Women Focused Employment Driven Training Report

Punjab Skills Development Fund
Women Focused Employment Driven Training

(WE1)
Presentation on Monitoring & Reporting

Guidelines
September, 2017
Objectives of the Presentation
 Monitoring Process
 Reporting Forms for Women Focused Employment Driven Training
(WE1) – 2017
 Violations
 Business Rules
Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 2

Monitoring Process
Monitoring Process Chart – Documents
Submission
No
RTP- Request to Center NTP- Notice to

Contract signed Yes Yes Yes
Proceed Inspection Proceed
Issued
No
Inception Report
Monthly Invoices
Trainee Profile 15
Class Start – 10 days before
& MPR Yes DAYS
Yes
Submission Commencement
Submission
of Class
Yes
Completion Report
+ Stipend Register + Placements Data 20% Final
Final Month
Completion Invoice Submission Invoice

Training Schedule – Timelines
 Last date for sharing Request to Proceed is 15th September 2017.

 Last date to submit Inception Report is 22nd September 2017.
 Organizations under Women Focused Employment Driven Training
(WE1) are required to start their classes from 2nd October 2017.
 Last date for Trainee Profile Submission in 17th October 2017.

Enrollment of Trainees
 Must have a valid CNIC or Form B

 Must have permanent or temporary address of Any District of Punjab
 Must be 18 years or above

 TSP shall not enroll any person in PSDF funded courses, if he/she falls into the following categories:
• A person who has already completed any degree, diploma or certificate course offered by TSP in
the past.
• A person who is/was enrolled or already attended any degree, diploma or certificate course offered
by TSP which has not been funded by PSDF.
• A person who has already attended a PSDF funded training course by any other service provider.
• A person who is enrolled in a PSDF funded training course offered by any other service provider.
• A person who is a full time or a part time employee of the TSP or engaged temporarily for the
delivery of the Training.
* If the enrollment criteria mentioned above isn’t followed then PSDF has the
right to terminate the contract of TSP’s

Attendance Register PDF File Microsoft Excel
Worksheet
 Register must be maintained in each class.
 Correct CNIC should be mentioned against each trainee in register.
 No cutting/overwriting/interlineations will be acceptable.
 Attendance must be marked within 30 minutes of class start timing.
 No empty spaces (Not Marking the Attendance of Absentees as Absent).
 Please Avoid Fake/Ghost Trainees (Trainee Marked Present but Found

Absent by TPM in two visits).
 If a trainee is present, “P” should be recorded in front of his name under the
relevant date.
 To mark a trainee ‘absent’, “A” should be recorded in front of his name under
the relevant date.

Drop outs
 PSDF will give a maximum of 20% of drop out allowance.

 Recording of Drop outs: If a person drops out, his name must not be
crossed out but the phrase “Drop Out” should be added in front of the
name. e.g.
S.No Roll No Name 1 2 3 4 5 … ... 18 … … 30 31 Remarks

1 01 M.Usman P P P A P P P P P P P P
2 02 M. Zeeshan P P P P P P P P P P P P
3 03 M. Hamza P P P P A A A A Dropout

Stipend Disbursement
 Stipend rate under the scheme WE1 2017 is uniform i.e. @ Rs. 1,500 per
month.
 First stipend will be disbursed after completion of second month of training
and for subsequent months stipend will be paid on monthly basis.
 If a trainee is found absent during two consecutive visits by the monitors
appointed by third party monitoring firm, two-fifteenth (2/15th) of the stipend
amount specified in Appendix A of the contract shall be deducted as a fine.
Note:
1. Stipend payments will be made by PSDF on reimbursement basis.
2. Payment of stipend will be made through training service provider or by any other means (stipend
may be disbursed through Third Party) as decided by PSDF and will be linked to attendance

Certification
 In case of testing and certification by PBTE, PSDF will make payments directly to
PBTE.
 In case of universities and PVTC, they are not paid any testing and certification cost
as they do it by themselves.
 In other national certification cases, testing & certification cost will be as per actual
but TSPs will pay first and then will claim reimbursement.
 In case of international certification, cost will be reimbursed after announcement of
the result.
 In case of International certification, the trainee has to qualify/pass both theoretical
and practical exam of all the modules, only then a trainee will be considered as pass.
Reimbursement of registration, testing and certification fee will be done upon
successful passing of examination

