PUNJAB SKILLS DEVELOPMENT FUND

PUNJAB SKILLS DEVELOPMENT FUND
GENERAL INSTRUCTIONS, BUSINESS RULES, REPORTING & MONITORING MANUAL FOR TRAINING SERVICE PROVIDERS
2015-16


Monitoring & Reporting Guidelines for Training Service Providers/PSDF/September 2011Page 1

PUNJAB SKILLS DEVELOPMENT FUND

Table of Contents

Glossary of Terms

Introduction

Submission of Payment Invoices

SECTION TWO

Reporting Instructions

Training Inception Report

Trainee Profile

Monthly Training Progress Report

Training Completion Report

Orientation Session on Reporting & Monitoring Instructions

PSDF Helpline

SECTION THREE

Monitoring Framework

Monitoring Process vis-à-vis KPIs

SECTION FOUR

BUSINESS RULES - VIOLATIONS & PENALTIES

FORM A – TRAINING INCEPTION REPORT BY TRAINING SERVICE PROVIDER

FORM A-1 – CLASS INSTRUCTOR/S CV

FORM B – TRAINEE PROFILE FORM

FORM C ‘Monthly Progress Report’

FORM D – TRAINING COMPLETION REPORT

FORM E ‘ON JOB TRAINING REPORT’ (Where Applicable)

FORMAT STIPEND REGISTER

REQUEST TO PROCEED

NOTICE TO PROCEED

‘Uniform/Bag/Accommodation’ Receiving Form

Trainee Attendance Register Format……………………………………………………………………………………………………. 63

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Instructions, Reporting & Monitoring Manual for Training Service Providers-PSDF / Vf 1.11 2015-16

PUNJAB SKILLS DEVELOPMENT FUND

Version Control
Currently Circulated Version / vf1.11
Date of Circulation / 01 Sep. 15

Instructions, Reporting & Monitoring Manual for Training Service Providers-PSDF / Vf 1.11 2015-16

PUNJAB SKILLS DEVELOPMENT FUND

Glossary of Terms

Batch:

Batch of a trade refers to the total number of sequential classes conducted in a particular trade by a training service provider at one or more locations. The following table gives an example of batches of two trades

Trades / Batch / Duration / Dates / No of classes per batch / No of Locations
Tailoring / 1 / 3 months / Sep 01-Nov30 / 2 / One
Tailoring / 2 / 3 months / Dec 01-Mar 31 / 4 / Two
Beautician / 1 / 4 months / Sep 01-Dec 31 / 4 / One
Beautician / 2 / 4 months / Jan 01-April 30 / 4 / One

Classroom Training:

The theoretical and practical instruction in a trade at a training centre is ‘classroom training’. This does not include the on-job-training.

Class Code:

Class Code is a unique identifier of each class funded by PSDF under various schemes.

Training Service Provider:

“Training Service Provider (TSP)” means any legal entity including consortium, which may provide Training Services under the contract.

Third Party Monitoring:

Monitoring Firm/s contracted by PSDF to monitor training progress delivered by various Training Service Providers.

Trade:

Specific skill’s training offered under the contract.

Training Cycle:

Training cycle means the period from submission of Inception Report to the completion of all training activities of a class of a trade. It may include one or more of the following: (a) classroom training, (b) on job training and (c) post-training support (if covered under the contract).

Training Plan:

A tabular representation of training (trades, number of trainees, centres) agreed to be delivered by the Service Provider and annexed to the contract

Training Location or Training Centre:

A facilitycomprising of one or more classrooms and laboratories etc.

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Introduction

Monitoring and evaluation is an essential component of any social or economic development programme. It not only serves as a feedback mechanism for making necessary adjustments in the interventions and designing future programmes but also provides the evidence of delivery, or otherwise, of the agreed activities. The activity also serves as a feedback mechanism for the training service providers for course correction.

