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Curtin University
Health, Safety and Emergency Management

Training Needs Analysis

In accordance with The Occupational Safety and Health Act 1984, Curtin University is committed to providing appropriate training to ensure staff, students, contractors and visitors have the skills and knowledge necessary to fulfil their health, safety and emergency management (HSEM) obligations.        

Why do we need a Training Needs Analysis?

We need a Training Needs Analysis (TNA) to ensure that the training needs of the University are met and to identify where training is needed. As a manager you should undertake an annual TNA. On this page you will find how to conduct a TNA for your department using a step by step approach and templates to help you to collect, analyse and identify your department’s training needs.

The TNA will cover:

  • What training is required to complete the work activity?
  • determining the existing skill levels of persons completing the work;
  • identifying the gap between training completed and training required;
  • strategies for closing the gap through a range of training options.

What is the process of conducting a Training Needs Analysis?          

The first step in the process is to review the essential and desirable health and safety competencies in the position description. Particular attention should be paid to mandatory training for the position. This includes SOL courses and essential health and safety competencies that staff require to fulfil their duties in a safe and legal manner. Position descriptions are kept at each department or available from People and Culture.

Position description example

The TNA Questionnaire is used for collecting information at a position level and the number of staff in that classification.

The example below shows a part completed questionnaire. Information is taken from the position description’s essential and desirable criteria while taking into account specialist roles, such as a Safety Health Representative. Managers will add if training is required for the position and the number of staff assigned to the position.

Example TNA Questionnaire

The training competencies identified on the questionnaire are then mapped on the Training Matrix at a position and individual staff member level using the legend to identify the different types of training, for example:

"R" = "Required for This Position"

"N" = "Not Required for This Position"

TNA Matrix Example

TNA Matrix Template

TNA Matrix Legend

Employee training records can be obtained from the following sources:

  • Retrieve report of completed/outstanding training from iPerform. The HSEM Information and Training team and iPerform team can create custom reports based on your requirements. Records are held from September 2014.
  • Run a customised person report in Business Intelligence. To gain access to Business Intelligence, get help and register for individual or group training, visit http://planning.curtin.edu.au/bitools/
  • OrgPlus for position description, user ID and C Level
  • HR Reporting Systems. Available in HR Green Applications on Oasis
  • Interviews with staff

Training completion information can then be input into the matrix using the TNA Matrix Legend

Once complete the training matrix will provide a big picture view of completed and outstanding training.        

Example completed matrix       

Data from the matrix can be analysed by entering the results into the Data Analysis Spreadsheet, which is organised into competencies by category. This provides an overview of the gaps in training for both compulsory and preferred competencies by position.

Instructions

  • From the matrix, input the number of compulsory required competencies by category
  • Input the completed competencies
  • A gap will be identified
  • Do the same for the preferred competencies columns

Example TNA Data Analysis Spreadsheet Template

Once gaps in competencies have been identified they can be discussed during the WPPR process. Closing strategies may include the following:

  • Training programs – internal/external
  • On the job training
  • Task based training
  • Equipment based training
  • Recognition of Prior Learning (RPL)
  • Conferences
  • Seminars
  • Licences


Staff training records showing outstanding training and strategies to address gaps are completed at the conclusion of the TNA process in the appropriate time scale appropriate to the priority of the training.

Example Staff Training Records

TNA Questionnaire Template

TNA Matrix Template

TNA Matrix Legend

TNA Data Analysis Spreadsheet Template

TNA Staff Training Records Template

Health and Safety Responsibilities Procedures details areas of responsibility for all staff at the University.

HSEM Developing Individual Key Performance Indicators are guidelines that provide assistance on including HSEM safety KPIs into the WPPR process.