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ANSWERS Q1. What is the importance of identification of training needs?

Design a training program - Letter to HOD's - Letter to participant - Training program schedule - Evaluation form for training program on : a.) Improving personal effectiveness b.)Leadership Ans. 1) The effectiveness of the training function is heavily dependent upon effectiveness of processes used to identifying training needs. This is the first critical step on the road to competence development and performance enhancement. An inadequacy at this stage cascades to all the subsequent training processes. Seldom do organizations give this stage the importance, it deserves. Traditionally, training needs analysis got integrated into the yearly appraisal form. On examining form after form in companies ranging from textile companies to technology companies to direct marketing companies, we find that the appraisal process is focussed on attribute assessment. This is followed by a column on training needs. Logically, this seems to be the correct way of doing things. First we assess the performance of the person, then based on the performance gaps , we identify the training needs. The correlation between attribute assessment and actual performance of the person is a question mark. This is visible in the large amount of heartburn among employees after the appraisal process is over. Thus, attribute assessment puts us on the wrong track from the word "Go". The subsequent training needs identified, even if we follow the process vigorously, would be incorrect. This mistake gets multiplied and the blinkers of this framework get totally clogged if this is the only system of identifying training needs. This is like going to New York, when we actually want to go to Tokyo. Moreover, the perception of the team leader responsible for filling the appraisal form is limited. This invariably results in non-value adding statements such as, Management Development Program" or "Supervising Development program" in the training needs column. I still remember the words of a learned HR head who when responding to a query on the process of identifying leadership competencies said ,"We identify them in consultation with the line managers. This is a good statement of intention but it conveys little about the quality of the process of consultation. This statement by itself indicates the lack of creative effort in exploring alternative methods of identifying training needs. Thereafter, even if we have a great system of measuring training effectiveness, it is of no use. Thus, it is no surprise that when an organization is in trouble, the training budget is the first one to get eliminated. Training does not seem to be fulfilling any significant purpose. Faulty training needs identification is at the core of this problem.

The framework for identifying training needs is mapped below:

Therefore, it's important to take proactive steps toward making sure that your employees are ready and able to handle the technological and environmental changes that are likely to impact your business. It's important to remember that employee training doesn't stop with your new hire orientation procedures. Organizational training needs are ongoing, particularly in the rapidly changing 21st century workforce. TRAINING PROGRAM: a) Letter to HOD To, MR.ABC, XYZ Organisation Head of Department. Respected Sir/Madam, This is to inform you that we at the HR department is going to conduct a training program on The new software system to be implemented in the firm. For this we require your permission to allow the employees of your department to take the training on this on the date 15th September,2012 -18th September 2012 in the first half of the day from 9am-12noon every day after which they can resume to their daily tasks Looking forward to your co-operation Sincerely Yours, Miss PQR (HR Training & Development)

Letter to Participant To, MR.PARTICIPANT, Finance Department, XYZ Organisation. Dear participant, This is to bring to your kind notice that a training program is being conducted for you from 15th September,2012 to 18th September,2012 from 9am-12noon.The training program is on upgrading your software skills as per the new softwares to be implemented in the organisation. The application of this software would increase your efficiency and also save upon your time and the companys cost. It is highly recommended that you take this training and be present for it on the mentioned date. Looking forward to your sincere co-operation. Sincerely Yours, Miss PQR (HR Training & Development) Training program schedule: DATE 15th September 16th September 17th September 17th September 18th September ACTIVITY Lecture method to share information about the software system Knowledge on the practical application of the software Revision of past two days Training Hands on training on usage of the training system Assigning a group task requiring application of the software system to assess individual understanding Feedback on the training program TIME 9am-12noon

9am-12noon 9-10.30am 10.45am-12noon 9am-12noon

19th September

9am-11am

An extra day has been kept to get feedback on the training program.

- Evaluation form for training program On:

a.) Improving personal effectiveness


Evaluation Form Name of the Participant Date of Training Training on: I am a: Area Supervisor Data collector Please indicate your impressions of the items listed below.

Data entry personnel

Strongly Strongly Agree Neutral Disagree Agree Disagree 1. The training met my expectations. 2. I will be able to apply the knowledge learned. 3. The training objectives for each topic were identified and followed.

4. The content was organized and easy to follow. 5. The materials distributed were pertinent and useful. 6. The trainer was knowledgeable. 7. The quality of instruction was good.

