Misrak Poly-Technic College

Competency: Conducting/Facilitating User Training

LO2: Identify IT system training needs

Identifying IT system training needs involves assessing the skills and knowledge gaps
within your organization related to information technology systems. Here's a systematic
approach to help you identify IT system training needs:

1. Conduct a Skills Inventory:

 Assess the current skills and competencies of your IT team members. Identify
areas where they excel and areas where improvement is needed.
 Consider technical skills such as programming languages, database management,
networking, cyber security, system administration, and specific software
applications.
2. Evaluate Job Roles and Responsibilities:
 Review the job descriptions and responsibilities of IT staff. Identify the skills
required for each role and compare them with the existing skill set of employees.
 Ensure that the team members have the necessary skills to perform their current
tasks and any additional responsibilities that may arise.
3. Assess Technology Changes:
 Identify recent or upcoming changes in technology, software, or hardware that
may affect your IT systems. This could include software upgrades, new releases,
or the adoption o2f emerging technologies.
 Determine whether your team has the necessary skills to adapt to these changes.
4. Gather Feedback from Employees:
 Conduct surveys, interviews, or focus groups to gather feedback from IT staff
about their perceived training needs.
 Employees often have insights into areas where they feel less confident or where
they see opportunities for improvement.
5. Analyze Performance and Incident Reports:
 Review performance reports and incident logs to identify recurring issues or
challenges within your IT systems.

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 Pinpoint areas where additional training could help prevent or address these
issues.
6. Consider Industry Best Practices:
 Stay informed about industry best practices, standards, and certifications related
to IT systems.
 Identify gaps between your current practices and industry standards, and plan
training accordingly.

7. Prioritize Training Needs:

 Prioritize the identified training needs based on their impact on business
operations, the criticality of the systems involved, and the urgency of addressing
any skill gaps.
8. Develop a Training Plan:
 Once you've identified the training needs, develop a comprehensive training plan
that includes the type of training (workshops, online courses, and certifications),
the timeline, and the resources required.
9. Implement and Evaluate:
 Execute the training plan and regularly evaluate its effectiveness. This may involve
monitoring performance improvements, assessing skill development, and
obtaining feedback from participants.
10. Continuous Improvement:
 IT systems and technologies are continually evolving. Regularly reassess the
training needs to ensure that your team stays current and adapts to changes in
the IT landscape.

By following these steps, you can systematically identify and address the training needs
of your IT system, ensuring that your team is well-equipped to manage and optimize
your organization's information technology infrastructure

2.1. Determining current IT training benchmarks

Determining current IT training benchmarks involves assessing the prevailing standards,
practices, and expectations within the field of Information Technology (IT) training. Here
are some steps you can take to determine current IT training benchmarks:

1. Research Industry Standards:

 Look into established industry standards and frameworks for IT training.
Organizations like CompTIA, Cisco, and ISACA often publish guidelines and
certifications that reflect current best practices.

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2. Review Job Descriptions:

 Examine job descriptions for IT roles to identify the skills and certifications that
employers are seeking. This can give you insights into the current benchmarks for
specific IT positions.
3. Explore Training Programs:
 Investigate popular IT training programs offered by reputable institutions, online
platforms, and certification bodies. Assess the content, structure, and outcomes
of these programs to understand the skills and knowledge they prioritize.
4. Attend Conferences and Events:
 Participate in IT conferences, seminars, and workshops. These events often
feature discussions on emerging technologies, skills in demand, and evolving
trends in IT. Networking with professionals in the field can provide valuable
insights.
5. Online Surveys and Reports:
 Look for industry surveys, reports, and white papers that focus on IT training
trends. Organizations such as Gartner, Forrester, and IDC often publish research
on technology and workforce development.
6. Connect with IT Communities:
 Engage with online forums, social media groups, and professional networking
platforms where IT professionals discuss training and development. This can help
you understand the challenges and priorities within the IT community.
7. Vendor Certifications:
 Explore certifications provided by major IT vendors (e.g., Microsoft, AWS, Google).
Vendor certifications are often aligned with industry trends and can provide
insights into the skills considered valuable in the current IT landscape.
8. Government and Regulatory Bodies:
 Check if there is any government or regulatory bodies in your region that
oversees IT standards and certifications. They may provide information on
recommended training benchmarks.
9. Continuous Learning Platforms:
 Platforms like LinkedIn Learning, Coursera, and Udacity offer a variety of IT
courses. Explore the most popular and highly-rated courses to identify the skills
that are currently in demand.
10. Speak with IT Professionals:
 Conduct informational interviews with IT professionals in various roles. Ask about
their experiences with training and development, and inquire about the skills they
find most valuable in their current roles.

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By combining information from these sources, you can gain a comprehensive

understanding of the current IT training benchmarks and tailor your learning and
development plans accordingly. Keep in mind that the field of IT is dynamic, so staying
updated with ongoing trends and advancements is crucial.

