Quarterly Reports

2006 2Q Report 20 June

2006 3Q Report 31 October

2006 4Q Report 12 February 07

 

2006 2Q Report 20 June

STAFF DEVELOPMENT CENTRE
STAFF DEVELOPMENT ADVISORY BOARD
Joint Activity Report #1
Period of Review: 2006 2Q (April – June)
Date of Report: 26th June 2006
 
1.

The newly constituted Staff Development Advisory Board met with the New Director of the Staff Development Centre, Prof Amal S. Kumarage in the chair on 16th March 2006.

2.
The sitting members of the SDAB are as follows:
  • Prof Amal S. Kumarage (Chairman)
  • Prof MS Manawadu Representative of Architecture Faculty
  • Mr Madura Prematileke, Representative of Architecture Faculty 
  • Mrs LPJP Premarathna Representative of Engineering Faculty 
  • Dr SLJ Wijekoon, Representative of Engineering Faculty
  • Dr AS Karunananda, Representative of IT Faculty
  • Mr PM Karunaratne, Representative of IT Faculty
  • Mr DC Silva – Registrar, Representing Administrative staff
  • Mr ML de Silva – Bursar, Representing Administrative Staff
  • Mr AW Silva- Deputy Registrar, Convener
3.

Three meetings (25th April, 23rd May and 22nd June 2006) were held during the period of review from April to June 2006.

4.

The important decisions taken by the SDAC and implemented through the SDC during this period are as follows;

a) It was decided that this year, a greater emphasis would be placed on providing training facilities for the non-academic grades in order to ensure that all grades in the university are equipped to undertake equally well, the different responsibilities.

b) Therefore it was decided that while considering all the requests made by academic staff for training opportunities, a pro-active program would be initiated by the SDAC/SDC to provide training for non-academic grades in key functional areas.

c) In this respect a survey of training needs was carried out in April and May 2006 among the non-academic staff. There were 128 responses from Clerical, Technical and allied grades (50% response rate), 9 responses from Administrative Grades (25%) and 35 responses (14%) from other grades. 

5.

The result of this survey is given in Annex I. Since it was observed that most grades identified computer skills, communication skills and basic managerial skills as the neediest areas, the following decisions were made:

  • Computer Skills: Three levels of courses for varying degrees of skills and grades have been identified for training: 
    i. Basic Course on Information Technology 
    ii. IT for Office Applications
    iii. IT for Administrators
    A certificate will be issued on successful completion after an assessment. Each of the programs would be of 5 days duration and be run on Thursday over a period of five weeks. The size of a batch would be 25 to 30 and employees would be selected on nomination from Heads of Departments/Divisions and confirmation that they are or would be using computers on a regular basis after completion of the course. Council Approval for this has already been obtained and the first course is targeted for commencement on 13th July, while the second will commence on 24th August and the 3rd will commence on 12th October.
  • Language Skills: The ELTC has been requested to draft a program for English Language skills. These programs are scheduled for commencement in August.
  • Management Skills: The SDC will invite institutions such as NIBM, SLIDA and INGAF to submit proposals to conduct a series of suitable programs at the university.
6.

In addition the SDC has also taken the following steps to streamline the process of applying for funding for training on requests initiated by the staff.

a) A new form has been developed for applying for funds and a circular to this effect has been issued by the Vice-chancellor this week.

b) A new form has also been designed and is to be circulated to call for nominations for training opportunities when such are made known directly to the university.

c) Moreover, a database of training related information including training received under reach employee is being designed.

7.

For this quarter, a total of 21 training opportunities have been funded and 28% percent of the total funds available for the year have been utilized.

ANNEX 1: RESULTS OF SURVEY ON TRAINING NEEDS UNIVERSITY OF MORATUWA
Table 1: Clerical, Technical & Allied Grades (128 responses)

Area of Training/Specialisation

%
Not Trained Before and Require Training

%
Trained Before but Require Training

%
No Training Required in this area

Organization & Management Skills
Basic Financial Procedures
Organizational Productivity 
Communication Skills & Public Relations
Computer Knowledge
Personality Development
Leadership
Procurement Procedures
Administrative Regulation & Resource Use
Laboratory Safety
General Maintenance/Upkeep

