guidelines and concept note- tc&pia rating & grading

Rating & Grading of Training Centre (TC) and Project Implementing Agency (PIA)

Guidelines and Concept Note(August 2015)

DDU-GKY ORMAS Rating & Grading of Training Centre (TC) and Project Implementing Agency (PIA): GUIDELINES & CONCEPT NOTE, August 2015-------------------------------------------------------------------------------------------------------------------------------------------------------------------------

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A. Background

Rating & Grading an important project monitoring and quality improvement tool as envisaged in the DDU-GKY SoP manual and guidelines.

ORMAS took upon itself the mandate to put in place

a comprehensive, objective, and robust Training Centre (TC) centre and PIA Rating and Grading mechanism

To rate and grade all its training centres and PIAs across the state.

B. Objective of Rating & Grading

To lay a firm foundation to encourage good PIAs and to motivate other PIAs to improve.

To ensure best performance from all DDU-GKY training centres

To facilitate comparison of a project and its sub components with other projects.

To facilitate comparison of performance of PIAs - within the state.

C. Components of Rating and Grading tool

Guidelines and Concept Note TC & PIA Rating & Grading Tool

Guidelines and Concept Note talks about the objectives and methodology of the rating and grading exercise

Questionnaire TC Rating & Grading Tool and Questionnaire PIA Rating & Grading Tool

The questionnaire is the tool to capture data from the field and bring it to the processing stage.

TC & PIA Rating & Grading MIS

TC & PIA Rating & Grading MIS is an MS Excel tool, sort of mini MIS, with data fields to input TC and PIA data for processing and obtaining grade results.

D. Methods of Rating & Grading

Rating & Grading will be based on

Objective measures using data captured in various information systems and as specified in SOP On-site inspections of training centres Document check and verification Interaction with trainers, training staff, trainees, parents, employers and PIA personnel Though rating would be a dynamic and ongoing process, grading would be applicable and can change from

batch to batch. The grades arrived at the end of a financial year (end of March) will be reported as yearly grading.

E. Rating & Grading Parameters (Training Centre)


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Training centres will be rated and graded on the following three parameters:

SN Parameter Time of assessment Reference

1. Training Centre Infrastructure and Infrastructure of Residential Facility (TC-CT-1: TCI & IRF)

Batch-to-batch/ every TC/Periodic

Section 9.2

2. Training centre Qualitative Indictors & Compliances (TC-CT-2: QICs)

Batch-to-batch/ every TC/ Periodic

Section 5

3. Training Centre Batch Training Quality (TC-CT-3: BTQ)

Batch-to-batch/ every TC/ Periodic

Section 9.3

Note: Based on continuous flow of data and physical inspection, changes may be reflected on monthly/qurterly/ batch-wise/ training cycle basis

F. Rating & Grading Parameters (PIA)

PIAs will be rated and graded on the following three parameters:

SN Parameter Time of assessment Reference

1. PIA’s Placement Quality (PIA-CT-1: PQ) Batch-to-batch/ every TC/ Periodic

Section 9.4

2. PIA’s Project Execution Quality (PIA-CT-2: PEQ)


Section 9.5

The above two combined in the ratio/weightage of 50:50 and the outcome of this combined with the one below in the ratio/weightage of 40:60

3. Average of the weighted grading of the Training Centers of the PIA (PIA-CT-3:)


TC Rating Tool

Note: Based on continuous flow of data and physical inspection, changes may be reflected on monthly/qurterly/ batch-wise/ training cycle basis


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G. Scoring Pattern (Training Centre)

Marks for each of the parameters are given in the Table below. It will be reduced proportionately as per weightage shown in the table.