2.2. Comparing identified needs to identify possible training

To compare identified needs and identify possible training, you can follow a systematic
process that involves analyzing the current skills and knowledge of your team or
employees, comparing them to the desired or required skills, and then developing a
training plan to address the gaps. Here's a step-by-step guide:

1. Conduct a Training Needs Analysis (TNA):

 Identify the specific skills and knowledge needed for each role or department.
 Collect feedback from employees, managers, and other stakeholders.
 Consider industry trends, technological advancements, and changes in job
requirements.
2. Create a Skills Inventory:
 Develop a comprehensive list of existing skills and competencies within your
team.
 Categorize skills based on their relevance to job roles and responsibilities.
3. Identify Skill Gaps:
 Compare the skills inventory with the desired skills for each role.
 Highlight the gaps between the current skills and the required skills.
4. Prioritize Training Needs:
 Prioritize the identified skill gaps based on their impact on job performance and
organizational goals.
 Consider the urgency of acquiring certain skills.
5. Consider Individual Development Plans:
 Take into account the career goals and aspirations of individual employees.
 Align training plans with both organizational needs and individual career
development.
6. Explore Various Training Methods:
 Identify appropriate training methods based on the nature of the skills to be
acquired.
 Consider on-the-job training, workshops, online courses, mentorship programs,
or external training providers.
7. Budget and Resource Allocation:
 Determine the budget available for training initiatives.

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 Allocate resources such as time, personnel, and technology required for training.
8. Develop a Training Plan:
 Outline a detailed training plan that includes specific courses, workshops, or
activities.
 Define the training schedule and duration.
9. Implement the Training:
 Communicate the training plan to employees.
 Provide necessary resources and support for successful training implementation.
10. Evaluate and Adjust:
 Regularly evaluate the effectiveness of the training programs.
 Gather feedback from participants and assess improvements in performance.
 Make adjustments to the training plan as needed.
11. Continuous Improvement:
 Establish a culture of continuous learning.
 Regularly revisit and update the training needs analysis to adapt to changing
business requirements.

By following these steps, you can systematically compare identified needs and develop a
comprehensive training plan that addresses skill gaps within your organization.

2.3. Assessing proposed training to determine impact

Assessing the impact of proposed training is a critical step in the training and
development process. Here's a more focused breakdown of the assessment process:

1. Pre-Implementation Assessment:

 Baseline Measurement: Establish a baseline for the skills or knowledge you intend to
develop or change before the training begins.
 Benchmarking: Compare current performance metrics to industry standards or best
practices to identify areas for improvement.

2. during Implementation:

 Monitoring Participation: Track attendance and participation rates to ensure that

participants are actively engaged.
 Real-time Feedback: Implement mechanisms for real-time feedback during training
sessions to address any immediate concerns or adjustments.

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3. Post-Implementation Assessment:

 Skill and Knowledge Acquisition: Evaluate the extent to which participants have
acquired the targeted skills or knowledge.
 Behavioral Changes: Assess whether there have been observable changes in
participants' behaviors as a result of the training.
 Post-Training Surveys: Gather feedback from participants about the training content,
delivery, and overall experience.

4. Performance Metrics:

 Job Performance: Measure changes in job performance and productivity after the
training.
 Key Performance Indicators (KPIs): Define specific KPIs that align with the training
objectives and assess if they show improvement.

5. Long-Term Impact:

 Retention of Learning: Evaluate how well participants retain and apply what they've
learned over time.
 Sustained Improvement: Monitor performance over an extended period to ensure that
improvements are not temporary.

6. Feedback from Supervisors and Peers:

 Supervisor Observations: Gather insights from supervisors on changes in the

participants' performance.
 Peer Feedback: Encourage feedback from colleagues who work closely with trained
individuals.

7. Return on Investment (ROI) Analysis:

 Cost-Benefit Analysis: Evaluate the costs of the training against the benefits,
considering factors like increased productivity or reduced errors.
 Time to Competency: Assess how quickly participants reach the desired level of
competency.

8. Iterative Feedback and Improvement:

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 Feedback Analysis: Analyze feedback from participants, supervisors, and other

stakeholders to identify areas for improvement.
 Continuous Improvement Plan: Develop strategies to enhance the training program
based on assessment results.

9. Documentation and Reporting:

 Compile Results: Summarize assessment findings in a comprehensive report.

 Communicate Results: Share findings with key stakeholders, including leadership, to
demonstrate the impact of the training.

