Training and development 1


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Training and development 1

  1. 1. 1 1. INTRODUCTION Goa shipyard Limited (GSL) established in 1957 is a leading ISO 9001 – 2008 certified shipyard on the west coast of India, functioning under the administrative control of ministry of defence, Govt. of India. GSL is strategically located on the banks of river zuari in Goa, a major international tourist destination well connected by its international airport & major port enroute all important shipping lines.GSL begin with a barge building yard, it has garnered reputation as one of the most sophisticated ship builders in the country. For over four decades, GSLhas designed .built & commissioned a wide range of sophisticated vessels for varied applications in the defence & commercial sectors with expertise in building modern patrol vessels of steel & aluminium hull structure. GSL Strength is: An ISO 9001 certified company. World class CAD/Cam facility for basic design, simulation & advanced outfitting. State – of – art manufacturing facilities which include four slipways with a maximum weight of 3000 tonnes & 180m long outfitting jetty. Unique distinction of implementing ERP for all functions. Steel preparation shop for priming & cutting of steel, aluminium nonferrous plates.
  2. 2. 2 Corporate Objective :- Production& utilization of resources – To design & build sophisticated ships for Navy & coast guard organisation with the aim of achieving self – sufficiency in this vital technology. To carry out Ship repairs. To promote use of indigenous equipment such as computers, radar, communication equipments, auxiliary machinery, electrical fittings & domestic equipments. To substitute gradually indigenous equipment‟s in place of imported equipment‟s. Social Objectives:– To help build up a strong industrial base through development of ancillaries. To ensure that the ecology balance is not disturbed due to industrialisation, through pollution control, wherever required. Encourage SC/ Tribe persons by giving them preference in employment in the company & in the promotion of SC/ST employees as specified by the Government. Export promotion & import substitution:– Earn foreign exchange through shipbuilding & ship repair Employee relations &welfare:– To improve productivity by harmonious industrial relations Promote welfare activities to raise morale of the employees. Promote development of managerial and technical skills of the Company‟s employees through development programmes and
  3. 3. 3 technical training. Provide training to a large number of apprentices for absorption in the Company‟s own unit and in other industries. To improve standards of safety with the help of a sound safety organisation and training personnel at all levels in safety so as to reduce accidents and loss of man hours. VISION “To be a global leader in building and repairing ships and GRP vessels in the medium sized sector”. MISSION “To be a Global Shipbuilder and Ship Repair Organization in the high technology sector and to diversify into other related products”
  4. 4. 4 Organisation chart of Goa Shipyard limited:
  5. 5. 5 Services Offered:- GSLhas the techno – commercial know – how in a whole range of marine products, enabling it to offer comprehensive services which encompass almost every activity that is connected with the total undertaking of shipbuilding contracts.
  6. 6. 6 Products provided by GSL:- Offshore supply cum standby vessel 650 tonne oil tanker 300 passenger vessel Defence products:-  105 M Advanced Offshore Patrol Vessel  90 M Offshore Patrol Vessel  105 M Naval Advanced Offshore Patrol Vessel  35 Knots High Speed FRP Interceptor Craft  40 Knots High Speed Interceptor Craft  Sail Training Ship  Missile Craft  Craft Landing  Fast patrol vessel  Advanced Offshore Patrol Vessel  Offshore Patrol Vessel  Extra Fast Patrol Vessel  Oceanic Hydro-graphic Survey Vessel. Various departments in Goa Shipyard:-  Human resource Departments  Company secretariat & legal Departments.  Vigilance Department  Finance Department  Planning & outsourcing Department  Commercial department  Ship repairs & general Engineering service  Production Department  Quality assurance and reliability  Safety health and environment  EDP &ERP
  7. 7. 7 ROLE OF HUMAN RESOURCE MANAGEMENT:- The term human resources at the macro level indicates the sum of all the components (like skill, creative ability) possessed by all the people (employed, self- employed,unemployed,employers,owners etc.) whereas the term personnel even at the macro level is limited to employees of all organisations. Human resources at the organisational level includes all the component Resources of all the employees from rank & file to top management level, all the employers like managing director, board of directors, persons who work on honorary basis, experts drawn from various organisations, & those people (particularly family members) influencing the human resources of the former group. In short it includes the resources of all the people who contribute their services to the attainment of organisational goals & others who contribute their services in order to create hurdles in the attainment of organisational goals. Human resources is much broader compared to the term personnel either at the components level or at organisational level or even at the macro level. Human resources management at organisational level does mean management of the dynamic components (resources) of all the people (owner of employed or directly or indirectly related) at all levels in the organisational hierarchy round the clock & throughout the year.