8. The trainer met the training objectives. 9. Class participation and interaction were encouraged. 10. Adequate time was provided for questions and discussion. How do you rate the training overall?
Excellent Good Average

Poor

Very poor

10. What aspects of the training could be improved? __________________________________ Thank You for your Time and Feedback.

b.)Leadership
LEADERSHIP EVALUATION FORM (This form is to be filled out by the Participant for the TrainignProgram Mark with an X the place on the continuum of each characteristic that most adequately (Name of Participant) identifies ______________________________ at the present time.

1 1. Cooperation Uncooperative

2 Sometimes Cooperative

3 Always Cooperative

NA Candidate Not Known to Me in This Area Candidate Not Known to Me in This Area Candidate Not Known to Me in This Area Candidate Not Known to Me in This Area Candidate Not Known to Me in This Area Candidate Not Known to Me in This Area Candidate Not Known to Me in This Area Candidate Not Known to Me in This Area Candidate Not Known to Me in

2. Respectful Disrespectful Sometimes Respectful Always Respectful

3. Class Preparation

Never Prepared

Partially Prepared

Always Prepared

4. Motivation Purposeless Usually Purposeful Highly Motivated

5. Concern for Others

Indifferent

Somewhat Socially

Deeply Concerned

6. Responsibility Unreliable Usually Dependable Assumes Much Responsibility Consistently Trustworthy

7. Integrity Not Dependable 8. Self-Concept Feeling Nothing Ever Goes Right 9. Outlook on Life Bitter Most of the Time Somewhat Self-Confident Consistently Shows Poise & Confidence Looks Consistently Generally Honest

Sometimes Optimistic

on the Bright Side 10. SelfDisciplined to Live Within Rules & Regulations TOTALS:

This Area

Rebellious

Conforms

Supports & Encourages Regulations

Candidate Not Known to Me in This Area

Comments:
Participant Signature: ________________________________________________

Date: _________________________________________________________________________

Q2: Prepare a Performance Appraisal form for managers from a) Manufacturing company b) IT company Ans 2: The performance appraisal forms for manager of the following firms are as follows a) Manufacturing Company Name of Appraise: ___________________________ Designation: _______________________________ Department: __________________________________ Service Start Date: ________________________ Appraisal Period From: Purpose of Review: Confirmation Annual Review ___________ to ___________

Name and Designation of Appraiser: _____________________________________________________________

Nature of Relationship: ________________________________________________________________________

XYZ Copmany seeks corporate value of higher significance, pursuing innovative quality in the areas of Customers, Employees, Society, Products, Technology, Management and Fairness The purpose of this evaluation is to communicate clearly to the individual evaluated how well he/she is meeting expectations for a person at his/her level. *You are required to support your rating with comments in the spaces provided for each category. For statements that do not apply to the person being evaluated, please mark, Not Applicable (NA). Comments should be specific (including examples) and explanatory. If your evaluation and recommendations cannot be adequately covered in the space provided, you should prepare an attachment to this appraisal form. This form should be reviewed by the next level of authority, before discussion with the person being evaluated. *Please refer to the goals set during the previous appraisal period, as you conduct your assessment. Performance for each category is graded into the following:

Outstanding Consistently

5 points

Performance is exceptional and far exceeds expectations. demonstrates excellent standards.

Very Good

4 points

Performance is consistent and exceeds expectations.

Good

3 points

Performance is consistent. Clearly meets job requirements.

Fair on the job.

2 points

Performance is satisfactory. Meets minimum requirements of

Needs Improvement occasionally. 1 point Performance is inconsistent. Meets requirements of the job

Unsatisfactory

0 point

Performance does not meet minimum requirements of the job.

Good PART I- CUSTOMERS Outstandin g Very Goo d

Fair

Needs Improv ement

Unsati sfactor y

Not Applicabl e

1.

Places high priority on achieving customer satisfaction (both internal and external customers) Displays effective negotiation skills with both suppliers, customers and internal staff

NA

Customer

2. Focus

NA

PART II- EMPLOYEES Staff Training and Welfare 3. Demonstrates an interest in the career development of staff within the department

NA

4.

Is pro-active in training new hires and less experienced staff

NA

Interpersonal/ Facilitation of Teamwork

5.

Strives to develop good relations with other departments

NA

6.

Ensures teamwork and co-operation amongst staff

NA

7.

