How to use Keypoint with the Training Needs Analysis Templates

How to use Keypoint with the Training Needs Analysis Templates

Copyright 2007 Logotron Limited Published by Cambridge Software Publishing All rights reserved No part of this publication, either the whole or any part of the templates or documentation, may be reproduced, transmitted, transcribed, stored in a retrieval system or translated into any language or computer language in any form or by any means, electronic, mechanical, optical, chemical, manual or otherwise, except as permitted under the licence agreement, without the express written permission of the publisher. Edition 4

Contents
Welcome Who should read this user guide? System requirements How the user guide is organised Conventions Section 1 Training needs analysis The TNA project TNA in perspective Section 2 Designing questionnaires Tips for designing a good questionnaire The Data Protection Act Section 3 Overview of the templates Inside the templates Section 4 Using the templates Creating a questionnaire Starting a new project Opening the templates Copying questions and files Editing the questions Section 5 Analysing your data The Analysis Worksheet Quick Analysis Statistics Finding Data Section 6 For more information On the Data Protection Act On Keypoint 1 1 2 2 3 4 4 7 8 8 10 11 13 14 14 14 15 17 19 20 20 21 23 25 26 26 26

Contents

Training Needs Analysis Templates

Welcome
Welcome to your Training Needs Analysis Templates package. This package is an indispensable aid for training professionals who want to use Keypoint to design and analyse training needs questionnaires. The templates provided will enable you to develop them to suit your requirements.

You will need to download the free training needs analysis pack from this website www.camsp.com

Important note: Please note that a copy of Keypoint needs to be purchased and installed before you can use the Keypoint template questionnaires that you have downloaded. With the template questionnaires, you can quickly and easily construct training needs analysis questionnaires using Keypoint. These templates allow you to become immediately productive with Keypoint you do not have to learn the entire product in detail before you can start producing your own questionnaires. You can use the templates in their entirety, or you can select and adapt the questions that are best suited to your particular situation. They are provided as a good sample of the uses of Keypoint for Training Needs Analysis activity.

Who should read this user guide?

This guide is for anyone involved in training or assessing training needs who wants to use the templates to construct training needs questionnaires. You do not need to have used Keypoint before but where Keypoint knowledge is required, you will be given the relevant section to consult in the Keypoint User Guide.

Training Needs Analysis Templates

System Requirements
Your system needs to meet the same system requirements as those of Keypoint. In addition, you need to have installed Keypoint on your system. Minimum software and hardware requirements: Pentium 333 MHz or better Windows 2000 or higher 256 MB RAM (512Mb recommended) Up to 330 Mb of hard disk space ODBC and OLE Client compliant Internet access to download templates

How the user guide is organised

The user guide is divided into sections: Section 1 The training needs analysis This section provides an overview of the training needs analysis process. Section 2 Designing questionnaires This section describes the role of questionnaires in the training needs analysis process and provides tips for designing good questionnaires. It also discusses the Data Protection Act. Section 3 Overview of the templates This is a breakdown of the contents of each of the templates. Suggestions are given for what audience the templates are best suited. Section 4 Using the templates This section provides you with step-by-step information on how to open the templates and copy across questions you want in your questionnaire. It also tells you how to adapt the questions you are using. Section 5 Analysing your data This section provides instructions for performing a quick analysis of the data in Keypoint. Section 6 For more information This section contains a list of resources you can consult for further guidance.

Training Needs Analysis Templates

Conventions
In Windows, there are three different click types. The following table indicates how these different click types are referred to in this user guide. Type of click Clicking the left mouse button once Clicking the left mouse button twice Clicking the right mouse button once Referred to in this manual as Clicking Double-clicking Right-clicking

Anything that should be clicked is shown in a bold typeface. For example: Click Edit. The menu on which an option can be found is placed in parentheses after the option. For example: Click Import (File menu). Sometimes keyboard shortcuts are given for a particular task. Many people find that using the keyboard shortcuts is faster than selecting the options from a menu. Keyboard shortcuts are shown in bold. For example: Ctrl+C The plus sign means that the two keys must be pressed simultaneously. Extra tips and notes are sometimes given relating to adjacent text. They are displayed in the following format:
| More information on the contents of each of these files is given in Section 4.

Throughout this user guide, references are given to sections in your Keypoint manual. These are shown in bold Italics. For example: For more information on gathering data, see the Processing Responses section in your Keypoint User Guide.

