Unit-5 & Unit-8

Training Administration
Training Budget, Budget Training Programs,
Design Training Calendar/Schedules
Designing & Executing Training Inputs:
Establishing Learning Objectives ,
Developing Training Modules , Role of Active
Training

Unit-8- Training Design

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 Training Administration
It refers to coordinating activities before,
during and after the program. It involves-
Communicating courses and programs to
employees
Enrolling employees in the same
Pre training Materials- Readings, tests etc.
Instruction Materials- Cases , Games,
Power Point Presentation
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 Training Administration
• Arranging for training facility and room
• Testing instruction equipment
• Backup equipment
• Providing support during instruction
• Distributing evaluation material (tests, reaction
measures etc.)
• Facilitating communication between trainer and
trainees during and after training
• Recording course completion in the training
records and personal files of trainees.
3
 Training Administration
• Comfortable learning environment
• Communicating relevant details before
session
• Physical arrangement-Appropriate
• Time-table/Schedule

4
 Training Administration-
Technologies
• Training Software Applications
These track information related to training
administration (course enrollment, fees,
training costs), employee skills, training
activities, online learning training courses
completed, certified skills and educational
experience.

5
Training Budget

6
• Establishing a training budget for the
organization.
• Allocate appropriate funds for employee
development over the course of a year.
• Do complete planning for training
expenses.
• Link training expenses to strategic
objectives and prepare Training Calendar
• The training budget includes the direct and
indirect costs required to analyze, design,
develop, implement, evaluate and maintain
entire training schedule. 7
• Ensure that employees get the skills and
knowledge they need to perform effectively
on the job.
• Make allowances for tuition reimbursement
for career development as well.
• Reviewing the training budget from a
previous year that allows the Training
Head to evaluate what worked and what
didn’t.
• Managing training budgets and resources
effectively ensures that employees have
the skills and competencies required to
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complete job tasks.
• Fixed costs-
– Those costs that remain the same no matter
how many individuals participate in the
training.
• Instructor’s salary., travel expenses of
trainer
• Marketing/information distribution.
• Variable costs-
– Expenses that will vary depending on the
number of participants in the training
program.
• Printed hand-outs.
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• Lunch /snacks for participants.
• Direct costs-
– All of the expenses involved in putting together the
training program:
• Course development or purchase
• Printing
• Equipment rental
• Costs of needs assessment
• Evaluation of training
• Indirect costs-
– Less obvious expenses, not directly related to the
training:
• Administrative and clerical salaries
• Employee fringe benefits (25 percent of salary)
• Productivity loss
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 Training Costs
• Trainer’s salary
• Trainee’s salary or wage
• Materials and supplies for training
• Development costs
• Consultant’s or contractor’s service fees
• Travel and living expense for trainer and trainees
• Transportation
• Equipment costs: Audiovisual and computer
• Support costs: Hours spent by clerical staff and
managers
• Postage, misc.
• Lost production (opportunity costs)
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 Training Budget
Organization: Year:
Department: Submitted by:
Annual training allotment:
1st Quarter Training Budget
Description/
Item Justification Qty.
1 Courseware development
2 Courseware purchase
3 Certification
4 Train-the-trainer
5 Hardware purchase
6 Facility rental
7 Instructional materials
8 Technical equipment
9 Consulting fees
10 Instructor fees
11 Content acquisition
12 Travel
13 Per diem
Grand Total 12
• After establishing a comprehensive
training budget, we can monitor expenses
associated with training activities.
An Example
if you running training classes for 20
participants and only 5 people attended,
utilization is low and which indicates a
poor use of the funds. By monitoring
instructor costs, training material printing
and other expenses, you can spot trends
and implement actions to reduce
unnecessary spending. 13
Budget Training Programs

