Each DOE element must have a training policy and procedure that establishes an integrated cycle of organizational needs analysis, training planning, and resource allocation. Training funding must be included in budget submissions; the training needs must be prioritized, and resources allocated accordingly. Each DOE element must also complete an annual training summary, reporting training objectives, cost and actual training conducted each fiscal year.
Annually, the Integrated Training Management (ITM) process is used to assist in gathering information critical for the development of each DOE element’s Mission Critical Skills, Other Needs(Non-Mission Critical Skills), Leadership Development Programs, and General Competencies. The ITM process enables and aids the participating organizations to meet these objectives:
- Data Collection and Analysis - Training to promote the mission of the organization.
- Management Planning Tool - The opportunity to review the courses identified, and align the organizational training needs to the budget allocation.
- Comparison of Planned vs. Actual Performance - The review of planned training needs vs. actual training received during the respective fiscal year
Training Needs Assessment:
1. Determine Agency Benefits of Needs Assessment- this part of the process will sell and help the decision makers and stakeholders understand the concept of the needs assessment. Needs assessment based on the alignment of critical behaviors with a clear agency mission will account for critical occupational and performance requirements to help your agency: a) eliminate redundant training efforts, b) substantially reduce the unnecessary expenditure of training dollars, and c) assist managers in identifying performance requirements that can best be satisfied by training and other developmental strategies. To go beyond learning and actually achieve critical behaviors the agency will also need to consider how required drivers will sustain desired outcomes.
Key steps include:
- Identify key stakeholders
- Solicit support
- Describe desired outcomes that will contribute to mission objectives
- Clarify critical behaviors needed to achieve desired outcomes
- Define required drivers essential to sustain the critical behaviors
2. Plan - The needs assessment is likely to be only as successful as the planning.
- Set goals/objectives for the needs assessment
- Evaluate organizational (agency) readiness and identify key roles
- Evaluate prior/other needs assessments
- Prepare project plan
- Inventory the capacity of staff and technology to conduct a meaningful training skills assessment and analysis
- Clarify success measures and program milestones
3. Conduct Needs Assessment
- Obtain needs assessment data (e.g., review strategic plans, assess HR metrics, review job descriptions, conduct surveys, review performance appraisals)
- Analyze data
- Define performance problems/issues: occupational group/individuals
- Describe critical behaviors needed to affect problems/issues
- Determine and clarify why critical behaviors do not currently exist
- Research integrated performance solutions
- If training is the best solution, determine best training and development approach(es)
- Assess cost/benefit of training and development approach(es); build a "business case"
- Include organizational drivers needed to reinforce the critical behaviors that will affect problems/issues
- Describe how the critical behaviors will be monitored and assessed after implementation of the improvement plan
Annual Training Plan:
The results of the needs assessment, through the Annual Training Plan, allows the training manager to set the training objectives by answering two very basic questions: what needs to be done, and what is the budget? The ATP is a management planning tool. A well planned approach to training significantly improves leadership, communications, team-building, business, and technical competencies by directing solutions to organizational needs. The Annual Training Plan is a critical planning component for managers to assist them in meeting their critical needs and mission requirements.
Annual Summary Report:
The Annual Summary Report serves as a performance measurement tool, comparing planned versus actual performance. The ASR identifies gaps between planned/actual training activity, and serves as a benchmark for improving organizational effectiveness.