This document outlines the process for identifying training needs within an organization. It discusses different methods for determining specific training needs, including observation, interviews, questionnaires, job descriptions, and difficulty analysis. Observation involves directly evaluating an employee's performance, while interviews can be conducted using interview guides to ensure consistent data collection. Questionnaires allow employees to provide feedback in writing. Job descriptions and difficulty analysis examine job responsibilities and tasks that cause the most problems to determine where training could help. The goal of needs analysis is to identify performance gaps and determine if training is the appropriate solution.

1. Conduct / Facilitate User
Training
Plan ICT Training System (01)
Gera
2019

2. Plan ICT Training System (01)
Identify IT System Training Needs (02)
Implement Training Change (03)
Monitor And Review Implementation (04)
200
Outlines

3. Training
What is training?
Training refers to teaching and learning
activities carried out with the intention of helping
an individual to acquire and apply knowledge,
skills, abilities and attitudes needed to affect
a desired change.
300

4. Training…
What is training?
Training may not necessarily be carried out as a
formally organized program.
Whenever a supervisor instructs a junior staff, gives
directions, or discusses procedures, s/he is training.
Thus, training may be conscious or unconscious,
but all training contributes to improvement of a
person’s knowledge and skills.
400

5. Training…
Uses of training
Training can reduce or eliminate the gap between
actual performance and an organization’s needs.
It does so by changing the behavior of individuals, by
giving them the knowledge, skills, or attitudes that
they need to perform to the required standard.
Changing behavior then is the function of training
500

6. Training…
Uses of training…
Lack of practical skills, lack of experience in the field,
inadequate knowledge, or improper attitudes can
hinder an organization’s operation.
Training can solve a variety of problems which may
affect the performance of individuals in an
organization.
600

7. Training…
Training can help an individual:
· Improve his/her knowledge and skills
· Improve his/her interpersonal communication skills
· Develop new skills or knowledge in specific area
· Improve quality of service delivery
· Satisfy the community being served, and in return be
satisfied by results
· Meet the desired level of performance
700

8. Training…
Training
Training includes both directed training and workplace
training.
Directed training can be delivered inside or outside the
workplace. It consists of planned and structured training
which is insulated from immediate operational job
pressures.
Workplace Training one the other hand is planned and
structured training carried out under normal operational
job pressures.
800

9. Planning IT training…
What is a Training Plan?
1. A training plan is a framework which shows the
general structure of training content designed to meet
specified objectives.
2. The Training plan is a detailed statement of the items
to be addressed when designing any block of training.
3. The Training plan takes into account such items as
training aim, objectives, approach,
equipment/materials to be used, etc
900

10. Planning IT training…
Training Plan – The Benefits
The plan is a practical working document to be used
by all those involved in developing, implementing,
monitoring and funding training programs.
As an aid to developing training programs,
As an aid to implementing training organization of
training programs.
1000

11. Planning IT training…
Training Plan – The Benefits…
As and aid to monitoring training programmes, it
provides a standard format to review programmes
assure consistency assist validation processes.
As an aid to funding training programmes, it contains
information required by funding agencies assists in
purchasing and utilization of resources provides
comparison of program performance in different
locations
1100

12. Planning IT training…
Training Title
The training title should:
Clearly identify the
programme/course/module/unit
Be specific to the training content
Be included on all written materials produced for
the training.
1200

13. Planning IT training…
Training Aim
The rationale for the training i.e. the reasons why the
training programme has been designed should be
stated.
A broad general statement should be included
describing the proposed programme and what it is
expected to achieve.
It should clearly indicate expected outcomes of the
training in terms of trainee opportunities.
1300

14. Planning IT training…
Outline Training Plan
Should illustrate by means of a diagram
The titles of the modules of training
Their sequence of delivery
The balance of time (in days/weeks) allocated to
direct and workplace training in each module as
relevant
1400

15. Training Duration
Should indicate the total time allocated to
the training in terms of hours per week and
number of weeks.
The duration of all main elements
including workplace training and directed
training, as appropriate, and the assessment
time should be clearly shown.
1500

16. Training Facilities
Should list capital equipment, non-capital
tools and equipment, and consumables
required location specifications for directed
and workplace training, as appropriate, to
include workshop and / or classroom
requirements special facilities appropriate
to the particular training
1600

