Workforce Planning
Training Needs Analysis Toolkit
Training Needs Analysis
Toolkit
Workforce Planning
February 2011
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Contents
1. Flow Chart for using this toolkit
2. Tool 1 - Introduction - Where to Start
3. Tool 2 - Service User Survey – How can we serve you better?
4. Tool 3 - Staff Self-Assessment Exercise - Manager Guidance
5. Tool 4 - Staff Supervision TNA Template
6. Tool 5 - TNA Toolkit: Training Needs Summary Table
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1. FLOW CHART FOR USING THIS TOOLKIT
TOOL 1
WHERE TO START
The big picture What is the local and national context? What’s in your
business plan? What have inspections and audits told you
about your development needs?
TOOL 2
HOW CAN WE SERVE YOU BETTER?
Your customers Service user survey- for filling in individually or discussing as
a group- what do your service users think your staff need to
do differently? PLEASE NOTE: This document may need
to be adapted to suit your service user needs.
TOOL 3
TNA STAFF SELF ASSESSMENT
Your team 1
Staff and manager score performance for discussion together
at supervision
TOOL 4
STAFF SUPERVISION TEMPLATE
Your team 2 To use during supervisions or appraisals to openly discuss
development or improvements to performance and find
development opportunities
TOOL 5
TRAINING NEEDS SUMMARY
Manager
A summary of the needs you have identified and the
numbers of staff who need this development.
WHAT NEXT?
The information you have gathered and the decisions you
have made now need to be turned into a training plan with
Manager timescales and allocated funding.
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The best place for this is in your annual
Workforce Plan.
2. TOOL 1 - Introduction - Where to Start
Training Needs Analysis (TNA) doesn’t need to be complex. There are plenty of
places that will give you a great starting point for identifying the gaps in
knowledge or skills you need to address.
Why are we creating this toolkit?
We often hear on training courses that staff do not know why they are there, or
have ‘just been told to go’. This points to a lack of needs analysis and a huge
waste of money, as without a clear purpose they are unlikely to put any learning
into practice.
We also meet many managers who do not have a budget sidelined for training,
and struggle to offer quality development to staff. People offered no opportunity
to progress will inevitably leave in time, creating a deeper skills gap and poorer
services for clients. With finances increasingly tight, it is essential that any
training is clearly defined and specific to a need.
Ultimately, with clear training needs identified, your service users will benefit from
better support, and your finances will be used more effectively and efficiently.
Why do a TNA?
To ensure you are spending money on training that is matched to an
actual need. If you are not clear about why the training is needed, it is
highly unlikely that it will have any long-term benefit to your organisation.
To find out what the skills gaps are within your staff – this helps their
development and is a key aspect of retaining quality staff.
To ensure that service users needs are being fully supported and their
quality of life remains high as their needs and wants change.
Contribute to the creation of a robust training plan – an essential
document for securing funding for training.
How does it work?
The toolkit contains an introduction and each element gives instructions on how
to use it. Please read this fully before starting to use any part of it.
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Part 1 - External Opinions
Part of your annual business cycle will include plenty of reports, audits and
inspections. What are these telling you about your work and workforce?
Are there consistent themes that need addressing? Is training and staff
development the solution?
1. Your latest Care Quality Commission (CQC) Inspection Report
You’ll find these
recommendations at
the end of your report.
They may not directly
state a training need, but
consider what skills you
and your staff need to
develop to achieve these
actions set by the
inspector.
2. Your latest Nottinghamshire County Council Quality Audit Report
If you provide a service to Older People within the County, you will have had a
quality audit by our Quality Development Officers. This will include
recommendations on how to improve your services and can be a useful pointer
as to what your training needs are.
3. Changes in the Care Sector
There are so many changes happening with the new government plans and
scheduled changes to organisations like CQC, that it is essential to ensure you
are keeping up to date and responding to them. Without taking these into
consideration when doing your training needs analysis, you may not be able to
remain competitive in your sector, losing staff, customers and business.
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There are lots of news
updates and newsletters
you can sign up to for free
and who will send you
emails to keep you abreast
of changes in the sector,
such as www.scils.co.uk
(registration code
291NTCC)
Part 2 – Work you have already done
1. Previous Workforce Plan
Your previous workforce plan should have brought together all your NMDS data
with all your plans for the coming 12 months.
You completed an
action plan at the end
of your last workforce
plan. Did this involve any
training that your team
needed? Has this been
achieved? If not, it
needs to be considered
in your training needs for
the coming year.
