Need Analysis

Assessing HRD Needs and Need AnalysisPrepared By:Nirav VyasAsst ProfessorJVIMS-Jamnagar

Training and HRD Process model

Definition and meaning of NeedsNeed means a discrepancy or gap between an organizations expectation and the actual situation.This gap could be from a personal employee, a particular job or from the overall performance of the organization.

Example of needsCompany X had a sales turn over of 100 crores in financial year2010-2011 which is reduced to 90 crores in year 2011-2012.Organizational Profit NeedThere were a 10 disciplinary cases in production department in the year 2010-2011, which has increased to 24 disciplinary casesDepartmental needMr X. is a sales manager, in last year he achieved his target upto 90% which is reduced to 65%, however departmental target is achievedPersonal employee need

Meaning of needs assessmentNeeds assessment is a process by which an organizations HRD needs are identified and articulated.The initial point of any HRD intervention in any organization is identifying the needs through needs assessment

Purpose of need assessmentThrough a proper need analysis or assessment the following can be knownThe alignment of organizational goals with different organizational and departmental activitiesEffectiveness of organization in reaching these goalsGaps between current skills and skills needed to perform a current job effectivelyGaps between current skills and skills required to perform a future job

Challenges to needs assessmentEven after knowing the importance of needs assessment, we should know that still most of the organization do not undertake the needs assessment for following reasonsIt can be difficult and time consuming processAction is valued over researchIncorrect assumption as to availability of information Lack of support from the top management and line managers

Types of needsNeeds can be classified into 3 types as suggested by Robert Brinkerhoff.Diagnostic NeedIt basically lays down the factors which can lead to effective performance.Analytic NeedIt basically finds out new ways to perform which can ultimately result into effective and high quality performanceCompliance NeedThe needs which are mandated by Law.

Levels of Need Analysis

ExamplesAn organizations goal was to achieve the brand equity of the most safe car manufacturer. In spite of being very good in sales figures, when the organization researched, it found that most of the customers do not infer the organization as a safe car manufacturer. Do you think there is a gap here? Yes, the gap is for creating a proper brand

ExamplesA production job in an organization had a job description that the average turn around time for producing one bunch of items should be 2 hours. However it was found that, everyone and everywhere in the organization, where this job was done, it took 4 hours to produce that bunch of items. Do you think there is a gap hereYes the gap is for giving proper job description

ExamplesA shipping supervisor has been charged to maintain an average turn around time of 24 hours for shipping customer orders and it is actually taking his average time of 36 hours. Do you think there is a gap here? Yes the gap is for increasing the productivity of that employee

From the previous examples, we found out that there are some needs which are required to be addressed in a wholesome manner for the entire organization, some for a particular job and some for a particular employee. Basically these 3 levels of need analysis

Levels of need analysisNeed can exist at any of at least 3 levels. To ensure effective HRD effort, needs must be measured on each level. The three levels areStrategic/Organizational analysisWhere in organization gaps are existing which prevents the organizational effectiveness Task analysisWhat can be done to perform a job effectively and successfullyPerson analysisWho needs to be trained, how and what kind of training is needed

Strategic/Organizational Analysis

Strategic/Organizational AnalysisOrganizational Analysis is a process used to understand the characteristics of the organization and trying to find out the ways through which it can achieve the desired goals and objectives by aligning different jobs and employees with the strategies and goals.

Components of Organizational AnalysisOrganizational GoalsAn HRD professional should read and understand the organizational goals and interpret it in the right manner.He should identify the areas which are crucial to achievement of goalsThe areas where the organization is meeting its goals dont require training efforts

Components of Organizational AnalysisOrganizational ResourcesThe HRD executive should be aware of the availability of resources in the organization for developing the training programResource availability can dictate some of the options to be considered when designing and implementing HRD programs and can influence the priorities given to HRD needs.

Components of Organizational AnalysisOrganizational ClimateThe climate within the organization is an important factor in HRD success. IF the climate is not conducive to HRD, designing and implementing a program will be difficult.Environmental ConstraintsEnvironmental constraints include legal, social, political and economic issued faced by the organization.Knowledge of legal issues can ensure that the HRD effort is in compliance and will not itself be a source of problems.