14
 Training Need Analysis & Draft
Training Calendar
• Send out circular to all the HOD’s for TNA of all
the employees and receive the TNAs on
professional and behavioral needs.
• Arrange the professional and behavioral training
modules in logical sequence.
• Prepare yearly training calendar.
• Draw out weekly & monthly training program
with names of the participants and targets.
• Finalize Training Topics(Inputs) in consultation
with respective HOD’s 15
 Deliberations on Final Training
Calendar and Process
• Finalize the training calendar based on
inputs from HOD’s.
• Send out circular to all HOD’s for
nominations as per TNA.
• Send final training calendar to trainers.
• Inform all the nominated employees about
the training schedule.
• Prepare weekly training schedule for
training sessions. 16
 Training Sessions, Test of
Knowledge Gained & Feedback on
Training Effectiveness
• Circulate weekly training program a week prior.
• Ensure training is conducted as per schedule.
• Ensure a test conducted at the beginning & end
of the session to assess understanding the
contents of session.
• Obtain feedback on the quality and other
suggestions about the participation and
involvement of each participant.
• Send test evaluation score sheets to the HOD’s
with learning index. 17
 Training Impact Report and
Evaluation
• Send training Impact Formats to HOD’s.
• Receive Training Impact Reports.
• Draw out List of employees need refresher
training.
• Counsel employees slated for refresher
training.

18
 Training Design
• “A training design is a technique of
arranging the course content in a logical
manner, so as to enable the trainees to
learn maximum from the training course.”

• A training design is a detailed plan for what

an individual will do, why he/she will be doing
it and the best ways to reach the training
goals or objectives.
 Key Consideration in Designing
a Training Program
• Envisage (imagine) the scenario even beyond the
implementation stage.

• Genesis, nature , objective and duration should be clear.

• Design training program in accordance with nominating

organization, as throughout the training program , the
participants remain mentally connected to the organization
they represent. They constantly examining the usefulness
and relevance of training to their own specific jobs.

• The work of participating organizations and the way they

function is a fundamental consideration in preparing the
training design and deciding on the strategy for delivery of
the program.
• Enhancement of the learning process is at
heart of every training design.
• Consider the learning styles of the individuals
and principles of adult learning.
• The size of the group , its composition and
background of the participants are among
the key features of training design.
• Small Group- more personalized training
• If participants are Senior executives/Directors/
MD/CEO etc. Training methodology should be
less directive more participative.
• Training design should ensure that the
momentum and impetus(force/direction)
of the program are maintained throughout
its duration.
• Maintain the pace and intensity as training
program progresses.
• Throughout the event hold the attention
of the participant.
• Build flexibility in the training program.
( anticipate but be ready to mange any
contingency during the program)
• Effective monitoring of the training
program.
• Training team should be willing to
facilitate all the time. Training Team
support is must.
• Right Management & Administration
of the Program
 Facilitating Transfer of Training
to the Organization
• Prepare the participants for the important
task of transferring training to the
organization’s work and functioning.
• Identify personal and organizational
factors which facilitate smooth transfer of
learning.
• Post training follow-up is required to
reinforce the learning.
 Inform the Participants of the
Program
• Inform the details(day, date, Physical
arrangement, objectives, key features
of the training, fees etc.)
• Prepare them for the right frame of
mind
• Address their queries.
• Communication Process speaks
about the proficiency of the training
team
 Check List
• Target Group/Participant?
• Decide Objectives
• Decide Content/coverage/structure of the program
• Expected outcome?
• Who will be the Trainer?
• Training Methodology
• Mechanism to monitor the application of training
• Venue, Date, Timings,Topic
• Detailed execution Plan
How to Prepare a Basic
Training Module
 Snapshot
 Objective:
 To prepare a Basic Training Module

 Agenda:
 Questions to consider while designing the
Training Module

 Using the “ADD” Concept

 Effective Tips to ensure that created module is

effective
Designing a Training Module

• What existing • What are the

knowledge do learners job
they have? related needs?

