HRDF: USER GUIDE

ICT2.0@HRDF

HRDF System:

User Guide for Training

Program Registration

User Manual – Version 1.0

HRDF: USER GUIDE

Table of Contents

SECTION 1 OVERVIEW .................................................................................................................... 2

1.1 TRAINING PROGRAM REGISTRATION OVERVIEW ......................................................................... 2

SECTION 2 NEW TRAINING PROGRAM REGISTRATION ................................................................ 4

2.1 TRAINING PROGRAM REGISTRATION .......................................................................................... 4 2.2 TRAINING PROGRAMME INFORMATION – TO EDIT EXISTING RECORD .......................................... 8 2.3 TRAINING PROGRAMME INFORMATION – TO DELETE EXISTING RECORD ...................................... 9

SECTION 3 TRAINING PROGRAM RENEWAL ............................................................................... 11

3.1 RENEWAL FLOW DIAGRAM .....................................................................................................11 3.2 PROLUS RENEWAL ................................................................................................................12 3.3 PROLUS OR SBL-KHAS RENEWAL .........................................................................................13

3.3.1 STEP 1: Open Renewal page ........................................................................................ 13 3.3.2 STEP 2: Select the training programme to renew ........................................................ 14 3.3.3 STEP 3: Submit the renewal application ...................................................................... 14

SECTION 4 TRAINING PROGRAM CANCELLATION .................................................................... 15

4.1 REQUEST FOR PROGRAMME CANCELLATION ............................................................................15 4.1.1 STEP 1: Open Program Cancellation screen................................................................. 15 4.1.2 STEP 2: select the training programme to cancel ........................................................ 16 4.1.3 STEP 3: Submit program cancellation request............................................................. 16

SECTION 5 TRAINING PROGRAM MODIFICATION ..................................................................... 17

5.1 REQUEST MODIFY TRAINING PROGRAM ...................................................................................17

SECTION 6 VIEW EXISTING PROGRAM ........................................................................................ 18

6.1 VIEW TRAINING PROVIDER’S EXISTING PROGRAMME .................................................................18 6.2 USING ADVANCED SEARCH ....................................................................................................19

SECTION 7 TRAINER PROFILE MANAGEMENT ............................................................................. 22

7.1 ADD NEW TRAINER PROFILE ....................................................................................................22 7.2 CHANGE TRAINER’S INFORMATION ..........................................................................................24

SECTION 8 CHANGE TRAINER FOR TRAINING PROGRAMME .................................................... 25

8.1 OVERVIEW OF PROGRAMME TRAINER MODIFICATION SCREEN ...................................................26 8.2 ADD NEW TRAINERS TO PROGRAMME ......................................................................................26

SECTION 9 PAYMENT – TRAINING PROGRAM ............................................................................ 28

9.1 PAYMENT FOR NEW PROGRAM APPLICATION ..........................................................................29

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Training Program Registration: Overview

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Section 1 Overview

1.1 Training Program Registration Overview

Below is the general flow for Training Providers to register for programs with PSMB:

TRAINING PROVIDER

APPROVED by PSMB

Flow Descriptions: Registered Training Providers can apply for Training Programs.

Login using MyCo ID

Register Training Program

SUBMIT

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Training Program Registration

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Section 2 New Training Program Registration

2.1 Training Program Registration

Training Program Registration Screen Follow the steps below to register Training Program: Step 1: Open the registration screen using Profile Management Training Programme Register for Training Programme. Result: The above screen is displayed.

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Step 2: Click on the New Register for Training Programme button.

Step 3: Key in the required data for „Programme Information‟. Click „Next‟ button to proceed to the next information tab.

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Step 3a: Selecting „E-Learning‟ from „Type of Training‟ field, an additional section „For E-Learning Only‟ will be available for data entry.

Step 4: Key in the required data for „Course/Content Outline‟ Information. Click „Next‟ button to proceed to the next information tab.

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Step 5: Key in the required data for „Topic/Module‟ Information. Click „Next‟ button to proceed to the next information tab.

Step 6: Select the Trainer required for the „Trainer List‟. Click „Next‟ button to proceed to the next information tab.

Step 7: Key in the required data for „Fee for Each Trainee‟ Information. Click „Next‟ button to proceed to the next information tab.

Step 8: Key in the required data for „Document Attachment‟ Information. Click „Next‟ button to proceed to the next information tab.

