module iv - technet-21 · 2020. 2. 14. · module iv. template for iscm training plan provides a...

IMMUNIZATION SUPPLY CHAIN

CAPACITY DEVELOPMENT COUNTRY SUPPORT

MODULE IV TEMPLATE FOR

ISCM TRAINING PLAN

TRAINING NEEDS ANALYSIS TOOLKIT

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TNA Toolkit for the Immunization Supply Chain Workforce Updated: February 1, 2018 A collaboration between

UNICEF Supply Division and

The People that Deliver (PtD) Initiative Funded by

GAVI, the Vaccine Alliance

Documents in this series:

Module I. Introduction to Training the ISC Workforce Module II. Tools for ISCM Training Needs Analysis Module III. Template for ISCM Training Strategy Module IV. Template for ISCM Training Plan Module V. Templates for ISCM Training Implementation

Further information: Musonda Kasonde Capacity Development Unit UNICEF Supply Division [email protected]

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TNA Toolkit Overview

Module I. Introduction to Training the ISC Workforce Provides an introduction to the suite of documents that make up the TNA Toolkit. Describes its purpose and intended target group. The People that Deliver (PtD) Initiative Competency Compendium is introduced as the primary basis for the TNA methodology (Module II). Training options are described, as well as the stepped approach to carrying out a TNA as the basis for developing a Training Strategy (Module III) and Training Plan (Module IV).

Module II. Tools for ISCM Training Needs Analysis Describes two methods that may be used to assess the competence of individuals or teams of ISCM workers. The first method is Employee Self-Assessment, which is best done as a dialogue between an employee and his/her line manager. The second is the Employee Proficiency Test, which takes a snapshot of the current level of knowledge of the individual ISCM worker. Some examples are given of practical applications of both methods.

Module III. Template for ISCM Training Strategy Provides a template, i.e. detailed outline, of a generic ISCM Training Strategy for countries to use and adapt to their own specific needs. Section headings and content of sections are suggested, not prescribed. The Training Strategy is meant to be developed, based on the outcome of a Training Needs Analysis (Module II).

Module IV. Template for ISCM Training Plan Provides a generic template for a costed ISCM Training Plan and is accompanied by several templates that can be downloaded, used and adapted to suit the specific needs of the country and of those planning and facilitating training events. A costed training action plan is an essential tool to ensure access to the necessary funds, facilitators and venues to implement planned training.

Module V. Templates for ISCM Training Implementation Provides a selection of templates that may be used for training implementation, including formats for training curricula and training evaluation. All templates can be downloaded. Countries are encouraged to adapt these to their own specific needs.

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Table of Content

1 TITLE PAGE ...................................................................................................................... 1

2 BACKGROUND ................................................................................................................. 1

3 TRAINING PLANNED ........................................................................................................ 2

4 TRAINING BUDGET .......................................................................................................... 3

4.1 Introduction ................................................................................................................................... 3

4.2 Training Budget Calculator ............................................................................................................ 3

5 TRAINING SCHEDULING ................................................................................................... 5

5.1 Event Scheduling ........................................................................................................................... 5

5.2 Training Calendar .......................................................................................................................... 6

5.2.1 Option 1. Annual Planner .................................................................................................. 6

5.2.2 Option 2. Monthly Planner ............................................................................................... 6

5.2.3 Option 3. Cloud-Based Calendar ....................................................................................... 7

6 TRAINING TRACKING ....................................................................................................... 8

7 TRAINING RESOURCES ..................................................................................................... 9

8 TRAINING EVALUATION ................................................................................................... 9

ANNEXES ............................................................................................................................. 10

Annex 1: Record of Revisions .............................................................................................................. 10

List of Figures FIGURE 1 TRAINING BUDGET CALCULATOR - TEMPLATE ............................................................................................. 4 FIGURE 2 TRAINING EVENT SCHEDULER TEMPLATE (MICROSOFT EXCEL©) ............................................................... 5 FIGURE 3 TRAINING CALENDAR TEMPLATE (MICROSOFT WORD©) ........................................................................... 6 FIGURE 4 TRAINING CALENDAR TEMPLATES (MICROSOFT EXCEL©) ........................................................................... 6 FIGURE 5 TRAINING CALENDAR TEMPLATE (GOOGLE CALENDAR©) .......................................................................... 7 FIGURE 6 TRAINING TRACKER TEMPLATE (MICROSOFT EXCEL©) ............................................................................... 8

TNA Toolkit – Module IV

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1 TITLE PAGE

Indicate the year to which this Training Plan applies, as well as the name of the country and government department. For example:

Annual Training Plan – 2018

Country xxx

Ministry of Health – EPI Program

2 BACKGROUND

Note: If a Training Strategy is in place (refer to Module III), then this Section may be omitted by simply referring to the Strategy. If not, give a concise background to this Training Plan in this Section. Suggested headings:

Training Objectives Country Profile The ISCM/EPI Program

▪ Overview

▪ HR

Training ▪ Current Training Practice

▪ Training Needs Analysis (findings)

Further suggestions on content can be found in Module III of this series.


