CM 120– COOPERATIVE EDUCATION AND TRAINING

UNIT III
TRAINING NEEDS ASSESSMENT
HADJIE P. ARGEL
College of Business, Economics and Accountancy
Business Administration Department
OUTLINE
UNIT III – TRAINING NEEDS ASSESSMENT
A. Designing a questionnaire
B. Data gathering
C. Tallying and tabulation of data gathered
D. Interpretation of results
PROGRAM OUTCOMES
At the end of the unit, the student must have:
1) designed a training needs assessment questionnaire;
2) gathered data, tally, tabulate and interpret results
 Planning is the first step of Training
Management Cycle .At the planning
stage, the steps are divided into
two:

1. Training Needs Assessment (TNA)

2. Training Planning

Figure 1. TRAINING MANAGEMENT CYCLE

Reference:
https://www.jica.go.jp/project/cambodia/0601331/pdf/english/4_
TrainingPreparation.pdf
WHAT IS TRAINING NEEDS ASSESSMENT?
- An assessment process that serves as a diagnostic tool for determining what training
needs to take place.
- This survey gathers data to determine what training needs to be developed to help
individuals and the organization accomplish their goals and objectives.
- Identifies individuals' current level of competency, skill or knowledge in one or more
areas and compares that competency level to the required competency standard
established for their positions or other positions within the organization.
TRAINING NEEDS = DESIRED CAPABILITY – CURRENT CAPABILITY OF THE PARTICIPANTS
WHY DO WE NEED A TRAINING NEEDS
ASSESSMENT?

• Solving a current problem

• Avoiding a past or current problem
• Creating or taking advantage of a future opportunity
• Providing learning, development or growth
THE IMPORTANCE OF ASSESSING TRAINING
• Identify the gap between current and required levels of knowledge, skills and attitude
• Identify what the general content of training should be
• Form the foundation of a training plan
• Provide a baseline for the evaluation of a training plan
• Ensure that appropriate and relevant training is delivered
• Maximize use of scarce resources
THE PURPOSE OF TRAINING
NEEDS ASSESSMENT
TYPES OF NEEDS ASSESSMENT

1. Organizational Analysis
2. Person Analysis
3. Task Analysis or Work Analysis
TYPES OF NEEDS ASSESSMENT

1. Organizational Analysis
– involves identifying whether training supports the company’s
strategic direction; whether managers, peers and employees support training activity; and
what training resources are available.an organizational analysis attempts to know the
answer on the question of “where” the training highlight must be placed in the company
and what factors may influence the outcome of training.
TYPES OF NEEDS ASSESSMENT

2. Person Analysis
– helps in identifying “who” needs training, the specific training needed
and whether it is appropriate. Often when managers, customers and employees the
problem as a result of performance deficiency it is unclear whether training is the
solution.
TYPES OF NEEDS ASSESSMENT

3. Task Analysis or Work Analysis

– attempts to answer the question of “what” should be taught
in training so that the employee could do the job satisfactorily. Both worker-
oriented approach and task-oriented approach must be used in the task
analysis.
FIVE STEPS OF TRAINING NEEDS ASSESSMENT

Step 1: Identify Problem and Needs

Step 2: Determine Design of Needs Analysis
Step 3: Collect Data
Step 4: Analyze Data
Step 5: Provide Feedback
FIVE STEPS OF TRAINING NEEDS ASSESSMENT

Step1: Identify Problem and Needs

• The first step in TNA is to identify problems and needs. Before TNA is
conducted, it should be probed whether training is needed. In the
public sector, it is important to identify organizational context in such
aspects as policy, goal, roles and responsibilities
FIVE STEPS OF TRAINING NEEDS ASSESSMENT

Step 2: Determine Design of Needs Analysis

• The second step in TNA is to determine the following:
target groups to be trained
interviewees
survey methods
FIVE STEPS OF TRAINING NEEDS ASSESSMENT

Step 2: Determine Design of Needs Analysis

• The second step in TNA is to determine the following:
survey plan including schedule to be conducted TNA and
persons in charge of TNA. Those items become the basis for a t
raining course designer to either create a new training course,
identify an existing one that can fulfill the need, or obtain one
externally.
FIVE STEPS OF TRAINING NEEDS ASSESSMENT

