Unit 4: Coordinate Training Nomination and Confirmation

Question 1

Describe how an organisation identify training vendors.

Answer 1

SkillsFuture Singapore (SSG):
- Establishes Continuing Education Training (CET) Centres
- Employment advisory and placement

Workforce Singapore (WSG):
- National credentialing system
- Trains, develops, assesses, and certifies competencies for the workforce

1. National Accreditation as an Approved Training Organisation (ATO)
   - Meet the accreditation criteria established by SSG
   - Considered an Approved Training Organisation (ATO) when it is accredited to provide WSQ training and assessments or Private Education (PE) courses.

> Three types of WSQ ATOs:
Public ATO/Public ATO-PEIs - Offers training to general public, corporate clients and/or public walk-ins
Public and In-house ATO or Public and in-house ATO-PEI - Offers training to general public and its own employees
In-House ATO - Offers training for its own employees only

*** Private Education Institutions

2. Non-Approved Training Organisation
   - Training organisations that are not accredited by SSG
   - Cost of training may be higher than ATOs

Question 2

Describe the process of selecting a training vendor.

Answer 2

1. Establish selection criteria
   Vendor’s reputation, expertise and ability to meet organisational needs.
2. Identify potential service providers
   Look through training catalogues and conduct online searches to develop a list of potential training vendors.
3. Communicate requirements to vendors
   Request for Proposal.
4. Interview vendors
5. Evaluate vendors
6. Submit recommendations for Management’s decision

Question 3

Describe the factors to consider when handling training nominations.

Answer 3

1. Organizational needs.
   Understand needs at the organizational level.
2. Learning needs.
   - Performance gap
   - Organisational Changes
   - Technological Change
3. Learner need
   Learners Needs Analysis.
4. Resource need
   Budget, training materials, space and manpower.
5. Time and duration of training
   - Factor in timing of training.
   - Unethical practice if done during breaks or lunch hour.
   - What timing is least important?
6. Availability of trainer
7. Availability of trainee

Question 4

Describe types of course registration methods.

Answer 4

• Manual mode
  Hardcopy registration form.
• Electronic mode
  Online registration via vendor’s corporate website or via Training Management software.

Question 5

Describe the follow-up procedures with internal and external stakeholders when training is confirmed.

Answer 5

1. Training Department will work with respective departments to identify training requirements for employees and compile training requests,
2. Conduct search and identify training vendors with suitable course offerings in accordance with organisational objectives and requirements.
3. Submit registration form(s) to training vendor (via email or web registration)
4. Receive the course confirmation from training vendor (with details)
   i) 5. Obtain an invoice from the training vendor.
   i) 6. Process payment request for finance department to make payment to the training vendor.
   i) 7. Obtain an official receipt from vendor for the payment made.
   ii) 5. Send a notification of course confirmation to the employee and their supervisor.
   ii) 6. Ensure that the employee’s study leave is processed in accordance with organisational requirements.
   ii) 7. Verify that employee shows up and complete the training (Request training vendor to provide Certificate of Participation, attendance list upon completion of the training).
   ii) 8. Update the employee’s training record.

Question 6

Describe the information required to register participants for a course.

Answer 6

Personal Particulars and Company Information:
- Name of Participant
- Job title
- Name of Organisation
- Contact Details of both participant and training administrator

Course information:
- Course Title / Course Code
- Date / Duration of Training
- Course Fee
- Payment Details
- Other Details
** For Overseas Participants
- Travel arrangements
- Hotel accommodation
- Meals arrangement

Question 7

Describe the process to prepare employees for overseas training.

Answer 7

• Training by global headquarters
• Regional corporate training institutes
• Overseas conferences

Key tasks:
1. Travel and Accomodation Arrangement
- Travel management companies
- Travel Agents
- In-House Travel Management

2. Travel Itinerary
3. Travel Document and Visa
4. Health Regulation
5. Travel advisory
6. Insurance Coverage
7. Allowance

Question 8

Describe the importance of maintaining a training calendar.

Answer 8

1. Monitoring
2. Reporting
3. Planning

Question 9

Describe the information required in a training calendar.

Answer 9

• Name of the course
• Applicable for who, and eligibility criteria
• Name of the training institute or vendor
• Location
• Duration of the course
• Date, time and duration
• Course to be conducted by whom
• Course fees