hr benefits and development division training and development section: streamlined training to...

HR Benefits and Development Division

Training and Development Section:Streamlined Training to Enhance Employees’ Performance

CY 2013 - 2015

Training Section Mission

Provide responsive and excellent service thru skills training and professional development; monitoring and evaluation; and, management of personnel training database system. (part of HRDO Mission, January 2012)

2LPL/Training Section/HRDBD

Vision(Training Section Level consistent with the HRDO Organizational, Goals, Vision and Mission)

A sustainable and globally competitive professional career development (skills training) provider that honors excellence.


Training Section Functions• Formulate, design and implement development/training courses

including the preparation and dissemination of appropriate training materials;

• Evaluate the impact of development/training programs in the university and propose appropriate recommendations;

• Develop procedures and techniques for assessing and determining training needs;

• Undertake continuing review of the different development training interventions to ensure its timeliness and relevance to the changing needs and demands of employees and working conditions

5Source: Training Section Function, HRDO Strategic Presentation 2011

Streamlined Training to Enhance Employees’ Performance (STEEP)

Rationale• The Human Resources Development Office (HRDO) under the supervision

of the Vice Chancellor for Administration is tasked to provide advise on human resource policies and administration including the enforcement of Civil Service laws and, develop, implement, monitor and evaluate comprehensive, balanced and relevant career and personnel development programs.

• The HRDO articulates these directions through the Planning and Research Division’s conduct of human resource needs forecasting/ job analysis and job evaluation.

• Consistent with the “implementation of seamless processes for higher levels of productivity & sound decision-making based on accurate & real time information”1, the Training Section of HRDO commits to help deliver operational excellence thru regular conduct of in-house training program for UP Diliman administrative personnel starting 2013.

7Source: HRDO Strategic Presentation 20111UP Strategic Plan 2011-2017, Padayon UP! Onward UP! On the Path to Greatness in the 21st Century

Strategic Approach• A democratic and participatory approach;

• Voluntary and intensive participation of the administrative personnel and supervisors in training needs analysis;

• Investment in human capital;

• The Training Section of HRDBD of HRDO will work closely with the units/ college representative to develop a university-wide system of continuing training, skills and professional;


Strategic Approach• Trained personnel can also become a trainer on personnel management

and development within their respective unit/college under the supervision of OVCA and HRDO;

• STEEP was designed for effective and efficient management of knowledge and programs for Training and Development of UP employees.


Legal Basis

Lead as a public service university by providing various forms of community, public, and volunteer service, as well as scholarly and technical assistance to the government, the private sector, and civil society while maintaining its standards of excellence;

Protect and promote the professional and economic welfare of its academic and non-academic personnel; and

Provide opportunities for training and learning in leadership, responsible citizenship, and the development of democratic values, institutions and practice through academic and the enhancement of nationalism and national identity;

• The Streamlined Training to Enhance Employees’ Performance (STEEP) program of Human Resources and Development Office is consistent with the University mandate, stipulated in Section 3, RA 9500:

10Source: RA 9500, UP Charter 2008

STREAMLINED TRAINING TO ENHANCE EMPLOYEES’ PERFORMANCE (STEEP)

• is a process of systematic management to provide skills training and professional development to increase productivity and efficient delivery of administrative services.

• is a strategic tool that utilize resources to ensure implementation of “seamless processes (TNA, training, M&E, Knowledge Management) for higher level of productivity; sound decision-making based on accurate and real time information” to attain operational excellence thru the following: Equal engagement of employees’ from all colleges/units in the conduct of

Training and Development plan not only as participants but also as volunteer trainers or training resources sponsors;

Conduct scientific and realistic analysis and management of related data using information and communications technology; and

Management of knowledge in training and development to ensure sustainability and processing of relevant information as basis for decision making on policy, benefits and program development of personnel and services provided to the University and other clientele.


STEEP Objectives• Regularly identify the organizations and employees training needs;

• Formulate and submit staff capacity development plan;

• Implement the approved staff training and development plan consistent with the University and government rules and guidelines;

• Monitor and evaluate training and development interventions using scientific methods as input to efficient human resource planning, career development and matching; and

• Build tie-ups and strong partnership with individuals and institutions towards excellence and sustain the training management.