By systematically assessing these aspects, organizations can gain insights into the
effectiveness of the training program, make data-driven decisions for improvement, and
demonstrate the return on investment in training initiatives

2.4. Notifying necessary training for key personnel

Notifying key personnel about necessary training is a crucial step to ensure that
individuals in key roles within an organization are equipped with the skills and
knowledge required to perform effectively. Here's a guide on how to effectively notify
and implement necessary training for key personnel:

1. Identify Training Needs:

 Conduct a thorough assessment to identify specific training needs for key
personnel. This could be based on changes in job roles, emerging industry trends,
or organizational requirements.
2. Prioritize Training:
 Prioritize training based on the urgency and criticality of skills or knowledge
required for key personnel. This ensures that the most important training needs
are addressed first.
3. Communicate Clearly:
 Clearly communicate the reasons for the training and its importance to the
individuals involved. Emphasize how the training aligns with organizational goals
and contributes to individual and team success.
4. Provide Advance Notice:
 Give key personnel advance notice about the upcoming training. This allows
them to plan their schedules accordingly and demonstrates respect for their time
commitments.
5. Customize Training Plans:

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 Tailor training plans to the specific needs and roles of key personnel. Generic
training programs may not be as effective as those customized to address the
unique challenges and requirements of key positions.
6. Utilize Multiple Communication Channels:
 Send notifications through various channels such as email, internal
communication platforms, or even in-person meetings to ensure that key
personnel receive and understand the information.
7. Highlight Benefits:
 Clearly outline the benefits of the training for both the individual and the
organization. This could include improved job performance, enhanced leadership
skills, or a better understanding of industry best practices.
8. Offer Flexibility:
 Recognize that key personnel may have busy schedules. Provide flexible training
options such as online modules, self-paced learning, or workshops that can
accommodate their work commitments.
9. Assign Responsibility:
 Clearly assign responsibility for overseeing and managing the training process.
This could involve designating a training coordinator or supervisor who can
provide guidance and support throughout the training period.
10. Seek Feedback:
 Encourage ongoing feedback from key personnel during and after the training.
This helps to assess the effectiveness of the training and identify areas for
improvement.
11. Monitor Progress:
 Regularly monitor the progress of key personnel during the training period. This
ensures that individuals are actively engaged in the learning process and are
making the necessary strides towards acquiring new skills.
12. Recognize Achievements:
 Acknowledge and celebrate the achievements of key personnel upon completion
of the training. This recognition reinforces the value placed on their commitment
to continuous improvement.

By following these steps, organizations can effectively notify key personnel about
necessary training, ensuring that they are well-prepared to meet the evolving demands
of their roles within the organization

Choose the correct answers

1. Question: What is the primary purpose of conducting a needs assessment for IT
system training?

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A) To justify budget allocations

B) To identify skill gaps and training requirements
C) To evaluate employee satisfaction
D) To create promotional materials
2. Question: Which method is commonly used to gather information for a needs
assessment in IT system training?
A) Performance evaluations
B) Social media analysis
C) Marketing surveys
D) Historical weather data
3. Question: What should be considered when analyzing the target audience for IT
system training?
A) Their preferred vacation destinations
B) Their favorite movie genres
C) Their skill levels and learning preferences
D) Their shoe sizes
4. Question: Why is it important to align IT system training with organizational
goals?
A) To organize team-building activities
B) To improve office aesthetics
C) To contribute to the success of the business
D) To create a competitive sports team
5. Question: What does assessing the relevance of IT system training content involve?
A) Evaluating the popularity of the content on social media
B) Analyzing the color schemes used in the training materials
C) Reviewing the content's applicability to participants' roles
D) Measuring the number of words in the training materials
6. Question: What is a key consideration in instructional design for IT system
training?
A) Using the smallest font size possible
B) Ensuring a high number of slides for each module
C) Clarity of learning objectives and effective instructional methods
D) Including irrelevant information to test participant attention
7. Question: Which factor enhances the effectiveness of IT system training through
engagement and interactivity?
A) Lengthy and monotonous lectures
B) Lack of participant involvement
C) Interactive elements such as discussions and practical exercises
D) Reading lengthy text-only materials

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8. Question: How can the impact of IT system training be measured?

A) By counting the number of training sessions held
B) By evaluating the satisfaction of trainers
C) By defining key performance indicators (KPIs)
D) By assessing the availability of parking spaces
9. Question: What role do feedback mechanisms play in IT system training?
A) To track the popularity of training venues
B) To monitor the weather during training sessions
C) To collect feedback from participants and identify areas for improvement
D) To evaluate the quality of office furniture
10. Question: Why is continuous improvement important in IT system training?
A) To maintain outdated training materials
B) To create a sense of nostalgia among participants
C) To adapt to changing technology and learning needs
D) To eliminate the need for further training

II. True or False questions

1. A needs assessment for IT system training is unnecessary if the organization is
already using the latest technology.
2. Target audience analysis is not essential in IT system training since all employees
should receive the same training.
3. The relevance of IT system training content is less important than covering a broad
range of topics to ensure comprehensive learning.
4. Once IT system training is designed, there is no need to reassess or update the
program over time.
5. Engagement and interactivity are more important in soft skills training than in IT
system training.
6. Assessing IT system training can only be done through formal exams and quizzes.
7. Feedback from participants during and after IT system training is not valuable in
improving future training programs.
8. Measuring the impact of IT system training should focus solely on the number of
training sessions conducted.

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