Understanding the relationship between Training Needs Analysis, KSAs and Competencies Managers have an obligation to ascertain that the employees are trained and possess the required skills for a specific job opportunity. Conducting a training needs analysis is vital as it helps to find out the gap in the employee's performance in a specific job. A manager can use the competency model and the KSAs approach to help weigh the competence of an employee. It is vital to understand the relationship between training needs analysis, KSAs, and competencies.
Job tasks associated with Administrative Clerk II job
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Tasks |
KSAs |
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Operate word processor or remote computer terminal. |
Knowledge : Basic computer applications like word processing, databases, and spreadsheets. Skills : Keyboarding skills, able to troubleshoot and operate electronic office equipment Attitude: Responsibility; attention |
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Conduct research as directed. |
Knowledge : English usage, punctuation, spelling, and grammar Skills : Ability to correctly interpret as well as apply general departmental and administrative policies. Attitude : Interest; Responsibility; attention |
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Type and proofread a variety of documents, including reports, memos, and statistical charts. |
Knowledge : English usage, punctuation, grammar, and spelling. Skills : Type and enter data at high speed to perform well on the job Attitude : Responsibility |
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Perform a wide variety of routine clerical works, including filing, billing, checking, and recording information on records. |
Knowledge of procedures and principles of record management, including filing and record-keeping principles and practices. Skills : Planning and Organization Attitude: Responsibility |
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Perform record keeping for various funds and expenditures. |
Knowledge : Mathematical principles Skills : Planning and Organization Attitudes : Responsibility; attention |
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Maintain personnel and payroll records of departmental personnel; process a variety of forms to initiate changes in records. |
Knowledge: Basic application of computers such as spreadsheets, databases and word processing Skills: Utilization of various software applications; Organization Attitude: Responsibility; interest |
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Act as a receptionist; answer the telephone and wait on the general public. |
Knowledge : Techniques and methods of proper phone etiquette. Skills : Effective verbal and written communication; Respond clearly, appropriately and concisely to inquiries Attitude : Ability to communicate effectively; Ability to listen and respond appropriately; Attention; Concern |
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May maintain petty cash fund; accept payment of fees; maintain and process cash records. |
Knowledge : Mathematical principles Skills: Organization Attitude : Attention; Responsibility |
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Why are KSAs important?
KSAs describe an individual's qualifications and their attributes (Knowledge, Skills, and Attitudes) that are needed for the successful perform the job requirements of a particular. The KSAs are used to measure the qualities which set a candidate apart from the rest. They are, therefore, vital in the process of applicant evaluation.
KSAs are vital as they help to demonstrate written communication skills, something that a resume does not deliver on. Strong communication skills are regarded to be vital by each organization, and they help to imply strong analytical and organizational abilities (Kanjanapathy & Ramakrishnan, 2018) . As a manager, KSAs will help choose the most appropriate candidate for the available position. They deliver on a candidate’s ability to exercise and deliver on the specific field, and using the KSAs can help the HR manager to select the most appropriate person for the job.
KSAs are not just important to an organization but also to the candidates as it helps to distinguish one's knowledge, skills, and attitudes, which are vital in being selected for a particular job. Most organizations opt to use KSAs in their selection of employees to eventually put the most qualified candidate for the slot, and one who meets the organization’s needs.
Describe the relationship between KSAs and Training Needs Analysis.
Effective TNA is vital as it helps in the identification of non-training issues as well as training gaps. It has been deemed possible for an organization to identify one's training needs and also determine the effectiveness of its implementation through the acquiring of the training needs analysis skills (Huddlestone & Pike, 2017). KSAs are essential in the process of TNA. First, the candidates will be assessed using the KSAs, and on completion, the analysis will help distinguish if the employees pose the required competencies. The training needs analysis helps to establish the ability of the employees in an organization by identifying the knowledge gaps that an employee might have. Through this analysis, an organization can save the situation before it becomes a problem. Such an employee can be instilled with the required knowledge through education and training. The relationship between these two terms helps when there is a need for assessment and gap analysis. KSAs refers to the quality measurements that will help a candidate to stand apart, and appear unique from the rest of the candidates. The training needs analysis is vital as it helps in determining how effective the KSAs are and point out gaps.
There are differences between the KSAs and competencies.
The differences in knowledge, skills, abilities, and competencies have a significant impact on the way people are described in relation to their occupations. Since the terms are used to review an employee, if they are used incorrectly, the meaning can be misinterpreted.
Ability refers to the innate quality that one either does or does not possess, which are needed to perform particular behaviors. If an individual has a high degree of the underlying qualities required to give them the ability, the ability can be translated into a skill and thus practiced. Skill is learned through experience and is usually used in carrying out complex functions and activities. It is developed and improved through practice. Through training and learning, one develops a skill. Knowledge is achieved by the level of education, training, or experience that one needs to be considered qualified (Kanjanapathy & Ramakrishnan, 2018) .
Competencies are a combination of knowledge, skills, and abilities which allow an individual to deliver on the effectiveness of a job. The skills, knowledge, and abilities that are needed for one to be termed as competent depend on the evaluation method and what they are measured against (Choi, 2017) . If a person is said to be competent are their job vs. competent at a particular job function, they have been measured on two adverse competencies.
Some of the organizations are opting to lay their focus on competencies. There are, therefore, benefits of using the competency model as compared to using the KSA approach to help in improving employee performance. First, competency is more specific as compared to the KSA approach. Competencies are different depending on what it is being measured against and the evaluation method. The ability of the approach to be more specific as compared to the KSA approach paves the way for a better discovery on the employees' level of expertise and performance. The competency model also enables the employees to achieve competency of a higher level. It helps to distinguish an employee's level of expertise and thus decide the action to take towards improving their working ability (Choi, 2017) . The competency model helps to establish an organized and funded training through professional development activities which are not only productive but also goal-oriented and cost-effective. The competency model also helps in improving the existing relationship between employees and management. In addition, the establishment of management offering constructive feedback and clarify the standards helps in performance appraisal. Also, it is vital in helping to maintain the performance expectations precise and also giving a clear direction for the understanding of new skills.
The relationship between training needs analysis, KSAs, and competencies has helped organizations work on improving their employees' performance in their specific fields. An organization willing to conduct a training needs analysis will use the KSA model to help ascertain their employees have what they need to be successful in the job.
References
Choi, H. S. (2017). An Exploration of the Golf Management Competencies Model. International Journal of Human Movement Science , 11 (1), 133-158.
Huddlestone, J., & Pike, J. (2017). Team and Collective Training Needs Analysis: Defining Requirements and Specifying Training Systems . CRC Press.
Kanjanapathy, M., & Ramakrishnan, S. (2018). The Influence of Knowledge, Skills, Attitude, and Organization Commitment Using Ethical Climate as A Moderator Towards Ethical Decision Making of Accountants in Malaysia: A Conceptual Paper. International Journal of Engineering & Technology , 7 (2.29), 1155-1160.