SN Parameter Overall Marks

Weightage Marks (in a scale of 100)

Weightage conversion Multiplier

1. Training Centre Infrastructure and Infrastructure of Residential Facility (TC-CT-1: TCI & IRF)

100 30 0.30

2. Training centre Qualitative Indictors & Compliances (TC-CT-2: QICs)

100 35 0.35

3. Training Centre Batch Training Quality (TC-CT-3: BTQ)

100 35 0.35

Total 300 100 1.00

H. Scoring Pattern (PIA)

Marks for each of the parameters are given in the Table below. It will be reduced proportionately as per weightage shown in the table.

SN Parameter Overall Marks

Weightage Marks (in a scale of 100)

Weightage conversion Multiplier

1. PIA’s Placement Quality (PIA-CT-1: PQ)

100 50 0.50

2. PIA’s Project Execution Quality (PIA-CT-2: PEQ)

100 50 0.50

Total 200 100 1.00

The above two combined in the ratio/weightage of 50:50 and the outcome of this combined with the one below in the ratio/weightage of 40:60

3. Average of the wieghted grading of the Training Centers (TCs) of the PIA

100 60 0.60

GRAND TOTAL (1+2)+3 300 100 1 (0.6+0.4)


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I. Rating & Grading Scale (TC &PIA)

Score obtained will be graded as per the Table given below.

SN Rating Alphabetic Equivalent Range of score

1. Excellent A+ 91-100

2. Very Good A 76-90

3. Good B+ 61-75

4. Average B 41-60

5. Poor C 0-40


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Parameter Details (TC Rating & Grading)

Standards and Instruction for Assessment and Scoring Pattern of Training Centre with Residential Facilities

J. Training Centre Infrastructure and Infrastructure of Residential Facility (TC-CT-1: TCI & IRF)

a) Standards and Instruction for assessment (Training Centre)

Marks are assigned for each category if it fulfils a criteria. Otherwise ‘0’ marks are assigned in that category.

SN Parameter Total Marks

Criteria for Grading Marks

Proof/Sample for verification

1. RCC Roofing 3 If all rooms have RCC roof. 3 All rooms should be verified. Photographs should be taken for proof.

2. Protection of balconies and stairs (those training centers which do not have balconies because of the building having only ground floor would get 3 marks straight away

3 All areas should be protected with railings or walls (Even if one place is not protected the centre should not be commissioned).

Railing or wall height: 3 feet or above with 16.7% relaxation (6 inches)

Photographs should be taken for proof.

Protection with railings/ walls with 3 ft. height or above

3

Protection with railings/ walls with less than 3 ft. height but above 2.5 ft height

2

Protection with railings/ walls with less than 2.5 ft. height

0

6. Type of Building

5 Independent Building with enclosed compound wall or An academic institute with an independent campus with enclosed compound wall.

5 Confirm by physical verification. Photographs should be taken for proof.

Class rooms in an academic institute within a campus with enclosed compound wall.

3 Confirm by physical verification. Photographs should be taken for proof.


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8. RCC Roof Height

3 Non hilly areas: a) Academic rooms: Minimum of 9 feet

with 5.6% relaxation (6 inches) where false ceiling is not provided If false celling is provided height can be reduced by 1 foot i.e. a minimum of 8 feet.

Other areasb) 7 feet 6 inches for other areas.

Non hilly areas:If roof height is 9 ft. or more (without false celling )If roof height is 8 ft. or more (with false celling)

3 3 rooms will be verified. Minimum height will be considered

Non hilly areas:If roof height is between 8-9 ft. (less than 9 ft.) (without false celling)

2

Other than non-hilly areas :If roof height is 7 feet 6 inches for other areas. (with or without false celling)

3

11. Open Area- which could include all covered areas not specified for academic and non-academic uses

3 12 % or more. Relaxation of 2 %. For physical activity and outdoor games.The place can be owned/hired/lease or arrangements can be made with public authorities for using parks and other open spaces.12 % or more of the total constructed area

3

10 % or more of the total constructed area but less than 12%

2

Les than 10 % of the total constructed area

0

15. Ventilation- Area of the windows should be minimum 12% of the total floor area of the classroom with 2% of relaxation

3 Ventilation area of the windows with 12% of the total floor area of the classroom or above.

3

Ventilation area of the windows with 10% or more of the total floor area of the classroom but less than 12% .