STEEP Goals • Organize and develop at least thirty 30 trainers on Personnel

Management and Development on a voluntary basis starting February 28 – December 2013 (until all units completed identification of their representative trainer for personnel development);

• Conduct STEEP Needs Analysis (NA) or intensive identification of training, skills and professional development needs for all UP Diliman employees through online, individual survey, focus group discussion or during management meeting at the unit level by EO September 2013;


STEEP Goals • Identify priority training program based on the initial result of STEEP

NA and approved overall training budget amounting to Php5.7 M;

• Develop training materials and conduct ten (10) trainings, skills and professional development for Administrative and REPS by EO December 2013;

• 100% completion of all training pre- and post-evaluation with objective result and analysis for improvement of next training; and

• Start creation of HRDO Training and Development website for Knowledge and Data Base Management, On-line Learning and Webinar by EO December 2013.


STEEP Goals

• Procurement of training equipment and materials by EO June 2013;

• Hiring of one (1) additional training staff with technical writing skills and capabilities on training, development, planning, management and implementation by EO February 28, 2013; and

• Start implementation of post-training monitoring and evaluation and data base management.


TRAINING & DEVELOPMENT (LEARNING MANAGEMENT) FRAMEWORK


STEEP Implementation Arrangements and Organizational Flow

Volunteer Trainer(Unit Representative) thru

Unit Head Approval/ Endorsement

Volunteer Trainer(Unit Representative) thru

Unit Head Approval/ Endorsement

TRAINING SECTIONTRAINING SECTION

PARTNERS•Individual Experts•Institutions/ Units/Civic Organization

PARTNERS•Individual Experts•Institutions/ Units/Civic OrganizationHRDOHRDODBO, DAO and other

offices under OVCA and OCDBO, DAO and other

offices under OVCA and OC

ALL UP DILIMAN & SYSTEM PERSONNEL

Office of the Vice Chancellor for Administration

Office of the Vice Chancellor for Administration

Office of the ChancellorOffice of the Chancellor


Bottoms-up Approach for Training and Development

Provide capacity building to all personnel to increase performance and productivity of the University

The HRDO Training Section and Trainer Volunteers will conduct individual identification of personnel needs per unit; consolidation of results will be managed thru on-line data encoding and analysis.


Creates value to increase work performance Gains credits for promotion; Personality development; Honed expertise thru learning by doing; Builds networks and friends Business opportunity

BENEFITS AS A VOLUNTEER PERSONNEL TRAINOR


ROLES & FUNCTIONS• Participate in the STEEP NA Training of Trainers (TOT)• Participate in the actual implementation and consolidation of

STEEP NA;• Participate in the regular strategic action planning and reflection

meeting prior to STEEP implementation;• Participate in the agreed and approved STEEP program from

preparatory, actual and post STEEP activity;• Assist in the development of training materials;• Assist in the preparation and coordination of training schedules,

logistic requirements, resources speakers, program design; and• Participate in the HRDO Training Website Forum

LPL/Training Section/HRDBD 20

METHODOLOGYTechnological tools and adult-learning approach will be conducted for STEEP NA to process efficient and effective management of knowledge. The following approaches will be implemented as follows:

1.On Training Needs Assessment (TNA)– On-line data generation – Focus Group Discussion– Interview

2.On Actual Trainings (all trainings will be documented thru use of video)– Pilot 2 Platform of eUP (HRIS & FMIS)– Formal and Non-Formal Trainings, Workshops– Adult Learning and Participatory Training Tools e.g. Action-Reflection-Action– On-the-Job Training (Work Place Training)– Transfer of technology thru body-body system– Job Rotation


METHODOLOGY

3. Pre-and Post-Evaluation– Administration of individual Evaluation– Data Base Management – Post-training monitoring

4.Knowledge Management (Training Materials and Result Management)

– Training Database Management (i.e. participants and volunteers profiling)– On-line confirmation of attendance to trainings– Uploading and posting of Training Schedule and Materials in the Website;– On-line TNA– Module development– E-learning or on-line access to training modules – Documentation of best practices thru video and blogs


Leadership & Structure, Policies, Incentives, Technology, Support System, Value Leadership & Structure, Policies, Incentives, Technology, Support System, Value

What are the employees Know and

Current Situation

What are the employees Know and

Current Situation

What the employee is Currently Doing?

What the employee is Currently Doing?

What the employees must know and need What the employees

must know and need What the employee

must do?What the employee

must do?

Desired ResultsIncreased productivity thru

efficient & effective administrative services by STEEP Plan and automated

system implementation

Desired ResultsIncreased productivity thru

efficient & effective administrative services by STEEP Plan and automated

system implementation

ACADEMIC & OPERATIONAL EXCELLENCEACADEMIC & OPERATIONAL EXCELLENCE

“Nurturing and Enabling Environment” GREAT UNIVERSITY

GREAT UNIVERSITY

Organizational Value

Capability GapKnowledge and Support Gap

Knowledge and Support Demand

Knowledge and Support Supply

1. What need or demand are we serving?

2. Are we doing the right thing?

3. How do we do it Well ?

STRATEGIC KM IN TRAINING NEEDS ASSESSMENT

Source: Dr. Serafin D. Talisayon23

LPL/Training Section/HRDBD

Why Training Needs Assessment?