  8. 8. 8 HRD SECTION’S CHART GM (P&A) – General Manager (Personnel & Administration) CM(S&A) – Chief Manager (Security & Administration) Manager (Human Resource Development/Training) OIC (Trg.) - Officer-In-Charge (Training) GM (P&A) CM(S&A) Mgr (Trng/HRD) Clerical staff Office staff
  9. 9. 9 SCOPE OF HUMAN RESOURCES AT THEORGANISATIONAL LEVEL:- GENERAL ASPECTS OF HUMAN RESOURCE MANAGEMENT Human Resource Planning :- It is the process by which an organisation should move from its current manpower position to its desired manpower position through planning, right number & right kind of people at the right time. Recruitment:- Recruitment refers to those sets of activities an organisation used to attract job candidates possessing the appropriate characteristics to help the organisation reach its objectives. Human Resources of employees,Ex perts of other Organisations etc. Human Resources of those who Affect the Employee Negatively Core of organisational Resoures Human Resources of those people Who Affect the Employees Positively
  10. 10. 10 Selection:- Searching for prospective employees & stimulating them to apply for jobs in an organisation, the management has to perform the function of selecting the right employees at the right time. Training :- Training is the act of increasing the knowledge & skill of an employee for doing a particular job. Performance Appraisal :- Performance Appraisal is a method of evaluating the behaviour of employeesin the work spot,normally including both the quantitative & qualitative aspects of job performance. Training After an employee is selected placed and introduced he/she must be provided with training facilities. Training is the act of increasing the knowledge and skill of an employee for doing a particular job. Training is a systematic and short term educational process by which employees learn technical knowledge and skills for definite purpose. Training improves, changes, moulds the employees knowledge, skill, behaviour and attitude towards requirements of the job and the organization. Training bridges the difference between job requirements and employee‟s present specifications. Employee training is different from management development or executive development. While former refers to training given to employees in areas of operations, technical areas, the latter refers to developing an employee in the area of principles and techniques in the management, administration, and organisation.
  11. 11. 11 Need for Training Every organisation should provide training to all employees irrespective of their qualification, skills, suitability for the job etc.Training is not done not only to new employees but also for updating the skills and knowledge so as to retain the existing employees. Specific need for employees arises due to following: To match the employee specifications with the job requirements and organizational needs The management should find deviations between employee‟s present specifications and the job requirements and organizational needs and should provide training to fill these gaps. Organisational viability and the transformation process To get adapted to the changes first it has to train the employees to impart specific skills and knowledge in order to enable them to contribute to the organizational efficiency and to cop up with the changing environment. Technological advances For survival every organisation should adopt the latest technology for this organisation should train the employees to enrich them in the areas of changing technical skills and knowledge from time to time. Organisational complexity With the emergence of increased mechanization and automation, manufacturing of multiple products and by-products organisation of most of the employees has become complex. This leads to the growth in number and kind of employees and layers in organizational hierarchy. This in turn creates the problems of coordination and integration of activities
  12. 12. 12 Change in the job assignment Training is also necessary when the existing employee is promoted to higher level in organization and when there is some new job or occupation due to transfer. TRAINING AND DEVELOPMENT OBJECTIVES The principal objective of training and development division is to make sure the availability of a skilled and willing workforce to an organization. In addition to that, there are four other objectives: Individual, Organizational, Functional, and Societal. Individual Objectives – help employees in achieving their personal goals, which in turn, enhances the individual contribution to an organization. Organizational Objectives– assist the organization with its primary objective by bringing individual effectiveness. Technological advances Organisational complexity Job requirements Top management support Tearning principles Personal functiuons Process Improved productivity Prevention of obselence Preparation for higher level jobs Improved morale
  13. 13. 13 Functional Objectives – maintain the department‟s contribution at a level suitable to the organization‟s needs. Components of training and development
  14. 14. 14 2. Concept of Training and development Training is basically systematic procedure for transferring technical knowhow to the employees so as to increase their knowledge and skills to do a particular job. Training and development (T&D) encompasses three main activities: training, education, and development. Garavan, Costine, and Hearty, of the Irish Institute of Training and Development, note that these ideas are often considered to be synonymous. However, to practitioners, they encompass three separate, although interrelated, activities:  Training: - This activity is both focused upon, and evaluated against, the job that an individual currently holds.  Education: - This activity focuses upon the jobs that an individual may potentially hold in the future, and is evaluated against those jobs.  Development: - This activity focuses upon the activities that the organization employing the individual, or that the individual is part of, may partake in the future, and is almost impossible to evaluate. Training is an essential part of the orientation programme for a new recruit in an organization. If the selected employee is not trained appropriately, then the investment made by the organization in recruiting the employees might not give the expected benefits. Every organization, irrespective of its size or nature of operation, needs to provide training to its employees at various stages of their career Training procedure:- The training procedure is as follows: Preparing the instructor Preparing the trainee Getting ready to teach Presenting the operations Try out the trainee‟s performance Follow up