Training Needs Analysis Templates

Section

1 Training needs analysis

Training needs typically occur when there is a discrepancy, or a possible future discrepancy, between actual job performance and desired job performance. Training needs exist at different levels in your organisation. Some training needs may be common to all staff for instance, health and safety training needs. Other training needs may be common to only certain roles in your organisation - for example, communication skills for all new supervisors. A training needs analysis (TNA) involves identifying training needs, and determining the best way to meet these needs. Conducting a TNA is essential if you want to systematically determine the training needs of an organisation.
It is a common misconception that a TNA must result in some kind of training solution. Not all organisational problems can be solved with training, and many cannot be solved with training alone.

The TNA project

A TNA project has features common to all projects: One or more customers who provide the money and authorisation for the project A budget Resources A deadline Detailed requirements for the TNA, developed in consultation with the customers A project plan based on the above information

Training Needs Analysis Templates

The customers If you do not identify your customers correctly, the results of your TNA may be useless because they fail to meet the customers needs. Make arrangements to meet with them (or an authorised representative) to discuss their requirements for the TNA, and their reasons for authorising it. It may be helpful to meet with them on a number of occasions as you refine the requirements. Questions you could ask your customers include: What made you think you needed a TNA? Who is your target group? What is your budget? What resources do you have access to? How long do you have? How would you like the information presented? What do you expect from the TNA? Planning the TNA project These are some of the elements that are important to consider in planning a TNA project: The data you need to capture about each staff member The most efficient way to obtain this data (based on budget and resources) The statistical analyses which will yield the information you need. Some of the data - such as sick leave records and appraisals, company objectives and management reports will be readily available to you once you have the go-ahead to access it. Other information will come directly from the management and staff of the organisation. This data can be obtained through structured and informal interviews, but questionnaires often provide the most cost-effective way to accurately assess the opinions of a large number of people.
| For more information on designing questionnaires, see the next section.

Training Needs Analysis Templates

Gathering the data If you identified the need for questionnaires at the planning stage, use the templates to help you to design questionnaires specific to your needs. Print and distribute the questionnaires with instructions on how to complete and return them. It is a good idea to give a specific deadline for their return. Collect the completed questionnaires and enter the data into Keypoint. If you have large amounts of data to capture, you can use an Optical Mark Recognition (OMR) product, such as the Keypoint scanning module, to read scanned sheets for use in Keypoint. To automate data capture in this way, you will need to keep your questions in multiple choice format; OMR software cannot deal with written data. The Keypoint scanning module can be purchased from Cambridge Software Publishing. For further information on entering data into Keypoint, see Processing Responses in your Keypoint User Guide. Analysing the data After you have entered the data from the questionnaires, you can analyse it according to the customers requirements using the statistical tools and graphing options in Keypoint.
| For more information on analysing and presenting data see Section 5.

The dynamics of the project In common with most projects, the TNA will benefit some staff and threaten others. Your data will be affected by how the people you are questioning perceive the TNA project. For the process to be a success, it is important to introduce the questions in a way that makes it clear that the participants will benefit from being open and honest. Confidentiality is an important issue. Be clear about who is going to see the questionnaire answers, and whether individuals are going to be identified. Let the staff members know if a supervisor is going to be asked to complete a questionnaire about them. Your own relationship to the staff members being questioned, or that of the TNA customers, will have a profound effect on the data you gather. If you make your motives for a TNA clear, you are more likely to gather reliable information. The questions in the templates have been carefully designed to elicit as much information in a non-threatening manner as can be analysed in a meaningful way.

Training Needs Analysis Templates

TNA in perspective
A TNA takes place at the beginning of the training cycle. If a training solution is identified as a result of the TNA, then training objectives are identified and a training programme is developed. The type of training programme will be determined in part by your available budget and resources. After the training programme is run, it is evaluated. Evaluation is essential as the results of an evaluation feed back into all parts of the training cycle. Evaluation can be a once-off occurrence at the end of the training programme. But a more reliable measure of success can be obtained by evaluating the training twice immediately after the training, and a few months later when it is possible for staff and their supervisors to gauge the practical benefit of the training. Comparison of the two evaluations can help you improve your TNA and training.

Training Needs Analysis Templates

Section

2 Designing questionnaires

Designing a good questionnaire is not a simple task it requires considerable effort to ensure that your questionnaire yields the type of information you want. Because you have access to the template questionnaires, it will be much easier for you to design your own questionnaires. However, since you will probably be copying individual questions from the templates, it is a good idea to be aware of questionnaire design principles and limitations. That way, when you construct your questionnaires from the templates, you can make sure that your questionnaire design as a whole is appropriate.

