Module 2: Key systems of effective training institutions MOA – FAO – TCP Workshop on Managing Training Institutions Beijing, 9 July 2012

Objectives (I) To recognize five key systems involved in managing training institutions: academic; financial; human resources; information technology; and marketing. To recognize five key systems involved in managing training institutions: academic; financial; human resources; information technology; and marketing.

Objectives (II) To understand the contributions of each system to the effective and efficient operation of training institutions. To understand the contributions of each system to the effective and efficient operation of training institutions.

Objectives (III) To review national and international examples of tools or processes through which training institutions manage these five systems. To review national and international examples of tools or processes through which training institutions manage these five systems.

Key systems: academic Academic systems constitute the core business of training institutions. Academic systems constitute the core business of training institutions. Effective academic policies and procedures are essential to such institutions. Effective academic policies and procedures are essential to such institutions.

Key systems: academic Assess needs. Assess needs. Design training. Design training. Facilitate training. Facilitate training. Support the transfer of learning. Support the transfer of learning. Evaluate training. Evaluate training.

Key systems: academic Governance. Governance. Planning. Planning. Reporting. Reporting. Registration and student services. Registration and student services.

Key systems: financial Training institutions require financial resources in order to develop and deliver effective training programs. Training institutions require financial resources in order to develop and deliver effective training programs. expenditures expenditures sources of revenues sources of revenues

Key systems: financial Training institutions must have effective financial systems in place for: Training institutions must have effective financial systems in place for: budgeting; budgeting; administration; and administration; and reporting reporting

Key systems: human resources Effective training depends upon the contributions of many people: Effective training depends upon the contributions of many people: trainers; trainers; administrative and student service staff; administrative and student service staff; program planners and managers; and program planners and managers; and leaders. leaders.

Key systems: human resources Attraction, recruitment and selection. Attraction, recruitment and selection. Orientation, training, and coaching. Orientation, training, and coaching. Performance assessment and feedback. Performance assessment and feedback. Professional development. Professional development. Retention. Retention. HR planning. HR planning.

Key systems: IT Training centres rely on information technology in many ways: Training centres rely on information technology in many ways: staff productivity; staff productivity; data management; data management; communication; and communication; and teaching and learning (face-to-face and online learning). teaching and learning (face-to-face and online learning).

Key systems: IT Training centres need well-developed systems to: Training centres need well-developed systems to: forecast IT requirements; forecast IT requirements; budget for the costs of those requirements; budget for the costs of those requirements; maintain required hardware and software; and maintain required hardware and software; and replace such hardware and software as needed. replace such hardware and software as needed.

Key systems: Marketing Marketing systems ensure that training programs are attractively designed, appropriately priced, and effectively promoted such that members of target audiences become aware of those programs and decide to enroll – key to having the right quality and quantity of trainees. Marketing systems ensure that training programs are attractively designed, appropriately priced, and effectively promoted such that members of target audiences become aware of those programs and decide to enroll – key to having the right quality and quantity of trainees.

Key systems: Marketing Promotion. Promotion. Public relations. Public relations.

Example of key systems Continuing Education, University of Calgary Continuing Education, University of Calgary See the Training Manual for See the Training Manual for Background Background Outline of the five key systems Outline of the five key systems

Practical tools Budgeting spreadsheet Budgeting spreadsheet Reporting spreadsheet Reporting spreadsheet

Thank-you. Time for questions and discussion.