  15. 15. 15 Preparing the instructor:- The instructor must know both the job to be taught and how to teach it. The job must be divided into logical parts so that each can be taught at a proper time without the trainee losing prospective of the whole Preparing the trainee:- The first step is to put the trainee at ease. Getting ready to teach:- This stage involves the following Planning the programme Preparing the instructor‟s outline Do not try to cover too much material Keep the session moving along logically Discuss each item in depth Take the material from standardised tax when it is available Teach about the standards for the trainee like quality, quantity, waste or scrap etc Presenting the operations:- There are various alternatives ways of presenting the operation viz, explanation demonstration instructor mostly use the method of explanation. Try out the trainee‟s performance:- Trainee should now be asked to start the job independently. Some instructors prefer that the trainee explains each step before doing it. Follow up:- Followup system should provide feedback o training effectiveness and on total value of training system
  16. 16. 16 Contributions of training:- The contributions of imparting to a company should be readily apparent. Increased productivity Increased morale Reduced supervision Reduced accidents Increased organisational stability Increased productivity:- An increase in skill usually results in an increment in both quality and quantity of output. Increased morale:- Training helps employees to improve their knowledge .it enables them to remain up-to-date. Reduced supervision:- The trained employee is one who can perform with limited supervision. Both employee and supervisor want less supervision but greater independence which is not possible unless the employee is adequately trainee Reduced accidents:- More accidents are caused by deficiencies in equipment and working conditions. Proper training in both job skills and safety attitudes should constitute towards a reduction in accident rate. Increased organisational stability :- The ability of an organisation to sustain its effectiveness despite the loss of key personnel
  17. 17. 17 TRADITIONAL AND MODERN APPROACHS OF TRAINING Traditional Approach – Most of the organizations before never used to believe in. They were holding the traditional view that managers are born and not made. There were also some views that training is a very costly affair and not worth. Organizations used to believe more in executive pinching. But now the scenario seems tobe changing. The modern approach of training and development is that Indian Organizations have realized the importance of corporate training. Training is now considered as more of retention tool than a cost. The training system in Indian Industry has been changed to create a smarter workforce and yield the best results. Features Training enhances the skills and capabilities of employees in the organisation. The need for training can be emphasised in various work situations such as harnessing skills for existing jobs planning out one‟s future job profile. For training to be successful employee has to be convinced of its utility and effectiveness A successful training program improves the performance of the employees which in turn improves the organisational performance Training should bring positive changes in knowledge skills and attitude of employees Training inputs There are three types of inputs viz. skills,attitudes and knowledge. The primary purpose of training is to establish a sound relationship between the employee and his job. Skills Training activities encompass activities ranging from the acquisition of a simple mechanical skill to a complex administrative one.
  18. 18. 18 Attitude Through orientation programmes the organisation has to mould and build up favourable attitudes of employees towards organisation and organisation goals. Knowledge Knowledge about the job the factory industry and its organisation in general Specific knowledge about the job, knowledge relating to the quality and standards of the products services and knowledge about the particular discipline relating to the job. Training and Development Objectives The principal objective of training and development division is to make sure the availability of a skilled and willing workforce to an organization. In addition to that, there are four other objectives: Individual, Organizational, Functional, and Societal. Individual Objectives: – help employees in achieving their personal goals, which in turn, enhances the individual contribution to an organization. Organizational Objectives: - assist the organization with its primary objective by bringing individual effectiveness. Societal Objectives: – ensure that an organization is ethically and socially responsible to the needs and challenges of the society.
  19. 19. 19 Training content for different categories of employees Supervisory training:- Here the emphasis is generally on on-the –job training methods. course contents of training to this category include production control, organisationmethods, work/activity control, method study etc. Sales training :- On-the-job as well as off-the-job training methods are followed in training the sales personnel. Course content include job knowledge, organisationalknowledge, knowledge about the company products, customers etc Clerical training: Training content includes organisation and methods, company policies, procedures and programmes background knowledge of the company etc. PRINCIPLES OF TRAINING Motivation The effectiveness of the employee depends on how well he is motivated by management; the effectiveness of learning also depends on motivation Progress information The trainer should not bombard trainee with excessive information that can misinterpreted. The trainee has a desire to learn new skills to remain up- order to sustain his interest it is necessary to provide only rightkind of information.
  20. 20. 20 Reinforcement The effectiveness of the trainee in learning new skills or acquiring new knowledge should be reinforced by means of rewards and punishment. Practice A trainee should actively participate in the training programmes in order to make the learning programmes an effective one. Full vs. Part It is better to desirable to teach employees the complete job at a stretch or dividing the job into parts and teaching each part at a time. Individual difference Individual training is costly, and group training is economically viable and advantageous to the organisation. Areas of training The organisation provides training to their employees in the following areas:- Company policies and procedures:- This area of training is to be provided with in order to make new employee fully conversant with companyrules, practices, procedures, traditions, management, organisation structure,environment,products or services. Training in specific skills:- Training in specific skills would make the employees more productive and effective on the job Human relations training:- Human relations training have got greater significance in organisation as employees has to maintain human relations not only with other employees but also with their customers.
