IMPLEMENT, MONITOR AND EVALUATE

A TRAINING AND DEVELOPMENT PROGRAMD1.HRD.CL9.03

D1.HRR.CL8.02

D2.TRD.CL8.08

Slide 1

Implement, monitor and evaluate a training and development program

This Unit comprises three Elements:

Implement a workplace training and development program

Monitor a workplace training and development program

Evaluate a workplace training and development program

Slide 2

Assessment

Assessment for this unit may include:

Oral questions

Written questions

Work projects

Workplace observation of practical skills

Practical exercises

Formal report from employer/supervisor

Slide 3

Element 1 – Implement a workplace training and development program

Performance Criteria for this Element are:

Identify activities contained in the established plans for the workplace training and development program

Prioritise activities contained in the workplace training and development program

Identify resources required to support the implementation of a workplace training and development program

(Continued)

Slide 4

Element 1 – Implement a workplace training and development program

Allocate roles and responsibilities to achieve the identified outcomes of the established workplace training and development program

Inform relevant personnel of their roles and responsibilities

Train staff as required to enable implementation of the workplace training and development program

Implement the workplace training and development program in accordance with established plans

Slide 5

Identify activities contained in the established plans

Factors which influence ‘established plans’:

Identified needs of employees

Goals, objectives and targets of the business

Ability and capacity of the organisation to provide and/or resource possible options

Preferred learning styles and individual learning needs of individuals

Urgency of the training that needs to be provided Slide 6

Identify activities contained in the established plans

Activities in established plans may include:

Training sessions:

Accredited trainingNon-accredited trainingFormal trainingInformal training

(Continued)

Slide 7

Identify activities contained in the established plans

Self-paced learning

On-the-job

Blended learning

E-learning(Continued)

Slide 8

Identify activities contained in the established plans

Practice sessions

Internal training provision

External training provision(Continued)

Slide 9

Identify activities contained in the established plans

Mentoring

Coaching

Use of field trips(Continued)

Slide 10

Identify activities contained in the established plans

Use of guest speakers

Experiential learning

Role swapping

Attendance at learning opportunities

(Continued)

Slide 11

Identify activities contained in the established plans

Possible contents of established T&D plans:

Targets, goals, and expected outcomes

Identification of staff need(Continued)

Slide 12

Identify activities contained in the established plans

Timelines for implementation

Resources:

HumanFinancialPhysical

(Continued)

Slide 13

Identify activities contained in the established plans

Roles and responsibilities

Milestones(Continued)

Slide 14

Identify activities contained in the established plans

Review dates

Recording processes

Evaluation processes

Slide 15

Prioritise activities

Points to be considered when prioritising activities:

Identifying immediate need

Assessing need for legal and other compliance requirements

(Continued)

Slide 16

Prioritise activities

Evaluating time-related considerations

Identifying associated costs(Continued)

Slide 17

Prioritise activities

Determining physical resource need and availability

Determining operational restrictions

Slide 18

Identify resources required to support implementation

Three classifications of resources:

Human resources

Physical resources

Financial resources

Slide 19

Identify resources required to support implementation

Human resources – may include:

Trainers and assessors

Coaches and mentors

Guest speakers

External paid consultants and resource writers

Administration support

Slide 20

Identify resources required to support implementation

Physical resources – will include:

Training delivery equipment

Training and assessment resources

Slide 21

Identify resources required to support implementation

Financial resources = funding available, which may be:

Internally based – from within the organisation

Externally-sources from government agencies, partners, suppliers, industry bodies, donations and grants

Slide 22

Identify resources required to support implementation

It is important to understand:

The allocation of one resource type can rarely be considered in isolation

Arguably ‘financial’ resources are the most important consideration

Planning of the training and development activities must precede actual allocation

There is rarely enough funding to do everything

Allocation must always be time-dependent

Slide 23

Identify resources required to support implementation

Considerations relating to staffing allocations:

Specify experience and expertise required by those who will be trainers/assessors

Work out the qualifications required

Determine ratio of learners to trainers and candidates to assessors

Identify length of sessions(Continued)