2

Ventilation area of the windows with less than 10% of the total floor area of the classroom.

0


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18. Corridor- Corridor should not pass through any classroom or lab

3 All classrooms/ labs have direct access to the Corridor without having to go through other classrooms/ labs

3

19. Look and Feel-1

3 External/Internal look - Painting of compound wall and the building.

3 Confirm by physical verification

20. Look and Feel-2

3 Signage Visibility - visible from 100m from the centreGovernment Logo, DDU-GKY Logo should be clearly visible at least from a distance of 100 mtrs during night and day.

3

21. Look and Feel-3

3 Signage Quality- The boards are made of hard metal without any undulations and painted with good quality paint. Electronic boards (LED/LCD) can also be awarded marks if they follow DDU-GKY specifications for look and feel.

3

22. Toilets 5 Toilets and Urinals should have a RCC roof and the floor should be of tiles


23. Emergency power supply

5 Gensets/UPS or Inverter/ Solar power backup any other non-grid based power systems which can work for emergency power supply


24. Wi-Fi Campus

3 Wi-fi campus 3 Confirm by physical verification

25. Internet Speed

5 Networked Computers - 2 mbps 5 Confirm by physical verification

Non-Networked - 1 mbps per system27. Ceiling or

any other kind of fans

3 1 ceiling or any other kind of fan for 150 sq.ft. or part thereof per room.

3

28. Light 3 1 tube/LCD/LED light for 150 sq.ft . or part thereof per room.

3

29. Area in 10 15 sqft or more per candidate 10 Confirm by physical


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Classroom/ Separate Practical lab

At least 15 sq ft space per trainee should be available in all academic areas including domain labs and IT lab.

verification. All classrooms to be verified

Less than 15 sq. ft. 0

31. TLM in Tablets/Desktops

4 TLM should be uploaded in the tablets/desktops in pdf format.

4 PFD TLM will be checked on random basis in tablets/desktops

32. Computer Specification

5 Windows® 8 Standard, Enterprise, or Professional edition, Windows® 7 Enterprise, Ultimate, Professional, or Home Premium edition operating system

Intel i3, or i5 series processor or comparable

4 GB RAM 500 GB Hard Drive 1,366 x 768 display resolution Minimum 14” screen

5 Confirm from system for at least 5 systems and with a statement from the centre incharge all of the computers have the above specifications.

Total 75

c) Standards and Instruction for assessment (Infrastructure at Residential facilities)




1. Kitchen & Dining hall Hygiene

4 Cleaniness and hygiene will be checked. CCTV recording will be checked of 5 random days.

Kitchen is clean and OK 2Dining Area/Hall is clean and OK 2

4. Average space available per candidate in accommodation area

3 Space per trainee should be available Confirm by physical verification. 25 sqft or more 3

Less than 25 sqft 0


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7. Mattress and Locker

3 Do all beds have mattresses and rooms have lockers?

3

8. CCTV in the common area of the Hostel

3 Is a CCTV installed and working in in the common area of the Hostel

3

9. Indore Games 2 Minimum 4 games should be provided per 50 candidates


10. Outdoor Games

3 Minimum 2 games with required equipment’s & space to play or PIA can take membership of a sports club (if within 2 km of training centre)with minimum of 2 hours per day


11. Student Feedback (Should be conducted in cctv installed room in the presence of non-teaching staff with >=75% positive feedback)

3.5 Residential Facility 3.5 As per SF 5.1 L1 and SF 5.1 L2 of SOP

12. Student Feedback (Should be conducted in cctv installed room in the presence of non-teaching staff with >=75% positive feedback)