Advantages of Conducting an Organizational AnalysisIt tends to find out different issues faced by different management levels of the organization and knowledge of these issues ensures that all HRD programs will be in line with the organizational strategies

It helps in communicating the link between HRD activities and organizational strategic plan

Task Analysis

Task AnalysisTask analysis is a systematic collection of data about a specific job or a group of jobs to determine what an employee should be taught so that the task is done at its optimum level

Task AnalysisThe outcomes of this analysis helps to know the following thingsThe performance standard laid down by the jobThe best way to perform the taskThe knowledge, skills, abilities and other characteristics (KSAOs) required to perform the task

Task AnalysisBefore we move further, it is important to define KSAOKnowledgeAn understanding or total information (usually a fact) that makes the performance of a task successfulSkillAn Individuals level of proficiency or capability to do the task successfully

Task AnalysisAbilityA trait or capacity that an individual possesses when he starts doing the task

Other characteristicsIncludes personality, interests and attitudes

The Process of Task Analysis1.Overall Job DescriptionA job description is a statement or a paragraph which mentions all the activities which are involved in a particular job.After preparation of job description a more systematic job analysis should be done. It is systematic study of a job to identify its major components and the KSAOs needed to perform the things mentioned in job descriptionIt is also called Job SpecificationThe overall job description is needed to lay down the performance standard on which a task would be analyzed

ExamplesSales Manager in a Life Insurance CompanyRequired to increase the premium collection of the branchHas to build a team of sales executiveHas to motivate the sales executives to achieve their individual targetsHas to communicate a lot with the customers and the agentsThis is an example of job description

ExamplesSales Manager in a Life Insurance CompanyShould be very aggressive in delivering more salesHas to take regular meetings with the sales executives and agentsShould be an MBA in finance to know the productShould be outspoken and not introvertShould know the demographics of the region in which the branch is locatedShould be enthusiastic and excellent communicatorThis is an example of job specification

Process of Task Analysis2.Task IdentificationRemember, the analysis that we are studying is called task analysis and not a job analysis. The tasks are various duties and responsibilities which are involved in a particular jobTask identification focuses onMajor tasks within the jobHow each task should be performedThe variability of performance

Process of task analysis2.Task identificationThe following are the 5 ways through which a task identification can be doneStimulus-response-feedback processTime SamplingCritical incident techniqueJob inventory questionnaireJob-duty-task process

Process of task analysis2.Task identificationStimulus-response-feedback processThis method breaks down each task into three components. The first being the stimulus or cue through which the employee comes to know to start doing the taskThe second component is the response that the employee gives to the stimulusThe third component is the feedback that the employee receives after performing the taskThis method is useful for primary level jobs, including basic labor work.

Process of task analysis2.Task identificationTime samplingIt involves having a trained observer watch and note the nature and frequency of an employees activities. By observing at random intervals over a period of time, a clearer picture of the job is understood and recorded.Critical Incident Technique(CIT)It is developed by John Flanagan and it involves having individuals who are familiar with the job record incidents of particularly effective and ineffective behavior that they have seen on the job over a period of time.

Process of task analysis2.Task identificationJob inventory questionnaireA questionnaire is developed by asking people familiar with the job to identify all of its tasks. This list is then given to supervisors and the incumbents to evaluate each task in terms of its importance and the time spent performing it.Job duty task methodThe hob is divided in subparts, providing a comprehensive list that identifies the job title; each of its duties and finally, the KSAOs required to perform each subtask.

Process of Task Analysis3.Identify the traits needed to do the job or tasksAs we have seen earlier that in job specification, the KSAOs to perform a job should be noted down.Here in this step, those noted down KSAOs should be quantified and arrangement should be done for rating them

Process of Task Analysis4.Identify the areas that can most benefit from training or HRD interventionAs a matter of fact, rating given to each need identified is very importantSome needs found out through Task Analysis might be high rated but it might not be important for the organizational goals. So only those needs which are acute and important should be identified

Process of Task Analysis5.Prioritize the needsAfter identifying the acute and important needs, they need to be prioritizedAn organization might not be able to address all the needs together

Person Analysis

Person AnalysisPerson Analysis is basically determining the training needs of the individual employee.The basic thing to judge is how well each employee is performing the key job tasks