Slide 24

Identify resources required to support implementation

Determine time trainers can spend delivering activities

Engage suitable and sufficient trainers and personnel

Allow sufficient lead time

Ensure appropriate administration support

Slide 25

Identify resources required to support implementation

Physical resources can be classified as:

Training materials

Consumables

Equipment

Slide 26

Identify resources required to support implementation

Considerations relating to physical resource allocations:

Must be sufficient in number

Must reflect actual workplace practice

Must be safe to use(Continued)

Slide 27

Identify resources required to support implementation

Session plans should detail requirements

Special needs may need to be catered for

Resources for use in T&D can be obtained in a variety of ways

Slide 28

Identify resources required to support implementation

Considerations relating to financial resource allocations:

Funds for trainers and assessors

Money for back-filling staff who attend training

Money for travel and accommodation

(Continued)

Slide 29

Identify resources required to support implementation

Payment for out-of-hours attendance

Development/acquisition of resources

Money to support T&D activities

Money to remunerate employees who gain extra skills/qualifications

Slide 30

Identify resources required to support implementation

In relation to ‘time’ as a resource:

There is never enough time

Management must be made to realise the need for adequate time

Time is money

T&D often has to fit around normal staff rosters

There is usually a need to prioritise what can be done and when it needs to be done

Slide 31

Allocate roles and responsibilities

It is important to ensure:

People allocated roles/responsibilities should be willing to perform those duties

Appropriate scopes of authority must accompany each allocation

Allocated roles and responsibilities need to be communicated

(Continued)

Slide 32

Allocate roles and responsibilities

Promised, sufficient and necessary resources must be provided

Rationales for required actions should be presented

Timelines for implementation are given

KPIs and/or criteria for evaluation of performance are provided

Slide 33

Allocate roles and responsibilities

Roles and responsibilities may include:

Development of program content

Development of supporting materials

Research into training and development options

(Continued)

Slide 34

Allocate roles and responsibilities

Clarification of individual and group needs

Identification of locations/venues to be used

Identification of staff to implement the program

Development of support structure/s

Slide 35

Inform relevant personnel of their roles and responsibilities

Those who may be involved and need to be informed can come from inside and outside the organisation, and may vary depending on:

Size of the business

Number of learners

Type of proposed T&D activities

(Continued)

Slide 36

Inform relevant personnel of their roles and responsibilities

Whether training is recognised/accredited or not

Training and assessment-related workload of those engaged with the system

Finance available

Duration of the T&D program

Slide 37

Inform relevant personnel of their roles and responsibilities

Internal staff who may need to be notified may include:

Trainers and assessors

Coaches and mentors

Support staff

Learners and candidates(Continued)

Slide 38

Inform relevant personnel of their roles and responsibilities

Those who prepare rosters

Senior management

Previous participants

Internal customers

Cleaners

Slide 39

Inform relevant personnel of their roles and responsibilities

External people who may need to be notified may include:

Consultants

Resource writers

Officials from local Training Authority

External customers

Businesses the organisation deals with

Slide 40

Inform relevant personnel of their roles and responsibilities

Method of communication – combination of:

Provision of hard and/or soft copy information

Provision of verbal advice and explanation

Provision of training relevant to specific roles/responsibilities

Slide 41

Train staff as required to enable implementation

Training may need to be provided to:

Managers and supervisors

Trainers and assessors

Coaches

Mentors

Slide 42

Train staff as required to enable implementation

Training may need to address:

Arranging for management to address/motivate workers

Presenting and explaining operational protocols:

Mandatory organisational procedures

Responsibilities relating to content/activities delivery

Funding-related mattersDocumentation

(Continued) Slide 43

Train staff as required to enable implementation

Providing specialist operational training as/if required to:

Make sure trainers/coaches have necessary workplace skills and knowledge in the areas they will be leading

Advise trainers/coaches about required standards/criteria

(Continued)

Slide 44

Train staff as required to enable implementation

Providing necessary training-related courses for:

Trainers and assessors

Coaches

Mentors(Continued)

Slide 45

Train staff as required to enable implementation

Providing key staff with opportunities as required before T&D begins to (for example)

Talk to other/experienced personnel

Visit and observe other workplace T&D activities

Gain experience and expertise

Prepare material/notes

Conduct tests and trials Slide 46

Implement the workplace training and development program

Implementation activities could involve:

