Training needs assessment identifies needs of the organization that needs to be filled through training.The human resource department is entrusted with the role of training needs assessment.They carry out appraisals and if they identify gaps then organize for training

1. TRAINING NEEDS ASSESSMENT
(TNA) REPORTS
ABBY ETIQUETTE AND CAREER
PURSUIT
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2. Introduction
The business of TNA is incomplete until
the information resulting from the
exercise is shared with others within the
organization and acted upon by those
responsible .
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3. What is a TNA Report?
It is an informative document produced as
a result of procedures undertaken to
reveal information for making decisions
about training and development programs
for staff in organizations.
Good decisions usually emanate from
good information collected from credible
source through credible means. 3

4. TNA Process
Experienced triggers/symptoms/problems
Decision to analyze needs by management
Form TNA team
Team work on logistics , activities and
timeframes
Team design instruments
Collect data
Analyze data
Give feedback/ share results -----report
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5. Utility of TNA Report
As mentioned earlier, TNA results as useless
unless they are utilized for the following
purposes:
As input in training decision making
To reveal performance gaps at individual, dept,
section or organization level
To provide management with data for
comparing actual performance with existing
skills with what is required to successfully carry
out set strategic objectives
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6. Impact evaluation reports– to assess
transfer/utility of skills on the job for a
trainee or cohort of trainees after
undergoing a specific training
End of event training reports– reactions on
a concluded training event to assess
relevance etc
Skills inventory reports—document
existing skills and skills required—for
entire organization, profession or cadre
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7. Pre-writing activities
Having collected the
necessary data for the
kind of TNA report
you require, write your
report applying
principles governing
written
communication:
Be clear
&unambiguous
Use impersonal
constructions
Observe paragraphing
principle
Punctuate effectively
Avoiddirect
translation
Use tenses
appropriately
Be concise
Be complete
Use tenses
appropriately
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8. Taking cognizance of these principles, pick
processed information from TNA exercise
to write the report considering the
following reader/ consumers needs:
What they want
What they need
Why they want it
What they already know
How they want information presented
When and where they want it 8

9. Organize data
Group information into related families
applying known and natural logic—e.g.
chronological, topical, order of
importance, spatial etc
Note: effective formatting/structuring
in effective communication
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10. The writing process
Write your text using the order you have selected and put information into
three parts namely:
Introduction(1.0)
Body
results/evidence/observations/findings)(2.
0)
Conclusions and recommendations(3.0)
Note: for long reports, these parts will have subheadings and sub-sub-headings
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11. What goes into each of these parts
Introduction—brief background information
 some brief history of the organization or the
role training/ HRD plays in any organization or
Government
Describe/discuss the problem
Link this to the necessity for TNA
Refer to instructions(a letter or law/statute or
regulation) giving authority
List Terms of Reference(TOR)
Describe methods
Mention how report is organized then create
link
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12. In long reports, these issues can be
captured as sub-headings but in short
ones, they are captured in individual
paragraphs or even in sentences.
Examples of such short reports include:
end of event evaluation reports, skills
inventory for an individual or cadre.
Examples of long reports would include
reports on entire organization or public
service
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13. Body of the report
This is the most important part of the
report as it is the one that supplies
evidence or the outcome of
investigation
Can be divided into several headings and
sub-headings depending on the scope
and depth of issues addressed by the TNA
exercise.
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14. Structuring or organizing considerations may
be any one of the following:
chronological
Methodology used
By dept/section/ministry
By cadre/profession
Issue/topical
Based on your experience, which other
organizing criteria may obtain in the kind of
report you are likely to produce
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15. Conclusions or discussion of
findings
This part tells the reader what the facts or
evidence tell us or what can be driven
from fats adduced from data collected
The facts presented are about training and
non-training needs(what exists and what
the gaps exist)
 Captures training/performance gaps
 Delineates those that require training interventions
and those that require other forms of intervention
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16. Recommendations
Solutions to close gaps
Training solutions as evidenced by gaps
identified under conclusions
Non-training solutions –also need to be
documented because they have an impact
on performance
It is from this part that implementation can
start – Design of training program,
Development of curriculum
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17.  Examples of some TNA reports
A TNA report on Secretarial Cadre
Cover page (if a long report)
TNA Report
for Secretarial Cadre in the Ministry of Water
prepared by: TNA Team
January 2010
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18. Introduction
Background information—say something
about the role of training in staff
performance or national development or
something related to this, say something
on how your organization/Ministry values
training and staff development, mention
something on how your ministry has
invested heavily in staff development over
the years, the secretarial cadre included
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19.  Explain what problem necessitated this—complaints, errors, low morale,
change etc
 Why it is crucial to carry out TNA for this particular cadre
 List the instruction(or if they are implied in your job description say so)as
spelt out in specific letter or memo.
 List terms of reference(if none was given, develop them)
 Mention how the report is organized or constituent parts
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20. 2.0 presentation of Results/Findings (what
is)
Organize them along the issues or variables
addressed in the report e.g.
2.1 Document study(personnel files)
2.1.1 levels of education
2.1.2 Training attended(local or foreign etc
2.2 Analysis of questionnaires
Present responses as processed using SPSS
for quantitative data or descriptions for
qualitative ones
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21. 2.3 Observations at the work place
If this method was used, explain what is revealed
3.0 conclusions( establishes gaps)
Tell readers what those revelations tell us
Isolate these into training and non-training needs
4.0 Recommendations
Explain interventions both training and non-training
This last part is the one that a program designer and implementer can use.
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22. Example 2
TNA for a whole ministry
Cover page as shown in the secretarial report
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23. 1.0 Introduction
Background information—role of HRD or
HRD
Genesis of TNA
Appointment /authority to carry out TNA
TOR
Methods in detail
Organization of the report 23

24. 2.0 Results(what is)
By either cadre, dept, or method
3.0 conclusions
What do we learn on performance—
strengths or gaps
4.0 Recommendations
solutions or interventions distinctly
presented as training and non-training
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25. Quality issues
Edit your document at both the micro and
macro level
Micro—has to do with issues of
communication and language, ethics,
treatment of subject etc
Macro– has to do with ordering, numbering
and general document appearance
Write a covering or forwarding letter(statement
about the purpose, how the report fulfills the
TOR, challenges of the exercise 25

26. Conclusion
Carrying out a TNA is a challenging
exercise for most of the people, so is
production of report resulting from this.
However, it should be recognized that
there is no short -cut to TNA report.
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