20
17
20
6
14
9
12
13
16
11
12

55
30
45
52
70
45
40
29
54
20
29

5
12
5
9
7
10
7
16
10
33
23

 
Table 2: Administrative Grades (9 responses)

Area of Training/Specialisation

%
Not Trained Before and Require Training

%
Trained Before but Require Training

%
No Training Required in this area

Planning & Management
Budgeting
Productivity Enhancement
Communication
Computer Awareness
Personality
Leadership Skills
Staff Motivation & Appraisal

0
11
0
0
11
0
0
0

56
56
56
33
44
22
33
56

11
0
0
22
11
22
22
0

 
Table 3: Other Grades (35 responses)

Area of Training/Specialisation

%
Not Trained Before and Require Training

%
Trained Before but Require Training

%
No Training Required in this area

Stores & Supplies
Communication & PR Skills
Office Procedures
Computer
Personality Development
English
Occupational Skills
Office Equipment 
Book Binding

9
11
3
46
26
34
14
14
31

9
23
23
26
26
26
26
26
20

11
6
3
3
3
0
9
14
6

 

2006 3Q Report 31 October

STAFF DEVELOPMENT CENTRE
STAFF DEVELOPMENT ADVISORY BOARD
Joint Activity Report #2
Period of Review: 2006 3Q (July-September)
Date of Report: 19th October 2006
1.
The sitting members of the SDAB are as follows:
  • Prof Amal S. Kumarage (Chairman)
  • Prof MS Manawadu Representative of Architecture Faculty
  • Mr Madura Prematileke, Representative of Architecture Faculty (was replaced by Prof Rohinton Emmanuel from September) 
  • Mrs LPJP Premarathna Representative of Engineering Faculty 
  • Dr SLJ Wijekoon, Representative of Engineering Faculty
  • Prof AS Karunananda, Representative of IT Faculty
  • Mr PM Karunaratne, Representative of IT Faculty
  • Mr DC Silva – Registrar, Representing Administrative staff (was replaced by Acting Registrar, Mr Saddique from August)
  • Mr ML de Silva – Bursar, Representing Administrative Staff 
  • Mr AW Silva- Deputy Registrar, Convener
2. It was decided to co-opt Mr KG Britto, SAR (Establishment) for meetings and to invited Mr. LHC Cooray, as the senior most officer to represent the Technical Officers as and when required.
3.

Three meetings (3rd August, 31st August and 21st Sept 2006) were held during the period of review from July to September 2006.

4.

The important decisions taken by the SDAB and implemented through the SDC during this period are as follows;

a) Two new in-house training programs were inaugurated during this quarter: 
i. 13th July 2006- Basic Computer Course on IT – attended by 26 members of the staff and was inaugurated by the Vice-chancellor. This was completed on 10th August. 
ii. 24th August 2006 IT for Office Applications was attended by 27 members of the staff. This was completed on 28th September.
iii. Two new course in Business Communication and Office Correspondence and IT for Administrators respectively have begun in October and are in progress. 

b) A full time Computer Applications Assistant was engaged for out sourcing the services of the SDC from 10th September 2006.

c) Obtained Senate approval for granting of certificates of award to those who successfully complete courses conducted by the SDC.

d) A feedback questionnaire was developed for obtaining responses from course participants on the conduct of each course. Each course completed is now assessed and the course coordinator is made aware of the short comings highlighted by the course participants.

e) Following up on the Council observation that post training follow up should be monitored, a new form has been developed to be sent to all staff who have completed their training after a period of 3 months. In this the participants as well as their Heads of Divisions/Departments have to assess the degree to which the course has helped them in carrying out their work responsibilities.

f) A document titled ‘Funding Policies for Staff Development Activities’ was developed and submitted to the Council together with a request for Rs 4 million for 2007.

5.

In addition the SDC has also taken the following steps to streamline the process of applying for funding for training on requests initiated by the staff.

a) A new form following the new policies for funding is being developed for applying for funds and a circular to this effect

b) A new form has is also being designed to call for nominations for training opportunities when such are made known directly to the university.

c) Moreover, a database of training related information including training received under reach employee is currently being designed. 

6.

For this quarter, a total of 02 in house training opportunities have been completed for 50 staff with a further 57 opportunities funded for external programmes. This amounts to a total of 107 persons having been granted training opportunities in the 2nd and 3rd quarter of 2006. A total of Rs 1,578,259/- has been allocated for the above, representing 79% of the initial budget of Rs 2 million. An enhanced allocation has been requested from the Bursar to meet the balance requests for the year 2006.