Following the guidelines presented in the relevant plans

Recruiting participants(Continued)

Slide 47

Implement the workplace training and development program

Briefing and inducting participants

Adjusting immediate implementation on the basis of issues arising/emerging

(Continued)

Slide 48

Implement the workplace training and development program

‘Walking the talk’

Preparing individual or team-/department-based learning plans

(Continued)

Slide 49

Implement the workplace training and development program

Ensuring infrastructure to support the training and development program has been created/established

Being on-hand and being available

Avoiding making unauthorised decisions

Slide 50

Summary – Element 1

When implementing a workplace training and development program:

Obtain, read and understand the established plan

Be familiar with the contents of the plan and what is expected from the initiative

Prioritise activities based on identified need

(Continued)

Slide 51

Summary – Element 1

Identify human, physical and financial resources required for program delivery

Consider possible external funding sources and/or support

Factor in possible external assistance

(Continued)

Slide 52

Summary – Element 1

Realise time is a major consideration in the implementation of any T&D activity or program

Allocate roles and responsibilities for achieving the targets/goals stated in the plans

Communicate allocated roles and responsibilities

Ensure trainers, assessors, workplace coaches and mentors are properly trained

(Continued)

Slide 53

Summary – Element 1

Use the approved plans as the basis for program implementation

Promote the initiative and recruit participants

Implement activities as planned

Respond to issues arising as implementation occurs

Slide 54

Element 2 – Monitor a workplace T&D program

Performance Criteria for this Element are:

Track implementation and progress of the workplace training and development program

Record monitoring activities for the workplace training and development program

Identify variations from the established workplace training and development program plan

Investigate identified variations

Take remedial action to addressidentified variations

Slide 55

Track implementation and progress of the workplace T&D program

Reasons to monitor implementation:

Ensure required records have been established

Observe expenditure

Determine if activities are being conducted as planned

Identify activity/program impact

Enable corrective action to be taken

Slide 56

Track implementation and progress of the workplace T&D program

Ways to monitor:

Liaising with participants

Making personal observations

Creating a safe environment where participants are encouraged to contribute feedback

(Continued)

Slide 57

Track implementation and progress of the workplace T&D program

Liaising with individuals who have been (or should have been) impacted by the program

Comparing actual achievements against projections

Slide 58

Record monitoring activities for the workplace T&D program

Reasons to record monitoring:

Capture actual evidence

Determine implementation effectiveness

Identify variations to planned activities/implementation

(Continued)

Slide 59

Record monitoring activities for the workplace T&D program

Identify need to take remedial action

Help with resource control/management

Meet externally-imposed criteria/requirements

So factual data can be used as basis for future planning/decisions

Slide 60

Record monitoring activities for the workplace T&D program

Considerations when recording monitoring activities:

Prepare databases, infrastructure and personnel in advance for recording the information

Record quantitative data

Record qualitative information

(Continued)

Slide 61

Record monitoring activities for the workplace T&D program

Record all the data/information

Use paper-based and e-records

Make records available to relevant others (only)

Slide 62

Identify variations from the established workplace T&D program plan

Identifying variations should occur as a result of a combination of activities such as:

Observing implementation

Analysing collected data(Continued)

Slide 63

Identify variations from the established workplace T&D program plan

Speaking to stakeholders

Following-up as required

Slide 64

Identify variations from the established workplace T&D program plan

Only ‘significant’ variations should be identified because:

Not all variations can be investigated

Significant variations pose the biggest risk and/or present the biggest opportunity/benefit

Slide 65

Identify variations from the established workplace T&D program plan

Variations can be cited in terms of:

Quantitative data

Qualitative information

Slide 66

Identify variations from the established workplace T&D program plan

‘Significant’ is a relative term and will need to be considered with reference to:

Size of the original target/expected outcome

KPIs which were set for the target/outcome

(Continued)

Slide 67

Identify variations from the established workplace T&D program plan

Effort which has been made

Time

Priorities and internal importance of topics

Slide 68

Investigate identified variations

Reasons to investigate identified variations:

Identify root cause/s

Demonstrate management commitment to the program

Slide 69

Investigate identified variations

Standard activities when investigating significant variations in a training and development program should:

