SayPro Tasks to be Completed During the Period:
Pre-Training Preparation (01-24-2025 to 01-30-2025):
Finalize training materials, including presentation slides, case studies, and compliance handbooks. Confirm the schedule for training sessions and ensure that all participants are notified in advance. Prepare any online platforms or registration forms for virtual participation
1. Finalize Training Materials
Objective: Ensure that all training content is ready, relevant, and aligned with compliance requirements.
- Training Presentations:
- Review and finalize presentation slides to ensure they are clear, engaging, and cover all key compliance topics.
- Update slides with the latest legal regulations, procurement laws, anti-corruption practices, intellectual property rights, contract laws, and bidding regulations to reflect the most current information.
- Add case studies, practical examples, and any relevant visual aids (graphs, charts, etc.) that will help employees understand complex compliance concepts.
- Case Studies:
- Finalize real-world case studies that illustrate compliant and non-compliant behaviors in the tendering, bidding, and proposal processes.
- Choose examples that reflect common legal issues faced by SayPro’s teams to enhance practical learning.
- Ensure each case study includes a detailed breakdown of the legal issues, consequences of non-compliance, and lessons learned.
- Compliance Handbooks:
- Prepare compliance handbooks that provide detailed information about SayPro’s legal and regulatory requirements, policies, and procedures.
- Ensure the handbooks cover key compliance topics related to tenders, quotations, proposals, and bidding, providing easy-to-understand guidance for employees.
- Include references to the specific laws and regulations governing SayPro’s operations in various regions, ensuring relevance across the company’s operations.
- Document Review and Approval:
- Finalize all training documents and have them reviewed and approved by relevant department heads (e.g., Legal, Compliance, HR).
- Ensure that all content complies with SayPro’s internal standards and reflects up-to-date legal and regulatory knowledge.
Responsible Team: Compliance Team, Legal Department, Training and Development Team.
2. Confirm Training Schedule
Objective: Ensure that the training schedule is finalized and communicated to all participants well in advance.
- Training Dates:
- Confirm the dates and times of each training session, ensuring they align with employee availability, department schedules, and any external factors (e.g., company events or holidays).
- Decide on the duration of each session (e.g., 1-2 hours for each module) and ensure the training fits within the overall timeframe.
- Session Types:
- Confirm whether the training will be delivered virtually, in-person, or in a hybrid format (both online and face-to-face).
- Set up the session breakdown, specifying which topics will be covered on which days (e.g., procurement laws on Day 1, anti-corruption practices on Day 2).
- Venue Selection (for In-Person Training):
- If in-person sessions are planned, finalize the venue booking for each session. Ensure that the room is large enough for all attendees, with appropriate technical setup (projector, sound system, internet connection).
- If necessary, secure additional resources, such as support staff, equipment for hands-on activities, and refreshment arrangements.
- Virtual Platform Preparation:
- Finalize the virtual platform for remote training (e.g., Zoom, Microsoft Teams, etc.), ensuring it has the necessary features (e.g., breakout rooms, screen sharing, chat functions) to facilitate interactive learning.
- Test the platform ahead of time to avoid technical glitches on training days.
- Notifications to Participants:
- Confirm the list of participants (all employees in the relevant departments) who will be attending the training.
- Send formal invitations to all participants via email, detailing the training schedule, session types, and platform details (if virtual).
- Include instructions for logging into the virtual sessions or finding the in-person venues, as well as any preparatory materials that participants should review before attending.
Responsible Team: HR Department, Training Coordinators, Event Management Team.
3. Prepare Online Platforms or Registration Forms for Virtual Participation
Objective: Ensure seamless virtual participation by setting up registration systems and online platforms.
- Create Registration Forms:
- Develop and distribute online registration forms for employees to confirm their participation in the training sessions. These forms should collect:
- Employee name and ID number.
- Preferred training session(s) (if multiple sessions are offered).
- Mode of participation (virtual/in-person).
- Any special requirements (e.g., accessibility needs, technical assistance).
- Ensure that the registration process is user-friendly and can be completed quickly by all employees.
- Develop and distribute online registration forms for employees to confirm their participation in the training sessions. These forms should collect:
- Platform Setup for Virtual Training:
- Set up the virtual training platform, ensuring that it can handle the expected number of participants.
- Prepare the training environment on the platform, including:
- Pre-event welcome screen: A custom message with training guidelines.
- Breakout rooms: For interactive group activities or Q&A sessions.
- Recording settings: Enable automatic recording of sessions for later review or for employees who may miss the live session.
- Test Technical Aspects:
- Test all technical aspects of the online training platform (audio, video, screen sharing, breakout rooms) to ensure everything works smoothly before the training begins.
- Ensure that all presenters and trainers are trained on how to use the platform and its features, and have access to technical support if needed.
- Confirm IT Support:
- Coordinate with the IT team to ensure that they are available for any troubleshooting or technical support on the day of training.
- Provide employees with a contact number or helpdesk for technical issues during the virtual training.
Responsible Team: IT Support Team, Training Coordinators, Event Management Team.
4. Prepare Participant Engagement Materials
Objective: Enhance engagement and participation during training by preparing supplementary materials.
- Training Handouts:
- Ensure that digital handouts (or physical copies, if applicable) of the compliance handbooks, presentation slides, and case studies are available to participants.
- Distribute these materials prior to the training session or at the start of the session, depending on the format.
- Interactive Tools:
- Prepare interactive tools (e.g., quizzes, polls, live feedback) to keep employees engaged during the session, especially for virtual sessions.
- Ensure that any necessary technology (e.g., Kahoot for quizzes, Slido for polls) is set up and ready for use.
- Communication and Reminders:
- Send reminder emails a few days before the training to ensure employees are prepared and on track to attend.
- Include any pre-training tasks or materials that should be reviewed in advance.
Responsible Team: Training and Development Team, Event Management Team.
5. Final Checks and Adjustments
Objective: Ensure that all preparations are in place and ready for smooth execution of training sessions.
- Review Final Training Plan:
- Double-check all training materials, schedules, and logistical details. Make adjustments as needed.
- Ensure that any feedback from stakeholders (e.g., Legal, Compliance) has been incorporated into the final training plan.
- Confirm Trainer Availability and Preparation:
- Confirm that all trainers and facilitators are prepared, have the necessary materials, and are ready for their sessions.
- Schedule a final rehearsal for trainers to ensure that they are comfortable with the training flow and the virtual platforms (if applicable).
- Prepare Contingency Plans:
- Develop contingency plans in case of technical issues, trainer absence, or other unforeseen challenges. This may include backup presenters or alternative training methods.
Responsible Team: Training and Development Team, Event Management Team, HR Department.
6. Conclusion
By completing these Pre-Training Preparation tasks between January 24th and January 30th, 2025, SayPro will ensure that the SayPro Monthly January SCMR-1 Compliance Training is well-organized, engaging, and ready to meet the compliance needs of all employees involved in tenders, bidding, quotations, and proposals. Each step, from finalizing materials to confirming logistics and preparing platforms, will contribute to the overall success of the training program, ensuring that employees are well-prepared and aligned with SayPro’s legal and regulatory requirements.
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