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Step 9: Key in the required data for „Declaration‟ Information. Click „Submit‟ button to submit the application.

2.2 Training Programme Information – To Edit Existing Record

Follow the steps below to edit existing Training Programme Information: Step 1: Open Training Programme Screen.

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Step 2: Select the Training Programme to edit and click „Continue Registration‟ button to open for edit.

Step 3: Change the necessary Training Programme information and click „Save‟ button to save the changes.

2.3 Training Programme Information – To Delete Existing Record

Follow the steps below to delete existing Training Programme. Step 1: Open Training Programme Screen.

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Step 2: Select the Training Programme to delete and click „Delete‟ button.

Step 3: Agree to the pop up message.

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Section 3 Training Program Renewal

3.1 Renewal Flow Diagram

System will send reminders to Training Providers according to schedule shown below:

Reminder No Trigger Duration Reminder Type Description

1 2 month before expiry date Renewal Notice Reminder to renew training program

2 1 month after expiry date Renewal Notice Informing the expiry of training program

3 6 month after expiry date Cancellation Notice Cancellation notice on training program.

All expired Training program will be delisted from public view. Training Providers must renew the expired Training Program in order to list their programs for public view. Training Programs that require renewal are as below:

SBL-KHAS

PROLUS

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3.2 PROLUS Renewal

The flow for program renewal is as shown below: The renewal of PROLUS will auto renew the PERLA or Ext SBL KHAS that are attached to the PROLUS being renewed.

TRAINING PROVIDER –

Category A, B, B(HO)

RENEWAL FOR PROLUS

APPROVED by PSMB

Flow Descriptions: Training Provider will need to select the PROLUS that is/are already expired for renewal. To activate expired PROLUS, Training Provider needs to make payment to PSMB. PSMB will send approval notification letter to Training Provider and system will then auto renew the related PERLA/ Ext SBL KHAS. Once the affected programs are renewed, system will list back the program to public users.

A B

PAYMENT SUBMIT

Auto Renew PERLA/Ext SBL KHAS

Send Approve Notification Letter

List Active and Expired PROLUS at least conducted once.

Login using MyCo ID

Delist Training Program for Public View

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3.3 PROLUS or SBL-KHAS Renewal

The flow for program renewal is as shown below:

TRAINING PROVIDER –

Category A, B, B(HO)

RENEWAL FOR SBL-KHAS

APPROVED by PSMB

Flow Descriptions: Training Provider will need to select the SBL KHAS that is/are already expired for renewal. To activate expired SBL KHAS, Training Provider needs to make payment to PSMB. PSMB will send approval notification letter to Training Provider and once the affected programs are renewed, system will list back the program to public users.

Training Providers can use this interface to perform renewal for PROLUS and SBL-KHAS programme.

3.3.1 STEP 1: Open Renewal page

Following Profile management Training programme Renewal Training Programme

A B

PAYMENT SUBMIT

Auto Renew PERLA/Ext SBL KHAS

Send Approve Notification Letter

List Active and Expired SBL-KHAS

Login using MyCo ID

Delist Training Program for Public View

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3.3.2 STEP 2: Select the training programme to renew

3.3.3 STEP 3: Submit the renewal application

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Section 4 Training Program Cancellation

4.1 Request for Programme Cancellation

TRAINING PROVIDER –

Category A, B, B(HO)

TRAINING PROGRAM

CANCELLATION

PSMB APPROVE

Flow Descriptions: Training Providers of category A or B login to the system and select the program for cancellation. TP will

enter reason(s) of cancellation and submit the request. System will auto approve the cancellation and a

notification will be sent to the Training Providers. Once a program is cancelled, the cancelled program

will be removed from the Grant or Claims view.

4.1.1 STEP 1: Open Program Cancellation screen

A B

Select program and reason to cancel

SUBMIT

Send Notification Letter

List Active and Expired program

Login using MyCo ID

Remove programs from Grant/Claim View

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4.1.2 STEP 2: select the training programme to cancel

4.1.3 STEP 3: Submit program cancellation request

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Section 5 Training Program Modification

5.1 Request Modify Training Program

Training Provider may request for Training Program modification to any of the following items:

Program Title

Duration

Course Content

Course Fee – Changes of course fee will not be entertained if the previous approvals are less than two (2) years. A maximum increase of up to 10% is allowed.

