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Occupational Health and Safety

Training needs analysis

What is a training needs analysis?
A training needs analysis is a questionnaire that will help you to identify the OHS training needed in your
organisation. The answers provided will assist you to plan training.
How do I conduct a training needs analysis?
Discussed below are some ways in which you could use this survey, depending on the size, and nature and
management structure of your company.
You could, for example:

§ provide copies of the survey to all the members of the OHS Committee, collate the results, discuss the outcomes
and begin to plan appropriate training. The survey can be conducted by one person or a subcommittee of the
OHS committee;
§ discuss the issue of OHS training at a management meeting or a training committee and provide copies for all
individual managers to complete. Collate the results for the entire organisation and plan your training;
§ ask elected Health and Safety Representatives to complete the survey, consulting with members of their
designated work groups. Remember to provide adequate time and resources in order to achieve this.

TNA Procedure
Your TNA is likely to be more effective where managers, supervisors and employee representatives complete a
separate checklist. The results can be compared for similarities and inconsistencies. If managers and employee
representatives respond differently, this may indicate a communication problem requiring attention or the need to
seek extra information.
Remember to thoroughly brief any person/group who will be using the TNA on the following issues:

- the objectives or purpose of the TNA;

- the process required;

- the intended outcomes and uses of the information.

§ Consult with and ensure that all relevant workers and managers are informed of the purpose of the TNA.
§ If answering as a group - determine the majority answer and then tick the appropriate response. Remember that
most companies have more than one workgroup. Fill out the TNA for each workgroup and then collate the
results. Use the cover sheet on page 3 to identify each individual workgroup.
§ When collating individual TNA or checking a group answer, the Consultative Group should seek clarification and
documented evidence before coming to a majority view.
§ Remember that this TNA is intended as a guide only. If the content does not suit a particular workplace, a
'similar' checklist could be compiled using this TNA as a 'model'.

Occupational Health and Safety: Training needs analysis 1

Workgroup information

Name of workgroup:


Completed by:


Contact Telephone No:

Fax Number:

Occupational Health and Safety: Training needs analysis 2

Training needs analysis

Go through each question and record the number of staff who have received information or training on the particular
After completing the TNA, record the total findings for your organisation.
Consider the training topics and mark for each one, the priority it should have in your organisation.

1. Low priority Most have been trained, or provide training within a 2-3 year cycle
2. Medium priority Majority trained, or should be addressed in 6-12 months
3. High priority Few have been trained, or should be addressed in 3 months, or tasks identified in
Hazard Control Plan as requiring training

Yes No Unsure Priority

Induction process takes place prior to starting the job and includes
Company OHS Policy translated into appropriate language

Company induction provided in a manner and language appropriate

to worker
Company Safety Rules

Set procedures to follow for resolving/reporting OHS issues

How to identify and report hazards

How to report incidents/injuries

OHS Responsibilities of employees

OHS Responsibilities of supervisors

OHS Responsibilities of H&S Representatives

Role of the OHS Committee

Employees Workplace Specific

(see Policy and Procedures for multi-cultural focus)
Major hazards of the work process, (including safe
manual handling, use at hazardous substances, noise)
Introduction to plant, machinery, equipment, tools,
substances and materials (including MSD's) used.
Specific policies and procedures, including the use of PPE

Introduction to Workgroup H&S Representatives

Introduction to Workgroup First Aid provider

Fire and Emergency evacuation plans

Occupational Health and Safety: Training needs analysis 3

Yes No Unsure Priority

Transferred in from another job/location
Relevant job induction training

Health and Safety Representatives

Attended a Health and Safety Representatives training course

Where deputies exist they have been trained

Managers and Supervisors trained in

Roles and legal responsibilities of employers/managers.

How regulations, approved codes of practice and Australian Standards

apply to the workplace.
How to conduct hazard inspections, audits, accident investigations.

Organisational health and safety policies.

How to develop hazard control programs.

How to inform, induct and supervise employees, including the

development of Safe Operating Procedures.
The role, responsibilities and rights of employees.

The consultation process for managing OHS.