3.5 Food Quality 3.5

T O T A L 25


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K. Assessment and Scoring Pattern of Training Centre with Residential Facilities: Qualitative Indictors & Compliances (TC-CT-2: QICs)

SN Parameter TotalMark

Criteria for Grading

Marks Proof/Sample for verification

1. Has the distribution of TLM taken place at the training centre?

2 Criteria for rating is Yes or No, full marks for ‘Yes’, no marks for ‘No’

2 Confirm by physical verification, document check, trainee-trainer feedback, and MIS data

2. Is the activity cum lesson planner available and displayed at the training centre?

2 Do 2 Do

3. Are the training deliverables being carried out as per the activity cum lesson planner format provided in SF-4.5A?

2 Do 2 Do

4. Is the On the Job Training (OJT) Plan for the batch available and displayed at the training centre?

2 Do 2 Do

5. Is the On the Job Training (OJT) Offer Letter from the employer available at the training centre for all past placed candidates?

2 Do 2 Do

6. Has the On the Job Training (OJT) Certificate been given to all the past candidates?

2 Do 2 Do

7. Is the first-aid kit with all ingredients as per SoP available at the training centre?

2 Do 2 Do

8. Is the summary of staff deployed at the training centre available and displayed at the training centre?

2 Do 2 Do

9. Is the trainer profile and credentials availability and displayed at the training centre?

2 Do 2 Do

10. Is the individual candidate dossier available at the training centre?

2 Do 2 Do

11. Are the Parents’ filled-in consent forms available at the training centre?

2 Do 2 Do

12. Is the batch summary as on day of batch freezing available and displayed at the training centre?

2 Do 2 Do

13. Is the list of candidates in the batch and their profile available at the training centre?

2 Do 2 Do


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14. Are the attendance registers for candidates (as per biometric device) available at the training centre/

2 Do 2 Do

15. Are the attendance registers for candidates (manual) available at the training centre?

2 Do 2 Do

16. Are the attendance registers for trainers (as per biometric device) available at the training centre?

2 Do 2 Do

17. Are the attendance registers for trainers (manual) available at the training centre?

2 Do 2 Do

18. Is the checklist of items given to candidates available at the training centre?

2 Do 2 Do

19. Is the candidate feedback form available at the training centre?

2 Do 2 Do

20. Has the candidate feedback form ever used by the candidates/ accessible to the candidates at the training centre?

2 Do 2 Do

21. Is the summary of the feedback given by the candidates on completion of training program available at the training centre?

2 Do 2 Do

22. Is the summary of evaluation and assessment done available at the training centre?

2 Do 2 Do

23. Is the training completion certificate distribution record available at the training centre?

2 Do 2 Do

24. Is the list of equipment in the training centre available?

2 Do 2 Do

25. Is the list of equipment in the trainees’ accommodation facilities available?

2 Do 2 Do

26. Is the daily failure items report available/updated at the training centre?

2 Do 2 Do

27. Is the summary of centre status available at the training centre?

2 Do 2 Do

28. Is the trainer facing the class? 2 Do 2 Do29. Is the trainer addressing every

candidate?2 Do 2 Do

30. Is the trainer covering the entire session as per activity cum lesson planner?

2 Do 2 Do


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31. Is the trainer maintaining class discipline?