  21. 21. 21 Problem solving training:- Problems are common to employees some of the problems of different managers have same root cause.Hence management may call together all managerial personnel to discuss common problems so as to derive at effective solutions across the table. Managerial and supervisory training:- Even the non-managers sometimes perform managerial and supervisory functions like planning, decision making,organising, and maintaininginterpersonalrelations. Directing and controlling. Apprentice training It provides training in basic skills and knowledge in specified trades to educate unemployed/apprentices with a view to improving their employmentopportunities or to enable them to start their own industry Training methods On-the-job training:- Under this method the individual is placed on a regular job and taught the skills necessary to perform that job. The different types of on-the-job training are:- Job rotation Coaching Job instruction Job rotation This type of training involves the movement of the trainee from one job to another. The trainee receives job knowledge and gains experience from supervisor or trainer in each of the different job assignments. Coaching The trainee is placed under some supervisor who functions as a coach in training the individual
  22. 22. 22 Job instruction This method is also known as training through step by step. Under this method trainer explains the trainee the way of doing jobs, job knowledge and skills and allows him to do this job. Off-the-job-training:- Under this type of training, Trainee is separated from the job situation and his attention is focussed upon learning the material related to his future job performance. The different types of off-the –job training Vestibule training Role playing Lecture method Conference or discussion Programmed instruction Vestibule training In this method, actual work conditions are simulated in the classroom. Materials, files and equipments those are used in actual job performance are used in training. This type of training is commonly used for training personnel for clerical and semiskilled jobs. Role playing It is defined as a method of human interaction that involves realistic behaviour in imaginary situations. This method of training involves action, doing and practice. The participants play the role of certain characters such as production manager, mechanical engineer, maintenanceengineers. This method is mostly used for developing in method is interpersonal interactions and relations.
  23. 23. 23  Lecture method The instructor organises the material and gives it to a group of trainees in the form of talk. An advantage of lecture method is that it is direct and can be used for large group of trainees.  Conference or discussion It is a method in training the clerical, professional and supervisory personnel. This method involves a group of people who pose ideas,examine or share facts, ideas.  Programmed instructions: The subject matter to be learned is presented in a series ofCarefully planned sequential units. These units are arranged from simple to more complex levels of instruction. Training effectiveness Training aims at imparting knowledge,im Training aims at improving skills and developing attitudes.Though, evaluation of transfer of knowledge and acquisition of skills is relatively easy to assess using qualitative techniques,attitudinal development assessment is difficult to make.However evaluation must aim at controlling and improving training in order to achieve desired objectives. Trainee‟s reaction to programme content and training process Knowledge or skill acquisition Behavioural change Improvements in tangible outcomes such as turnover, accidents
  24. 24. 24 EVALUATION OF THE TRAINING PROGRAMME After a training programme has been implemented, the organization should evaluate the programme. This evaluation helps the organization identify the areas for improvement, which can help in designing future training programmes. The basic yardstick to measure the success of a training programme is the learning benefits that have acquired to the trainees. The factors that can be used to evaluate a training programme are: Trainee‟s Feedback on the content and process of training Knowledge or learning acquired by the trainees as a result of the training experience Changes in job performance or behavior as a result of training Measurable improvements or results seen in individuals or the organization like lower turnover, decreased absenteeism or fewer accidents. Setting Evaluation Criteria Assessing the knowledge prior to training Trained or developed workers Assessing the knowledge after training Transfe r to the job Follow-up Studies The methods to be used for evaluating the training programme has to be determined at the planning stage it. Evaluation helps in auditing and redesigning a training programme. The various steps in evaluating a training programme are explained in the above figure. The process stats with setting the evaluation criteria, based on the objectives of the programme. This is done before the beginning of the training programme. The knowledge/skills level of the trainees is also tested before the programme. The result of this test is compared with the results of a post-training test to assess the learning from the training programme.
  25. 25. 25 3. EXISTING SYSTEM IN GSL Objectives of training in GSL To develop a cadre of competent. Motivated and committed work force, To develop the competence and skills of the work forcecontinuously, To impart training to the personnel forDeployment in higher andnew technology areas. To ensure the workers to face any kind of scientific technical and organizational challenges Duties & Responsibilities of OIC (TRG.) o He reports to SH (Administration).The OIC (TRG) is responsible for the following. o To organize suitable workshops/seminars/training courses etc. to equip the employees with necessary knowledge and skills as per training needs identified by the HODs. o To prepare a budget for HRD Training programmes annually for approval by Finance Dept. o To organize all training programmes for employees within and outside the country. o To assess effectiveness of HRD plans through feedback of training programmes o To liaises with other department regarding training activities o To maintain the HRD Class Room and Equipments in good order and ensure optimum, utilization of HRD resources. o To carry out all other duties assigned by the HOD (P&A) pertaining to HRD activities.
