Difference between revisions of "OTOD"

Latest revision as of 07:53, 10 October 2017

OTOD, also known as Offy Training On Demand, is a training program belong to Offies, by Offies, for Offies. GMaps [1]

Why OTOD

The story behind the birth of OTOD

OTOD Policy

1 Objectives

The purpose of training activities is to equip people with necessary skills, knowledge and attitudes to meet the organization’s needs in relation to its objectives. Officience recognizes that such development should be a continuing process for every employee at all levels in the organization. All training practices and procedures be endeavored to support individuals to achieve these goals. In order to ensure financial efficiency and good performance of these training courses, all training activities will be planned and monitored by the Community & Engagement Cluster in conjunction with oTOD team. These teams will organize the Training and Development budget following regulations of this Corporate Training Policy. The needs for training will be analyzed in a number of ways as defined below. A training record will be made for each employee under this policy.

Training Budget

The training budget will be allocated at the beginning of each financial year in accordance with training needs depending on organization’s objectives for the forthcoming year. The Corporate training plan and budget will be reviewed and reallocated annually by the Company. Accordingly, the sum available for professional development may vary from year to year subject to Corporate training needs.

Training Resources

The resources required to meet training needs should be fully identified so that training activities are properly focused with transparent benefits. Currently, Officience will employ two resources: Internal and External. For internal resources: Officience would like to invest its people with adequate qualifications and a certain amount of skills. These peoples may become the trainers for the courses inside the Company thanks to the support from oTOD team under regulations of this Corporate Training Policy. After the courses, the trainees may receive a certificate valid within the company only.

Benefits for Internal Trainers:

Internal trainer can be awarded below 4 million VND worth in different ways thanks to their contribution. They may receive an external training course, book, software, working tools, etc. In addition, trainer should not use the working time to execute the training if it conflicts with corporate development.

For external resources: as for the skills, knowledge and certificates that are really in need but cannot be obtained inside the Company, Officience will send the trainees to the external courses or financially support them to get the certificates by participating in professional competitions or examinations.

Recording

A training record will be made for each employee and archived in their employee personnel files for whether internal or external training courses. The record will include details of the training regarding its content, cost and purpose.

Training includes:

IT certificate: Java, PHP, JavaScript, .net, Testing, etc. Language certificate: English, French, etc. Soft skill: presentation, leadership, etc.

Any request for training course or certificate should comply with the professional activities and development orientation of the Company.

2 Procedure

Internal certificate/course Workflow:

Step 1: Staff publishes training requests in Company social network (Google+) Training request can be based on the training portfolio issued by oTOD team or from staff demands Step 2: Other staff in the company who have the same interest in the training request can vote for the request in the Company social network in order to participate in the training course When the request get enough 5 votes (or above) from employees, staff comes to Step 3 Step 3: Staff submit the training request in DINH, add oTOD team in the request for notification purpose Step 4: oTOD team is in charge of investigating the training demands in details to validate the request If the validation comes to NO, close the case giving the reasons If the validation comes to YES, the process comes to Step 5 Step 5: oTOD team to deliver training course to staff.

• DINH is an internal ERP system of the Company (https://dinh.officience.com)

External certificate/course Workflow:

Step 1: Staff raise training request to Line Manager Staff and Line Manager discuss together to define correct demand on the training course If the discussion comes to NO, close the case If the discussion comes to YES, process comes to Step 2 Step 2: Staff to raise request in DINH tool, add oTOD team in the request for notification purpose Step 3: oTOD team is in charge of investigating the training demands in details oTOD team to validate the budget If the validation comes to NO, close the case giving the reasons If the validation comes to YES, process comes to quotation step as below Quotation: oTOD team to provide following quotation information (Providers, quantity, pricings) Step 4: Training request and quotation information are transferred to Finance Department Step 5: Finance dept to validate the quotation: If the validation comes to NO, close the case giving the reasons If the validation comes to YES, the request comes to Step 6 Step 6: oTOD team to deliver training course to staff.

• DINH is an internal ERP system of the Company (https://dinh.officience.com)

3 Conditions

To be entitled for the both internal and external training, an employee of Officience should satisfy these conditions: Except special request from client, an employee’s working time at Officience should be more than 6 months (probation excluded) for courses and certificates with value of up to 5,000,000VND, and at least 12 months (probation excluded) for courses and certificates with value of more than 5 million VND. However, oTOD team will also take into consideration the training chances for those who have worked for Officience under 6 months but bring great value and outstanding performance Employee’s wished certificates or courses should be recommended or approved by Line Manager. An employee should commit a certain score (the score should be at fair or higher level) before taking the exam to get certificates or taking part in courses. An employee should commit the length of working time for Officience after obtaining certificates or completing courses (Please see more details at “Part 5: Reimbursement”) Employee’s requested courses or certificates should be in compliance with annual training plan, his/her career path and company’s needs which are mentioned in his/her objective

4 Commitment

a) As for training courses, an employee should commit to attend at least 80% of the class. b) An employee is supposed to share his/her earned knowledge and skills with his/her colleagues (wherever possible and appropriate) c) An employee should commit to pass the final course assessment in case of training courses or obtain the committed score in case of score certificate. d) When an employee leaves before finishing his/her committed length of working time, the company will determine whether a portion of the training cost must be returned to the company. This amount is in direct proportion to the length of working time remained unfulfilled; detailed as below: If an employee works for 20% of the committed period, 80% of the training cost must be returned to the company If an employee stays through from 50% to 70% of the committed period, 50% to 30% of the training cost must be returned. Once the employee completes 80%, however, no return amount is required

5 Reimbursement

The employees should commit the length of working time for Officience after obtaining each certificate or completing course. Reimbursement shall be warranted for all training as specified in the following chart. Maximum training cost (VND)

Length of Working Commitment

< 2 million : No commitment

2 - <5 million : 3 Months

5 - <10 million : 6 Months

10 million or above : 12 Months

Training will be considered on a case-by-case basis and not guaranteed to be approved. It shall only be approved based on the financial assessment, training budget, and organizational needs of Officience for the given year.

There are two type of financial support from Officience:

Type 1:

Officience will support the employees 100% of the tests or courses fee in advance (if courses fee 5 million or above). In case the employees cannot reach their committed scores or pass their final course assessment tests, they are supposed to return 50% of the fee paid previously by the Company. This deduction will be made in the next month’s salary since the test date.

Type 2:

For the courses cost less than 5 million, the employees will pay the courses fee in advance and Officience will return the courses fee (100% if the employees pass achieve their committed score or pass their final courses assessment tests and 50% if they don’t pass). This reimbursement will be made in the next month’s salary since the test date. The employees shall submit their Certificates or evidence to prove their achievements. Particularly, they shall provide the following documents: - Employees’ committed scores - Test/certificate fee invoice (company name, address, tax code) - Copies certificates/ test results Each specific case can be clarified in Appendix in details.

Note for Online payment: Any financial support amount that relates to online purchasing will be paid 100% in advance by the Company. In case the employees cannot reach their committed scores or pass their final course assessment tests, they are supposed to return 50% of the fee paid previously by the Company. This deduction will be made in the next month’s salary since the test date.

See Also

• PR on Dinh
• Laptop Policy
• Dinh

References

• OTOD policy on Google Docs
• OTOD community on G+
• Français Pour Offies