************************* Appendix B - Forms ************************* Appendix Two for A System Approach To Training by Donald Clark copyright 1995 http://www.nwlink.com/~donclark/hrd.html donclark@nwlink.com --------------- System Overview - Training Form 1.1 --------------- 1. Department: __________________________________ 2. Date: ______________ 3. Analyst: _________________ 4. Department Supervisor: _________________ 5. Summary of Activities: ________________________________________________ __________________________________________________________________________ __________________________________________________________________________ 6. Inputs: A. People: _______________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Number of people: ___________________ B. Main material: ________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ C. Main technology involved: _____________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ D. Main time factors: ____________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ 7. Process: ______________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ 8. Output: _______________________________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ 9. Problems: _____________________________________________________________ __________________________________________________________________ __________________________________________________________________ 10. Background of Proposed Learners: Average education level: _________________________________________ Average number of years doing this type of work: _________________ Average number of years working for this company : _______________ Required entry level background: _________________________________ __________________________________________________________________ __________________________________________________________________ Anticipated number of learners: __________________________________ Location(s): _____________________________________________________ __________________________________________________________________ Job performance requirements versus learners' present skill levels: __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Language or culture differences of learners: _____________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Motivations of learners: _________________________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Physical or mental characteristics of learners: __________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ Specific interests or biases of learners: ________________________ __________________________________________________________________ __________________________________________________________________ __________________________________________________________________ 11. Notes: _______________________________________________________________ __________________________________________________________________ __________________________________________________________________ ------------- System Overview - Example Training Form 1.1 ------------- 1. Department or System: Vehicle Maintenance 2. Date : May 9, 1993 3. Analyst: Dorthy Smith 4. Department Supervisor: Jim Hamlin 5. Summary of Activities: Performs basic maintenance on the company's vehicles. The maintenance program includes basic tune-ups, changing tires, washing and waxing, diagnostic, replacing parts, oil changes, and lubrication. Fleet incudes 76 cars. 6. Inputs: A. People: Number of people: 15 B. Main material: Car parts such as tires, brakes, mufflers, Batteries, spark plugs, etc. Oil and lubricants. C. Main technology involved: Vehicle diagnostic equipment such as multimeters and oscilloscopes. Tool sets. Air wrenches. D. Main time factors: Due to delivery schedules, the daily preventive maintenance checks on 30 delivery vans must be performed in less than 30 min. 7. Process: Vehicles have different preventive maintenance checks and services performed on them periodically (daily, monthly, quarterly). Broken vehicles are repaired when required. 8. Output: Well maintained and operational company vehicles. 9. Problems: New personnel have to be trained on the main engine diagnostic machine as most only know the basic capabilities while the full range of its capabilities are used in this shop. They also have to be trained on the newly acquired delivery van's brake system. 10. Background of proposed learners: Average education level: 14 Average number of years doing this type of work: 4 Average number of years working for this company : 5 Required entry level background: Certificate from trade school - automotive - 2 years or 3 years experience. Anticipated number of learners: Seven, plus future new hires. Location(s): All workers are located in the vehicle maintenance shop. Job performance requirements versus learners' present skill levels: Replace brakes (antilock) on delivery vans - new hires are not familiar with this system. Advanced capabilities of the diagnostic machines. Language or culture differences of learners: 9 of the employees are from a white middle class background (1 female). 