17. Steps In preparing Training
STEP 1: ESTABLISHING A NEEDS ANALYSIS.
This step identifies activities to justify an investment for training.
The objective in establishing needs analysis is to find out the answers to
the following questions:
◦ "Why" is training needed?
◦ "What" type of training is needed?
◦ "When" is the training needed?
◦ "Where" is the training needed?
◦ "Who" needs the training? and "Who" will conduct the training?
◦ "How" will the training be performed?
17

18. Steps In preparing Training…
STEP 2: DEVELOPING TRAINING PROGRAMS AND
MANUALS.
This step establishes the development of current job
descriptions and standards and procedures.
Job descriptions should be clear and concise and may
serve as a major training tool for the identification of
guidelines.
18

19. Steps In preparing Training…
STEP 3: DELIVER THE TRAINING PROGRAM.
The training technique must be decided, One-
on-one training, on-the-job training, group
training, seminars, and workshops are the most
popular methods
19

20. Steps In preparing Training…
STEP 4: EVALUATE THE TRAINING PROGRAM.
This step will determine how effective and
profitable your training program has been.
Evaluation is the process of gathering
information and assessing the value of a
given program against established goals and
objectives.
20

21. Training Plan Template
21
1.0 GENERAL INFORMATION
1.1 Purpose
1.2 Scope
1.3 System Overview
1.4 Project References
1.5 Acronyms and Abbreviations
1.6 Points of Contact
1.6.1 Information
1.6.2 Coordination
1.7 General Training Prerequisites
2.0 TRAINING APPROACH
2.1 Training Requirements
2.2 Roles and Responsibilities
2.3 Techniques and Tools
2.4 Training Prerequisites
2.5 Training For Revised Office Procedures
2.6 Schedule
2.7 Curriculum(Topics to be covered)
3.0 EVALUATION
3.1 Metrics
3.2 Strategy

22. Preparing Training
1. Prepare a user training presentation for the following one project out
of three.
i. How to login to a computer and how to access shared resources
(support using screenshot)
ii. How to diagnose and troubleshoot network problem (support using
screenshot)
iii. How to access default webpage www.google.com and
recommendation for PC security (support using screenshot)
Note: Prepare user training presentation using Microsoft office Power Point 2007 or above.
The presentation slide number should 5 or above. The presentation must include, but not
limited to, the following.
 Cover page, Title and Introductory part
 The objective/Purpose/ of training
22
Individual
Assignment

23. Conduct / Facilitate User
Training
Identify IT system training needs
(02)
2019

24. Identifying Training needs
Training needs analysis process is a series
of activities conducted to identify
problems or other issues in the
workplace, and to determine whether
training is an appropriate response.
24

25. Identifying Training needs
Methods of Identifying Training Needs
Training needs will differ with the backgrounds of the
employees to be trained, and their present status in the
organization.
Basically, a candidate for training may come from any one of
three groups :
New hires
Veteran (Experienced person/Expert) employees
Trainees currently in the training pipeline ( currently in the
training program )
25

26. Determining Specific Training Needs
Techniques for Determining Specific Training
Needs
There are a number of practical methods you can
use to gather data about employees’ performance.
Each works well in given circumstances;
therefore, you must determine which be the best for
you.
Always use at least two, if for no other reason to
validate your findings.
26

27. Determining Specific Training Needs
1. Observation
In this approach, an employee’s performance itself is
you source of information.
You evaluate a worker’s performance through first-
hand observation and analysis.
27

28. Determining Specific Training Needs
2. Interviews
The use of interviews in conducting the needs analysis is
strongly urged.
The prime value of interview guides is that they ensure the
same types of data from all sources.
This allows you to determine whether a piece of information
is one person’s opinion, or part of a widespread perception.
Since the interview guide forces you to ask each worker a
number of predetermined questions, you must select those
questions that are essential to what you are trying to learn.
28

29. Determining Specific Training Needs
3. Questionnaires
A questionnaire is a sort of interview on paper.
You create your own questionnaire by writing down
all the questions you want employees to answer for
you. Then you mail it to them and await their
responses.
29

30. Determining Specific Training Needs
4. Job Descriptions
Before establishing a job description, a job analysis
must be made.
This job analysis involves a thorough study of all
responsibilities of the relevant job.
It is company wide in scope and should be detailed to
such a degree that those conducting the training can
use the job analysis as a yardstick for their course
content.
30