Reporting
Reporting
 Training Service Providers have to submit the following reports

• Request to Proceed
• Instructor Profile
• Training Inception Report
• Trainee Profiles
• Monthly Progress Report
• Completion Report (Submission of form D & Update the result of trainee)
• Stipend Register
• Uniforms and Bags Receiving
• Employment Report
 Timelines specified in the Reporting & Monitoring Guidelines.
 Late Submission of reports will result in imposition of penalties as per business rules.
 Headings in BOLD should be submitted online as well.

Request to Proceed
• Training Service Provider (TSP) sends ‘Request to Proceed’ to

Microsoft Word
PSDF After the Contract Signing for all batches. Document
• Notice to Proceed will be issued only if the training facility has

all the equipment and consumables available as per curricula.
• If NTP is not issued, a second chance to overcome the

deficiencies will be given to the Training Service Provider. In
that case another RTP will be required.
• Penalty will be charged to the TSP as per business rules, if

there is a second visit to the training center.
Last date for RTP submission is 15th September 2017

Notice to Proceed
• PSDF Issues ‘Notice to Proceed’ to TSP After Evaluating the

Centre Inspection Report Submitted by Third Party Monitoring
TPM Firm Once They Visit the Location.
Microsoft Word
• TSP is only authorized to start classes subject to the Document
issuance of Notice to Proceed By HoD Monitoring &

Evaluation.

Form A- Training Inception Report
10 Days before the commencement of the class
• Class Data Microsoft Word

Document
• Trainer Profile

Form B- Trainee Profile
 Within 15 days of the commencement of the class

 Personal data of enrolled trainee for each class Microsoft Word
97 - 2003 Document
 Must enclose legible copy of CNIC or Form B
 NADRA receipts will not be acceptable!
 Only those names will be considered final whose profiles

are submitted online.

Form C- Monthly Progress Report
 By 5th of every calendar month

 Must accompany the invoice Microsoft Word
Document
 Must be signed by the authorized person
 Reports about the attendance of trainees & trainer.

 Mention all the dropouts

Monthly & Consolidated Invoice
 Invoice must be submitted along with Monthly Progress Report.

 Invoicing Pattern will be shared by Finance team of PSDF.
 For any further information please contact Assistant Manager
Finance Mr. Ali Sani at ali.sani@psdf.org.pk
Microsoft Word Microsoft Word

Document Document

Form D- Completion Report Microsoft Word
Document
 Within 10 days after the receipt of the test results from the testing
agency
 Receiving of Stipend Payment i.e. Original Stipend Registers.
 Receiving of Uniforms and Bags
 Copy of Gazette in case of non-PBTE certification

 Copies of certificates in case of International Certification and Self
Certification
 Submission of 10 % invoice

Stipend Register
 Please maintain the Register of Stipend

Microsoft Word
 The Register will be checked by the Third Party Monitors Document
 Incomplete or false information will result in penalties

Receiving of Uniform, Bag and Accommodation
 As per contract TSP is required to provide Uniform & Bag and

Annex 5
Accommodation (If Applicable)
 This form is to take receiving of the above mentioned items from
trainees and to be submitted along with the final invoice.

Placements – Employment Report Microsoft Word
Document
 A TSP will share the data of the trainees on employment on a format

provided in the monitoring business rules within 1 month of the
completion of the training.
 After the TPM verifies the placement data, the remaining amount will
be released.

Trainee ID Card
 TSPs are responsible for providing the Trainee ID Cards.
 Trainee ID Cards can be exported along with the Trainee Profiles.