5 are Mexican/American (no females) 1 is black (male). All racial groups seem to respect each other. Motivations of learners: Highly motivated - they seem to take pleasure in doing quality work. Newly hired personnel seem eager to learn in order to advance. Physical or mental characteristics of learners: All physical fit. Two seem to be somewhat overweight. No apparent mental handicaps from observations. Specific interests or biases of learners: Like to talk about cars, racing, women, and sports. Although they seem to respect the one female employee, when she is not around, they sometimes make vulgar jokes about females. This could lead to future problems as the company is presently recruiting more females in all company functions. 11. Notes: This shop relies on the local technical trade school for the majority of its workers. --------------- Department Job List - Training Form 1.2 --------------- 1. Department: ___________________________ 2. Date: _______________ 3. Analyst: __________________ 4. Department Supervisor: _________________ Job Code Job Title Level Salary Range # Auth ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ________ __________________________ _____ ____________ _______ ------------ Department Job List - Example Training Form 1.2 ------------ 1. Department: Human Resources 2. Date: June 20, 1993 3. Analyst: Mitchel Kane 4. Department Supervisor: Laura Lamburst Code Job Title Level Salary Range # Auth 801 Human Resource Director $60,000 to $ 70,000 1 805 Human Resource Information Analysis $45,000 to $50,000 1 809 Labor Relations Representative $30,000 to $33,000 1 815 Employee Training Specialist $28,000 to $37,000 5 817 Compensation Analysis $35,000 to $39,000 1 820 Benefits Planning Analyst $36,000 to $44,000 1 830 Human Resource Generalist 4 $25,000 to 27,000 6 832 Human Resource Generalist 2 $18,000 to $23,000 ----------------- Job Description - Training Form 1.3 ----------------- 1. Department: 2. Date: 3. Analyst: 4. Department Supervisor: 5. Job Title: 6. Job Code: 7. Purpose and Description: 8. Supervision required: 9. Number of People Supervised: 10. Skills, Education, and Experience required: 11. Special Job Demands (working conditions, travel, hazards, etc.): -------------- Job Description - Example Training Form 1.3 -------------- 1. Department: Sales and Service 2. Date : June 20, 1993 3. Analyst: Marsha Hide 4. Department Supervisor: Sam Gunther 5. Job Title: Customer Service Clerk 6. Job Code: 0742 7. Purpose and Description: Assures that customers receive efficient and courteous service through processing of orders by mail , telephone, or in person. Provides pricing and delivery information. Receives and answers within established guidelines, customer questions and complaints. Acts as liaison between customer and various organization departments. Maintains appropriate records and prepares printed reports. Operates Computer terminal. Performs word processing and related clerical duties. 8. Supervision required: General supervision. 9. Number of people supervised: None 10. Skills, Education, and Experience required: High School Diploma. Type a minimum of 45 WPM. Prior experience working with a personal computer. 11. Special Job Demands (working conditions, travel, hazards, etc.): Must be able to work in a fast paced environment and maintain good relationships with customers. ------------------ Task Inventory - Training Form 1.4 ------------------ 1. Department: 2. Date: 3. Analyst: 4. Department Supervisor: 5. Job Title: 6. Job Code: 7. Task Number and Task: --------------- Task Inventory - Example Training Form 1.4 --------------- 1. Department: Sales and Service 2. Date: July 7, 1993 3. Analyst: Barry Linn 4. Department Supervisor: Jane McCallester 5. Job Title: Customer Service Clerk 6. Job Code: 0742 7. Task Number and Task: 0742-1 Types orders received by mail, telephone, or in person at a minimum rate of 45 WPM into a computer database under general supervision of the Sales Manager to fill customer orders. 0742-2 Receives and answers customer questions under close supervision of the Service Manager in order to provide good customer relations. 0742-3 Delivers pricing and delivery information received by mail, telephone, or in person under general supervision of the Service Manager to fulfill customer requests. 0742-4 Acts as liaison between customer and various departments under close supervision of the Service Manager in order to provide good customer satisfaction. 0742-5 Post and maintains records in a computer database without supervision to provide the company with historical records for statistical needs. 