Displays effective interpersonal skills

NA

Comments:______________________

Good Outstandin g Very Goo d Communicati on Skills 8. Communicates and presents information effectively

Fair

Needs Improve ment

Unsati sfactor y

Not Applicabl e

NA

PART III SOCIETY Cost Consciousnes s 9. Actively promotes practices that save company resources and minimize wastage

NA

PART IV

PRODUCTS AND SERVICES

10. Keeps current about industry developments Job Knowledge/ Technical Skills

NA

11. Displays a high level of technical competence in job area

NA

12. Displays commitment to personal and career development

NA

13. Plans and organises work effectively Work Attitude

NA

14. Is proactive and displays initiative

NA

Mm Comments :

Good Outstandin g Very Goo d 15. Ensures that work performed in the department is accurate and of high quality

Fair

Needs Improv ement

Unsati sfactor y

Not Applicabl e

Quality Mindset

NA

PA PART V Process Improvement

Safety

16. Ensures careful work habits that comply with safety requirements in his department

NA

TECHNOLOGY

17. Seeks to continually improve processes and work methods

NA

P Decision Making

PART VI

MANAGEMENT

18. Exhibits sound judgement when making decisions

NA

5 Problem Solving 19. Helps resolve staff problems on work-related matters

NA

20. Handles problem situations effectively

NA

Comments :

Good Outstandin g Very Goo d 21. Sets realistic goals and is responsible for meeting them

Fai r

Needs Impro vement

Unsatis factory

Not Applicabl e

Goal Orientation

NA

22. Is a positive role model for subordinates

NA

Leadership /Motivation of Staff

23. Motivates staff to perform better in all areas

NA

24. Delegates responsibilities to subordinates effectively

NA

25. Ensures staff receive timely feedback

NA

PART VII

FAIRNESS

Integrity

26. Demonstrates integrity and good work ethics in the companys best interest

NA

27. Demonstrates ability to assume and discharge responsibility Dependability/ Responsibility

NA

28. Is adaptable and willing to accept new responsibilities

NA

Comments

Evaluation

Formula

Score

Total Score Total Scores X 100 % Number of Questions Answered X 5

Grading

90%- 100%

Outstanding Performance is exceptional and far exceeds expectations. Consistently demonstrates excellent standards in all job requirements.

76%-89%

Very Good Performance is consistent, and exceeds expectations in all situations.

60%-75%

Good Performance is consistent. Clearly meets essential requirements of job.

45%-59%

Fair Performance is satisfactory. Meets requirements of the job.

31%-44%

Needs Improvement Performance is inconsistent. Meets requirements of the job occasionally. Supervision and training is required for most problem areas.

0%-30%

Unsatisfactory Performance does not meet the minimum requirements of the job.

Growth and Development (i) List the appraisees strengths ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ (ii) List the areas for improvement ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

(iii)

What specific plans of action, including training, will be taken to help the appraisee in their current job or for possible advancement in the company? ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________

Achievement (i) Describe the appraisees areas of additional responsibilities and/or other work-related achievements ______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Review with Staff My immediate superior and I have discussed my performance review. ( ( ) ) I agree with the appraisal I disagree with the appraisal

Comments: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ ____ __________________________ Signature of Employee _______________ Date

Recommendations Termination Extension of probation Suitable for confirmation (w.e.f. _______________) Normal increment of S$________ Consider for merit increment Transfer to other types of work Ready for promotion has potential for promotion, but not ready now others: _____________________________________

No salary increment _____________________________________

Other Remarks: __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________

_________________________________ Signature of Appraiser

________________________ Date

HUMAN RESOURCE DEPARTMENTS USE

Present Salary:

____________________

Date of Last Increment:

____________________

New Salary:

____________________

Effective Date:

____________________

Comments:

__________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________ __________________________________________________________________________________________

________________________________ _________________ Signature of Managing Director Dat

b) IT Company Performance Appraisal Employee Name:____________________________ Employee Code:______________________________ Appraisers Name:___________________________ Employee Title:______________________________ Business/Function:__________________________ Appraisal due date:____________________________ Appraisal Period: Quarterly/ Six monthly/ Annual Date of Joining:_______________________________