These guidelines are prepared by Punjab Skills Development Fund (PSDF):, a section 42, not-for-profit Company that intends to stimulate the Market for Skills Development for the poor and the vulnerable populations of fourteen Districts of Punjab (Bahawalpur, Bahawalnagar, Lodhran, Muzaffargarh, Vehari, Khanewal, Rahim yar khan, Lahore, Sheikhupura, Faisalabad, Chiniot, Sargodha, Gujranwala, Narowal). The purpose of this document is to provide guidance and information to the Training Service Providers selected for receiving funding by Punjab Skills Development Fund through different schemes. The document explains the type of reports that a training service provider is expected to submit to PSDF, standards that a service provider is expected to meet, training related indicators which will be monitored and the process of monitoring.

They consist of: General Instructions, Reporting Instructions, Monitoring Instructions and Business Rules. General Instructions provide guidance to TSPs about different aspects of training; Reporting Instructions provide details about the data, reports and information that the Service Providers are expected to provide to PSDF, Monitoring Instructions enumerate those indicators which are tracked by PSDF and contracted third party monitoring firm; Business Rules provide information about the financial penalties in case of violations. These instructions provide guidance to the Service Providers about the expectations and the compliance standards that they must achieve for receiving timely payments. The data collected from Service Providers is shared with the third party monitoring firm that relates to monitoring of training in-puts.

PSDF has engaged a third party monitoring firm (See Glossary of Terms) to carry out monitoring of agreed activities and outputs. More importantly, the third party monitoring firm provides information whether the contractual obligations are being fulfilled. At the same time, PSDF’s Monitoring Team also regularly visits the training sites to monitor training delivery.

Data provided by TPM is used to validate that the contractual obligations are fulfilled and specified compliance standards are met. It is therefore very important that Service Providers carefully read this document to familiarise themselves with the requirements and comply with the same. They may seek additional information or explanation from PSDF to clarify the expectation level.

Please note that the terms and conditions contained in the contract document are conclusive.

SECTION ONE

GENERAL INSTRUCTIONS

General Instructions for Training Providers

Request to Proceed:

The Training Providers engaged under different schemes launched by PSDF will send a Request to Proceed (See Annex3). After the receipt of request, inspection of training site will be arranged by PSDF. If the training location is found satisfactory, PSDF will issue Notice to Proceed. In case, centre is found unsatisfactory TSP has to send again request to proceed after addressing the deficiencies pointed out in first inspection. Cost of initial inspection will be borne by PSDF whereas cost of subsequent visits will be recovered from TSP on actual basis.

Notice to Proceed:

After the contract has been signed, the TSP shall prepare itself for delivering the training. This will include ensuring availability of training site, meeting deficiencies of required equipment (if any), arranging hostel accommodation (if training takes place outside PSDF districts), engaging trainers (developing/adapting manuals etc. in case of Skills for Market) and selecting trainees. PSDF shall cause the inspection of the training locations to be carried out through the Third Party Monitoring Firm. Upon receipt of a satisfactory report, that all arrangements are complete, PSDF shall issue a Notice to Proceed to the Training Service Provider of a specific training location. TSPs should expect an inspection at any time before or after signing of the contract.

Training Locationsfound satisfactory during the technical evaluation phase may be visited issued ‘Notice to Proceed’, without any further inspection. It shall be sole discretion of PSDF to determine whether an inspection is required or not.

No Training Service Provider shall commence training without a ‘Notice to Proceed’ being issued by PSDF.

Please refer to Annex 4 for the format of Notice to Proceed

Trainee Selection:

Candidate selection is the responsibility of the Training Organization. It must adopt a fair and transparent process for trainee selection. In case, applications are more than the training places a written test/interview may be held. All record of applications received, test sheets and interview scoring sheets will be retained by the Training Service Provider.