The role and function of health and safety representatives and

committees, the consultation process.
The resolution of health and safety issues (including how to respond to
default notices and an order to stop unsafe work).
The role of the inspectorate in enforcing legislation

The sources of OHS advice, information, training and support.

The effective rehabilitation of injured workers.

Knowledge of language and cultural factors and competencies to

manage workers with limited English skills.
Health and Safety Committee

The Health and Safety Committee’s role and function in planning and
developing OHS Programs.
Policy and procedure development.

Hazard management principles of hazard identification, risk

assessment and control.
The use of OHS&W statistical information.

OHS promotion.

Committee decision making skills.

Include strategies to involve NESB workers.

Where contractors are working on the employer’s site, information/training has been provided which may

Occupational Health and Safety: Training needs analysis 4

Yes No Unsure Priority

Legal requirements for the site

Site OHS&W rules

Workplace policies and procedures

Specific site hazards

First aid arrangements

Fire and emergency plans

Training as required by contractors to meet specific legal requirements:

Use of power driven machinery

Rigging work

Crane drivers

Laser safety officers

Explosive tools

Scaffolding work

Construction supervisors

Fork lift trucks

First aiders

Further Training - OHS Regulations

Reg 1.3.4 General training for any task covered by

Reg 1.3.4 Training is provided in a language appropriate to
the employee
Reg 1.3.5 Induction training with changing jobs/tasks

Reg 2.4.8 Training for work in confined spaces

Reg 3.2.16 Training for employees exposed to the risk of injury

from the use of Plant
Reg 4.1.14 Training for employees exposed to the risk of injury
from the use of Hazardous Substances
Reg 6.4.1 Obtain a Certificate of Competency for Prescribed
* scaffolding work
* rigging * crane and hoist operation
* pressure equipment operation
Or a Notice of Satisfactory Assessment for load shifting equipment
as per the National Standard 7019.
Legal updates

Occupational health and safety developments, which may impact on

their work.
Introduction to new equipment, machinery, substances and materials
and processes.

Occupational Health and Safety: Training needs analysis 5

Action planner
Having completed and collated the results from the TNA, the next task is to plan the appropriate training activity to meet the identified need.
Use the following form to assist you in the process of identifying training activities. Timelines for implementation, the managers responsible for planning action and resources
If you do not have a Training Manager, then your organisation needs to nominate a manager to be responsible for the implementation of this training plan.
Discuss the Action Planner at a management meeting or OHS Committee meeting before implementation.
Review and keep records of the plan on an annual basis, in order to meet legal requirements. (Sec 19.1 (1))

Training action planner

DATE: _________/_________/_________ Training for (Workgroup)_____________________________________________________________

Detail of training required Training for (numbers) By whom By when Completion date Cost

Discussed by OHS Committee _________/_________/_________

Responsible officer_______________________________________

Review date for plan _________/_________/_________.

Occupational Health and Safety: Training needs analysis 6

Monitoring your training plan
Monitoring OHS training means keeping track of who has been trained in what, so that future training activities can be

Keeping records also satisfies the legal requirements described in section 19 1 (1) OHSW Act, 1986.

Records can be kept for individuals or workgroups in the following ways:

Training Record (for individuals)

Name: Position:



or the basic training plan and records are often kept in a training chart for a WORKGROUP:

Activity/description Resp Fred Brown Franco Nicola Lesley Harris

Cleaning and housekeeping AW X X 26 June

Tang gauging and calculations BB 20 Jun 20 June X

Material safety data sheets TN X X X

Lab testing procedure TN X X

Repair and maintenance BB/AW X X X

Forklift licence External X X

Confined space entry BB 14 April 14 April

First aid certificate External X

Work permits hot/cold BB X X

RESP: Person responsible for training

X: Course complete
Date: Training to be completed

Occupational Health and Safety: Training needs analysis 7

Important points

§ Plan a program to cover all the training needs in your workplace.

§ Plan what you want to achieve and over what time.
§ Plan what sort of training will be best, and so who should be responsible for implementation.
§ Plan how you will monitor and check on the effectiveness of the training.
§ Plan for the language and literacy needs of your workforce and utilise interpreters, translated information, multilingual
signs or literacy training where appropriate.

Occupational Health and Safety: Training needs analysis 8