• To fully understand the training, learning, and educational needs of an organization and its staff.

• To effectively assist the organization in building the people’s capabilities.

• To identify logical and functional training strategy.

• To examine the entire training needs of an organization or to support a particular project. (i.e. eUP)


Expected Output• List of distinct and common training needed by the organization and individual

staff related to the following:

– eUP Program implementation: HRIS, SAIS, FMIS from end users to analysts who will process the input provided by the users to IT specialists who will maintain the automated system;

– Workplace Skills: Supervisory, Problem Solving and Decision Making, Effective Communication etc;

– Functional Skills: Administration of personnel, procurement, and financial matters; and

– Government mandated rules and regulations that directly affects the operation of the University.

• Listings of employees competency level with regard to automated system, workplace skills and functional skills; and

• Strategic training plan to prepare the organization for the automated system (e.g. skills retooling)


TNA Process1. Examination of current training programs

– Identification of training programs for automated system and improvement of administrative services;

2.Training purpose identification– To help develop the knowledge, skills and work attitude of UP Diliman

personnel to effectively perform the eUP automated systems and administrative personnel functions;

– To actively mobilize the capable and knowledgeable staff to impart their KSA;– To prepare the personnel in becoming more innovative through access to the

current technology, knowledge and methods– To create value to people– To develop greater leadership capability– To educate staff about the strategic direction of the university both from

academic and administrative units


TNA Process

3. Understand priorities

– Academic Excellence– Operational Excellence– Technology Platform thru eUP


TNA Process

4. Development of data collection method:– One-on-one interviews– Focus groups discussions– Online or written questionnaires– Observations in the ‘workplace’

5. Gather and review data6. Recommend strategy


LPL/Training Section/HRDBD 29Leizel P. Lectura, MCD

EMPLOYEE

HRDO

UNIT

START Training Needs Assessment

Enrollment

Complete TNA Survey Questionnaire

(either on-line or face-to-face)

Submit TNA Survey

Questionnaire thru On-line

Request for TNA Survey Form to

AO

Submit TNA Survey

Questionnaire to the AO

TNA Survey Complete?

YES

Return result to employee and end

processNO

Employee TNA Survey Form Accepted

Complete TNA Survey form will be migrated to Training ICT Program

using OD and KM Tools

Process and evaluate results:1. to identify training needs of employee2. to qualify level of priority for scheduled training3. to identify classification whether participant or volunteer trainer

Qualified for scheduled training as pax or

volunteer?

Unit Head thru AO instruct employee to coordinate with HRDO for official confirmation and

participation to approved training

Advise employee thru unit AO to stand by for next

schedule and end process

HRDO/OVCA issued memo/endorsement to unit head for

participant/ volunteer participation to training

Request for HRDO and OVCA endorsement/memo for participant/ volunteer attendance to training

YES

NO

HRDO-TS Training Needs Assessment Process and Qualification to Training Schedule

AO to update/record of employees’ actual participation to Training Data Base System and

end process

LPL/Training Section/HRDBD 30Leizel P. Lectura, MCD

EMPLOYEE

HRDO

UNIT

START Training Enrollment

Complete Pre-evaluation Assessment Form(either on-line or

personal)

Submit Pre-EA Form thru On-

lineRequest for

Training Pre-evaluation form to AO/On-line

Submit Pre-EA Form to the

AO

Pre-EA form complete

YES

Return result to employee and end

processNO

Pre-EA Form Accepted

Complete Pre-EA form will be migrated to Training ICT Program

using OD and KM Tools

Process and evaluate results to identify overall participants level of Knowledge, Skills and Workplace value with regards to scheduled training

Revise Training Design and Learning Objectives?

Unit Head thru AO issue document to participant/ volunteer trainer

Issue Pre-EA result and final training objectives to resource

speaker and end process

Approved training design and learning module accepted

Improve/Finalized training design and learning modules

YES

NO

HRDO-TS Training Enrolment Procedures (Participants and Volunteer Trainor)

HRDO thru OVCA issue approved program invitation/ learning module to unit head for participants/ volunteer trainer information Record confirmation to Training Data

Base System and end process

Volunteer Trainer/Participant coordinate with HRDO to

confirm attendance to training

hr benefits and development division training and development section: streamlined training to...

Documents

training section of

streamlined training

training section mission

training section functions

training section of

development division

development section

hrdo mission