2. Updated National Minimum Data Set - NMDS
This would have been in your previous workforce plan, but your data may well
have changed since then. Consider what changes have happened and whether
training is a solution to any worrying trends.
This database asks for your staff details- training they have done, your turnover
and sickness rates and the roles that your staff do. You may also wish to
consider any complaints you receive from clients – looking at these objectively,
what are these telling you about your staff or organisation? All these statistics
will point clearly to any skills gaps or service development that is needed.
An added bonus is that by completing this fully, you will also become eligible for
TSI funding, which may help you pay for the training needs it has helped you
identify!
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3. Organisational Business Plan
All your training and development must support the organisational business plan.
Make sure what you are planning matches with the direction the company is
going in. This will ensure that you get access to budgets to make the training
happen.
Part 3 – Your People
It cannot be said too many times that people are the life blood of an organisation.
Through receiving the right training, they can help you target their learning, pass
on relevant information to their colleagues, help instil a culture of continuous
development and support the business to achieve the best outcomes for all and
the best value for money.
1. Service Users
As part of your annual audit, you are required to perform a customer survey.
Does this currently include questions around the training your residents and
relatives think your staff need? They may well come up with ideas that you
haven’t thought of!
**This toolkit provides an example template for some questions you could
include in your next survey to get their input (See Tool 2).
2. Staff
You may do regular supervisions, but do you ask your staff what they think needs
to change in your organisation? Do they ask for training and have ideas about
their own career development?
**This toolkit provides a template for supervision or annual review that may
help you get their ideas, plans and buy-in (see Tool 4).
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3. Tool 2 - Service User Survey – How can we serve you better?
INSTRUCTIONS FOR USE:
Use the questions below to develop your own existing customer
surveys to include training needs questions. It is intended as a guide and
suggestion rather than a complete survey in itself.
This template is in a basic Word format. It may well be that your service
users do not find this accessible, so please adapt it according to their
needs. You may wish to change fonts or add images so they will engage
in it better.
You may also prefer to ask these questions in an open discussion session,
rather than as a form to fill in. This may encourage service users to be
clearer about what they want and an opportunity to show that their input is
welcome and encouraged.
How Can we Serve You Better?
Date: ………………Name of service user (optional) ……………………………
Have you received or do you require support to complete this Yes / No
document?
We would like to find out what you think are the gaps in our staff’s knowledge
and skills so that we can make sure they get the training they need to support
you in the best way possible.
Please answer the following questions as fully as you can. We welcome any
feedback you give so we can continue to improve our services to you.
1. Do you have the support to do everything you want, when you want to do
it? (please tick)
A Yes, all the time
B Yes, most of the time
C Yes, but only some of the time
D Not really
E Not at all
2. If you have said Yes, please tell us what the staff do that helps you have
this freedom.
a)…………………………………………………………………………………..
b) ………………………………………………………………………………….
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c) ………………………………………………………………………………….
3. What would you like to do more of in the future? Please tick.
Tick Please give examples below:
below
A More activities indoors
B More activities outdoors
C More trips to places I like
D Have more visits from
friends or relatives
E Get more exercise in a
way I find enjoyable
F Use technology or
gadgets
G Learn, study or read more
H Do more group activities
I Do more things on my
own
J I’d like to do more….
(please complete this
sentence)
K I’d like to do LESS....
L I’m happy with things just
as they are
4. Is there anything your carers could do differently in the way they support
you that would help you to do these things? (please tick)
A No, I’m completely happy with how my carers support me
B Not really, they do the best they can, though it’d be nice to
change a few things
C Yes, there are one or two things I’d like them to change
D Yes, there are a lot of things I’d like them to change
E Yes there are things they could change but I’m not sure
how to ask for them
5. If you have answered B, C, D or E above, please tell us what you think
they could do / improve to make this happen for you (e.g. spend more
time, have better skills, etc)
a)………………………………………………………………………………
b)………………………………………………………………………………
c)………………………………………………………………………………
d)………………………………………………………………………………
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4. Tool 3 - TNA Staff Self-Assessment Exercise - Manager
Guidance
**See the Excel spreadsheet section of this pack**
The staff scoring sheet (see the accompanying Excel document) has been
described by users as:
- “Very powerful!”
- “It gets staff starting to think about competencies,
personalities and the skills they need to do the job”
- “Getting more thought and value in the team’s work,
thinking more about themselves”.
However, these benefits are often only achieved after overcoming fear within
teams of how the information will be used, and encouraging staff to be less self-
critical.