Tips for designing a good questionnaire

Following are some tips for designing a good questionnaire. When you create your own questionnaires out of the templates you will need to bear these points in mind. Administration Provide a covering letter or introduction to the questionnaire which explains its purpose, and gives an indication of the confidentiality of responses Provide a conclusion to the questionnaire which thanks the respondents for their participation, and gives clear instructions on what should be done with the questionnaire upon completion If a questionnaire needs to be posted back to you, then provide stamped addressed envelopes for this purpose. Arranging questions To encourage participation, place simple, easy-to-answer questions towards the beginning of the questionnaire Place background questions about the respondent at the beginning or end of the questionnaire Sensitive or difficult questions should be placed towards the end of the questionnaire when you have maximum co-operation Minimise branching in the questionnaire as this introduces complexity.

Training Needs Analysis Templates

Writing questions Questions or groups of questions should be preceded by instructions which explain how to answer the question or question groups Instructions should be complete and unambiguous Respondents should be able to answer all questions Use words which you are sure all respondents will be able to understand Do not ask more questions than are needed, but make sure you cover all the key areas adequately Cover only one idea with each question do not combine ideas in the same question Remember that the type of question determines the statistical analyses that can be performed on it if you need a particular kind of analysis, make sure your question types support this. Testing Test the questionnaire on a subset of the target group to iron out any problems before you distribute it.

Training Needs Analysis Templates

The Data Protection Act

If you intend to process personal data about other people, you should be aware of the provisions of the Data Protection Act. What is the Data Protection Act? The Data Protection Act governs the collection and use of personal data about people. According to the act, you should: Comply with the eight data protection principles Register with the Data Protection Registrar Allow people to access data held about them, and also to correct that data if necessary. The principles of the Data Protection Act 1998
This is intended to be a summary of the Data Protection Act principles. You should consult the full text (see http://www.opsi.gov.uk/ACTS/acts1998/19980029.htm.

Personal data must be processed fairly and lawfully

The person has given their consent

Personnel and sensitive personal data should not be processed unless certain conditions are met. These conditions include:

The processing is necessary for a legitimate purpose.

obtained the data should not have been misled about the purpose of the data.

Personal data should be processed fairly. For instance, the person from whom you

Data must be processed in a way compatible with the legitimate purpose of the processing Personal data obtained should be relevant and adequate for the legitimate purpose of the processing, and should not exceed the purpose Personal data should be accurate and kept up to date Personal data should not be kept longer than is necessary for the purpose Personal data should be processed in accordance with the rights of the people from whom the data is obtained Personal data should be protected against unauthorised or unlawful processing, and accidental loss or damage Personal data may only be exported to another country or area outside the European Economic Area if it also provides an adequate level of protection for the people to whom the data refers.

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Section 3 Overview of the templates

The following Keypoint template files are available as a set of downloadable files from www.camsp.com: 1. Demograph.kp This template contains many questions that you may want to ask for demographic purposes. It is suitable for all groups. 2. Askself.kp, Asksub.kp These templates concern abilities, skills and attributes required to perform a job successfully. The questions ask the respondent to rate the benefit of training in the ability, skill or attribute with regard to their job. If you want to ask a respondent about his or her own job, use Askself.kp. If you want to ask a respondent about their subordinates, use Asksub.kp. 3. Sales.kp This template can be used for identifying training needs in the Marketing and Sales departments in an organisation. It is suitable for sales staff, their superiors and for marketing staff. 4. IT.kp Questions from this template can be used to identify computer skills that the respondents need help with. It can also be used to diagnose the depth of IT knowledge that a respondent has. 5. Equalopp.kp This template addresses the needs for equal opportunity training. It is suitable for any group. 6. Custcare.kp Questions to identify a training need in customer care skills generic to most jobs.

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7. Health.kp This template can be used for assessing health and safety training needs. The template asks respondents what they know about health and safety issues in their organisation. It is suitable for all groups. 8. Induct.kp This template can be used for assessing the level of knowledge that new employees have about the organisation. It can also be used to assess an induction programme. It is suitable for all groups. 9. Wishlist.kp This template can be used to ask staff directly what training they think they need and their availability for attending training courses. It is ideally suited to staff with some supervisory or management experience, but can be adjusted for other groups. 10. Traipre.kp This template contains questions aimed at assessing objectives before training starts, as well as attitudes to previous training. Ideally these objectives would then be revisited at the end of the training course to assess whether they have been met. It is suitable for all groups. 11. Traieval.kp This template can be used for evaluating the training. This can be used in conjunction with some of the Traipre.kp questions to create a longer post-training evaluation questionnaire. It is suitable for all groups. 12. TNA Example.kp This is an example questionnaire containing dummy data. It contains the small example TNA questionnaire built and analysed in the following sections of this manual.