Instructions and Criteria This is a format for measurement and assessment of performance of individuals in Band IV and Band V in Support Functions. The objective of this form is to assess the contribution of the individual towards the business goals of the organization. This form consists of four parts: Part A, Part B, Part C and Part D. Part A is an objective rating section by self and appraiser. Part B is a judgemental section based on incidents, instances and various inputs. Part C is a developmental section and not taken into account for the purpose of appraisal/evaluation. These sections are completed both by self and the appraiser. Part D is a conclusive section by the appraiser suggesting an overall rating for the individual. This may also include recommendations for a role change or an increment. In case of gross disagreement in ratings assigned by self and the appraiser, an independent assessment will be done by the appraisers superior. His/her rating in this such a case will be final and binding. Instructions for the Appraisee: Please evaluate yourself on a rating scale of 0-10 as given below. Parts A and B need to be rated whereas Part C is a developmental section which does not need a rating. Part C will not be taken into account for appraisal purposes. Instructions for the Appraiser: Please evaluate the appraisee on the rating scale of 0-10 given below. Your assessment is an independent assessment of the appraisee on the mentioned parameter. The rating is based on a notional value of judgement made with respect to each parameter. Parts A, B, C and D need to be filled by you. Of these Parts A and B require a rating whereas Part C and Part D do not. The standard rating parameters with their assessment criteria are as mentioned below:

Rating Scale 0-5.5 5.6-6.5 6.6-8.0 8.1-9.9

Rating

Performance %

Overall Assessment (weighted averages for individual parameters) Performance- 60% Behaviour- 30% Attendance- 10% Total- 100%

Needs Improvement Satisfactory Good Outstanding

Below 55% 56-65% 66-80% 81-99%

A rating of 10 denotes perfection or 100% performance level. The ratings can be such as 5.5, 6.5, 7.5 etc. A rating of 9 or 9.5 indicates that the person is really outstanding in an area. E.g. Benchmark for Support: Achievement of targets/as per task allocation PART A (Ratings only) S. No. 1 a b c Parameter Self Assessment Assessment of Reporting Officer

Performance Quantity of work Efficiency/ Target Orientation Quality of work Average Score

* Weightage for each of the parameters above are equal PART B (Rating Section)

S. No. 1

Parameter

Self Assessment

Assessment of Reporting Officer Rating Obtained

Behaviour

Rating Obtained

Leadership A A natural leader is one who can build consensus within a group, get people to "follow" & is assertive

Team Player B Involves others in his/her work & has strong communication & interpersonal skills. Ability to adapt to changing circumstances/people.

Business/ Customer Focus C Sees the big picture & the impact of his/her work on the organization and not just a department. Believes in the business and has a strong customer centric approach

Planning & Analysis D Has an analytical approach, spends more time in strategising & planning rather than reacting.

Energy E Demonstrates energy & enthusiasm at the workplace acting as a catalyst. Responds with speed & efficiency showing initiative.

* Weightage to individual parameters in the behaviour section is as follows: Leadership- 5 marks, Team Player- 5 marks, Business/Customer Focus- 10 marks, Planning & Analysis- 5 marks and Energy- 5 marks

Integrity parameters Integrity/Compliance 2 A B C Business Ethics Law of the land Value for own word Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No

PART C (No ratings required) S. Parameter No.

Self Assessment

Assessment of Reporting Officer

1 A

SWOT Analysis Strengths

Weaknesses

2 A B

Potential Operating Functional

Development needs (problem solving/analytical skills)

Training needs (desired)

Attestation by self:

Attestation by appraiser:

Date: PART D (To be filled by Appraiser only) 1. Overall rating of the appraisee. The calculation of the overall rating is done as per the weightages assigned to different areas. Average/Rating Obtained Weightage assigned Cumulative Score*

S. N o.

Parameter

Self

Appraiser

(Arrived by RO and HR)

1 2 3

Performance Behaviour Attendance Total Score

60% 30% 10% 100%

* Cumulative Score= (Average rating obtained)*(Weightage assigned), Cumulative score arrived at by HR after discussion with RO

2. Any promotion/role change recommended ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________

3. Any other remarks ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________ Signature of Appraiser____________________ Date_________________ Ratified by Appraisers reporting officer _____________________ Signature of HR_____________________________

(To be filled only in case of gross disagreement on ratings) Note: In case of gross disagreement on ratings and assessments, appraisers reporting officer may intervene to make his independent assessment. His/her assessment shall be treated as final and binding in such a case. Name of Appraisers reporting officer_____________________________ a. Is the assessment made agreeable Yes / No

b. If no, what is the overall rating assessment for the appraise (substantiate with examples) ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________ c. Recommendations for Increment/ Promotion/ Role Change ______________________________________________________________________________________ ______________________________________________________________________________________ ______________________ Signature of Appraisers Reporting officer________________________________ Signature of the Appraiser____________________ Date:________________

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