  26. 26. 26 Training policy In every organizations or so, it has its own a Training Policy which is being prepared for organizing/conduction in-house training programmes and deputing personnel for attending external training programme being conducted by reputed institutes all over India for updating their skill, knowledge & make them acquainted an aware of latest advanced technologies. The training policy contains detailed guidelines and action plan for making expenses towards financial provisions made for every financial year and no of personnel to be trained every intervals that is monthly, quarterly, half yearly & yearly basis. It is at the responsibility of the Officer-In-Charge & at the discretion of the management whether to depute a employee or an officer or whether conduct in-house training programme in the GSL‟s premises which may benefit the organization in terms of finance & benefit to more employees. As on date there is a Training Policy following guidelines for smooth functioning of training activities. However the HRD Section is implementing & following the management‟ instructions for organizing / conducting / deputing employees for attending various training programmes Government guidelines for training programmes In addition to the management‟s decisions, sanctions & approvals for deputing employees or organizing in-house training programme there need to depute various committees, associations, union members prevailing in the organization following the guidelines of Government of India. The some of the committees, associations like Safety Committee, SC/ST Association, and various Unions Members etc. need to be sent for training programmes. This is not related to skills & knowledge development but it is the part of the training activities which need to be kept for deputing members for various training programmes. The specialized training programmes are not available for conducting in-house but it need to depute the employees outside the premises of the organization, so that they get knowledge, shared experiences of other union about this activities.
  27. 27. 27 ISO-9001:2000 Implementations & Training It is the pride of GSL that in the year July 2002, GSL has been awarded with changed version of ISO i.e. ISO-9001:2000. All the departments are been covered&interlinked with the ISO implementation & functioning Classification/Types of Training Programmes During the past few years‟ greater attention is being paid to the improvement in production and efficiency of the employees at every level. It can be observed that the great importance has been given for training and development activities in GSL. Types of training programme are being conducted/considered in GSL are: In-house Training Programmes External Training Programmes Abroad Training programmes Apprenticeship Training Vocational Graduate Engineering Training Training to Institutional Trainees/students Pre-sea Engineering Training (M.O.T. Training) In-house Training Programmes The training programmes which are conducted in the premises of the organization are titled to be In-house Training Programme. On receipt of Training Needs Identified recommended through ACRs & HRD Plan of the respective departments, a consolidated chart is being prepared by HRD Section and accordingly „Annual Training Calendar” is prepared for implementation. Depending up on the no personnel identified for training needs is more and the no of participants are more the 10 or above, a decision is being taken by the OIC (Trg.) for conducting the subjectprogramme at GSL‟s premises that in-house training programme.Once it is decided to conduct in-house training programme, a communication is being made to the leading institutes who conduct the respective training needs identified. Quotations are obtained taking details like fees, faculty details, their allowances, lodging/boarding arrangements, traveling details, study material to the participants etc.The proposal submitted by the institutes whichever is reasonable and
  28. 28. 28 feasible submitted for approval of the management and accordingly convenient dates are fixed. Once the dates are fixed, HRD Section has to liaison with internal department for making internal communication for in-house arrangements like, Canteen Section for arrangement of tea, Administration Section for lodging/boarding, lunch arrange to the faculty members, refreshments, contract assistant for assistance during training programme, other department for LCD Projector, Laptop for the faculty members etc. for future reference.So also Internal Communication / Circulars are made to the concerned department where the particular employees are working so that his Officer-In-Charge and Section Head have to relieve to attend the training programme. Once the programme is over records of attendance is updated in the PC where the records of training programmes attended by employees are maintained. External Training Programmes Any employees who are deputed to attend outside the premises of the organization are titled to be External Training Progrmmes. For deputing an employee for any type of training outside the premises of GSL,it needs to seek the approval of CMD before deputing the employee.In the case of external training programme, training brochures/calendars are received in HRD Section every often. After receipt of brochures compiling the training programme with the training needs identified with HRD Plan/ACR recommendation made for training programme are done, if the similar programme is available a proposal is put for approval through proper channel viz Section Head (Security & Administration), HOD (Personnel & Administration), HOD Finance, Director Finance & finally to CMD who is the approving authority for any type of training programmes. Once the approval is obtained, a correspondence is made to the respective institute for confirming the nomination of the recommended employee. After receipt of confirmation of nomination from the institute, Office Order and Movement Order is issued to the concerned employee through his OIC for information, so that the OIC should relieve his to attend the subject training programme.
  29. 29. 29 Abroad Training programmes The officers/employees are deputed aboard for attending training programme which are not available within India on various subject concerned. Sometimes new machinery/advancement of technology updates is required and also attending repairs/services to the ships which being commissioned by GSL. This involve major task of activates in obtaining individual passport, visa, currency, air tickets, lodging/boarding arrangements etc. & communication with the concerned institute are to be done well in time to depute the concerned personnel in attending training programme at foreign countries. Other Types of Training Programmes:- The other types of training programme conducted/organized/placement made for students of various institutions like, Industrial Training Institute pass-out students, College/Institutional students for undergoing „In-plant/Industrial/On-the-Job Training‟ & „Project Studies‟ as a part of their curriculum. Students of Marine Engineering School are also undergoing „Pre-Sea-Training‟ in GSL, which are categories as follows: Apprenticeship Training (For ITI Pass-out Students) Vocational Graduate Engineering Training (Graduate Pass-out Engg. Students) Training to Institutional Trainees/students (College/Institutional Students) Pre-sea Engineering Training (M.O.T. Training) (Marine Engineering Students) Training to New Recruits/Transferred/Promoted personnel If any new recruitment is made at any level, an „Induction/Familiarization/ Orientation programme is made so that the new recruit gets acquainted with the organization, organizational culture, rules, regulations, various departments, about the activities of the organization & the atmosphere & working conditions of the organization where he has to work. Once the said programme is over he has been allotted certain duties and responsibilities to perform his duties.