Trainee Eligibility:

Only those candidates may be selected and enrolled who strictly meet the criteria below:

  • is a male or female, resident oftarget Districts. These target districts can differ from scheme to scheme as specified in the contract i.e.
  • Skill For Garments G1 (Lahore, Sheikhupura, Faisalabad, Chiniot, Sargodha, Gujranwala and Narowal)
  • Skill For Job J4 (Bahawalpur, Bahawalnagar, Lodhran, Muzaffargarh, Rahim Yar Khan, Vehari and Khanewal)
  • Skill For Market M4 (Lahore, Sheikhupura, Faisalabad, Chiniot, Sargodha, Gujranwala and Narowal, Rahim Yar Khan, Vehari and Khanewal)
  • Skill For Jobs 2014-15 J5 (Lahore, Sheikhupura, Faisalabad, Chiniot, Sargodha, Gujranwala and Narowal)

(The residency of candidates can be determined from the temporary or permanent address on the trainee’s Computerized National Identity Card or Form B)

  • is of age 15 years or above
  • Must be holder of CNIC (B-Form for below 18 year aged trainees).
  • Must not have previously attended any course funded by PSDF
  • Must meet the entry requirements as specified in respective training curricula (of TEVTA or other accredited body)
  • Must not be already registered in PSDF database (access to the data will be provided to the training service provider at following link
  • Must not be enrolled in any other PSDF funded course at the same time

Trainee Preferences:

Preference may be given to fresh graduates/younger individuals having the required minimum educational level as in the relevant curriculum, needy (unemployed, those with low family income, Zakat eligible) and those with aptitude for the trade on a professional basis (to exclude non-serious applicants). PSDF strongly discourages enrolment of trainees who wish to pursue a hobby and are not employment-oriented.

Use of Vouchers:

PSDF shall issue vouchers to a limited number of individuals for enrolment in designated trade courses. These individuals shall be granted admission in the trade course (mentioned on the voucher), subject to fulfilling all of the above eligibility criteria (including age) and presenting themselves to the contact person of the TSP before the start date of classes.

Enrolment Verification:

The selected TSP shall check whetherany enrolled trainee has already availed PSDF-funded or is already enrolled in another PSDF funded training program. For this purpose, the “Trainee Verification System” may be accessed from the website ( A username and password shall be issued to each training service provider after the contract has been signed.

Attendance:

A minimum attendance of 80% will be required for each month of training. The TSP shall issue warnings to trainees who have less than 80% attendance in a month and send a report to PSDF. In case of less than 80% attendance in the subsequent month, the trainee shall be expelled.

If the attendance of trainees in any class is found to be 80% or above of the enrolled trainees (excluding drop outs) during any month, the CLIENT shall make full payment of the training cost. However, if the attendance of a class is found to be less than 80% in both Third Party Monitoring (TPM) visits, the amount equivalent to percentage point difference in attendance from 80% multiplied by maximum training cost shall be retained by the CLIENT. The percentage point difference will be calculated on the basis of maximum attendance of class in any of the two TPM visits. The amount will be reimbursed, if the attendance reaches 80% in the following month. In case, the attendance does not reach 80% in the following month, the retained amount shall be forfeited.

Further, If a trainee is found absent during two consecutive visits by the monitors appointed by third party monitoring firm, two-fifteenth of the stipend amount specified in Appendix A of the contract shall be deducted as a fine. This fine will not be applicable on first month’s invoice.

Drop Out Policy:

The Training Service Provider can only claim payments for a maximum number of trainees as mentioned in the contract. To adjust for drop outs, the initial number enrolled can be more than contracted number of trainees. PSDF will give a maximum of 20% of drop out allowance (this will be paid only till the month when drop-out occurs). The drop out allowance shall be calculated on the basis of contractual number of trainees of a class. The training service provider will bear the cost of additional drop outs, if the allowance is exceeded. It is important that the training service provider promptly reports the drop out in the monthly report. If it is observed that drop outs are mentioned at the time of completion of training and not before, PSDF will not pay any allowance for drop outs.

Check for Dual Admission of a Candidate:

PSDF is a subsidy for trainees belonging to the four districts. We intend to reach out to maximum number of beneficiaries. Therefore, PSDF strictly disallows:

  • Enrolment of trainees who have enrolled for PSDF-funded training previously (regardless of whether the trainee completed or dropped out); and
  • Enrolment of trainees concurrently enrolled in another PSDF-funded training.