7. A breakdown of the number of trainees by category of grade is given in the following table.
 

Academic Staff 
Administrative Staff 
Non-Academic Staff 
Mixed Programs
Total

21 Nos.
08 Nos.
78 Nos.
n/a

Rs. 333,575/-
Rs. 827,926/-
Rs. 389,130/-
Rs 27,628/-
Rs. 1,578,259/-

(21%)
(52%)
(25%)
(02%)
(100%)

 

2006 4Q Report 12 February 07

STAFF DEVELOPMENT CENTRE
STAFF DEVELOPMENT ADVISORY BOARD
Joint Activity Report #3
Period of Review: 2006 4Q (October-December)
Date of Report: 13th February 2007
1.

1. The sitting members of the SDAB are as follows:

  • Prof Amal S. Kumarage (Chairman)
  • Prof MS Manawadu Representative of Architecture Faculty
  • Prof Rohinton Emmanuel, Representative of Architecture Faculty
  • Mrs LPJP Premarathna Representative of Engineering Faculty 
  • Dr SLJ Wijekoon, Representative of Engineering Faculty (on leave)
  • Prof AS Karunananda, Representative of IT Faculty
  • Mr PM Karunaratne, Representative of IT Faculty
  • Mr ALJ Saddique , Registrar
  • Mr MDL de Silva – Bursar, Representing Administrative Staff 
  • Mr AW Silva- Deputy Registrar, Convener
2.

Two meetings of the SDAB (19th October and 23rd November 2006) were held during the period of review from October to December 2006.

3.

The ‘Funding Policies for Staff Development Activities’ proposed by the SDAB was approved by Council (as per Memo 306:42). This was circulated to all Heads in order to become effective from 1st January 2007. Council also approved a request for Rs. 4 million budget for SDC for 2007.

4.

Negotiations were held with the Postgraduate Institute of Management to run a series of Programs for Personal Effectiveness for all grades of university employees.

5.

The first ever ceremony to award certificates to staff who had successfully completed the course on Basic Computer Course on IT was held on 8th November presided over by the vice-chancellor.

6.

The SDAB also took the step of calling for written explanation from staff member who through registered had not participated in the courses that they had applied for. It was decided to not provide funding for a period of one year to any such staff member who cannot provide an acceptable reason.

7.

The SDAB also instituted a feedback mechanism from all participants of training programs. The feedback is analysed and sent to the course coordinator for corrective action. For longer duration courses, two such feedbacks are obtained.

8.

A meeting was called by the Vice-chancellor on 8th November 2006 to get the views of Heads of Faculties, Departments and Divisions on the training needs of the staff. Of these programs on Personal Effectiveness for all grades of staff and Administrative and Financial Procedures for Academic Staff are being picked for implementation in the year 2007.

9.

The following in-house training programs were inaugurated and/or completed during this quarter: 

i. A course in Business Communication and Office Correspondence was inaugurated during the week of 3rd October 2006 for a total of 75 staff in 3 batches running concurrently.
ii. A course on IT for Administrators commenced on 12th October 2006 for 26 participants. 
iii. A one-day workshop on Student Counselling was held on 16th November 2006 following the student clashes on campus, which was attended by around 100 academic staff of the Faculty of Engineering and the ITUM. 

10.

For this quarter, a total of 3 in-house training opportunities have been completed, with 2 new course commencing. A further 21 opportunities were funded for external training programs of short term duration with 4 opportunities funded for degree or certificate courses. This amounts to a total of 226 persons having been granted training opportunities in the 4th quarter of 2006. A total of Rs 586,719/= has been allocated for this training.

11. A breakdown of the number of staff training opportunities provided by grade for the period April to December 2006 is given in the following table. The original allocation provided for the year was Rs 2 million.
 

Programmes conducted for

No of Participants

Amount Spent

 

Academic Staff 
Administrative Staff 
Non-Academic Staff 
Mixed Programs

Total
 

131 
35 
162 
n/a

328
 

Rs. 555,355/-
Rs. 873,103/-
Rs. 708,892/-
Rs 27,628/-

Rs 2,164,978/-
 

(26%)
(40%)
(33%)
(01%)


(100%)