2 Do 2 Do

32. Is the trainer confident while communicating to the class?

2 Do 2 Do

33. Is the trainer teaching without referring to the teaching material every time?

2 Do 2 Do

34. Is the trainer using audio- visual aids? 2 Do 2 Do35. Is the trainer making the session

interactive/ participatory?2 Do 2 Do

36. Is the trainer allowing candidates to ask questions?

2 Do 2 Do

37. Is the trainer answering the queries clearly?

2 Do 2 Do

38. Is trainer using stories, pictures, role plays and examples?

2 Do 2 Do

39. Are the candidates receiving training free of cost?

2 Do 2 Do

40. Has a bank account of the candidate been opened in the first month of training?

2 Do 2 Do

41. Is Aadhar card being provided to the candidates as part of free training deliverables?

2 Do 2 Do

42. Do the candidates receive training material free of cost including work books, note books and other study materials?

2 Do 2 Do

43. Do the candidates get uniform in the first month of training?

2 Do 2 Do

44. Are separate hostels being provided for male and female candidates?

1 Do 1 Do

45. Is the grievances register being maintained?

1 Do 1 Do

46. Is the grievances register kept in prominent place which is easily accessible by the candidates?

1 Do 1 Do

47. Is the visitors register available at the hostel?

1 Do 1 Do

48. Are security guards deployed on the hostel premises?

1 Do 1 Do

49. Are grievances being addressed properly?

1 Do 1 Do

50. Does each candidate have a separate cot/bed/mat/bed sheet?

1 Do 1 Do

51. Is the first-aid kit with all ingredients as per SoP available at the candidates’ hostels?

1 Do 1 Do


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52.?

Is good quality food being provided? 1 Do 1 Do

53. Is the weekly food menu available/ displayed in the mess?

1 Do 1 Do

54. Are hygienic conditions being maintained in the hostel?

1 Do 1 Do

55. Is RO based drinking water available? 1 Do 1 Do56. Are toilets being maintained in a

hygienic condition?1 Do 1 Do

57. Is toiletry such as soap, bucket, mug, etc. available in the toilets?

1 Do 1 Do

58. T O T A L 100 100


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L. Assessment and Scoring Pattern of Training Centre with Residential Facilities: Batch Training Quality (TC-CT-3: BTQ)

Marks are assigned for each category if it fulfils a criteria. Otherwise ‘0’ marks are assigned in that category


Criteria for Grading Marks Proof/Sample for verification

1. Required manpower for the batch training at the centre and residential facility level

10 The batch must have dedicated manpower as mandated in the SoP (Centre in-charge/ manager, Domain skill trainer, Soft skill trainer, English Communication trainer, Basic computer trainer, MIS executive, Mobilization executive, Placement executive, Q-team member

The residential facility must have dedicated manpower as mandated in the SoP separately for boys’and girls’hostels (Hostel Warden, security guard, and visitng doctor)

Confirm by physical verification and documents check

If separate manpower for 90% job role head count or above

10

If separate manpower for 75%-89% job role head count

5

If separate manpower for 50%-74% job-role head count

3

If separate manpower for less than 50% job role head count

0

6. Industrial Visit

5 Industrial visits should be in training related industry with minimum 10 photographs of the visit with date and time stamp

Confirm by physical verification and documents check

2 visits in batch duration 51 Visit in batch duration 3No visit 0

10. Trainers Attendance

10 95% or above 10 To be verified by bio –metric data attendance sheet

11. Internal Assessment

10 Of all candidates; at least 2 assessments 10 To be verified from the trainees records and data át the center

Of all candidates; at least 1 assessment 5

13. External Assessment

20 External exam should be conducted in cctv installed room as per PPWS

Confirm from external examiners assessment.90% or above 20

80% or above but below 90% 1570% or above but below 80% 10

17. Students Feedback

15 Student feedback should be filled in cctv installed room. More than 75% positive feedback

5 As per SF 5.1 L1 and SF 5.1 L2 of SOP


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Criteria for Grading Marks Proof/Sample for verification

18. Drop out after Freezing the Batch

10 No drop-out 10Up to 10% 8Between 11%-20% 520% or above 0

22. Candidates Attendance

10 Candidates attendance data will be verified by bio –metric data

Confirm by from attendance report

95% or above 1090% or above but less than 95% 885% or above but less than 90% 580% or above but less than 85% 3Below 80% 0

28. OJT 5 90% or above candidates should be sent on OJT OJT plan should be shared before 15 days to SRLM from the actual OJT date.