NEEDS ASSESSMENT:

• What is the gap

between what
they know and
what they need to
know?
 Designing a Training Module
Training Implementation • Are the selected
trainers ready
to do the
training • What content
• Are all training needs to be
resources created
prepared and
details regarding
the training Training Development
addressed?
• What appropriate
activities need to
be developed?
• What formative
and evaluation
instruments
need to be
created?
 Designing a Training Module
• What do • What do
they need? they expect?

The Learners

• How can I as a
• How can trainer help
training meet them meet
their learning learning
needs? needs?
 Designing a Training Module
• What kind of
• What learning training plan
outcomes will needs to be
meet the created?
learners’ needs?

Training Design

• What are some

• What resources potential
are available? challenges to
this training?
 Use the “ADD” Concept
• Assessment: What do your
learners need to know to
accomplish job-related
tasks?

• Design: What will your

training module look like?

• Development: What content,

learning methods, and
resources will you need?
 Assessment (Characteristics of Learners)

• Need to know: The learners want training delivered when

“THEY” need it, when they are ready and wanting to
progress to a new task or a new stage
• Self Concept: The learners have a desire to be recognized
by instructor as independent and self directed
• Life Experience: The learners expect the instructor to
recognize their prior accomplishments and knowledge
• Task centered and Practical: The learners feel that the
training should help them meet job related needs
• Internally Motivated: The Learners want to be largely (but
not exclusively) driven by internal rewards and not, for e.g.,
grades or marks.
 Design
• Trainer Notes: Detailed explanation with
questions from participants and trainer

• Class Discussion: Conversation with

questions posed to elicit thoughtful
responses from learners

• Games: Competitive activities that allows

learners to test their knowledge and skill in
the subject.
 Design (Cont’d….)
• Instructional Plan: An instructional plan is a
map that outlines the design of your training
module and includes the following
• Participant Requirements
• Training Program Title • Instructional Material and
• Overall Description of Aids needed
the Training • Logistical Issues
• Learning Outcomes • Content Outline, including:
• Length of Training – Major Topics to be
• Target Learners addressed
• Overall Format for – Brief description for each
Training topic
– Identification of learning
 Development
Consider the following while developing content for the
module:
• Have you taken into consideration primary content, i.e. one-
to-one conversations/personal experiences/feedback?
• Have you provided enough information and learning
experiences for trainees to accomplish the stated learning
outcomes?
• Is there a balance of interactive, independent, and instructor
led training experiences?
• Is there enough detail to allow a trainer to use the content
outline to teach the training program?
 Development (Cont’d….)
A training module is built on a series of carefully
designed learning experiences. When developing
learning experiences, consider the following:
• Develop learning experiences based on a specific
learning outcome
• The learning experience should be appropriate to
the learning domain as well as for accomplishing
the learning outcome
• Use a variety of learning experiences
• Allow for questions and student-to-student
interaction in each learning experience
• Consider the constraints in facilitating each learning
experience.
 Effective Tips
1. Preparing the information: The STEP 1

first task is to determine what

you have to teach and how
you’re going to teach it
• Figure out the skills you need to teach.
– Write an outline of the specific skills you intend to teach
and prioritize those skills in the order they should be
taught.
• Divide these skills into specific groups.
– From your outline, organize the skills you need to teach
into sets of steps.
– These groups should provide enough material for two-
hour training increments, including an assessment at the
end.
• Check for continuity and completeness.
– Make sure that the steps you have chosen for each group
include everything needed to learn a particular skill.
 Effective Tips

STEP 2

2. Creating the class: Now that you know what

you need to deliver, you have to decide how
to convey the information
• Design your presentation.
– Ideally, use PowerPoint to design your presentation, take the time to write it down or
type it up, making sure to double-space your lines for easy reading.
 Effective Tips
• Read through the presentation as though you had never learned these skills
before.
– Make notes for additions, changes, screen shots, etc.

• Run through the information again.

– Ask another trainer to look over your design and give you feedback. If anything is
unclear or left out, this is the time to fix it.

• Write the training guideline.

– Training Notes should be written with instructions for the trainer in bold letters.