Step 3: Collect Data

• There are various methods to collect information for your TNA which can
be utilized individually or in combination with each other. It is advisable to
use more than one method to get a comprehensive overview of the needs
of the sector/region.
• Data gathering is cornerstone of any needs assessment project.
• Can be time consuming.
TYPICAL METHODS OF COLLECTING INFORMATION
FOR YOUR TNA
• Surveys
• Focus groups
• Individual interviews
• Reviewing existing documents
• Discussions with steering group
• Discussions with relevant bodies (trade associations, Chambers of
Commerce, universities, unemployment services)
FIVE STEPS OF TRAINING NEEDS ASSESSMENT

Step 4: Analyze Data

• Assuming that the needs assessment identifies more than one training
need, the training manager, working with management, prioritizes the
training based on the urgency of the need (timeliness), the extent of the
need (how many employees need to be trained) and the resources available.
DESIGNING A QUESTIONNAIRE
• The design of a questionnaire will depend on whether the researcher
wishes to collect exploratory information (i.e. qualitative information for
the purposes of better understanding or the generation of hypotheses
on a subject) or quantitative information (to test specific hypotheses
that have previously been generated).
- Exploratory questionnaires
- Formal standardized questionnaires
 DATA GATHERING

Reference:
https://www.icao.int/training/TNA/Page
s/Methods-for-Data-Gathering.aspx
TALLYING AND TABULATION OF DATA GATHERED
DATA CLASSIFICATION/TALLYING
• Classification refers to a process, wherein data is arranged based on the
characteristic under consideration, into classes, or groups, as per
resemblance of observations.
• Classification puts the data in a condensed form, as it removes unnecessary
details that helps to easily comprehend data.
• Qualitative Classification or Ordinal Classification
• Quantitative Classification
• Chronological or Temporal Classification
• Geographical or Spatial Classification
TALLYING AND TABULATION OF DATA GATHERED
TABULATION
• Tabulation refers to a logical data presentation, wherein raw data is
summarized and displayed in a compact form, i.e. in statistical tables.

GUIDELINES FOR TABULATION

• A serial number should be allotted to the table, in addition to the self
explanatory title.
• The statistical table is required to be divided into four parts, i.e. Box head,
Stub, Caption and Body.
TALLYING AND TABULATION OF DATA GATHERED

GUIDELINES FOR TABULATION

• Length and Width of the table should be perfectly balanced.
• Presentation of data should be such that it takes less time and labor to
make comparison between various figures.
• Footnotes, explaining the source of data or any other thing, are to be
presented at the bottom of the table.
INTERPRETATION OF RESULTS

DATA INTERPRETATION
• refers to the implementation of processes through which data is reviewed
for the purpose of arriving at an informed conclusion.
• The interpretation of data assigns a meaning to the information analyzed
and determines its signification and implications.
INTERPRETATION OF RESULTS
HOW TO INTERPRET DATA?
1. Qualitative Data Interpretation
• Observations
• Documents
• Interviews

2. Quantitative Data Interpretation

• Mean
• Standard deviation
• Frequency distribution
INTERPRETATION OF RESULTS
WHY DATA INTERPRETATION IS IMPORTANT

Data analysis and interpretation, regardless of method and

qualitative/quantitative status, may include the following characteristics:

• Data identification and explanation

• Comparing and contrasting of data
• Identification of data outliers
• Future predictions
REFERENCES
• https://www.jica.go.jp/project/cambodia/0601331/pdf/english/3_TNA_01.pdf
• https://www.shrm.org/resourcesandtools/tools-and-samples/how-to-guides/pages/conduct-training-
needs-
assessment.aspx#:~:text=A%20training%20needs%20assessment%20identifies,other%20positions%20wit
hin%20the%20organization.
• https://hr-survey.com/TrainingNeeds.htm
• https://keydifferences.com/difference-between-classification-and-
tabulation.html#:~:text=The%20process%20of%20arranging%20data,common%20characteristics%20is%2
0called%20classification.&text=Data%20classification%20is%20based%20on,columns%2C%20in%20a%20
systematic%20way
• https://www.datapine.com/blog/data-interpretation-methods-benefits-
problems/#:~:text=Data%20interpretation%20refers%20to%20the,determines%20its%20signification%20
and%20implications.
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