5From OJT candiate list

29. TLM 5 PIA has to submit the hard and soft copy of TLM to SRLM and which will be verified and marked by NIRD

5 To be done for each lot of TLM and not for each batch.

Total 100


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Parameter Details (PIA Rating & Grading)

Standards and Instruction for Assessment and Scoring Pattern of PIA with Residential Training Centre Facilities

M. Assessment and Scoring Pattern of PIA: Placement Quality (PIA-CT-1: PQ)





1. Total salary received during placement period

10 Sum of the total salary received during the months when a candidates is treated as placed

From tracking and placement data

If 50% or more of the placed candidates of the PIA get salary more than the minimum salary.

10

If 25% or more but less than 50% of the placed candidates get salary more than the minimum salary.

5

If any number of candidates between 1 to 25% the total placed candidates get salary more than the minimum salary.

3

If no number of candidates out of the total placed candidates get salary more than the minimum salary.

0

6. Payment of salary to placed candidates

10 With proper salary slip and statutory benefits and deductions through bank transaction

10 From tracking and placement data

With only through bank transaction 5

8. Nature of placement- Homogeneous or hetrogeneos (whether placed in the same trade for which the candidate was trained or other than that)

10 All placement is homogeneous 10 From tracking and placement data

Any instance of heterogeneous placement 0


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10. Bulk Placement

10 Bulk Placement - Minimum 21 -35 candidates should be placed in one company at one location (location is defined as per notification 26 issued by MoRD)

10 From employment location data

Bulk Placement - Minimum 10-20 candidates should be placed in one company at one location (location is defined as per notification 26 issued by MoRD)

5

12. Placement percentage (% of candidates placed to those who completed training)

50 It is ratio of placed to trained (for definion see the last column)

Trained: Cumulative of who completed training 4 months earlier Placed: Cumulative total of placed as defined in Chapter 7 at the end of the last month.Detailed method for calculation will be given in the system.

95 % and above but less than 100 %50




75 % and above but less than 80 % 30Less than 75 % 0

19. Foreign Placement

5 Any documented record of PIA's initiative to this end with records of candidates having benefited from this.


20. Career Progression

5 Any documented record of PIA's initiative to this end with records of candidates having benefited from this.


Total 100


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N. Standards and Instruction for Assessment and Scoring Pattern of PIA: Project Execution Quality (PIA-CT-2: PEQ)





1. PIA’s regional office in Bhubaneswar

10 Yes 10 Physical and documentary verification

No 0

3. Total number of alerts issued

10 Number of alerts System based or to be given by CTSA/SRLM0 10

1 - 9 510 > 0

7. Major Penalties

10 If it is zero 10 System based or to be given by CTSA/SRLM>=1 0

9. Minor Penalties

10 If it is zero 10 System based or to be given by CTSA/SRLM1 - 5 5

>5 012. DDU-GKY

reporting10 Reporting should be as per SOP System based or to be

given by CTSA/SRLMNo. of delay are 0 101 - 5 5>5 0

16. Training Target of a Project

10 Training target of a project as per the sanction order

System based or to be given by CTSA/SRLM

Above 5000 103001-5000 71000- 3000 5Less than 1000 0

21. Training Target achievement by the PIA

10 Above 90% 10 System based or to be given by CTSA/SRLM80%-89% 8

70%-79% 560%-69% 3Less than 60% 0

26. Timely completion of the project

10 Timely completion of the project as per sanction order

10 System based or to be given by CTSA/SRLM

27. Timely submission of financial reports

10 Timley submission of financial reports as per chapter 8 of SOP

System based or to be given by CTSA/SRLM

All 1090% or above but less than 100% 580% or above but less than 90% 3Less than 80% 0

32. Money Invested By PIA in the Project

10 Money inversted by PIA in the project System based or to be given by CTSA/SRLM15% or above of the project cost 10

10% - 14% 75%- 9% 3Less than 5% 0

Total 100


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