0742-6 Starts, operates, and shuts down a personal computer without supervision to fulfill various company needs. 0742-7 Performs word processing under general supervision of the Service Manager to provide adequate communications between the Sales and Service department, customers, and other departments. 0742-8 Performs general clerical duties, such as filing, typing, and answering phones without supervision. 0742-9 Performs computer spreadsheet calculations under general supervision of the Service Manager to for fill the Accounting Department's need for up-to-date charge transactions. 0742-10 Prepares printed reports using a computer spreadsheet or database without supervision to provide the company with adequate information. -------------- Task Performance Measure - Training Form 1.5 -------------- 1. Department: 2. Date: 3. Analyst: 4. Department Supervisor: 5. Job: 6. Job Code: 7. Task Number: 8. Task: 9. Conditions: 10. Behavior: 11. Performance Measure: 12. Steps: ---------- Task Performance Measure - Example Train Form 1.5 ---------- 1. Department: Plans and Operations 2. Date: July 20, 1993 3. Analyst: Tom Lane 4. Department Supervisor: Rebecca Hamilton 5. Job: Statistical Clerk 6. Job Code: PO-0952 7. Task Number:PO-0952-12 8. Task: Enters projected sales into a computer spreadsheet, performs calculations using built in macros, and prints sales projection report without supervision for use in company planning. 9. Conditions: Given a personal computer with spreadsheet application, built in macros, on-line help, projected sales figures, and no supervision. 10. Behavior: Produce a projected sales report. 11. Performance Measure: Report must be within company guidelines and have no math errors. 12. Steps: 1. Turn on computer and start spreadsheet application. 2. Load projected sales report file (PROSALE.WQ1). 3. Enter projected sales figures into spreadsheet. 4. Start spreadsheet macro. 5. Print report and forward to Planning Manager. 6. Save file under new name (PRO*****.WQ1, with ***** being the next sequential number). 7. Exit application. --------------- Training Estimate - Training Form 1.6 --------------- 1. Department: 2. Date: 3. Analyst: 4. Department Supervisor: 5. Job: 6. Job Code: 7. Course Title: 8. Proposed learners (which positions): 9. Skills Taught: 10. Concepts taught: 11. Behavioral objective: 12. Description of course: 13. Percentage of course time devoted to: _______Lecture _______Participant discusion _______Question and Answer _______Demonstration _______Hands-on experience _______Slides/films _______Testing _______Other_____________ 14. Recommended follow-up (describe any follow-up to be used to reinforce training: 15. Departments affected: 16. Training location: 17. Instructors: 18. Duration of course: 19. Instruction hours (1 class): 20. Number of employees to be trained (12 month period): 21. Class group size: 22. Proposed dates: page 1 of 3 23. Training Cost per class: Task Instructor Material Learner Facility Travel & Contract Total Cost Cost Cost Cost Lodging Cost Cost TOTAL 24. Development Cost: Task Developer SME Material Contractor Training Total Cost Cost Cost Cost Evaluation Cost Cost TOTAL 25. Misc. Cost: Item Cost ____________________________________ ____________ ____________________________________ ____________ ____________________________________ ____________ ____________________________________ ____________ ____________________________________ ____________ ____________________________________ ____________ TOTAL____________ 26. Cost to implement the first class: (Training Cost + Development Cost + Misc. Cost) ( block 23 + block 24 + block 25 ) ( __________ + ______________ + ________) = _________ 27. Number of classes planned for the next 12 month cycle: ________ 28. Cost to implement the next 12 month cycle of classes: (block 26 + ((block 27 - 1) x block 23)): (_______ + ((__________ ) x _______ )) = _____________ note: if only one class is planned then enter the total from block 26 29. Cost per class for the next 12 month cycle: (block 28 / block 27) (_______ / _______) = __________ 30. Cost per instruction hour for the next 12 month cycle: (block 29 / block 19) (_______ / _______) = ___________ 31. Cost per learner for the next 12 month cycle: (block 29 / block 21) (______ / _______ ) = ____________ 32. Notes: ------------ Training Estimate - Example Training Form 1.6 ------------ 1. Department: Quality Control 2. Date: July 14, 1993 3. Analyst: Dorthy Mays 4. Department Supervisor: Peter Flemming 5. Job: Inspector 6. Job Code: QC-105 7. Course Title: Inspecting Soldering Connections 8. Proposed trainees (which positions): Quality Control Inspectors level 1 9. Skills Taught: Identify inferior solder connections. 10. Concepts taught: Difference between good and bad solder connections. Using the TH234 Microscope. 