Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008
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Supplement 1 to the 2nd Operation Plan
Workflow – Work Platform Human Resource Development
Environment
Training Management
(2007 to 2008 - Version 7 - 24th November 07)
1 Workflow Definitions........................................................................ 2
1.1 Key Actors in HRDP........................................................................................ 2 1.2 Elements for a Knowledge Management and Dissemination .............................. 3 1.3 Overall Operation Planning.............................................................................. 4 1.4 Training Action Plan........................................................................................ 5 1.5 Pre-Implementation Activities .......................................................................... 6 1.6 Post Implementation Activities ......................................................................... 7
2 Course Announcement and Completion ........................................... 8
3 Templates for Lists of Participants, Resource Persons/Trainers ........ 9
The HRDP Work Platform Manual is designed to simplify, explain and standardize the necessary tools and methodologies used in the training and event management exercises under HRDP process. The manual contains definitions, processes, formats and, guidelines for their usage.
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008
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1 Workflow Definitions
1.1 Key Actors in HRDP This list provides brief introduction of the Key Actors in the HRDP Process as mentioned in the following parts and other documents. Project coordinator
The person who is responsible for the projects under ASEM or MoEF activities, as per the OP and respective Work Assignments.
Technical coordinator
The person who is responsible for the project implementation locally under the coordination of the project coordinator. Normally he/she is preparing the technical details like contents, type, target groups, TOR etc. He/she defines the needs for the training for implementation activities (can be the same as project coordinator).
Lead organisation Is the organisation under which the funds are provided
TG-HRD Technical Group HRD (MoEF, GTZ/ASEM, InWEnt, CPCB and experts) Represented by the Standing Committee
TMU (Training Management Unit)
The TMU is the Nodal Unit of the Human Resource Development Programmes of GTZ-ASEM and integrates emerging and new initiatives and requirements into a yearly and comprehensive HRD Operational Plan. It is responsible for announcing, coordination / conducting trainings and workshops, quality control, assessment, compiling, documenting and disseminating all the training and capacity building results.
Implementing Training provider
The institution which implements and executes the training event. The Implementing Training provider is generally selected through a tendering process, if not specified already. (TORs are prepared by the project coordinator or the technical project coordinator. The approval process is not considered here.)
Please see also the Quality Assurance Package – Supplement 2 to the 2nd Operation Plan 2007/2008
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008
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1.2 Elements for a Knowledge Management and Dissemination This part provides an overview of various functions, their frequencies, stakeholders and the responsibility of actors for the tasks concerned: Area Description Frequency Inform: Responsible Coordination Meetings
meeting of the project coordinators and the Training Management/Information officer
A bi-weekly/monthly
All stakeholders TMU – coordination, follow-up, dissemination
Operation Plan and Code Master
Gives the framework of all HRD activities. Code Master lists are kept and updated
Continuous Updated Version communicated every month
MoEF, ASEM and coordinators and InWEnt on request and updated version part of monthly reports
Coordinators – provide information/data; TMU – follow-up, updating, management, dissemination
Status/Track Master
Table of the status of all activities
Continuous Coordination meeting
Coordinators – provide information/data; TMU – follow-up, updates, disseminates periodically
Master Lists:
Participants Training Events Material and Reports
5 days after incoming information
Updated versions are part of the quarterly reports (and on request)
Coordinators – provide information/data; TMU – follow-up, updates, disseminates
Website (Content Management System)
All activities are announced, described and when completed stored with all relevant material – Updated constantly
As soon as new WAS or events are to be published
Major changes: e-mail to stakeholders about the changes
TMU – follow-up and updating; Coordinators provide information
Newsletter Compilation, publishing and distribution of the Newsletter
Quarterly (can be changed to monthly if necessary)
Stakeholders Projects And distribution list
TMU
Reports Monthly Every 7th
workday Stakeholders TMU
Quarterly: every 15th of the following month
Stakeholders, Summary in WEB-site and Newsletter
TMU
Yearly: Planning and Evaluation Workshop February for the coming fiscal year
Stakeholders, Summary in WEB-site and Newsletter Participants of Planning and Evaluation WS
TMU – coordination, organization, follow-up and dissemination; Coordinators contribute with inputs
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008
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1.3 Overall Operation Planning Responsibilities for keeping track of progress of implementation Training Management:
• Keep actively track of each event planned (Status/track database) • Integrate Changes • Update WEB page with modifications • Keep Code list • Document material (participants, reports, evaluations)
Project Coordinators: • Use the codes for communication • Communicate modifications, changes to Training Management • Inform about start and completion • Send material for documentation • Contribute to the Newsletter • Make sure that contracts contain the necessary deliverables • Name responsible Technical coordinator is necessary
Training providers: • Name contact person for technical coordination • Deliver according to contract
This part provides a bird’s eye view of the entire HRDP process over a given year.