Components of Person AnalysisSummary Person AnalysisIt is an overall evaluation of an individual employees performance by comparing with a a standard

Diagnostic Person AnalysisDetermining the reasons behind the variance between an employees results and performance standards

Tools for conducting Person AnalysisPerformance AppraisalThe Employee as a source of Need Assessment InformationBenchmarks Person Analysis Instrument

Tools for conducting Person AnalysisPerformance AppraisalPerformance is the basic tool which is used to judge a persons performance over a period of time.The concept of PA is used almost in all organizations now a days but the methods of conducting it is flaw full. For understanding this let us see some diagrams that shows methods of PA

Tools For conducting Person AnalysisTraditional PA Diagram

Appraising or checking the work done by the employeeIdentify discrepanciesSelectInterventionComparing withStandardsWhat have you doneThis was expected from youYou need this to do it according to the standards

Tools for Conducting Person AnalysisG.R Herbert & D. Doverspike PA Diagram

Appraising or checking the work done by the employeeIdentify discrepanciesDetermine Source of discrepancySelectInterventionComparing withStandardsInfo from Org, Job analysisInternal FactorsExternal FactorsMotivationalDeficiencyKSAODeficiencyInadequate Resources

Tools for conducting Person AnalysisHowever, it is so far assumed that an emploees superior conducts the PA.But recently what has been observed that PA done by superior is rather lenient or some times it may be biasedAlso an argument is there which says that an employee does not only interacts with his superior during his work. His peers, subordinates, trade partners and also customers can judge his performance To take in to consideration all the above argument a new way of PA is developed

Tools for conducting Person Analysis360 degree Performance AppraisalThis approach encourages feedback from the key constituencies representing the full circle of relevant parties with which an employee interacts doing various tasks in his job

Tools for conducting Person Analysis360 degree Performance Appraisal

EmployeeSuperiorSupplierCustomersPeers from Same deptPeers from other deptSubordinates

Tools for conducting Person AnalysisEmployee as a source of Needs Assessment InformationAnother source is to let the employee rate himself on various KSAOs required by the job and actually possessed by himHe can be asked his reasons to justify different reasons because of which he is not able to meet the standardsAcc to McEnery & McEnery the self rating would be lenient than supervisory ratings but it will have less hallo effect (Allowing an overall impression to guide the ratings rather than evaluating each item separately)

Tools for conducting Person AnalysisThe Benchmark instrument for Person AnalysisCenter for Creative Leadership developed an instrument which is called Benchmark.It is divided into two sections. Section 1 focuses on the lessons executives have learned form a key developmental events and contains 16 scalesSection 2 is based on the flaws that lead to executives derailment and contains 6 scales

Tools for conducting Person Analysis Knowledge Increment

Sharpening the skills

Accuracy Personality Mending

Motivation Level

Satisfaction Level

Job Involvement

Career Alignment

Career Persuasion Expertise

Personality Clash

Job Role In clarity

Career Pleatue

Career Misconception

In appropriate behaviors

Wrong attitude, perceptions

Prioritizing HRD needs

Prioritizing HRD needsAs in any organization there will be limited resources for the HRD effort, the needs where an HRD intervention is needed should be prioritized.Each need will require a different HRD intervention which will require adequate facilities, equipment, materials, skilled personnel, travel and feesThe best way to prioritize the needs is to ask a question- What are the potential gains from the various options?

Ways of Prioritizing HRD needsParticipation in the prioritization processHRD department should solicit ideas from employees, and this information can be used to refine and improve ongoing programs as well to guage the demand for future programsThe HRD Advisory committeeThe role of this committee is to meet regularly and review needs assesse and evaluate data and offer advice on the type and content of HRD programs.The organization should also recognize those employees who volunteer their time to serve on advisory and other committees

ExerciseJVIMS Jamnagar has a problem. The staff is delivering effective lectures but the motivation level is too low. The teachers just take the lectures and go away. They do not undertake other activities like extra curricular activities, promotional activities and also seminars and conferences.The management has appointed you as an HRD professional.Find out the proper analysis for needs assessment here and indicate the needs and then prioritize the needs on which HRD efforts can be implemented.