(second page of the Trainee Profile)

Business Rules
(Appendix – C)
Case Study – Physical Count
 Contractual Trainees = 20
 On Roll Trainees = 20
 80% of On Roll trainees = 0.8*20 = 16
 Maximum Attendance in a given month (Visit 1/Visit2) = 14
 Difference = 16-14 = 2
 Payment to be released = 18 Trainees
 Payment to be with held = 2 Trainees

Note:
1. Withheld Payment will be fortified if Class attendance is below 80% of On Roll Trainees in
subsequent month.
2. If attendance in subsequent month is above 80% then withheld payment will be reimbursed.
Case Study – Dropout Allowance
 Contractual Trainees = 25
 On Roll Trainees = 25
 Dropout Allowance = 20% of Contractual trainees = 0.2*25 = 5
 Dropout in First Month = 3

 Dropout in Second Month = 3
 Difference = 6 - 5 = 1
 Deduction Since Inception = 1 Trainee

MIS Report Submission
Enter Login

Select the Scheme
Click on
Scheme
Code

Open List of Classes

Select “Tools” of “Ready” Class

Create Instructor Profile

Create Instructor Profile - Continued

Create Instructor Profile - Continued
 Instructor Profile

Submit Inception Report

Submit Inception Report - Continued
 Training Inception Report
Inception report must

be submitted 10 days
before the
+
commencement of the
training, i.e. 22nd.
+ September. 2017

Create Trainee Profile

Create Trainee Profile - Continued

Create Trainee Profile - Continued
 Trainee Profile

Submit Monthly Progress Report

Submit Monthly Progress Report -
Continued

Submit Monthly Progress Report -
Continued

Submit Completion Report

Submit Completion Report - Continued
Completion report must

be submitted within 10
days after the
+ receipt of
the test report from the
testing agency.

Q&A

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Punjab Skills Development Fund

Women Focused Employment Driven Training

Presentation on Monitoring & Reporting

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 2

RTP- Request to Center NTP- Notice to

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 4

 Last date for sharing Request to Proceed is 15th September 2017.

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 5

 Must have a valid CNIC or Form B

 Must be 18 years or above

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 6

 Register must be maintained in each class.

 Correct CNIC should be mentioned against each trainee in register.

 No cutting/overwriting/interlineations will be acceptable.

 Attendance must be marked within 30 minutes of class start timing.

 No empty spaces (Not Marking the Attendance of Absentees as Absent).

 Please Avoid Fake/Ghost Trainees (Trainee Marked Present but Found

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 7

 PSDF will give a maximum of 20% of drop out allowance.

S.No Roll No Name 1 2 3 4 5 … ... 18 … … 30 31 Remarks

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 8

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 9

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 10

 Training Service Providers have to submit the following reports

• Training Inception Report

• Completion Report (Submission of form D & Update the result of trainee)

 Timelines specified in the Reporting & Monitoring Guidelines.

 Headings in BOLD should be submitted online as well.

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 12

• Training Service Provider (TSP) sends ‘Request to Proceed’ to

• Notice to Proceed will be issued only if the training facility has

• If NTP is not issued, a second chance to overcome the

• Penalty will be charged to the TSP as per business rules, if

Last date for RTP submission is 15th September 2017

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 13

• PSDF Issues ‘Notice to Proceed’ to TSP After Evaluating the

issuance of Notice to Proceed By HoD Monitoring &

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 14

10 Days before the commencement of the class

• Class Data Microsoft Word

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 15

 Within 15 days of the commencement of the class

 Must enclose legible copy of CNIC or Form B

 NADRA receipts will not be acceptable!

 Only those names will be considered final whose profiles

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 16

 By 5th of every calendar month

 Must be signed by the authorized person

 Reports about the attendance of trainees & trainer.

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 17

 Invoice must be submitted along with Monthly Progress Report.

Microsoft Word Microsoft Word

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 18

 Copy of Gazette in case of non-PBTE certification

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 19

 Please maintain the Register of Stipend

 Incomplete or false information will result in penalties

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 20

 As per contract TSP is required to provide Uniform & Bag and

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 21

 A TSP will share the data of the trainees on employment on a format

Monday, July 05, 2021 © PUNJAB SKILLS DEVELOPMENT FUND 22

 TSPs are responsible for providing the Trainee ID Cards.