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Training Needs Analysis Templates

Inside the templates

Comments about the template for you are in bold italic and aligned towards the right hand side of the page For example: Template for gathering demographic information Occasionally checks for grouped questions have already been added. When you use a grouped question you should copy the whole question
You can change question validation in the Question Properties dialog. You can also use the right click convert to menu to change the type of question. For more information on using the Question Properties dialog, see Constructing a Survey in your Keypoint User Guide.

None of the questions have been set to Required. You can change this in the Question Properties dialog.

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Section

4 Using the templates

Creating a questionnaire
Typically you will want to use the templates to create a questionnaire that is suitable for your organisation and purpose. This will involve opening a template file, and using questions from the templates with alterations to suit your circumstances. The guide below shows you how to do this in a step-by-step fashion. You should be able to follow the steps to create your own questionnaire, and to analyse data from the questionnaire.

Starting a new project

To start a new project: 1. Open Keypoint. 2. Either choose Create New from the opening dialog or if a survey is already open, click Close (File menu) to close it, then click New Survey (File menu). You will be asked to give your survey a new name. The default name is My Survey. This will give you a blank canvas onto which you can place questions. For more information on creating and naming a new Keypoint project, see Tutorial 1 Creating a new survey in your Keypoint User Guide.

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Training Needs Analysis Templates

Opening the templates

| Information on the contents of each of these files is given previously in Section 3.

Opening a file To use the questions in the files, you first need to open the file you want to use.
template files and any folder. Throughout this section of the user guide the template example Askself.kp will be used, but the steps apply to all the

To open Askself.kp from within Keypoint: 1. Click Open (File menu). 2. In the Open dialog, browse to the location you have the templates. 3. In the File name section, click Askself.kp. 4. Click Open.

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| You can also open a Keypoint file by double-clicking on it in Windows Explorer.

Keypoint opens Askself.kp

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Training Needs Analysis Templates

Copying questions and files

You can create a TNA survey by copying questions from any of the templates. You can mix and match questions from templates, and insert your own questions. In this example, once you have opened Askself.kp, you can copy questions into another project. You can also use the Askself.kp file in its entirety. You are likely to have to reformat the layout of the questions so that they fit inside the printable area of the page for your printer. You may also want to rename it before you make changes to it so that you do not confuse it with the original. Copying a question Suppose you want to copy a question from Askself.kp to My Survey: 1. Click the Select Object Pointer in your Toolbar. 2. In Askself.kp, select the question you want to copy and its accompanying instructions. 3. Press Ctrl+C or select Copy (Edit menu). 4. Open the My Survey form. 5. Press Ctrl+V or select Paste (Edit menu). 6. Move the box to the desired location and click to place the question.
| If the Keypoint Survey Design Wizard opens, just click Cancel to close it and continue.

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Renaming a file To rename Askself.kp as Survey1.kp from within Keypoint: 1. Click Save As (File menu). 2. In the Save Survey dialog, type the new name in the File name box. 3. Browse through the folders until you find a suitable location. 4. Click Save or press Enter on your keyboard.

The Save Survey dialog

| You can copy a template file without opening Keypoint by using the Copy and Paste commands in Windows Explorer.

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Training Needs Analysis Templates

Editing the questions

In all the templates, instructions are written separately from the question. This means you can easily use, reuse, alter or discard the instructions as required by editing the text. You can also modify the question text. Self Management
Keep in mind the requirements of your job, for each of the following items, please decide to what extent you would benefit from training. Tick the relevant box for each item. Ability to keep your medical knowledge current Ability to motivate yourself Ability to proactivley guide your own career Time management and ability to prioritise tasks Not at all Slightly Somewhat A lot Enormously

Editing a question The section above has been altered To modify a question: 1. Highlight the text box to edit 2. Double click to insert the caret in the text where you want to start editing 3. Make the desired changes
| Use the Text Toolbar to change the font characteristics and style of the text.

For more information see the section on the Text Toolbar in your Keypoint User Guide. If you want to modify the question type, or add options to the question, you need to do this using the Question Properties dialog. You reach this dialog by right-clicking on a question. For more information see Changing the answer type of a question in your Keypoint User Guide.