2007/08 input
Preparation of a draft HRD-Operation Plan (Text and Chart)
⎢
Planning Workshop for the new HRD activities
⎢
Final Draft of HRD-Operation Plan
⎢
Approval of the HRD Operation Plan (2007/08)
⎢
Training Action Plans
⎢
Execution / Documentation / Dissemination
⎢
Input into 2008/09 HRD-operation planning
⎢
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008
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1.4 Training Action Plan Training Action Planning describes the complete life-cycle of a training/workshop/event to be organized and the various roles of TMU, Coordinators and other actors at each stage of progress in the direction of organizing the said event:
Training/Workshop “Action Planning”
Event is prepared for implementation Pre-implementation activities
□ Seek the activity details from the project coordinator and the technical project coordinator if not already given
□ Prepare entrance into Activity Status Database and the Master Lists to keep track of the activity
□ Pre-Announcement in the WEB platform and Newsletter (Target group, contents in brief, eventually application form)
□ Send Training evaluation forms to implementer
Full organisation Knowledge Management Organise and implement all necessary steps and update WEB platform accordingly
Keep track of the status and update WEB platform accordingly
Follow up
Post implementation activities □ Get Training / activity report (includes hard and soft copy, list of participants, training
evaluation if applicable). □ Evaluation of Training/’Workshop report □ Collect and process the training evaluations □ Publish short report in WEB and Newsletter (including categories of the target groups,
number of participants, main results) □ Update the documentation (master lists of activities, of participants, of trainers and project
history, Operation Plan)
Report closure of the Activity MoEF, ASEM, InWEnt
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008
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1.5 Pre-Implementation Activities Responsibilities for the preparation for implementation Training Management:
• Seek the activity details from the project coordinator • Prepare entrance into Activity Status Database and the Master Lists to keep track of the
activity • Pre-Announcement in the WEB and Newsletter (Target group, contents in brief,
eventually application form) • Send Training evaluation forms to implementer
Project Coordinators: • Write Work Assignment for TM (if TM has full organisation task) • Provide information in time to TM (course announcement …) • Communicate modifications • Check if WEB platform is updated • Check correct Questionnaires
Training providers: • Provide programme announcement to TM and project coordinator • Deliver according to contract
Pre-implementation activities are part of the daily responsibilities of the Training Management and the project coordinators in case of Project-Organised activities. In case of activities that are fully organised by the training management, they start with the reception of Work Assignments. The following process is generally relevant:
Event is prepared for implementation
Code Check/assignment and OP update
Communicated to the stakeholders (Mail)
Get details from the technical coordinator
Prepare entrance into Activity Status Database and the Master Lists
Pre-Announcement in the WEB and Newsletter
Send Training evaluation forms to implementer
Either TMU organised or under Project responsibility Please refer to the Quality Package for the respective tools and guidelines required at this stage by the Training Providers, Coordinators and the TM.
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008
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1.6 Post Implementation Activities Responsibilities for keeping track of progress after implementation Training Management:
• Get actively Training / activity report (includes publishable summary for WEB) • Process of Report evaluation • Collect and process the training evaluations • Publish short report in WEB and Newsletter • Update the documentation (master lists of activities, of participants, of trainers and
project history) Project Coordinators:
• Provide information in time to TM (course summary …) • Check if WEB site is updated • Process of Report evaluation
Desirable: • Provide input for Newsletter if required
Training providers: • Send reports in time
Post-implementation activities start with the Termination of a Workshop or training event. The following process is relevant:
(Training) Event is over
Actively Get Training / activity report (includes hard and soft copy, list of participant, training evaluation if applicable). Regular
communication between the Coordinators concerned and TMU. Follow-up and status update by TMU
Evaluation of Training Report (contents, completeness)
Collect, document and publish the training evaluations
Publish short report in WEB and Newsletter (including categories of
the target groups, number of participants, main results)
Update the documentation (master lists of activities, of participants, of trainers and project history)
Please refer to the Quality Package for the respective tools and guidelines required at this stage by the Training Providers, Coordinators and the TM.
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) - TMU 2007 – 2008
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2 Course Announcement and Completion Given below are the standard form relevant for the announcement and the final completion of each HRD measure. The Course Announcement and Completion template relates to the pre- and post-event announcement and the documentation of results on the WEB platform, newsletter and elsewhere. It is designed to provide the complete overview of the measure for different steps of the implementation process: Characterising the measure before the implementation and – completed/corrected - after the implementation. The format simultaneously is to be used as an Executive Summary of the Training or Workshop Report. The completed forms are to be sent to the TMU as soon the final info is available. Only in completion mode Access only with code for intranet
Code
Title
Short title
Training type
ASEM thrust area
ASEM project
Training provider
Institutions involved
Target group
Course objectives
Expected or achieved results/impacts
in terms of • Awareness • Knowledge • Skills
Indicators for success/impact
Description of contents / agenda
Participants numbers Total ____ male ____ female ____
Start dd/mm/yy
End dd/mm/yy
Duration
Venue
Pictures “give files in JPG”
Press clippings “give files in JPG”
Event report and material “give files in MS office formats and/or pdf”
Contact for more information
More information with access code (Give list of filenames of training material, Schedules, participant lists, evaluations etc.)
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) 2006 – 2007
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3 Templates for Lists of Participants, Resource Persons/Trainers The respective templates given below are to be used for registration of participants, trainers/experts and resource persons. The same information is subsequently fed into the Master Lists. The lists are part of the Workshop/Training Report. Completed templates are to be sent to the TMU as soon the final information is available. The TMU manages the Master Lists. Please no paragraph return inside the textboxes! Title and code Time and Venue Name/sex Dept./Org. Designation Address Ph. No. Mob. E-Mail
or Participant List Serial No: Training Name: Code: Date: Location: Name Sex Dept. /Org Designation Address (es)
Ph. No. (office) Res.-Phone No. E-mail Mobile Specialization
Name Sex Etc,
Human Resource Development Programme on Environment - MoEF - InWEnt - GTZ (ASEM) 2006 – 2007
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Resource person List Training Name: Date: Code: Location: Sex Name Area covered,
specialisation Educational qualification
Designation, organization and address of work
Ph. No. (office) Mobile E-mail