  30. 30. 30 If any of the employee/officer is transferred from one department to other or from one job to other, he is very new to the transferred department. He/she needs certain training about the new assignment. If he has little knowledge or acquaints himself with the function of the transferred department he need not has to be given training. But, if he is very new to the assign duties/job, it is the responsibility of the concerned OIC/SH/HOD to depute him for making familiar/ training. When an employee/officer is promoted to next higher grade sometimes he needs to be acquainted, oriented and imparted with required training. This factor may motivate the promoted personnel in discharging more responsibilities and perform effectively. Most of the time promoted personnel is not considered for any type of training as they have already attended various training programme before promoted. In certain cases they are being considered for specialized training programme or as recommended by his OIC/SH/HOD. Heads of Training Programmes The training programmes which are conducted in-house/deputed personnel external are counted on the below „Training Heads‟ for financial accountability. The some of the classification of training made are given below which are called to be „Heads of Training‟ in GSL 1. Corporate Management Programmes 2. General Management Programmes 3. Behavioural Science Programmes 4. Technical / Functional Management Programmes 5. Skills Up gradation Programmes 6. Current Trends Programmes 7. Others – Seminars/Workshops/conferences/Conventions etc.
  31. 31. 31 Selection/Identification of Personnel for Training Programmes The Officer-In-Charge of every individual officer/employee identifies the training needs depending upon their skills, knowledge, intelligence, positive approach towards the job. The training needs identified is forwarded through HRD Plan of respective department to HRD Section. Some times in the technical field or the administrative side new technologies, new machineries, due to advancement in the present functioning the need of awareness and acquaintance is required and so employees are deputed by the OIC/HODs for attending training programmes which are on current trends. In some of the cases some technical expertise is required to perform certain job or may be that particular skills is not identified in the employees then OIC/HODs recommend personnel for attending training programmes. Training needs is also recommended/forwarded through ACRs of the individual employees for training programmes. Once the training needs on priority basis is identified by the OIC, it is forwarded through his concerned SH & HOD to HRD Section through P&A Department. Necessary action is initiated to depute a concerned employee or officer to the training institute. Annual Training Plan of HRD Section On receipt of training needs identified for individual employees from HODs under HRD Plan & ACR recommendation from the entire department a consolidated Calendar is prepared fororganizing/conducting/deputing the individual employees.After primarily observation evaluation an “Annual Training calendar” if prepared for implementation.
  32. 32. 32 PROCEDURE OF IMPARTING TRAINING TO OFFICER/SUPERVISORS / EMPLOYEES HODs of various departments identify the training needs for officers and all Section In Charges identify the training needs for Staff and Workmen under them HODs themselves identify / CMD identifies the training needs on the basis of the Information on various training courses offered by different institutions Training Plan is prepared based on the input received from ACR and also identified by the sections / Departments through Circular As and when a training brochure is received, training section sends to HODs for nomination of their personnel for the required training An annual budgetary provision is made for training purpose and is put up through HOD (P&A) for financial approval A list of all GSL personnel with details of training courses attended is maintained For new entrants, an induction familiarization programme is arranged and information regarding the same is forwarded to OIC TRG for records. HODs identify the training needs of officers in their departments annually and also whenever necessary for specific jobs. Information regarding specific training imparted/arranged by HOD is to be immediately forwarded to HRD for records The details of training programmes contained in the Brochure/ Literature/Catalogue/Letters are sent to HODs concerned for nomination of candidates in Form No. 04/QSF/01. After identification of suitable candidates by the HODs send the Form No. 04/QSF/01 to HRD Section
  33. 33. 33 The respective institution is intimated for confirmation of nominated candidates and records are maintained after obtaining the acceptance of nomination,Approval is sent to the Finance Department for preparation of Demand Draft/Cheque for the fees, to be sent to the Institution. After due confirmation of nomination from the Institute, the officers concerned are informed individually about the training along with a copy of the Brochure/Leaflet/Catalogue/Letter, CMD/HOD‟s approval and feedback . The copy of the above circular is also sent to HOD, CGM & CMD for information. For personnel other than officers an office order and a temporary duty movement order for attending the above training programme are issued,the copy of above circular is also sent to OIC, HOD concerned & CGMO for information. A Feedback Form with a covering letter enclosing Demand Draft/Cheque is sent to the Institution asking to give us a feedback on the candidate‟s performance during the training programme In case of cancellation of training programme either by the Institution or by GSL due to exigency of work, the same is intimated to the candidate concerned and acknowledgement is obtained, and if required the intimation is also sent to institutes concerned about the cancellation due to exigencies of work. Receipts of the training fees from the Institution or Refund Amount (Demand Draft/Cheque) is sent to Finance Dept. in Form For assessment of effectiveness of the training programme, an annual feedback in Form from the respective HODs is obtained and put in personal file of the officer