– For the Title, use font size 32/36 and you can use fonts like Mercedes
(Headings)/Bookman Old Style/Book Antiqua/Times New Roman.

– Make sure that the font you use is large, minimum 16, and in an easy-to-read font, such
as Calibri/Times New Roman, so that you can glance at it quickly and find it easy to
follow.

– “A picture is worth a 1000 words”. Use appropriate pictures which depict what you want
to say
 Effective Tips

STEP 3

3. Keep it Simple:
• Remember to keep it in order, keep it simple and
easy to follow.
• Make sure you have practiced the presentation
several times (enough to become at ease with the
program), and you will be assured of an effective
training presentation.
Preparing a PowerPoint
Presentation
 Introduction
• A Power Point is designed to help you achieve a
consistent look in your slide presentations.
• You want your audience to focus on the message and
not be distracted by poor and inconsistent design from
one slide to the next.
• You can achieve this consistency by using Templates, or
pre-designed slide presentations, that coordinate
background colors and designs, font styles and
placement, and other graphic design elements.
• Through a Power Point presentation, you as a trainer
have the power to control the subject and also ensure
that the audience sees what you want them to see and
agree with your perspectives and your points of view
 ABOUT TEMPLATES
• A good common use for templates is putting a border with the company's
name and logo on every slide in the Master layout.
 About Slide Master
• Every slide
presentation is
based on a slide
master of some
sort.
• The slide master
determines, for
example, which
font appears on
each slide and
how it is to be
formatted.
 MODIFICATION OF SLIDE MASTER
 To modify your Slide Master, follow these steps:
1. Choose View, Slide Master. PowerPoint displays the Slide Master layout and
editing screen

2. The Slide Master editing

screen helps you change the
overall look of your
presentation and maintain
consistency from slide to
slide.
 To Close the Slide master
click on Close Master View
to return to the main slide
and view the changes. (Red
Circle)
 Adding Other Graphics

• Here, all I’ve done is to put the date, Name of the

Company and footer in the appropriate areas and
added smiley's. (Hardly 3 minutes work). Similarly
you can add clip arts, graphics, etc. to beautify your
presentation.
 Watermarking

To Watermark an image. Click on the Image, Go to Format, Click on Recolor and

click on Washout. Also there are other options like shadow, grayscale, etc. which
can be used, depending on the nature of your presentation
 Backgrounds
Gradient Fill Texture Fill Pattern Fill Picture Fill

To get these
backgrounds you
need to right click
on a vacant area in
your slide and
click on format
background,
where you will
find various
background
effects
 About Custom Animation
• Custom Animation helps you to project what you
want to project in a stylish manner.
• You can organize your statements in the order
you want them to arrive.
• You can emphasize on various words, pictures,
statements, etc.

To choose the option of Custom Animation, Click on Animations and Click on

Custom Animation. You can then choose what kind of Animation you want
 About Custom Animation
Below are some of the Varied types of Custom Animations which could be used

ENTRANCE Curve Up Bounce Spinner

EXIT Blinds Checkerboard

EMPHASIS Grow/Shrink
 About Custom Animation
To Add the above Effects, select the
Text/Picture & click on Add Effect at
the right.

To change the Custom

Animation you need to
click on the Picture/Text
Box on the right and click
on Change
 Good Vs Bad Slides
Good Slide Bad Slide
 Good Vs Bad Slide
GOOD SLIDE BAD SLIDE
 Conclusion
 A Power Point presentation needs to look neat and
presentable
 Use pictures and animation wherever required. (Not too
much Animation)
 Do not overlap text on Images, because it may look
shabby. Also, the text may not be readable, if overlapped
over the Image.
 A perfect mixture/proper blend of thought and expression
in the presentation is a great combination. Thus, a
Power Point presentation will help you express your
thoughts in a better way
 All the key elements required to build a basic training
module have been covered, matter being subjective.
• Training Module Example
Refer T&D by R.K Sahu Page No.136
The End

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