Educational guidance on training documentation — records, matrices and registers employers use to keep track of who has been trained. Connected to workplace training, employment documents and workplace safety. Informational only — a documentation guide, not legal advice, not certified training and not proof of competence; employers remain responsible for accuracy and compliance.
What a training needs analysis is
A training needs analysis (TNA) is a structured comparison between what a role or task requires and what workers currently have, used to identify where training or development may be needed.
This page is an educational explanation of what a training needs analysis is and what it usually holds. It is not a legally compliant template and not legal advice. It records identified gaps, not that anyone is competent.
What a training needs analysis is for
- To identify where training or development may be needed across roles or a team.
- To compare role requirements with the skills currently recorded.
- To help prioritise and plan training that follows.
- To provide a written basis for a training plan the employer can refer to.
Who uses a training needs analysis
- Managers and supervisors planning development for their teams.
- HR staff who coordinate and record the analysis.
- Workers, who may contribute their own view of needs.
- Reviewers the employer chooses to share the analysis with.
What a training needs analysis typically contains
- The roles, tasks or skills being analysed.
- The requirements expected for each.
- The current position drawn from records or assessment.
- The gaps identified and their relative priority.
- Notes feeding into a training plan or next steps.
How a training needs analysis is carried out and recorded
A training needs analysis is carried out by setting out what is required, comparing it with the current position, and recording the gaps and priorities that emerge.
Recording it means capturing the comparison clearly so it can inform a training plan, and keeping it where the right people can refer to it. The employer decides how the analysis is done and who records it.
Keeping it up to date and version control
- Revisit the analysis as roles, tasks and requirements change.
- Update the current position as records and skills change.
- Note when the analysis was carried out and by whom.
- Keep one current version so planning is based on the latest view.
Data protection and confidentiality
A training needs analysis can reference individuals and judgements about them, so it should be kept accurate, shared only with those who need it and stored securely.
This is general educational guidance, not legal advice. The employer is responsible for handling personal data in line with the data-protection rules that apply to them.
Exporting, editing and sharing as a PDF
A training needs analysis can be completed, edited and exported as a PDF so it can be filed or shared with managers and reviewers.
The exported PDF is a copy of the analysis. It records identified needs — it does not deliver any training, and it is not proof of competence.
Retention (varies by jurisdiction)
How long a training needs analysis is kept depends on the employer’s policy and the rules that apply in their location.
This guide does not set retention periods. The employer decides how long to keep the analysis, in line with the law and guidance that apply to them.
Common mistakes to avoid
- Treating the analysis as if the identified training had already been delivered.
- Basing the current position on out-of-date records.
- Setting requirements that are vague or untested.
- Producing the analysis and then never acting on or revisiting it.
Who is responsible — a record is not proof of competence
The employer is responsible for the analysis, for assessing competence, for delivering any training, for authorising workers and for meeting any legal requirements. This page is an educational explanation to help understand and adapt a training needs analysis.
A training needs analysis documents identified needs — it is not, by itself, training, proof of competence or proof of compliance. HRHelperG does not deliver training, certify or qualify anyone and does not issue certificates.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
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