Issue Date: May 14, 2011
Directorate of Staff Development
Issue # 2
Revision # 1
Title: SOP for Quality Assurance (QA)
Doc. # SOP-001 Page 1 of 6
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Issue Date: May 14, 2011
Directorate of Staff Development
Issue # 2
Revision # 1
Title: SOP for Quality Assurance (QA)
Doc. # SOP-001 Page 2 of 6
1. Purpose:
The purpose of this SOP is to define the overall quality assurance (QA) regime, which is to
be implemented through out a training activity, to ensure the requisite training quality.
2. Scope:
This SOP is applicable for all training processes ranging from the training need assessment
(TNA) to the post-training activities, both for in-house and field training.
3. Responsibility:
The primary responsibility for maintaining quality standards during training is under the DD
(QA, M&E). If any discrepancy found during the QA process, DDQA, M&E may refer to the
head of concerned wing to take a remedial action. However, all other heads of relevant wings
are involved in the overall quality assurance process.
4. Procedure: Initially a TNA (Training Need Assessment) is undertaken, which contains the
cost estimates and number of participants. Based on this information, the budget is allocated
for the training roll-out. Different quality assurance processes are involved at various stages
of the training process. These QA processes are given below:
A. Quality Statement for the Training Course
The training process starts once the result of training need assessment (TNA) is approved
from the relevant authorities in consultation with the Education Department and
applicable donor agencies. After TNA approval, the competent authorities within DSD
will prepare a quality statement for the course, in line with the Specimen Quality
Statement for Courses at DSD [QR-(001)-01].
B. Material Development
The topic selection for training material starts once the training needs assessment (TNA)
is approved. If TNA is not conducted and material still needs to be developed, the
Material Development Committee (MDC) and Material Review Committee (MRC),
notified by PD/APD, lead the process of material development. These committees in turn
assign specific duties to concerned persons. The concerned CC, or his representative, is
responsible for recording and issuing minutes of the meeting, as per the format provided
in Meeting Minutes Template [QR-(002)-02], and will circulate them to Material Review
Committee and other relevant officials as per the requirements of the Quality Statement
of Course at DSD [QR-(001)-01] for that particular training.
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Issue Date: May 14, 2011
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Issue # 2
Revision # 1
Title: SOP for Quality Assurance (QA)
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The Material Development Committee (MDC) is responsible for the development of
training material for participants, while the Material Review Committee (MRC) reviews
the training material for applicability, relevance and quality standards per Specimen
Quality Statement for Courses at DSD [QR-(001)-01].
Any issues regarding the training material as specified by the MRC need to be addressed
prior to submission to PD by the MDC. After the above steps, the MDC and MRC will
prepare a draft outline for the approval and permission to print, for the training material
from the PD / APD.
C. Identification, Selection and Confirmation of Training Resource Person
Once the training resource persons have been selected, the respective CC will use the
following forms to determine the suitable Resource Person (RP) required for the training:
• CV for Resource Person at DSD for Resource Persons (RPs) – as per format given in
Specimen CV for Resource Person at DSD for RPs [QR-(001)-02]
• Profile Form for Capacity Building Courses [QR-(001)-03]
Once the filled forms are received by the CC, he will ensure, through various means, that
the qualifications/information listed in the form are accurate. The concerned / relevant
CC is responsible for ensuring proper selection of the RP for the training. If however, he
finds a factual discrepancy in the form, or any other quality issue, he will look for another
suitable candidate as a Training Resource Person for the training. Upon selection of
potential Training Resource Person, the CC will send the filled Specimen CV for
Resource Person at DSD [QR-(001)-02] and Profile Form for Capacity Building Courses
[QR-(001)-03] to the data center and will keep the copy for his own record. The CC is
responsible for selecting and the informing the Training Resource Person and also
confirms his/her availability for the said training.
D. Monitoring, Evaluation and Feedback
Duty Roster & Schedule [QR-(002)-04] for in-house training and Monitoring Schedule
for Field Training [QR-(001)-12] will specify the respective individual(s) responsible for
filling some or all of the following evaluation forms. These individuals will send the
filled forms to DD(QA). These forms include:
• Trainees Feedback Form [QR-(001)-04]
• Post Workshop Evaluation Questionnaire [QR-(001)-05]
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Issue Date: May 14, 2011
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Issue # 2
Revision # 1
Title: SOP for Quality Assurance (QA)
Doc. # SOP-001 Page 4 of 6
• Field Training Monitoring by DSD Staff / Observers [QR-(001)-07]
• Training Monitoring by DMO (Field Training) [QR-(001)-08]
• Checklist for In-house Training [QR-(002)-05]
• In-House Training Monitoring by DSD Staff and Observers [QR-(001)-14]
Once these forms are received by the DD (QA), he will write his comments by using the data
on the forms and will send a written report to the respective CC. If however, he identifies any
problem in the operation through the information provided through the forms, he will notify
the respective CC for the problem and will take certain corrective actions to resolve the
problem.
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Issue Date: May 14, 2011
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Title: SOP for Quality Assurance (QA)
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Supporting Documents:
The following QRs are used/referred to in this SOP:
QRs QR #
Specimen Quality Statement for Courses at DSD QR-(001)-01
Specimen CV for Resource Person at DSD for RPs QR-(001)-02
Profile Form for Capacity Building Courses QR-(001)-03
Trainees Feedback Form QR-(001)-04
Post Workshop Evaluation Questionnaire QR-(001)-05
Field Training Monitoring by DSD Staff / Observers QR-(001)-07
Training Monitoring by DMO (Field Training) QR-(001)-08
Monitoring Schedule for Field Training QR-(001)-12
In-House Training Monitoring by DSD Staff and Observers QR-(001)-14
QRs originally included in another SOP but also referred to in this SOP
Meeting Agenda QR-(002)-01
Meeting Minutes Template QR-(002)-02
Duty Roster & Schedule QR-(002)-04
Checklist for In-house Training QR-(002)-05
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Issue Date: May 14, 2011
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Issue # 2
Revision # 1
Title: SOP for Quality Assurance (QA)
Doc. # SOP-001 Page 6 of 6
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