Enrolment verification though the “Trainee Verification System” will ensure that the trainee has not enrolled in any PSDF-funded training course. Please note that PSDF will not cover the cost of any trainee whose multiple enrolment is discovered. Training Service Providers are encouraged to give sufficient warning to trainees before the commencement of training. Trainee verification system can be accessed at following link

Trainer

The qualification of instructor should meet the standard, if specified in the curriculum. Alternatively, Instructors with commensurate qualifications and experience as specified in the contract must be engaged. If an Instructor is replaced during the training cycle (See Glossary of Terms), PSDF must be informed about the new Instructor whose qualifications must meet the standards mentioned in the proposal. A qualified trainer must be present in 100% classes.

Training Equipment

Training related training-equipment, machinery and tools should be made available as specified in the curriculum. TEVTA curriculum specifies the tools and equipment required for the training. It is expected that TSP will ensure continued availability of the equipment during the entire training.

Training Learning Materials

TSP will supply copy of syllabus/study plan to each trainee in each class in each trade failing which financial penalty may be applied on the monthly invoice raised by TSP. It must be ensured that each trainee is in receipt of books, stationery, uniform, bag, and other agreed deliverables as per the contract.

Consumables

Consumables should be made available at the start of the training day and during the entire training process.

Merging/Splitting of Classes

Training Service Providers are expected to obtain authorisation from PSDF before merging two different classes or splitting a class into two different classes. Without approval such action may result in imposition of penalties as prescribed in Business Rules.

Unannounced relocation of training centre

Training Service Providers are also expected to obtain prior approval from PSDF before centre relocation to a different site. Without approval such action may result in imposition of penalties as prescribed in Business Rules.

Non-functional Classes

During third party monitoring visits if neither trainees nor trainer is found available OR centre isclosed without prior intimation to PSDF, the class will be considered as Non-functional. Further, if trainees found present but class is not in progress due to any reason. e.g. non-availability of Instructor, backup source of electricity (Subject to the trades) or trainees found involved in any other activities instead of training the class will be considered as non-functional.

Start Date of Training:

  1. For PSDF Listed Courses:

For those PSDF listed courses notified by PSDF as to be tested by PBTE, PSDF has entered into an agreement with PBTE for testing and certification. For three, six and one year courses, the TSP shall be required to follow the schedule communicated by PSDF on specified dates:

A TSP unable to start its first batch (of three and six month’s courses) on the prescribed dates above shall forfeit its right to conduct training for the first batch. It may start trainings for the second batch.

  1. Other Courses:

The TSP may follow its own schedule in case of courses whose testing arrangement has been made by them.

Daily Timing:

In a month, total training hours shall be as per the curriculum. The training hours per day should be such that overall training hours specified in the curriculum are completed.

Fee:

Charging of any fees from trainees (other than contribution for meals) is a serious violation which will invite punitive action from PSDF.

Trainee ID Cards:

PSDF shall provide trainee and instructor ID cards to the Training Service Provider within the first month of commencement of training. These shall be worn by all trainees and instructors during the training hours.

Trainee Stipend:

Training Service Providers shall pay stipend to trainees on a monthly basis. Combined stipend of first two months will be disbursed after completion of second month of training and for subsequent months stipend will be paid on monthly basis. Withholding entire amount of monthly stipend payment till the end of training period shall not allowed. PSDF shall pay (on reimbursement basis) a stipend as specified in the contract. All record of payment of stipend to trainees shall be maintained in a Stipend Register (See Annex2) and will be subject to inspection by PSDF or its designated monitoring team.

If TSPs are not able to pay the stipend amount within a month after release of payment from PSDF a penalty equivalent to 2 % of training cost of the class will be deducted from the monthly invoice.

First stipend will be disbursed after completion of second month of training and for subsequent months stipend will be paid on monthly basis.

Publicity:

The TSP may be provided a banner or signboard by PSDF which must be prominently displayed by the former at all training locations. All other publicity material prepared by the TSP shall clearly mention that the training is being funded by PSDF and should bear logos of Government of the Punjab and Department for International Development UK (DFID). All such material should be sent to PSDF for approval. Feedback from PSDF regarding text and placement of logos on the publicity material shall be fully complied with.