ToT Management
Introduction
ToT stands for Training of Trainers.
It aims to train and develop specific skills, abilities and knowledge to an employee.
Universities can ask employees to participate in the opportunities posted/requested in order to improve/increase their current performance.
Following objectives can be achieved through this module:-
Develop competencies of employees and improve their performance.
Help employees to grow within an organization.
Gain skills, learning, stay updated with new technologies/concepts, etc.
Dashboard
The ToT_Admin has the accessibilities of Total Companies, Total Training, Total Participation & Total Requests. The admin can manage all the adjacent functions and add Total requests.(Employees) can only view the participation and Training Requests. Whereas Company have access to Total Training Opportunities and can only view the details of training opportunities in the given university.
Company Login
Following are the steps which Company (HR) will perform to create its profile and add opportunity in Samarth TOT module:-
1: Company (HR) Logs in and creates its profile
2: Company (HR) put Opportunities
Company Profile
For Company Login, Module Admin will create a guest user account to add company and will give a tot_company to the user.
Create Company’s Profile
When Company’s Human Resource Personnel logins with tot_company role, he/she can create his/her company profile by clicking on Create Your Company Profile button present on the top right side of the portal and fill in the required details:
Company’s Name (Name of the company)
Company’s Details ( like its short description, culture, it’s working environment, date of establishment, timings, or any other details.)
Company’s Head Office (Head office of the company - name & address)
Company Website
Company HR Name (name of the contact person who will conduct the recruitment)
Company HR Contact
Company HR Email
View
Admin/Company HR can view the details by clicking on view" icon available in front of every entry.
Edit
Admin/Company HR can update/edit the details by clicking on “edit” icon.
Opportunity
Opportunity can be posted by Company through company login.
Presently this module is for training (seminar/hands on training) of employees.
This section specifies all the opportunities (Seminars/hands on training) for the employees. Companies can post their training/seminars details in this section and employees can apply/participate for the training/seminars from this section.
Add Training Opportunities
Companies can add (Seminars/hands on training) by clicking on Add Training Opportunities button present on the top right side of the screen and fill in the following details:-
Topic
Description
From Date (Select from the Calendar)
To Date (Select from the Calendar)
From time
To Time
Type (Seminars/hands on training)
View
Company can view the details by clicking on view icon available in front of every entry.
Update
Company HR can update/edit the details before publishing by clicking on the update button.
Participation
When any Employee participates in the Opportunity posted by the Company, then those employee details are reflected in this section.
Admin Login
Following are the steps which Admin will perform to monitor Company profile, manage opportunities, cater request in Samarth TOT module:
1: publish the opportunity
2: publish the Request
3: publish the Participation
Following action can be performed by admin:
View/Monitor all the company profiles.
Manage the opportunities posted by updating the required status.
Manage the requests generated by employees by updating the required status.
Allow the participation of employees for training /seminars by updating the required status.
Opportunities
Only the admin with the tot_admin role can Update the status of the opportunities posted by the company as Published to make it visible to other employees so that they can participate accordingly.
Update status
To update the status click on the edit icon present in front of each entry. Admin can select required action from the dropdown along with the remarks.
Once the opportunity gets published, Admin/Company cannot make any updates.
Update status (after publishing)
To update the status as disabled/delete click on the “update” icon present in front of each entry. Admin can select required action from the dropdown along with the remarks.
Request
When users (employees) request for some training not mentioned in the opportunity it appears in this section.
Update status
To update the status click on the update icon present in front of each entry. Admin can select required action from the dropdown along with the remarks.
Update status (after publishing)
To update the status as disabled/delete click on the update icon present in front of each entry. Admin can select required action from the dropdown along with the remarks.
Participation
When users (employees) request to participate in some training mentioned in the opportunity it appears in this section.
Update status
To update the status click on the update icon present in front of each entry. Admin can select required action from the dropdown along with the remarks.
Update status (after publishing)
To update the status as disabled/delete click on the update icon present in front of each entry. Admin can select required action from the dropdown along with the remarks.
User (Employee)
Following are the steps which User (employee) will perform to apply or request for the training/seminars, or request the one if not mentioned:-
1: Apply for the Opportunity
2: generate a Request for training.
Following action can be performed by User:-
Can Request for training to admin.
Can participate in any training.
Can view all the training opportunities
Opportunities
When the admin publishes the training/seminar posted by the company it is visible in this section to the employee.
View
Employee (User)can view the details by clicking on the View icon.