Feature a combination of approaches

Involve a team

Verify results of the monitoring activities which were undertaken

(Continued)

Slide 70

Investigate identified variations

Analyse implementation activities

Investigate individuals involved in the program

Investigate the physical aspects of the program

Slide 71

Take remedial action to address identified variations

Examples of possible remedial action must address identified causes, and may require/include:

Re-visiting the context for the development of the initial plans

Revising the established plans

(Continued)

Slide 72

Take remedial action to address identified variations

Re-allocating resources

Changing the learner cohort

Revising the planned delivery schedule

(Continued)

Slide 73

Take remedial action to address identified variations

Taking ‘other’ necessary action

Adding or removing content or activities in the program

Involving key stakeholders in the process

Taking drastic action

Slide 74

Summary – Element 2

When monitoring a workplace T&D program:

Determine reasons to monitor progress of activities and programs

Use a combination of monitoring techniques

Compare actual outcomes against projections

Record evidence captured(Continued)

Slide 75

Summary – Element 2

Involve others in the process

Pay attention to resource management and usage

Capture quantitative and qualitative data

Use stated plans, targets and objectives as a basis for monitoring

(Continued)

Slide 76

Summary – Element 2

Use the data to identify variations

Focus on significant variances

Follow up as required with relevant people

(Continued)

Slide 77

Summary – Element 2

Investigate identified variations to determine cause/s and impact/s

Take appropriate action as required to bring unacceptable deviations back in-line with requirements

Capitalise on positive outcomes and situations

Slide 78

Element 3 – Evaluate a workplace T&D program

Performance Criteria for this Element are:

Review the implementation of the identified workplace training and development program

Compare results of workplace training and development program against established targets

Solicit feedback from participants in the workplace training and development program

(Continued)

Slide 79

Element 3 – Evaluate a workplace T&D program

Produce an evaluation report on the workplace training and development program

Distribute the evaluation report

File the evaluation report

Initiate approved changes to the workplace training and development program as a result of the evaluation process

Slide 80

Review the implementation of the identified workplace T&D program

Review may occur:

At pre-determined times/dates throughout the program

At the conclusion of individual or nominated activities

At the conclusion of the program

Slide 81

Review the implementation of the identified workplace T&D program

Reasons to review = to learn lessons, which may be to identify:

Actions which generated a positive result

Actions which should not be repeated

Topics for future activities/programs

Slide 82

Review the implementation of the identified workplace T&D program

Review activities:

Interviewing stakeholders/participants

Undertaking personal reflection

(Continued)

Slide 83

Review the implementation of the identified workplace T&D program

Using the T&D team

Looking at problems encountered

Identifying positive outcomes from activities and the program

(Continued)

Slide 84

Review the implementation of the identified workplace T&D program

Identifying topics for coverage in subsequent T&D programs

Considering existing/revised environment within which the T&D program is operating

Gathering all information captured/recorded during program implementation

Re-visiting the business and strategic plans of the organisation

Slide 85

Compare results of workplace T&D program against established targets

Achieving/not achieving targets is not necessarily an indication of success or failure because:

Rationale for program development may have been flawed

Original targets may have been set too high or low

Critical criteria may have been overlooked

Unintended beneficial outcomes may have resulted

Achieving targets may not translate to better employees Slide 86

Compare results of workplace T&D program against established targets

Techniques to use when making comparisons:

Using targets set out in the approved plan as the basis for the comparison

Identifying points of significant variation

(Continued)

Slide 87

Compare results of workplace T&D program against established targets

Factoring in the intangible factors that impacted on overall results of the program

Noting extraordinary factors that impacted on program implementation

(Continued)

Slide 88

Compare results of workplace T&D program against established targets

Identifying the effects produced as a result of the extraordinary factors identified above

Calculating effectiveness of resources expended against outcomes achieved

Gaining management’s opinion

Slide 89

Solicit feedback from participants in the workplace T&D program

Keys relating to soliciting and obtaining feedback:

It must be actively pursued

It must be sought on an ongoing basis

It must be recorded when it is obtained

(Continued)