Instructor / Trainer – Application for changes of instructors/trainers can be forwarded at any time for PSMB consideration.

Prior approvals from the ATP Committee must be obtained before any changes can be made. A request to modify Training Program is to be done manually by Training Providers. The request is to be submitted manually (i.e. via email, walk-in) to PSMB.

TRAINING PROVIDER –

Category A, B, B(HO)

TRAINING PROGRAM

CANCELLATION

PSMB

Flow Descriptions: Training Providers of category A or B will need to deal directly (walk-in or email or send letter) with PSMB to inform the necessary changes for a Training Program. Once the request is approved, PSMB officer will send email notification to Training Providers and the requested changes will be done by PSMB officer.

A B

Send Notification Letter

PSMB Officer modify the requested changes

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Section 6 View Existing Program

6.1 View Training Provider’s existing Programme

Training Providers can view the followings;

View their current active programmes

See the detail of their training programme such and course content, course outline, trainer for the programmes.

Training provider can use advance search function to search for non-active programmes (Expired, cancelled, rejected).

*note* Training programmes applications that are still process by PSMB will not be displayed.

Step 1: Open the screen Follow menu Profile management Training Programme View my programme.

Step 2: Click on the link to view programme detail. The programme details are read only.

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Programme details screen

6.2 Using Advanced Search Step 1: Go to advance search mode. Click on the advance search button to go to advance search mode.

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Step 2: select criteria in the screen.

Step 3: Enter search criteria

Step 4: Click search button to search

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Step 5: Show Result

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Section 7 Trainer Profile Management

Training providers manage the profile of their trainers here. Training provider can open the screen by Profile management Training programme Trainer profile management

7.1 Add New Trainer Profile

Step 1: Click on new trainer profile management button.

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Step 2: Enter trainer‟s information

Fill in The qualifications in the tabs at the bottom

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Step 3: Save the trainer information

7.2 Change trainer’s information

Training provider can use the screen to update trainer‟s information.

Step 1: Click on trainer‟s IC/Passport No. to open trainer information page.

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Step 2: Change the trainer information.

Step 3: Click save to save the changes.

Section 8 Change Trainer for Training Programme

When training provider apply for training programme, they need to assign at least 2 certified TTT trainers to the programme. However in future trainers might change (quit, cert expired etc.) so training provider would need to update the trainers for the programme. This section will focus on screen for training providers to add, replace and remove trainers from training programme. Add changes to trainer‟s in training program that has already being approved would require approval from PSMB to take effect.

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8.1 Overview of Programme trainer modification screen Open the screen by following Profile management Training Programme Trainer modification.

8.2 Add new trainers to programme Step 1: Select Programme Click on the button and select the programme that is required to add trainer.

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Step 2: Click add to programme button Make sure at least one programme is selected.

Step 3: Select the trainer to add to the programme.

Step 4: Close the add trainer screen to go back to main screen.

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Section 9 Payment – Training Program

In summary there are three types of payment for Training Providers as below:

Payment for New Training Provider Registration (access before login via HRDF Portal)

Payment related to Training Providers (i.e. change of Address, Branch Registration, etc.)

Payment related to Training Programs (i.e. New Program Application, Program Renewal)

TRAINING

PROVIDERS

This section will focus on payment related to Training Programs as highlighted in red as shown in the above diagram.

Training Provider will make payment for training programs which includes:

New Program Application

Program Renewal

Before Login

Payment for New Training Provider

Registration

After Login

Payment related to Training Providers

Payment related to Training Programs

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9.1 Payment for New Program Application Prerequisite: None. But if payment is made but application is rejected, no refund is given. Follow the step below to make payment for New Program Application:

Step 1: Select from menu „Profile Management‟ >‟Training Program‟ >‟Make Payment‟ Result: The above screen (Form 1) is displayed. Step 2: Select the program from the list, then click „Make payment‟ button. Result: The screen below is displayed.

Step 3: Fill-in the declaration section then click „Submit‟ button. Note: Mandatory fields are mark with (*). Result: The screen below is displayed.

Step 4: Then, below form appeared when you select “Manual Payment” mode. Tick bank name accordingly.

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Step 5: Then, fill in below bank form. Once the payment approve by PSMB, the Training Provider may view the E-Directory.

Step 6: Then, below form appeared when you select “Epayment” mode.

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Step 7: Select the RHB Bank, then click „Submit‟