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3 TRAINING PLANNED

Describe the training sessions planned for this year. Suggested format:

Training Topic 1: [Title of Training Session]

Target Group

Duration

Training Objectives

Training Content

Methodology

Trainers/Facilitators

Location

Comments


Target Group

Duration

Training Objectives

Training Content

Methodology


Location

Comments


Target Group

Duration

Training Objectives

Training Content

Methodology


Location

Comments


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4 TRAINING BUDGET

4.1 Introduction

Describe in broad terms how the planned training will be implemented, as background to the calculation of the training budget in the next Section. When and how is training budgeting normally done? Where is training normally held? Are development partners approached to take part in training implementation? Note: The budgetary requirements for training events varies significantly depending on the format, methodology and duration of the training. Training cost will normally include: Trainers, Interpreters

▪ Trainer fees, travel, accommodation ▪ Cost of interpreters

Participants

▪ Participant travel and accommodation ▪ Additional per diems for participants

Venue and Equipment

▪ Venue / room hire ▪ Catering – lunch / tea / coffee ▪ Hire of specialist equipment or support services, for example data projector, laptop, internet access ▪ Costs for teleconferencing or webinars for remote access to the training

Other Resources

▪ Training materials ▪ Paper / stationery / printing handouts ▪ Certificates for participants

The budget needs to take all applicable cost factors into consideration.

4.2 Training Budget Calculator

The template below may be used by countries and adapted to their own specific needs. Simply zero those cost variables that do not apply and/or add additional cost categories. The template applies to training events that are typically in-country, facilitated by one or more internal and/or external trainers and attended by participants who need to travel to attend the training and be accommodated at or near the training venue.


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FIGURE 1 TRAINING BUDGET CALCULATOR - TEMPLATE

The Microsoft Excel© version of the free template can be downloaded by clicking on this link (Ctrl+Click). Use separate templates to calculate the required budget for each training event.

Number of participants attending the training 20

Duration of training event (days) 3 Participant Travel Rate Tickets Persons Total Venue/Room Hire Rate Days Rooms Total

Typical in-country travel cost per participant 150 150 1 20 3000 500 3 1 1500

Cost per night of accommodation per participant 100

Per diem for participants (see notes below) 50 Participant Accommodation Rate Days Persons Total Catering Rate Days Persons Total

100 3 20 6000 30 3 21 1890

Trainers daily fee rate 500 Participant Per Diem Rate Days Persons Total Equipment Hire Rate Sets Days Total

Total fee days for trainers (see notes below) 5 50 3 20 3000 150 1 3 450

Number of trainers/facilitators 1

Travel cost for trainer (e.g. international) 1000 Sub-Total: Participants 12000 Sub-Total: Venue, Catering, Equipment 3840

Per diem for trainers 100

Number of per diem days for trainers 3

Cost of interpreter (per person, per day) 150

Number of interpreters 2 Trainer Fees Rate Days Persons Total Training Materials Rate Sets Days Total

500 5 1 2500 75 1 3 225

Daily rate for venue/room hire 500 Trainer Travel Rate Tickets Persons Total Paper, Stationery Rate Sets Days Total

Number of venues/rooms hired 1 1000 1 1 1000 25 1 3 75

Cost of catering per person per day 30

Cost of equipment hire per day (see notes below) 150 Trainer Per Diem Rate Days Persons Total Printing Cost Rate Sets Days Total

100 3 1 300 50 1 3 150

Cost of training materials per training day 75 Interpreter Cost Rate Days Persons Total Certificates Rate Sets Persons Total

Cost of paper, stationery per training day 25 150 3 2 900 20 1 20 400

Printing cost per training day 50

Cost of certificates, per participant 20 Sub-Total: Trainers, Interpreters 4700 Sub-Total: Other Resources 850