  34. 34. 34 FLOW CHART OF TRAINING PROCESS Identification of Training Needs Receive Training Needs Through ACR/HRD Plan/ Training Brochures as desired by Mgmt Preparing consolidated training calendar based on training needs received Liasioning with various Institutes/Faculties for conducting/organizing training Financial concurrence/approval is obtained from CMD after recommendations of HODs in Principle Liaising with concerned Institutes for confirmation of nominations Training needs identified to transferred officers/ employee nominees in Form Financial approval in form will be sent to Finance dept. for issuing DD/Cheque as the cost of training in Form
  35. 35. 35 Annual Feedback is obtained from HODs for the training programme attended by nominee in Form Record of training programmes attended by Officers / Employees nominees is maintained. in Form After receiving the confirmation of nomination, Office Order/I.C. along with related documents & financial approval are given to the nominee with Feedback Form and Movement Order issued in case of employee nominee in Form After Training programme attended by Nominee Feedback on Training collected from Nominee in Form
  36. 36. 36 Evaluation on Training Programme Attended The evaluation of training imparted is being done by the immediate officer-In- Charge of the respective employee. It is the responsibility of the immediate officer to send the evaluation on training programme attended by employees on his skill improvement, knowledge gained, attitude towards holding higher responsibilities, improvement in doing the present duties etc. However, HRD Section is sending an “Annual Feedback Form” to the respective HODs for effectiveness of training, who fill the form and send to HRD Section. The said form is then enclosed with the ACRs of the respective officer for CMD‟s perusal Feedback System Every individual employee has to submit his feedback on the training programme attended by him. So also, Feedback form from Institute is also obtained and an annual feedback on the evaluation & assessment made by SH/HOD is obtained for evaluation purpose of the employee by HRD Section. The annual feedback received of the respective officers is enclosed with the ACRs of the respective officer for CMDs perusal whether the concerned personnel has improved in his skill, working knowledge or not.
  37. 37. 37 4. Conclusion It is observed that more & more importance is given to training programme in GSL in deputing officers/supervisors, ministerial staff, employees for improving their skill, knowledge, technical/functional responsibilities, making them familiar with the latest technologies, current trends etc. & in all round programmes. Employees are also imparted training on important subjects like, safety, health & environment, self development, towards shouldering higher responsibly, motivation, leadership, communication, behavioural sciences, towards participation in the management etc. The executive/management personnel are also trained on the above subjects too. They are deputed to attend programme on various topics like corporate Management, General Management, Functional/Technical Management, and Skills up gradation, Current Trends & other programmes like workshops, seminars, conferences, conventions etc. Carrier opportunities are also offered by the management to all the personnel at every level. More emphasis is being given to „In-House Training” programmes to cover maximum personnel for attending training programmes.
  38. 38. 38 Suggestions In order to make training programmes more effective and interesting one to learn the participants the following suggestions are offered by the employees :- Training programmes to be taught in local languages like Konkani, Marathi, and Hindi etc. Role Play, Games, Quiz, Individual presentation be included in training programmes Minimum duration of the programme should be 3-5 days Programmes to be conducted outside the premises so that full attention can be paid during training programmes Study material should be given in local as well as English language Personnel to be considered from a same department so that team leadership and spirit of working together be done After conducting classroom lecture/theory class in the morning session, shop floor workshop is conducted immediately evening so that physical exposure can be gained & difficulties be solved in front of faculty members. Certificated be issued to every individual participants
  39. 39. 39 5. ANNEXURE FORMS USED FOR TRAINING PROGRAMMES File No. ________________________ Date: ___________ FORM NO.1 NOMINATION FOR TRAINING PROGRAMME Kindly find enclosed herewith a Brochure, detailing ____________________________ _________________________________ conducted by _______________________________ From ____________ to ____________ at ______________________. Nominations, if any may please be forwarded to HRD Section for further action on or before _______________. OIC (TRG.) (Please check for names, as mentioned below recommended through ACR/HRD Plan/by HOD/OIC)
  40. 40. 40 File No. ________________________ Date: ___________ FORM NO.2 PROPOSAL FOR DEPUTING PERSONNEL FOR TRAINING Programme Title : __________________________________________________________________ Organized/conducted by : _____________________________________________________________ Location : _________________________ Category : _______________________ Fees (Per Head) : Rs. ___________________ Residential/Non-residential Duration: __________ days Period from ___________to __________ Si.No. Candidate Name Emp. No. Emp. Type Department Name 1 2 3 4 5 By : AIR / TRAIN / OTHERS Expenses on the Programme Budget Amount forwarded Rs. Total Fees Rs. HOD (F) Total TA Rs. DA & Others Rs. D (F) Total Expenses Rs. Balance Carried forward Rs. CMD sd/- OIC (Trg.)
