Training Administration and Logistics

Within Learning and Development (L&D), providing managed training services is the fastest growing area - the solution to save costs and improve efficiency and the more strategic use of skilled HR managers and personnel within HR and L&D departments is driving this as a strategic initiative in business.

HR people across the world are being requested to make every £ count and to add further value to the business. Many are turning to the industry experts to provide managed training services for training administration and logistics services

General Physics (GP) can exceed your requirements whether it’s a fully integrated managed training service or a training booking system. We can help you save time by:

• Providing your training administration and logistics
• Manage 3rd party suppliers
• Raising Purchase Orders relating to managed training spend
• Operating your LMS or implementing our learning management system to allow course bookings to be made in few minutes
• Producing reports and evaluations at a click of a button

The result is high-quality, cost-effective training services that are repeatable around the world while complying with country-specific cultural and regulatory requirements.

 Mouseover to read more, click arrow to expand/contract all.

• Learning Event Management Planning and Logistics
  
  
  You could receive:

  • Access to skilled learning advisors to help with advice on learning paths, certification tracks and any unusual learning and development requests
  • An online catalogue, containing all of your learning interventions from all your suppliers, including your own in-house events, with search facility
  • Automated booking, including customised payments and authorisation to match your business process
  • Automated invitations: invaluable for coordinating the booking of large numbers of staff onto a schedule of events as part of a managed training programme (such as graduate inductions or change programmes)
  • Automated post-course evaluations: on completion of the learning, evaluations are automatically triggered, based on the delegate and course information captured during the booking process
     
• LMS Hosting and Management

  GP provides purpose-built hosting solutions for your content and e-learning initiatives to help ensure your efforts and investments pay off. Our team of engineers specialize in e-learning technology and security, they provide critical knowledge and consulting when designing and recommending hosting solutions.

  With several data centres located globally, GP’s hosting solutions deliver a progressive, secure, and fully managed model to meet your requirements and budget. Our facilities feature power backup, controlled access, and fully scalable architecture to provide you with:

  • Burstable bandwidth
  • 24/7 monitoring
  • Full data backups
  • Maintenance of your equipment and software updates
     
• Help Desk/Call Centre

  GP's help desk services are focused on the service and satisfaction of your employees, administrators, and partners. Our established call centre infrastructure follows proven processes that are flexible to meet your requirements, metrics, and changing business needs. We work with you to develop support programs that align with your objectives and culture.

  GP utilizes a custom-developed problem/resolution database to manage the issues, requests, and questions that arrive at your help desk. Each case is logged into the database and updated throughout the life cycle of the issue/request/question. In most cases, telephone inquiries are resolved during the first call.

• Training Budget and Data Management and Reporting

  Over the years we have always listened to our clients, this feedback has enabled us to provide polished, factual and up-to-date data which is valuable and essential to manage their training operation when in a Managed Learning Service partnership. We only want to give you the data that matters most to your organisation, so we work with you to create the ideal end solution at the outset.

  Customarily they include:

  • Course Data
    • Number of courses run (e.g. by location, region, course, curriculum, business division)
    • Attendance (e.g. by location, region, course, curriculum, business division)
    • Cancellations and no shows (e.g. by location, region, course, curriculum, business division)
  • Training spend data (e.g. by training category, by business division, by region, cancellation and no show spend, venue costs)
  • Course evaluations (trainer, course content, environment, registration process, year on year comparison analysis and trending, evaluation measuring behavioural change e.g. Kirkpatrick’s Learning Evaluation Model)
  • Cost savings (actual versus targets, benchmarks or historic rates)
  • Consolidated invoice (with detailed statement)
  • Financial reporting (e.g. forecasting and budget management)
  • Action log (corrective actions, recommendations and task capture)

  Our reporting service is tailored to your organisational needs and presents evidence of both quantitative and qualitative ROI. Metrics are used to consistently monitor cost efficiencies in the service provided and analysed at regular review meetings to ensure successful outcomes are maintained.

• Venue Selection and Management

  Having been in the training industry for over 45 years, we have vast knowledge and great rates on venues globally. It can be time consuming finding:

  • The ideal venue
  • To the standard you require
  • With availability
  • At a cost effective rate
  • With all the amenities required to run the course e.g. technical equipment

  At GP we can ensure all of the above and offer On Site Support before, during and after the course to manage any additional requirements.

• Course Material Logistics

  Materials ordering and tracking, we can order materials using a global print vendor or your preferred printing partners and track to ensure arrival at venue. We can also look at cost effective methods e.g. quarterly ordering of materials for stock.

  If you need the resource to create the materials, our creative department can work with you, to your brand guidelines - everything from a name badge, course manual, evaluation form to the visual design of an online course or mobile application.

• Additional Resource Logistics, AV, Virtual Labs etc

  We work to meet the needs of a course, its delegates and the trainer’s delivery methods. We source venues and arrange the room set up to include equipment and environmental requirements e.g:

  • Video equipment e.g. camera, microphone
  • Telepresence
  • Sound Proofing
  • Break out room for group work
  • Video conferencing

  Should the course be virtual we can manage the set up and hosting.

• Catering
  We work with local vendors and contacts to order catering that meets your needs, we ensure a good choice and cater for special dietary requirements.
   
• On Site Support
  We provide a global on-site administrative and logistic support as required for courses and events.
   
• Learner Support Communications

  Communication is important in the provision of support, at GP we are here to answer any queries your employees may have about a course. We ensure all your employees have all the information they need prior to attending a course:

  • Firstly we are able to advise your employees what courses they should attend, their learning path
  • We then let them know the locations, dates and times of the courses they need to book on
  • We advise on how to book, cancel and transfer
  • If pre-work is required for the course we send and follow up to ensure it is completed before the course run date
  • Full joining instructions are sent about the course which include the location, time, trainer etc
  • Any special and dietary requirements are managed
  • Reminder emails I to reduce no shows
     
• Purchase Order (PO) and Budget Support

  With many of our clients, we are responsible for managing and maintaining a centralised annual budget on behalf of our client by tracking all training spend for the client in order to ensure the developmental needs of the business are achieved within budget. This is monitored on an ongoing basis and monthly forecasting and accrual reports are provided to the client to track all training spend across the business.

  We provide the client with monthly invoices for each training event which is delivered month on month together with a monthly invoicing report  with a full breakdown against the client purchase order to provide a tracking system on all training spend.

• Annual Schedule Planning

  As part of the agreed service deliverables for our clients, we are able to produce an annual training schedule in line with our client’s development needs. Working closely with the client, we aim to identify training gaps by means of training needs Analysis, Focus Groups input and linking with regional/ local HR Business Partners to drill down to what each individual region may need.

  The planning phase consists of two parts- research and analysis stage and scheduling stage. Once the research and analysis is completed, we work with our network of vendors and local onsite contacts at client site or identified venues to schedule dates forming the annual schedule.

• Complaint Handling and Escalation
  
  
  At GP we believe service issues should be dealt with immediately and escalated if required. An issue provides us the opportunity to improve so we start with an investigation and endeavour to report out the cause and provide a solution to prevent re-occurrence.