31. Determining Specific Training Needs
5. The Difficulty Analysis
The Difficulty Analysis establishes which of the duties
cause the employee the greatest amount of troubles
and how this trouble can be reduced through better
training.
31

32. Determining Specific Training Needs
6. Problem Solving Conference
Another time-tested technique for gathering needs
analysis material from employees is to conduct periodic
problem solving conferences which may take the form
of or be part of a plan for a new product, task or
technology, or tied in with a training program It is
always helpful to utilize an outside consultant to
moderate such sessions.
32

33. Determining Specific Training Needs
7. Appraisal Reviews
During the periodic counseling performance
interview, an employee should be questioned
regarding the duties and training of a worker.
Comments rendered during the appraisal
interviews normally are genuine, and can frequently
assist in establishing the needs, variations and
penetrations that a training program should include.
33

34. Determining Specific Training Needs
8. Drive Pattern Identity
The extent of an employee’s development depends on his
motivations.
Identifying the forces that cause an employee to behave in a certain way
may be useful in determining his individual training needs and how to
stimulate his desire to fulfill that need.
An analysis of this kind, for example, may determine that the employee
has an urgent need for self-confidence. His individual program should be
made to stress the importance of attitude, skills etc., and any other assets
that would give him this self- confidence.
34

35. Determining Specific Training Needs
9. Analysis of Organizational Policy
Organization policy will affect the amount of training offered.
An explanation of various policies should be covered in the
training program. Of particular concern are those policies that
involve change, alteration and major revamping of training
programs. In organizations undergoing merger activity,
product diversification and new penetration, a great deal of
sensitivity must be placed on policies today and expected
changes in the future.
35

36. Conduct / Facilitate User
Training
Implement Training Change (03)
2019

37. Allocating Resource For Training
Training materials
The trainer should prepare a list of training materials and purchase
them before the training starts.
The materials required will depend on the resources available and the
type of training. Generally the materials required include:
a. Writing pads
b. Pens/pencils
c. Flipcharts/ newsprint and markers
d. Masking tape
e. File folders
f. Photocopying paper
g. Stapler and staples
37

38. Allocating Resource For Training
Selecting and Preparing Audiovisual Aids
If any equipment e.g. overhead projector, TV and
deck, films are to be used, buy/borrow and test them
before the beginning of the training program.
Photocopy handouts before the training.
38

39. Giving Training
Use appropriate methodologies to keep the
participants involved and learning.
The process of adult learning should be fun.
A fun learning environment lends to the
achievement of the training objectives.
39

40. Conduct / Facilitate User
Training
Monitor and review implementation (04)
Gera
ToCourseInfo @gmail.Com
2019

41. Components Of A Training Report
Reports are often written at the end of a training program to
inform administrators,
Donors and others about the training activity that has
occurred. Many organizations
Have their own requirements for such reports.
A good training report should include both facts (e.g. the
names of participants) and the qualitative information (e.g.
recommendations and next steps fir future actions, which were
reached during the training).
41

42. Components Of A Training Report…
What is contained in a training report?
The contents of a training report include:
◦ The Summary - A wrap up of the entire training report. (1 ½ pages)
◦ Introduction - The background information for the training (# pages?)
◦ Purpose of the training program – Why was the training was held?(# pages?)
Training goal and objectives – What was the intended output of the training, and how it was
to be achieved?(# pages?)
Participants – How many participants were expected and how many attended? Also,
participants’ names, organizations, and locations.
Program content and methodology – A description of activities(# pages?)
Schedule/ Timetable – A reference to amount of time spent on which activities/ topics (could
be included as block schedule and / or time schedules in detail in the appendix/ annex)
42

43. Components Of A Training Report…
What is contained in a training report?...
Products– A description of products, if applicable. The products are reports,
documents, materials, etc produced by the participants during the training.
Participants’ evaluation – A summary of the evaluation of the training program.
Facilitators’ evaluation - Findings, conclusions, observations, and lessons
learned
Recommendations – Proposal for future actions based on what transpired during
training, as well as the participants’ and trainers’ evaluations. Next steps – Plans for
the future, if applicable or a follow up plan Financial report – How much money was
spent on the activity
(This may not be a trainer’s responsibility if hired from outside the organization, but
the organization should attach their expenditure report to the trainers’ report.)
43

44. End
ToCourseInfo@gmail.Com
2019