The Value of Training Needs Assessments for Apprenticeships

Discover everything you need to know below — from key insights to helpful tips that make a difference.

What is a Training Needs Assessment?

Training Assessment (sometimes called Training Needs Analysis or TNA) is the process of identifying the gap in employee training and related training needs. TNA is used to identify performance requirements and the knowledge, skills, and abilities needed to achieve the requirements of the role.

When setting up an apprenticeship, accurate TNA allows you to identify the learning areas that support the employer to plan meaningful off-the-job training and enables the provider to develop an appropriate training plan.

Why use a TNA and what do we focus on?

All new learners joining a programme will have a Training Needs Assessment with their line manager and an expert from Fareport before they start. We assess staff members’ competence against the appropriate apprenticeship standard to provide the best service and support both the employer and the learner. Our focus is on identifying skills gaps and recognising prior learning.

Within the TNA process, we aim to:

Identify the areas with the greatest distance to travel
Ensure the job role and responsibilities align with the apprenticeship standard
Gather input from both employer and learner about development needs
Recognise any prior learning
Ensure we can evidence significant new learning on programme

To support this, we:

Use a clearly laid-out TNA form so the trainee understands expectations
Ask targeted questions that make the process user-friendly
Include self-evaluation from the start
Compare the perspectives of the line manager and the learner

At Fareport, we’ve built on our onboarding and selection process by integrating the TNA (formerly known as the Skills Scan). We found learners were previously scoring themselves based on what they could do, not what they needed to learn. Now, the employer, employee, and our team collaborate to assess prior and potential learning and create a meaningful training plan.

Why do we focus on gaps?

An apprenticeship is designed to develop or upskill individuals to full occupational competency. Apprenticeship funding rules require a robust initial assessment of prior learning and experience to ensure substantial new learning takes place during the programme.

It’s essential that the apprentice’s job role is compatible with the apprenticeship standard. For example, a team leader apprentice must have an opportunity to lead a team or project.

We ask prospective learners to work with their line managers to assess prior knowledge by rating themselves against each section of the standard (knowledge, skills, behaviours). Confidence ratings (1–10) help us hold a collaborative meeting and ensure all parties are involved from the start.

Why tailor the TNA to each apprenticeship standard?

We customise the TNA to suit each standard, ensuring all Knowledge, Skills, and Behaviours (KSBs) are covered thoroughly. This helps us:

Focus on areas with deeper assessment requirements
Account for sections with limited workplace exposure
Justify prior learning or experience where applicable

We aim to provide a meaningful journey from onboarding to Gateway.

How do we tailor to each standard?

Within the KSB framework, each area serves a distinct purpose:

Knowledge: The learner’s understanding of technical details required to do the job. Existing knowledge may show occupational competence or emerging awareness.
Skills: Practical application of knowledge. The ability to demonstrate specific competencies on the job.
Behaviours: Mindset, attitude, and workplace conduct — such as professionalism or accountability — which develop over time.

Why do we use TNA for apprenticeships?

Identified learning gaps guide the employer in planning meaningful off-the-job training and help the provider develop a personalised training plan. It also functions like a personal development plan and supports internal resourcing.

For example, if a learner wants to improve their presentation skills, the manager can schedule opportunities to present and practice. We also speak with line managers about ideal training times of year, shadowing opportunities, and relevant in-house training.

Learners who understand their gaps are more likely to reflect and log progress effectively.

What can happen if not used correctly?

If the TNA isn’t used properly, several problems can occur:

Missed recognition of prior learning, resulting in underperformance
Mismatch between the apprentice and the programme
Low motivation or slow progress
Inability to provide sufficient evidence of six hours per week off-the-job training
Lack of meaningful learning for the learner and employer
Incorrect funding calculations

How we can help you get it right

That doesn’t sound great, does it? But with a little time and the right support, it can all be avoided. Fareport helps employers and learners get the most from their apprenticeships by embedding the TNA into our onboarding process. This ensures the right person is on the right programme — from day one.