Slide 90

Solicit feedback from participants in the workplace T&D program

It should be SOP within the program

It must be 360˚feedback

It must be undertaken within a safe environment

(Continued)

Slide 91

Solicit feedback from participants in the workplace T&D program

The organisation/those conducting the T&D program must make it easy for people to contribute feedback

The organisation must demonstrate it actually heeds the feedback received

Some organisations only elicit feedback from employees after they have completed their training

Slide 92

Solicit feedback from participants in the workplace T&D program

Effective techniques:

Conducting ‘review and feedback sessions’ during paid work hours

Holding focus group sessions with customers

Providing standard ‘hard copy’ evaluation and feedback forms to participants on a regular basis

(Continued)

Slide 93

Solicit feedback from participants in the workplace T&D program

Facilitating electronic feedback

Encouraging people to provide feedback

Using staged testing

Slide 94

Produce an evaluation report on the workplace T&D program

Context:

No rules/requirements about layout or content of the report

Each organisation will have its own version of what is required/acceptable

Obtain a copy of a previous report to use as a model

Slide 95

Produce an evaluation report on the workplace T&D program

Factors to note when preparing an evaluation report:

Prepare in a timely manner

Use the team that planned the T&D program to write the report

Use the approved plans as the basis for the evaluation

(Continued)

Slide 96

Produce an evaluation report on the workplace T&D program

Write with known audiences in mind

Use actual evidence

Restrict release and distribution of the report

Maintain/file the report for future use

Slide 97

Produce an evaluation report on the workplace T&D program

Report content:

Basic details:

Name of report/title of program

DatesNames of T&D teamRationale/s

(Continued)

Slide 98

Produce an evaluation report on the workplace T&D program

Overview of program:

Expected outcomes

Number of hours to be spent

Number of staff to be trained

Resources made available for the program

(Continued)

Slide 99

Produce an evaluation report on the workplace T&D program

Individuals involved

Problems encountered

Outcomes achieved(Continued)

Slide 100

Produce an evaluation report on the workplace T&D program

Identified issues

Recommendations for change/future action

Slide 101

Distribute the evaluation report

When distributing the evaluation report:

Release should be controlled

Paper-based and soft copies may be used

Nearly always a formal presentation and discussion session

Slide 102

File the evaluation report

Filing protocols may require:

Filing hard and soft copy

Restricting access

Implementing standard file management procedures

(Continued)

Slide 103

File the evaluation report

Applying version control

Distributing copies as required internally within the business

Ensuring secure storage

Slide 104

Initiate approved changes to T&D program as a result of the evaluation process

When presented with an evaluation report management may:

Fully accept and endorse the report

Conditionally accept the report

Slide 105

Initiate approved changes to T&D program as a result of the evaluation process

Keys when presenting suggestions for change:

Recommendations are supported by evidence

Gain management approval

Link changes to identified need

Prepare a written plan

Communicate with stakeholders

Slide 106

Initiate approved changes to T&D program as a result of the evaluation process

Examples of change could include:

Cancelling future T&D activities/program(s)

Adding, deleting or modifying content/topics

Changing delivery days and times

Reformulating mix of learners

(Continued)

Slide 107

Initiate approved changes to T&D program as a result of the evaluation process

Amending training resources and/or delivery options

Shifting delivery location/site

Changing accreditation status of content

Altering support to learners(Continued)

Slide 108

Initiate approved changes to T&D program as a result of the evaluation process

Using different trainers/coaches

Promoting the initiative differently

Implementing more effective monitoring

Capturing more/different feedback

Slide 109

Summary – Element 3

When evaluating a workplace training and development program:

Conduct a planned review

Schedule review activities and the review process

Involve participants(Continued)

Slide 110

Summary – Element 3

Seek feedback

Target the review to important points and planned outcomes

Compare actual outcomes against projected results

(Continued)

Slide 111

Summary – Element 3

Use evidence to generate an evaluation report

Distribute the evaluation report according to an approved Distribution List

Maintain confidentiality about the evaluation report

Make a presentation to explain the review and evaluation

(Continued)

Slide 112

Summary – Element 3

File the evaluation report for future reference

Obtain management authority before making changes to subsequent T&D activities

Initiate required changes to future training and development activities/programs based on evidence and feedback

Slide 113