11. Behavioral objective: Correctly identify bad solder connections. 12. Description of course: Newly assigned Quality Control Inspectors will receive an eight hour course in the techniques used to determine bad solder connections. 13. Percentage of course time devoted to: ___5___Lecture _______Participant discussion _______Question and Answer ___5___Demonstration __80___Hands-on experience ___5___Slides/films ___5___Testing _______Other_____________ 14. Recommended follow-up (describe any follow-up to be used to reinforce training: Graduates should receive as much supervision as possible on their first day of returning to work. Supervisors should use coaching techniques (Training guide, p. 54) when evaluating their work. 15. Departments affected: Quality Control 16. Training location: Classroom Lab 103 17. Instructors: Pete Smith 18. Duration of course: 1 Day 19. Total instruction hours (1 class): 8 hrs 20. Number of employees to be trained (12 month period): 48 21. Class group size: 4 22. Proposed dates: July 30, 1993 and then monthly page 1 of 3 23. Training Cost Per Class: Task: Inspect solder connections Instructor Material Learner Facility Travel & Contract Total Cost Cost Cost Cost Lodging Cost Cost 207 85 352 25 0 0 669 TOTAL 207 85 352 25 0 0 669 24. Development Cost: TASK: Inspect solder connections Developer SME Material Contractor Training Total Cost Cost Cost Cost Evaluation Cost Cost 1,520 30 0 750 2,300 TOTAL 1,520 30 0 750 2,300 25. Misc. Cost: Item Cost ______4 each TH234 Microscopes ____ _____720.00____ ____________________________________ _______________ ____________________________________ _______________ ____________________________________ _______________ ____________________________________ _______________ ____________________________________ _______________ TOTAL_____720.00____ 26. Cost to implement the first class: (Training Cost + Development Cost + Misc. Cost) ( block 23 + block 24 + block 25 ) ( __669_____ + _____2,300____ + ___720__) = __3,689__ 27. Number of classes planned for the next 12 month cycle: ___12____ 28. Cost to implement the next 12 month cycle of classes: (block 26 + ((block 27 - 1) x block 23)): (__3,689_ + ((____11____ ) x __669__ )) = __11,048__ note: if only one class is planned then enter the total from block 26. 29. Cost per class for the next 12 month cycle: (block 28 / block 27) (_11,048_ / _12____ ) = ___920.67___ 30. Cost per instruction hour for the next 12 month cycle: (block 29 / block 19) (_920.67_ / __8____ ) = ____115.08___ 31. Cost per learner for the next 12 month cycle: (block 29 / block 21) (_920.67_ / __4____ ) = ____230.17_____ 32. Notes: 1. The cost of the development includes one trial run of the class. All indicators point to a successful class trial. If this is true, then the development phase includes 4 successful graduates. 2. The cost of conducting the classes include the purchase of four TH234 microscopes which may be used by Quality Control during peak cycles when the class is not in session or class preparations are not being made (10 hrs per month). If the class is no longer needed, they may be transferred to Quality Control. --------------- Training Problem - Training Form 1.7 --------------- 1. Department: 2. Date: 3. Analyst: 4. Department Supervisor: 5. Job: 6. Job Code: 7. Task Number: 8. Task: 9. Conditions: 10. Behavior: 11. Performance Measure: 12. Performance Measure not being met: 13. Why: 14. Recommendation: NOTE: If any type of training is recommend, then complete form Training Estimate - Training Form ------------ Training Problem - Example Training Form 1.7 ------------ 1. Department: Quality Control 2. Date: July 2, 1993 3. Analyst: Tom Lane 4. Department Supervisor: Sandy Gray 5. Job: Inspector 6. Job Code: QC-12 7. Task Number:12-1 8. Task: Tests electronic circuit boards for proper operation and ensures all solder joints are within established parameters with minimal supervision. 9. Conditions: Given electronic test gear and microscope. 10. Behavior: Tests circuit board for proper operation and visually inspects solder joints. 11. Performance Measure: Circuit board must perform to company guidelines and all solder joints must meet industry standards. 12. Performance Measure not being met: Solder joints are not being inspected properly. Several boards have recently been returned due to failure. 13. Why: Due to rapid expansion QC can no longer get personnel with prior experience. Some on-the-job training is given but the shop is too busy to give full attention to new hires. 14. Recommendation: All inspectors should receive classroom instruction on properly inspecting circuit boards as we need to maintain our reputation for producing high quality parts. NOTE: If any type of training is recommend, then complete form Training Estimate - Training Form 1-5.