Apply
Employee can apply for opportunity posted in this section as per the requirement by clicking on the “apply” icon present in front of each entry asking to enter the remark to apply.
The User needs to Click on the Submit button to finally submit the participation request.
Request
When an Employee (user) requests to conduct any seminar/training internally then it can be requested from this section.
Add Request for Training
Employee (user) can add a request by clicking on the Add Request for Training button present on the top right side of the portal and fill in the required details:-
Topic
Description
Duration type
Duration (Days/Weeks/Month)
Audience (Teaching/Non-teaching Staff)
Date (Select from the Calendar)
View
Employee (User)can view the details by clicking on the View icon.
Update
Employee (User)can update/edit the details before submitting by clicking on the update button.
Submit
Employee (user) can click on the submit button to finally send it to the admin for approval.
Once the Submit button is clicked no changes can be done.
Annexure
Roles
| Role Name | Description |
|---|---|
| ToT_Admin | who can configure monitor company profile, manage Opportunities, publish requests and participation. |
| ToT_Company | who can post the opportunity for the Training/Seminars for employees. |
| ToT_User user (Employees) | who can participate in the opportunities posted by the company. |
Glossary
| S. No. | Term | Description | Module/Navigation |
|---|---|---|---|
| 1 | Apply | Action performed by an employee to apply for a training opportunity posted by a company. | Training of Trainers |
| 2 | Audience | The target group for a training or seminar (e.g., teaching or non-teaching staff). | Training of Trainers |
| 3 | Company HR | The person from the company who manages the profile, posts opportunities, and interacts with employees. | ToT»Company Profile»Create |
| 4 | Company Profile | Information entered by the company about its name, details, HR contact, website, etc. | ToT»Company Profile |
| 5 | Disable/Delete | Action taken by the admin to remove or disable a training opportunity, request, or participation entry. | Training of Trainers |
| 6 | Duration | The time period for which a training or seminar will take place, specified by days, weeks, or months. | ToT»Request for Training»Create |
| 7 | Employee Participation | The act of an employee joining or enrolling in a training opportunity. | Training of Trainers |
| 8 | Guest User | A temporary account created by the Admin for a company to add its profile and participate in the ToT module. | Training of Trainers |
| 9 | Opportunity | Training or seminar event posted by companies for employees to apply or participate in. | Training of Trainers |
| 10 | Opportunity Status | The status of a training opportunity (e.g., Published, Disabled, or Deleted), updated by the admin. | Training of Trainers |
| 11 | Participation | An employee’s application to participate in a training opportunity posted by a company. | Training of Trainers |
| 12 | Remarks | Comments or notes added by users when applying for an opportunity or submitting a request. | Training of Trainers |
| 13 | Request | A request made by an employee for a training opportunity that is not listed by the company. | Training of Trainers |
| 14 | Status (Draft/Pending/Published) | Draft: The ‘Draft’ status means that the created Training Opportunities has not been finalized and is not in use. Pending: The “Pending” status indicates that the created Training Opportunities are awaiting approval, review, or completion before the training can be conducted. Published: The “Published” status indicates that the created Training Opportunities are confirmed and the training sessions will be conducted as planned. | Training of Trainers |
| 15 | Submit | Action performed by an employee to finalize and send a request for approval to the admin. | Training of Trainers |
| 16 | Topic | The subject or area of focus for a training or seminar opportunity. | Training of Trainers |
| 17 | ToT_Admin | Admin role with full access to manage company profiles, training opportunities, requests, and participation. | Training of Trainers |
| 18 | ToT_Company | Company role responsible for posting training and seminar opportunities for employees. | Training of Trainers |
| 19 | ToT_User (Employee) | Employee role responsible for applying to training opportunities and requesting new training seminars. | Training of Trainers |
| 20 | Total Companies | Displays companies that are added in the portal. | Training of Trainers |
| 21 | Training Duration | The time period for a training or seminar (e.g., 2 hours, 3 days). | Training of Trainers |
| 22 | Total Participation | Displays total participation in the training opportunities posted by a company. | Training of Trainers |
| 23 | Total Trainings | Displays total no. of companies registered for providing training. | Training of Trainers |
| 24 | Total Requests | Displays the requests made by employees for a new training workshop or one that is not listed by the company. | Training of Trainers |
| 25 | Training Opportunity | Specific training or seminar session offered by a company, including topics, descriptions, dates, and times. These are training sessions conducted by the admin, in which employees participate. | Training of Trainers |