Note SUMMARY COST OF TRAINING EVENT

Only change the cost variables in the YELLOW boxes Participants 12000

The budget will update automatically Trainers, Interpreters 4700

Venue, Catering, Equipment 3840

Other Resources 850

Grand Total 21390

BUDGET FOR TRAINING EVENTTRAINING COST VARIABLES

PARTICIPANTS

TRAINERS, INTERPRETERS

VENUE, CATERING, EQUIPMENT

OTHER RESOURCES

TRAINERS, INTERPRETERS

VENUE, CATERING, EQUIPMENT

OTHER RESOURCES

PARTICIPANTS

https://www.dropbox.com/sh/84nr0aymy5bqjbb/AABO0KqPuaUUPJeSsqNIGqBWa?dl=0


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5 TRAINING SCHEDULING

5.1 Event Scheduling

Scheduling training events may be done in a variety of ways. It typically takes the form of a daily or weekly schedule for a particular training event. One option is to make use of a free template that can be downloaded from the internet. Below gives a screenshot of a free event scheduler. The Microsoft Excel© template can be downloaded from here, or simply search for updates or alternatives online.

FIGURE 2 TRAINING EVENT SCHEDULER TEMPLATE (MICROSOFT EXCEL©)

Sponsored by: Your Organization

DATE DATE DATE DATE DATE

TIME Session 1 Location Session 2 Location Session 3 Location Session 4 Location Session 5 Location

9:00-9:30

9:30-10:30

10:30-10:45 Break Break Break Break Break

10:45-11:15

11:15-11:45

11:45-1:15 Lunch Lunch Lunch Lunch Lunch

1:15-1:45

1:45-2:15


2:30-3:00

3:00-3:30


3:45-4:15

4:15-4:45

4:45-5:00

Add more information about your training event in this area

Training Session Name



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5.2 Training Calendar

5.2.1 Option 1. Annual Planner

There are several options to set up and maintain a Training Calendar. The simplest way is to create a Table in a Word Processor.

Year [20xx] JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC

Training 1: [Title of Training Event] Preparation Actual Training Follow-Up Training 2: [Title of Training Event] Preparation Actual Training Follow-Up Training 3: [Title of Training Event] Preparation Actual Training Follow-Up

FIGURE 3 TRAINING CALENDAR TEMPLATE (MICROSOFT WORD©)

5.2.2 Option 2. Monthly Planner

Microsoft Excel© offers various free templates for this purpose.

FIGURE 4 TRAINING CALENDAR TEMPLATES (MICROSOFT EXCEL©)

In order to obtain the templates, open a new Microsoft Excel© spreadsheet and search online for a suitable template, using the search term ‘Calendar’.


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5.2.3 Option 3. Cloud-Based Calendar

A cloud-based alternative for a training calendar is Google Calendar©. There are many advantages to using a cloud-based calendar, including its suitability for displaying the information on handheld devices, such as tablets and smart phones. Google Calendar© allows you to schedule training events and receive and send reminders about upcoming events. The calendar is designed for teams, so it is easy to share schedules with others and create multiple calendars.

FIGURE 5 TRAINING CALENDAR TEMPLATE (GOOGLE CALENDAR©)

Note: In order to use Google Calendar©, a free Google Account is required.

https://www.google.com/calendar


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6 TRAINING TRACKING

Employee training tracking software lets you keep full training records for every employee all in one place. It provides a broad perspective on training in your organization as well as letting you see individual training records. Microsoft Excel© provides various free training-related templates. One example is given below: Training Tracker. The free template can be downloaded via this link, or search for updates or alternatives online.

FIGURE 6 TRAINING TRACKER TEMPLATE (MICROSOFT EXCEL©)

Training Log: This top sheet is your high-level snapshot of your training efforts. Filters are in place to help you manipulate your records as needed. Course List: This is where you’ll input all the courses that your organization provides. Personnel Info: Employee records are entered and updated here. You can navigate between sheets with the tabs below the work area, by clicking them. The same tab labels are displayed in the first column of the Worksheet.



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7 TRAINING RESOURCES

List and describe any other training resources that will be needed to implement the planned training events. This includes special equipment, documentation, multi-media training materials, etc.

8 TRAINING EVALUATION

If a Training Strategy is in place (refer to Module III), with details of how training should be evaluated, then this Section may be omitted by simply referring to the Strategy. If not, then describe in this Section how you will evaluate the output, outcome and anticipated impact of the training. Refer to Module III for details of how to construct and apply the relevant indicators.


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ANNEXES

Annex 1: Record of Revisions

Date Description Author(s)

February 1, 2018 First draft of this Module, by UNICEF SD\Capacity Development Section MK,AA,BR