--PRODUCTION LINE 1 DUTIES TASKS TRAINING NEEDS ANALYSIS RESULTS A-15 Submit daily monitoring report A-14 Check motor vibration A-13 Inspect limit switches A-12 Check battery solution level A-11 Inspect commutator bars surface condition A-10 Monitor motor temperature A-9 Monitor electrical room temperature (X) A-8 Monitor MORGOIL oil level at CRM A-7 Monitor daily power consumption (X) A-6 Inspect carbon brush of DC motors A-5 Monitor DC motor carbon brush sparking @ CRM A-4 Monitor DC drives control panel (X) A-3 Monitor temperature of VFD panel (X) A-2 Monitor frequency of VFD (X) A-1 Monitor current of AC three-phase motor (X) A Perform monitoring of electrical equipment for production process line 1

DACUM COMPETENCY PROFILE FOR ELECTRICAL MAINTENANCE TECHNICIAN--PRODUCTION LINE 1 DUTIES TASKS TRAINING NEEDS ANALYSIS RESULTS B-20 Set branding of printer B-19 Clean spray header connector B-18 Clean load cell connector B-17 Clean camera lens (X) B-16 Refill humidifier distilled water B-15 Refill battery solution B-14 Refill crane gear box oil B-13 Adjust crane bus bar B-12 Adjust electronic caliper B-11 Service I/O panel B-10 Service AMS rack B-9 Clean ARP’s spark plug for LPG burner system B-8 Clean signal transmitter unit(STU) @ CRM B-7 Calibrate level transmitter B-6 Calibrate transducer B-5 Calibrate flow meter B-4 Calibrate centering guide B-3 Calibrate PPL side trimmer B-2 Calibrate X-ray machine @ CRM B-1 Perform turnover of equipment concern B Perform preventive maintenance of electrical equipment for production process line 1

DACUM COMPETENCY PROFILE FOR ELECTRICAL MAINTENANCE TECHNICIAN--PRODUCTION LINE 2 DUTIES TASKS RESULTS TRAINING NEEDS ANALYSIS A-19 Submit monitoring report A-18 Monitor motor vibration A-17 Inspect limit switches A-16 Check battery solution level A-15 Inspect commutator bars surface condition A-14 Monitor motor temperature A-13 Monitor electrical room temperature (X) A-12 Accomplish daily inspection checklist A-11 Monitor daily power consumption (X) A-10 Inspect carbon brush (DC) A-9 Monitor DC drives control panel (X) A-8 Monitor temperature of variable frequency drives panel (X) A-7 Monitor frequency of variable frequency driver (X) A-6 Monitor current of variable speed three-phase motor (X) A-5 Perform PLC on-line monitoring A-4 Can check pH level of welder coolant system A-3 Monitor inductors parameter (PF, current and voltage) A-2 Monitor pot temperature A-1 Monitor bushing temperature A Perform monitoring of production process line 2 electrical equipment

TRAINING NEEDS ANALYSIS TNA SAMPLE INSTRUMENTS

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) ELECTRICAL MAINTENANCE TECHNICIAN FOR PL1 Position Title 1

You may now START HERE : DO NOT LEAVE any job competency statement unrated. A-3 able to monitor temperature of variable frequency drive panel (X) A-2 able to monitor frequency of variable frequency drive (X) A-1 able to monitor current of AC three-phase motor. (X) DUTY A PERFORM MONITORING OF PRODUCTION LINE 1 (PL1) ELECTRICAL EQUIPMENT 5 4 3 2 1 0 JOB COMPETENCY STATEMENT

Name : Juan Bautista Fernando Department/Section : Electrical Engineering and Maintenance Job Position : Electrical Maintenance Job Level : RF3 SKILLS COMPETENCY TEMPLATE Evaluated by : ___________________________________ Noted by : _______________________________ 2 LEVEL OF SKILLS COMPETENCY

Timers

Contactors

Relays

Capacitor

Resistor

DC Motors

AC Motors

AC Inverters

Proximity Switches

Dismantling (DM) Changing (CH) Adjusting (AD) Understanding (UN) Electrical Basic Skills Elements

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 3

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 : ______________________ NOTED BY :___________________________ 4

WORKSHOP 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 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 SESSION

TNA WORKSHOP ACTIVITY ACTIVITY 1 (BY GROUP ) ACTIVITY 2 (PRESENTATION) Determine or identify the various skills , knowledge and attitude requirements for each job position. Presentation of group output.

SAMPLE SKILLS REQUIREMENTS ANALYSIS QUALITY INSPECTOR KNOWLEDGE OF PRODUCTION PROCESS

PPL PROCESS COURSE

CRM PROCESS COURSE

CGL PROCESS COURSE

JOB POSITION SKILLS AND KNOWLEDGE REQUIREMENT/S RECOMMENDED TRAINING MODULE/S COURSE OR PROGRAM OUTLINE

INSTRUCTIONAL

OBJECTIVES

Training Duration

CONTENT/S

METHOD/S

VISUAL AIDS, ETC.

1

BASIC APPRECIATION (Simple)

WORKING KNOWLEDGE (Complex)

FULLY-OPERATIONAL (High-Complex)

Job Position : QUALITY INSPECTOR A. TECHNICAL/FUNCTIONAL SAMPLE SKILLS REQUIREMENTS ANALYSIS 4

Familiarity with basic computer use

4

Records-keeping skills

4

Proficiency in technical writing

4

Judgment / decision-making skills

4

Fact-finding / investigative skills

4

Knowledge of intended customer/market

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 measurement standards/protocol/

tolerances ( e.g., width, thickness, steepness)

4

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

4

Knowledge of products and quality standards

4

Knowledge of production process

Actual Level of Job Competency Desired Level of Job Competency SKILLS AND KNOWLEDGE REQUIREMENTS

SAMPLE SKILLS REQUIREMENTS ANALYSIS ELECTRICAL MAINTENANCE TECHNICIAN KNOWLEDGE OF AC MOTORS MAINTENANCE INDUSTRIAL MOTOR MAINTENANCE JOB POSITION SKILLS AND KNOWLEDGE REQUIREMENT/S RECOMMENDED TRAINING MODULE/S COURSE OR PROGRAM OUTLINE