  41. 41. 41 File No. ________________________ Date : ___________ FORM NO.3 Sub: TRAINING PROGRAMME PAYMENT 1. Title : __________________________________________________ 2. Institute : __________________________________________________ 3. Duration : From to (Residential/Non-residential) (_______ day(s) 4. Fees : Rs. ___________ (Per head) (Rs.________ X ________ = Rs._____________ 5. Venue & Place : __________________________________________________ 6. Nomination(s) : 1. ___________________________________________________ 2. ___________________________________________________ 3. ___________________________________________________ 7. Enclosures : Original Proposal No._________ dtd. ____________ along with Brochure/Leaflets 8. Kindly issue a Cheque/Demand Draft in favour of __________________________ _______________________________ Payable at __________________________ and send the same to HRD Section before ________________ so as to enable us to Dispatch it to the above Institute in time. __________________ Encl : a/a OIC (TRG.) To, HOD (F) :
  42. 42. 42 File No. ___________________________ Date : __________ FORM No.09 FORMAT FOR TRAINING TO TRANSFERRED OFFICERS/EMPLOYEES NAME OF THE OFFICER/EMP. : ______________________________________________________ EMP.No. : ____________ DESIGNATION : _________________________________________ TRANSFERRED FROM ____________________ TRANSFERRED TO _______________________ TRAINING REQUIRED : YES / NO IF YES, TYPE OF TRAINIG REQUIRED : (a) ON THE JOB (b) TRAINING BY OUTSIDE AGENCY (Details to be indicated) HOD (NEW DEPT.) DETAILS OF TRAINING ATTENDED : (As below/separate sheet enclosed) HOD (P&A)
  43. 43. 43 File No. ________________ Date : ___________ FORM No.05 To, Name : _______________________________________ Emp. No. _______________________________________ Designa& Dept : _______________________________________ MOVEMENT ORDER You are hereby detailed to proceed on Company‟s official duty as under :- Nature of Duty ________________________________________________________________ Journey period (to & from) ______________________ days Number of days on duty _______________________ days Date & time of departure ___________________________ Date & time of reporting for duty at GSL ___________________________ Mode of travel Train/Bus/Taxi/any other (specify) Route _______________ , ___________________ , _____________________ You are required to strictly follow the above schedule. Signature ________________ Designation of Officer ________________
  44. 44. 44 File No. ________________ Date : _________ FORM No.07 To, The OIC, Account Section, Finance Dept. SUB : RECEIPT / REFUND OF PAYMENT Kindly find enclosed herewith a RECEIPT / REFUND No. ____________________ dtd. __________ for an amount of Rs. _________ (Rupees _________________________________________) paid by GSL to M/s. ______________________________________ being the training programme course fees (Residential / Non-Residential (vide Demand Draft /Cheque No. ______________ dtd. _____ of ____________________________ , Vasco-Da-Gama) for attending _______________________________________ at (venue) _________________ w.e.f. _____________ to ________________ for Shri/Smt/Miss _____________________________of ______________ Dept. Kindly acknowledge receipt of the above. _______________ OIC (TRG. Encl : Original Receipt/Cheque/Demand Draft No._____________ dtd. _______ of __________________________________ Rs. ____________.
  45. 45. 45 Feedback Forms File No. ________________________ Date : ___________ FORM NO.04 FEEDBACK ON TRAINING COURSES/SEMINARS/WORK SHOP ETC. Kindly arrange to return the „Feedback Form‟ duly completed (with HODs/SHs Remarks) & send to HRD Section (P&A), at the earliest, for our records. Nature of Course : ______________________________________________________________ Organized By : ______________________________________________________________ Venue : ______________________________________________________________ Duration : From _____________ to ______________ No. of Days _______________ 1. Was the training material provided, clear & informative Yes No NA 2. What was your opinion about the Below faculty interms of knowledge Excellent Very Good Good Expectations & instructional techniques 3. What was your opinion Below of the course contents ? Excellent Very Good Good Expectations 4. Did you find the Course Relevant to your needs? Immediate needs Future needs 4a) If yes, what are those 1. Please elucidate in few sentences your view on the course 2. Please list suggestions based on knowledge gained, for application in your area of work/Dept. & in GSL. Name of Participants: Emp.No. : Designation : Dept./Section Signature & Date of Participant HODs/SHs Remarks Signature & Date OIC (TRG.)
  46. 46. 46 Format-5 File No. ________________________ Date : ______________ FROM No.08 ANNUAL FEEDBACK FROM HODS REGARDING EFFECTIVENESS OF TRAINING PROGRAMMES Select Employee : __________________________________________________________________ Training Programme : __________________________________________________________________ Institute : __________________________________________________________________ Venue : ________________________________ From : ___________ to ____________ No. of Days _______ HODs/SHs evaluation of effects of training on skills, attitude & achievements : _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Sign of HOD Dist : 1. Original for Officer‟s ACR File (CMD/P&A) Date : 2. HRD Section _______________ OIC (TRG.)