HKSM

Training is a planned approach to develop the knowledge, skills, and behaviors needed to perform project work successfully. As an analysis technique, it identifies competency gaps, evaluates delivery options, and estimates timing, cost, and impact so plans remain realistic and value-focused.

Key Points

• Focuses on closing skill and knowledge gaps that affect scope, schedule, cost, and quality.
• Includes analyzing who needs training, what content is required, and when it should occur.
• Considers delivery methods (e.g., on-the-job, e-learning, workshops) and their trade-offs.
• Quantifies training impacts on timelines, resource availability, and budget.
• Aligns training with risk responses, compliance needs, and organizational standards.
• Measures effectiveness using defined outcomes and updates plans based on results.

Purpose of Analysis

To determine the most effective and efficient way to build capabilities needed for project success, while balancing time, cost, and delivery risks. The analysis ensures training activities are justified, scheduled appropriately, and integrated into project and resource plans with clear success measures.

Method Steps

• Define roles and required competencies for upcoming work packages.
• Assess current team skills to identify gaps and prioritize by impact and urgency.
• Decide approach: train existing staff, hire expertise, or procure external services (make/buy analysis).
• Select delivery methods and providers; consider just-in-time and blended learning options.
• Estimate effort, duration, availability impacts, and direct costs; factor learning curves.
• Integrate training tasks into the schedule, budget, and resource allocations; plan backfill if needed.
• Define success criteria and metrics (e.g., assessments, task readiness, defect trends).
• Monitor outcomes and adjust content, timing, or staffing based on performance.

Inputs Needed

• Role descriptions, RACI/RAM, and resource breakdown structure.
• Skills inventory, performance data, and stakeholder needs.
• Scope and backlog details for upcoming deliverables.
• Schedule milestones, resource calendars, and budget constraints.
• Risk register (e.g., capability, compliance, and transition risks).
• Organizational learning policies, vendor catalogs, and lessons learned.

Outputs Produced

• Training needs assessment and prioritized gap list.
• Training plan with objectives, content, delivery method, timing, and responsibilities.
• Updates to the resource management plan, schedule, and cost baseline.
• Quality measures and evaluation criteria for training effectiveness.
• Risk and issue updates; change requests if baselines are affected.

Interpretation Tips

• Link each training item to specific work outcomes to avoid generic content.
• Use just-in-time scheduling to reduce forgetting and minimize idle time.
• Account for productivity dips during learning and ramp-up periods.
• Validate that training solves the root cause; some gaps need process or tooling changes.
• Track leading indicators (readiness checks) and lagging indicators (defects, rework).
• Engage functional managers to align training with career paths and availability.

Example

A project needs a new testing tool for the next release. The manager assesses required skills, compares them to the current team profile, and identifies a gap for seven testers. The team chooses a blended approach: a 4-hour e-learning module, a 1-day workshop, and mentored practice on a pilot feature. The schedule is updated with 1.5 days per tester plus a 10% ramp-up buffer, and the budget includes licenses and instructor fees. Readiness is verified via a practical assessment before assigning complex test cases.

Pitfalls

• Assuming training alone fixes performance issues without addressing process or tooling.
• Underestimating the learning curve and not planning backfill for critical roles.
• Scheduling training too early or too late relative to when the skill is needed.
• Choosing delivery methods based on convenience rather than effectiveness.
• Failing to measure outcomes, leading to repeated mistakes and sunk costs.
• Ignoring compliance or safety requirements that mandate formal certification.

PMP Example Question

A project will adopt a new platform in the next iteration, and most team members have never used it. What should the project manager do first?

1. Schedule mandatory training and compress later testing to keep milestones.
2. Request additional resources from the PMO to offset the learning curve.
3. Perform a skills gap analysis, select appropriate training options, and update plans.
4. Delay training until after deployment to avoid iteration disruption.

Correct Answer: C — Perform a skills gap analysis, select appropriate training options, and update plans.

Explanation: The best first step is to analyze gaps and plan training with schedule and budget impacts. Jumping to scheduling, adding people, or deferring training may create rework, quality risks, or unrealistic plans.