Top tips for encouraging staff participation, and allaying fears:
1. Present the plan to the team as a group, Ideally in a team meeting.
Ensure they are clear on why you want to try this technique, and make
sure they are clear on the benefits to themselves, the service users and
the organisation. Make it clear it is not about identifying weaknesses but
about building strengths.
2. Encourage people to speak up about their concerns either in the
group or in private.
3. Set expectations of what you want them to do, and by when. It should not
take a lot of time to complete the form, perhaps show them the example
version (see the Example in the spreadsheet- see part 3 of this TNA
toolkit).
4. Share best practice. Below you will find some comments from those who
have used it and some benefits it will bring.
5. Make sure everyone is involved. The self-assessment will enable you to
see where people need development, but that is not always in the form of
training. It could be that more experienced staff mentor the less
experienced. Make sure the strengths of some team members can be
used to help in the areas where others need support.
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5. Tool 4 - Staff Supervision TNA Template
Use this table to structure your staff supervisions or appraisals. This will help you decide what training is needed and what to
prioritise.
Purpose of this section Some Suggested Questions to ask – You do not Notes from your discussion
need to ask them all- these are a guide!
Part 1 – The job role Reconnects with the purpose of Do you feel confident carrying out all your
your team member’s job, and duties?
make sure they are comfortable Are there any duties you tend to avoid or
performing their role to a high would prefer not to do? Why do you think this
standard is?
Is there anything you would like to do better,
but would need support to do so?
Part 2 – Training Ensures that training has been How did you find the training overall? Good/
completed to date effective and that staff are taking bad, easy to get to, length of time to train,
responsibility for their own etc.
learning What do you think you learnt? What was the
main point from each course that stood out to
you?
How have you used the learning from the
course in your work?
Part 3 – Upcoming Ensures your team know why What do you expect or want to get out of it?
training they are going on training and If you have low expectations or find that
what you expect them to bring training doesn’t help your work, can you
back to work explain why you think this?
How do you plan to use the learning to
change the way you work in the future?
How will this benefit your service users?
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Part 4 – Discussing Gain information from your team Discuss your staff’s experiences with the service
service user needs on how best to support clients users they work closely with.
and wants
Gain suggestions from your staff What new things have you found out about
on how to improve services your service users recently?
Have there been any situations that you
Build relationships with staff by couldn’t deal with?
asking their opinions What do you think your service users need/
want more of/ would like to change?
Get a better idea of what What do you think is the best way of making
support your staff need this happen?
What support or training would you need to
Ensure that the focus is on the be able to do this?
life and dignity of service users
Part 5 – Future Choosing the right solution to Ask the following questions to inform your decisions
Development issues or training needs on what training to book or design for the best
identified above results.
As a result of our discussions, what in your
role do you think is the most important thing
to change/improve/develop?
What would you like to do more of in your
job?
How do you think it would be best to make
these changes to your work?
What would these changes bring to the
service users and the organisation?
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6. Tool 5 - TNA Toolkit: Training Needs Summary Table
The table below will help you bring together all the information you have gathered in one place.
Simply fill in the columns with the relevant details and you will have a bespoke Needs Analysis done for your organisation.
WHAT HAPPENS NEXT?
Now you have all your training analysis in one place, you need to relate it to the rest of the business.
This summary table is ideal to:
Complete the training section of your Workforce Plan
Support any applications for funding for training
Provide a business case for development to your budget holders.
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Training Needs Summary Table
Source of Input Recommendations Training Need Identified How many For?
Service Users – what
does your customer
survey tell you? What do
the most recent care
plans say are areas that
need better staff skills?
Staff – what has come
out of your supervisions
and team meetings?
Where have they
identified that they need
development? What do
you as a manager think?
Any specific TNA you
have done in the past
– what is still outstanding?
NMDS- sc – what skills
gaps are evident from
your data?
Organisational
Business Plan – any
context or plans that are
relevant to training and
development of staff
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Changes in your
Sector – what is
happening in the wider
context, e.g. nationally?
Latest CQC Report – 1.
recommendations
2.
(Date: .....................)1
3.
Latest Quality Audit – 1.
recommendations
2.
(Date: .....................)
3.
Most recent 1.
Workforce Plan
actions (related to
training) 2.
(Date: .....................) 3.
Example: From your NMS 12 - “Offer local outings and assist This is something currently not done, so After consulting with staff, not all
latest CQC report people to attend church and access the staff need to be trained in: are comfortable at the moment
local library”. - risk assessment (in public with taking residents on outings.
places)
- planning excursions for Initially 4 people to be trained in
vulnerable adults these 2 areas.
1
If the date of this is over 1 year old, consider updating now.
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