Training Needs Analysis for Disaster Management in Karnataka State

DqÀ½vÀ vÀgÀ¨ÉÃw ¸ÀA¸ÉÜ ADMINISTRATIVE TRAINING INSTITUTE ®°vÀªÀÄºÀ¯ï gÀ¸ÉÛ, ªÉÄÊ¸ÀÆgÀÄ-570011 www.atimysore.gov.in Tel.:0821 2443839, 2522142, 2443264 Fax: 2523899 Report on Training Needs Analysis for Disaster Mitigation & Management in Karnataka Prepared by Dr Ashok Sanganal Sr. Faculty (Disaster Management & AT) Centre for Disaster Management 1 Departments Covered Under TNA Report 1. Home Department 2. Health and Family Welfare Department 3. Department of AYUSH 4. Agriculture Department 5. Horticulture Department 6. Karnataka State Fire and Emergency Services 7. Civil Defense and Home Gaurds 8. Department of Factories and Boilers 9. Department of Industries and Commerce 10. Information Department 11. Department of Animal Husbandry and Veterinary Services 12. Water Resource Development/Irrigation Department 13. Public Works Department 14. Rural Development Department 15. Energy Department, KPTCL and ESCOMs 16. Urban Development Department, Municipal City Corporations of Gulbarga, Mysore, Hubli-Dharwad and Mangalore 17. Department of Forest & Environment 2 V Rashmi, IAS Director General ATI Mysore Preface Every year, the Karnataka State has been incurring huge damages to property and lives due to multiple disasters. The training and capacity enhancement of the functionaries is essential in order to ensure effective preparedness & mitigation, quick response and rehabilitation. The Centre for Disaster Management at ATI Mysore is conducting training for all levels of Govt. officials, NGOs and elected representatives of PRIs and ULBs. The Administrative Training Institute Mysore is the apex training institute in the state actively involved in the capacity building and training of the Officers and functionaries of various departments. The Systematic Approach to Training starts with identification of training needs of employees. Only then should we go for next stages of Planning & Designing, Implementation and Assessment of training. Merely imparting training without prior assessment of problems and gaps in Knowledge, Skills and Attitude is going to be a futile exercise as it may not address precisely the performance problems of employees. The ATI Mysore is taking steps to analyse the job, tasks, existing and expected performance levels, causes for poor performance finally leading to identification of training and non- training interventions. To do this and in line with the State and National Training Policy, ATI has taken up the study of TNA(Training Needs Analysis) of employees of departments to identify the performance problems of various levels employees department-wise and prepare comprehensive need based training plan and Designs. Ensuring objective and performance based training is crucial to facilitate the employees perform their tasks to the expected levels. The ATI Mysore has been trying to involve the departments/departmental training managers and employees to prepare department-wise and employee-wise training plan and designs and also suggest non-training interventions to the departments concerned. The state training policy and perspective plan of ATI Mysore prepared by the Institute and approved by State Government provide overall direction to the training in the State. The Institute’s Faculty in order enhance quality are taking up action research, documentation of case studies, best practices, preparation of handbooks, manuals, exercises, short films, e-lectures, E-learning materials etc. This TNA study for employees of the Departments would facilitate the Management of respective organisations to plan, design and assess the training in terms of performance improvement of different levels of employees. The ATI Faculty would be happy to extend their expertise to the departments and organisations on matters of TNA, Designing, Trainer Skills, Evaluation, Training Methodology and in imparting need based training. I appreciate the efforts of Dr Ashok Sanganal, Faculty and Master Trainer, ATI and the Officers of all the 17 departments who have provided inputs during the survey, interview, discussions and workshops while preparing the TNA Study. Date : 30,10.2014 (V Rashmi) Place : Mysore 3 TNA for Disaster Risk Mitigation & Management in Karnataka 1.1 Introduction The Systematic Approach to Training (SAT) begins with identification of training needs of the functionaries. The training and non-training needs are identified based on the performance gaps and problems of the employees. It may be noted that the performance of the employees is not up to the standards prescribed by the organization due to various factors. These factors are classified into three categories 1) Environmental, 2) Behavioural, and 3) Motivational. Whereas the behavioural factors such as knowledge and skill gaps could be solved through training, the environmental and motivational factors requiring the attention of the Management/Organisation can not be addressed through training alone. The organization has to take necessary steps to provide required facilities and working environment to the employees for effective performance. It means that the motivational factors such as incentives, rewards, promotions etc., and environmental factors such as basic facilities, working place, equipment, tools, rules, procedures etc., may also hinder the performance of the employees. The organizations have to be clear as to what are the causes for poor performance. Both training institute and the client organization need to assess the reasons for performance gaps. It is after thorough analysis of the performance problems and gaps, that the actual training and non- training needs are being identified. The training institutes would undertake training designing only after the assessment of training needs. Otherwise, training designs prepared as such may not address the performance gaps and consequent implementation of such designs would lead to wastage of time and resources. Disaster management is the responsibility of the Government. More than 23 line departments are identified for managing various types of disasters including man made disasters in Karnataka. District administrations are entrusted with the responsibility of preparation of district disaster management plans, implementation and mock drilling of the plans. Search and rescue, providing relief and rehabilitation are the important post disaster activities to be performed by the officers and officials. Since disaster management requires technical and managerial skills and knowledge in order to face the incidents of different kind, it is necessary to prepare the officers, officials, elected representatives, community and community based organizations to be ready to effectively manage the disasters. There is a need to analyze the duties in relation to disaster management and performance problems. The performance gaps could be bridged by providing appropriate skills and knowledge through training. The performance problems caused due to factors such as poor working environment, inadequate facilities, incentives, equipment, materials etc., need to be addressed by the Government/Organization. 4 Training provided in isolation of these factors may not really solve the performance related problems. The TNA is an outcome of the following processes carried out me in consultation with adequate number of employees selected from various departments; Interviews and Discussions with various levels of employees Two Day TNA workshops at all four Regions of Karnataka Studying of the Job Description or Chart Competency Mapping( Levels of Knowledge, Skills and Attitudinal Aspects) Problem, Cause and Effect Analysis Identification of Performance Problems Analysis of Performance Problems SWOT Analysis Identification of Training and Non Training Needs Design Briefs. In the first stage, the performance problems are identified. Performance problem is the difference between the prescribed level of performance and the existing level of performance. If the existing level of performance of an employee is less than the prescribed level, then the organization or the employer has to take steps to address the problems by identifying the training and non-training needs. It is crucial to analyze the causes for these problems. Tools such as Focused Group Discussions(FGD), Cause and Effect Analysis, SWOT analysis, CETNA questionnaires were used to identify the training and non training needs. Since, there are large number of employees at various levels in the departments, adequate representative samples from each department are taken to study the problems. The district administrations have expressed the need for training with appropriate provision of infrastructural facilities in order to be able to effectively manage the natural and manmade disasters. Therefore, Centre for Disaster Management at ATI Mysore has felt the necessity of conducting a comprehensive TNA for disaster management in Karnataka for the key departments to be involved in pre, during and post disaster management. In this context, the Administrative Training Institute Mysore has took up the task of detailed study on “Training Needs Assessment for Disaster Management in Karnataka”. The researcher/Faculty adopted the following road map for preparation of TNA report. 5 Road Map for TNA 2 Days TNA state level workshop at ATI Mysore for the middle to senior level officers of line departments on TNA for Disaster Management 2 Days Northern Karnataka Regional TNA Workshop at Gulbarga DTI TNA for Disaster Mgt. workshop for the line department officers of districts from southern

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