Organizational constraints in training design

Training Plan for New System Implementation

Training Plan for New System Implementation
As the training manager for a healthcare organization with 250 employees, I have been asked to determine the skills required for the new IT system that will be implemented in the purchasing department. I have been asked to suggest a needs analysis process and supply recommendations for how to address organizational constraints related to time and performance. I will find the linkages between performance, training and needs and recommend the best option for the needs analysis and a training design.

Needs Analysis

Training needs analysis (TNA) is "a systematic method for determining what caused performance to be less than expected or required. Performance improvement is the focus of training" (Blanchard & Thacker, 2013, Chapter 4). The result of performing a TNA will be to ensure that the training involved with the new IT system is targeted and effective. Through the TNA I will be able to see what content is currently missing and how I can deliver consistent training. Costs, organizational needs, training methods and competencies will need to be evaluated in order to determine what skills are required for the new IT system in the purchasing department.

First I will develop a workforce profile in order to determine the skills and knowledge that will be required. I will be capturing education levels, experience and even literacy of current employees for statistical meanings. Then, compliance regulations will be reviewed and met. After the educational needs of each employee in the purchasing department have been captured, the training will be sourced, analyzed and mapped so check for gaps and any related impacts. This step is extremely important as it will allow us to find what is working and what is not as far as the training. Finally, I will provide my report that recommends and advises on the most effective training methods and products.

Recommendations for Organizational Constraints (Time and Performance)

The likelihood of having some type of time and performance constraint will be inevitable. As far as time constraints, currently there have not been any; however there may be performance constraints. The ability for employee(s) to retain information varies. The performance constraints may affect the efficiency of training results. Further training and coaching may be required. A suggestion would be to have a pre-service training or orientation to support the learning needs of employees. Hands-on training with an instructor(s) can help with analyzing and adjusting training for each employee.

Linkages: Performance, Training and Needs Assessment

Performance, training and needs can all be linked together. Performance assessments check ones application of knowledge, skills and abilities or attitudes. We discussed the training needs assessment and how training can be most effectively and efficiently be developed for the purchasing department. The needs assessment takes occupational and performance requirements and helps save on costs; identify performance requirements and other developmental strategies. Job descriptions are reviewed, surveys are conducted and performance appraisals are made. All three assessments work together to answer what needs to be done, why it needs to be done, why it already isn’t being done and how it can be done.

Options for Needs Analysis

There are few different needs analysis options for the organization: organizational analysis, person analysis and operational analysis. The organizational analysis looks at the objectives, goals and strategies and what systems are in place that appraises employee performance. This type of analysis looks at the business needs or other reasons that training is desired, who wanted the training, why training needed and what is has the organization done in the past as far as training. The person analysis looks at the employees on the current job and if they have the required knowledge, skills and attitudes to best perform the job duties. This involves instructors and participants and those that need the training are being chosen. The existing level of knowledge on the subject, the employee(s) learning style and who will be giving the training is analyzed. Operational analysis looks at the jobs or tasks themselves to determine what is required to get it done. With this analysis, the main duties and skill level required to perform the job is specified.

Best Option for Needs Analysis

The training for the new IT system for the purchasing department should involve operational analysis. This process will collect data related to performance and skills and perform a gap analysis. The gap analysis will show what adjustments need to be made. The organization will be able to look at what must be done to perform the complete process successfully (tasks involved). The person analysis would also be a good recommendation because you can perform an employee appraisal on current training and then base the new training off of what they already do and do not know. This analysis will allow for an understanding of the expected knowledge, skills and attitudes are compared to how they are presently. The gap that is found will be what needs to be worked on.

Training Design

Training design is extremely important and will need to successfully reach new and current employees. It is my recommendation that a hands-on computer training seminar be given over the period of 2-4 days. Employees will be expected to actively participate on computer simulations, take and use lecture notes for competency tests, and work in a team environment. A workbook will be provided with the entire course outlined. The instructors will be professionals in the field and ready to answer any potential questions. Having hands-on instructors will allow for any performance constraints by allowing those that need more specific or detail training to be addressed.

Conclusion

The new IT system is an inevitable change that is coming to the purchasing department. With that said, the proper training will ensure that all current and new employees are efficiently and effectively skilled and knowledgeable in the tasks that they must perform for their job. The employee attitudes will be prepped and aware of the changes and be ready for the challenge that may lie ahead. It will be important that the organization remember that there is a link between training, performance and needs.

Reference

Blanchard, P. N., & Thacker, J. W. (). Effective Training Systems, Strategies and Practices (5th ed.). Retrieved from The University of Phoenix eBook Collection database.