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Section 5 Analysing your data

Analysis transforms raw data into information that you can use. In this section you will learn how to analyse your data from the template questionnaires.
Before you can analyse your data, you must first enter it in Keypoint. You do this by clicking on the Responses tab and then entering the data on the blank forms. For more information on data entry, see Processing Responses in your Keypoint User Guide.

In this section we will be working with 21 records from the TNA Example.kp example file.

The Analysis Worksheet

To analyse your data, you first need to click on the Presentation View. Keypoint displays the Analysis Worksheet.

The Analysis Worksheet In the Presentation View the data is arranged in tabular form a column for each question,and a row for each Answer Sheet. The Presentation View is useful for inspecting entered data.

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Training Needs Analysis Templates

Quick Analysis
If you want an overview of your data before investigating any trends in detail, you can use the Quick Analysis wizard in Keypoint. This is the easiest way to obtain preliminary graphs. To perform a quick analysis of the TNA Example.kp data: 1. Ensure you are in the Presentation View. 2. Click on the Presentation1 tab at the bottom of the screen. 3. Click the Quick Analysis button or select Generate Quick Analysis (Tools menu). The Quick Analysis wizard will be displayed.

The Quick Analysis Wizard 4. On the Introductory page click on Next. 5. Click Next on page 2 to include All data in the analysis. 6. Click and drag each shown Question from the Available Questions box to the selected Question box and click on Next. You can also choose to show graphs or tables here.

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6. Click on Next again to leave the Categories and Layout as the default choices. 7. For Update Method, choose Automatically Update the Table, and click on Next. 8. Leave the Style as Normal. Click on Next. 9. Give you Quick Analysis Presentation a title. For example My Analysis and click on Next. 10. Leave font choices and margins as default, add some summary text to your Presentation and click on Next until you reach the final page. 11. Click on Finish. Keypoint will display a bar chart for each question. The Presentation will look something like this:

The Quick Analysis graphs You can now edit the presentation to meet your requirements. For more information on the Quick Analysis feature and other graphing techniques, see Analysing and Presenting Data in your Keypoint User Guide.

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Training Needs Analysis Templates

Statistics
In the TNA Example.kp example the first group of questions have scores associated with them. These scores can be used to derive useful information about training needs. You can extract useful information on Training Needs using the Keypoint Stats Table button on the Designer Tools Toolbar. This is particularly useful for numeric or multiple choice questions. 1. Click on the Stats Table button on the Designer Tools Toolbar. 2. Drag a frame for the table on the Presentation form, or just click to create an automatically sized table. 3. The Statistics Table Wizard will open. Click Next on the Introductory page. 4. Click Next on the following page to use All available data for the table. 5. In the Question Page, click on the + symbol to show all available questions for the table. 6. For this table we want to use four fields. Click in the box next to Field, Motivate, Career and Time to choose those questions.

The Statistics Table Wizard 7. Click on Next.

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8. Select the statistics you are interested in. Count, Sum, Minimum and Maximum are often interesting.

Choosing the Statistics 9. Click on Next. 10. For the Update Method, click on Automatically update the table and click on Next. 11. Finally, click on the Finish button. Keypoint produces a table for your statistics. It shows that training on Time Management will bring the most benefit in this group of needs.

The Statistics Table

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Training Needs Analysis Templates

Finding Data
In the Analysis Grid you can filter and sort the data you collect. This can help you to identify individuals or groups that need training. To find the group of people who need training in Time Management from TNA Example.kp group: Click on the arrow below the Time column and click on the choices and type words to make the following expression: Time = A lot OR Somewhat

Filtered data in the Analysis grid Press Return and the data will be filtered. You have identified those people who would most benefit from a training course on Time Management.

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Section 6 For more information

On the Data Protection Act
For further information on the Data Protection Act www.opsi.gov.uk/ACTS/acts1998/19980029.htm

On Keypoint
Consult your Keypoint manual and the Keypoint online help. Keypoint Support: 01223 425558 ext. 791 Keypoint Sales: 01223 425558 ext. 793 E-mail address: support@camsp.com Address: Cambridge Software Publishing 124 Cambridge Science Park Milton Road Cambridge, CB4 0ZS

Visit the Keypoint web site at www.camsp.com. This site includes information on getting additional help and training for Keypoint.

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Training Needs Analysis Templates

Tel 124 Cambridge Science Park Fax Milton Road Email Cambridge CB4 0ZS Website United Kingdom

+44 (0)1223 425558 +44 (0)1223 425349 keypoint@camsp.com www.camsp.com