NNPCL HCM Processes and Procedures_LD.pdf

NNPC Limited HCM Processes and Procedures Manage Staff Movements Process Flow N-4 Start Obtain Staff performance appraisal forms and identify Career development Review career development recommendations and identify Career progression opportunites. Forward to N-3 and N-2 Obtain approved recomm...

NNPC Limited HCM Processes and Procedures Manage Staff Movements Process Flow N-4 Start Obtain Staff performance appraisal forms and identify Career development Review career development recommendations and identify Career progression opportunites. Forward to N-3 and N-2 Obtain approved recommendations, prepare letter of deployment and obtain sign-off from N-3 Obtain and Review Approved Request Is Staff suitable? No Yes Place staff request on waiting list and communicate status to staff/ HOD. End Review report, provide input and forward to N-3 and N-2. Requesting Officer N-5 N-2 Document recommendation s on staff request and discuss with N-3 and N-2. Review recommendations Obtain approved Staff Movement Report and communicate to all HODs End Review recommendations and discuss with Executive Management. Forward to N-4 to instruct N-5 to prepare a letter of Deployment and obtain sign off from N-3 Dispatch signed-off letters to relevant parties. Ensure seamless transitionof Job holder and Update status of Staff on the HR System Dispatch letter to relevant parties and Ensure the seamless transition. Forward notification and documentation to N-6 Prepare Staff Movement Report biannually, Forward report to N-4. Prepare request for job rotation/ transfer/ secondment, stating reasons. Forward to HOD for approval N-6 Requesting HOD/ HOD Staff / HOD Is Request from Staff or HOD? HOD Prepare request for job rotation/ transfer/ secondment of staff, stating reasons. Forward to N-4 Staff Review staff request, provide input, endorse and forward to N-4 Update status of staff on the HR system 63 NNPC Limited HCM Processes and Procedures 5.0 Learning and Development This process describes all activities involved in delivering targeted and effective learning and capacity building programmes to all employees within NNPC Limited. Its focus is to enable staff build the skills and competencies required to deliver on current and future jobs and responsibilities . Objectives The objectives of this process are to ensure: 1. That a standard repository of competency requirements for all key jobs in 2. 3. 4. 5. 6. NNPC Limited is developed. That skill gaps of employee are properly identified and learning activities (learning plan and learning programmes) within NNPC Limited are based on identified Learning need analysis or competency assessment of employees. That induction and orientation programmes are designed and suited to the needs of new hires. That the learning and development curriculum is updated periodically to reflect the changing developmental needs and strategic intent of NNPC Limited That learning and development programmes are effectively and efficiently supported and delivered within NNPC Limited Quantitative and qualitative reporting is effectively carried out with Return-On-Investment (ROI) for each L&D programme adequately captured 68 NNPC Limited HCM Processes and Procedures Learning and Development Policies S/N Description 1. Learning and Development Philosophy A. Learning shall be regarded as a value adding activity and an investment with an expected return. Hence, NNPC Limited shall continually provide Learning to its employees for the purpose of improving their performance and contribution to the Company. B. NNPC Limited shall demonstrate its unwavering commitment to learning and development of all its employees, through its continuous and annual learning interventions. C. The learning interventions will ensure that staff are equipped with the changing business environment and the institutionalisation of international leading practice. The key goals for learning and development programmes are to: I. Support the programmes. business strategy through tailored L&D Progressively develop the knowledge, skills, and competencies of employees in order to meet the overall Company objectives of the business. D. Learning and Development activities that speak to the technical and functional nature of the business will be run and owned at the subsidiary level. II. E. The Company Center will develop and maintain the competency framework and the central learning database. F. All leadership, behavioral and courses with strategic focus on the Group will be driven by the Company center through appropriate learning interventions. 69 NNPC Limited HCM Processes and Procedures Learning and Development Policies 2. Learning Programmes Learning programmes shall be either developmental or functional, based on the learning objectives. Details of the two (2) Learning types are explained below: Program Type 3. Learning Objective Leadership Overall development of the employee in terms of Behavioural Competencies, /managerial/ leadership skills, stress management, etc. Functional Functional skills development of employees relevant to area of work On-the-Job Learning A. Majority of learning should take place “on-the-job”. For effective implementation, Managers and Supervisors shall act as trainers and coaches in order to improve employee performance. B. As much as practicable, all identified learning needs shall be met by coaching and on-the-job learning, where this is not available, formal learning interventions shall be considered. 4. Selection Criteria A. The Learning need shall be identified in the following manner: Individual Needs I. Individual Learning needs could be either leadership or technical/functional. II. Learning needs shall also be defined based on recommendations in the employee Performance Appraisal Report Organisational Needs III. To meet future business needs, identified employees may be trained in functional, managerial and leadership areas. 70 NNPC Limited HCM Processes and Procedures Learning and Development Policies 5. General Learning Guidelines A. As much as possible, Unit Heads shall be responsible for the Learning and development of their team members, utilizing their internal resources. B. Employees shall only be nominated for Learning programmes away from their workplace where such exposures are critical to their learning and development. As much as possible, international trainings will only be considered where learning is unavailable locally. C. While nominating the participants for external Learning programmes, care shall be taken to ensure that the employees' specific requirements and the Learning content align after due discussions with the Head, Learning and Development. D. In addition, in selecting the participants for external Learning programmes, business needs shall be a key consideration. 71 NNPC Limited HCM Processes and Procedures Learning and Development Policies 6. Further Education Overview of Self-sponsorship Programmes A. The Company shall support the progressive development of employees through further education on a self-sponsorship basis. The self-sponsorship programmes can be subdivided as depicted below: I. II. III. IV. Employees may undertake further studies on a selfsponsorship basis. The academic program must be in the best interest of both the employee and the business. Requests for Approval for Self-sponsored Part time and Selfsponsored Distance Learning programs shall be processed within SBUs in line with NNPC’s Standardized Guidelines for Further Education. Any final decision concerning approval for study leave for Selfsponsored full-time programs shall be made by N-2 (HCM) only. 72 NNPC Limited HCM Processes and Procedures Learning and Development Policies B. Self-Sponsored Full-Time Programs (SSFTP) Study Leave shall be approved for full-time programs and the following conditions apply: I. Employee shall be a confirmed staff who must have spent not less than three (3) years of service with the Company. II. Head of applicant’s Business Unit must first recommend before forwarding to the department responsible for Talent Management for processing and final approval by N-2 (HCM). III. IV. V. VI. VII. VIII. IX. X. XI. XII. XIII. XIV. XV. The Academic Institution must be recognized by the Federal Ministry of Education. Study Leave shall be granted for a duration of 2 years maximum. Salary and allowances would not be paid while attending the program. All costs associated with the program shall be borne by the applicant. i.e. there shall be no reimbursement of educational expenses. While on Study Leave, copies of examination results must be forwarded regularly to the N-3(HCM). Any disruption of academic calendar that may lead to extension of the program duration must be communicated to the N-3 (HCM) for the N-2 (HCM) approval. The Company reserves the right to terminate employment of any employee who stays beyond the program duration without formal authorization. The period of study leave for full-time programs shall not count for purposes of gratuity and pension. Staff on study leave for full-time programs shall not be appraised (i.e., no promotion or salary increment) Not more than 5% of the staff of any department, unit or section may be away on study leave at a time. Decision pertaining to the Study Leave offer shall be communicated through the employee’s HOD The study leave offer may be deferred upon presentation of evidence of a deferral acceptance from the host Institution. Study leave can be deferred only once. The employee must provide an email or a phone number with which they can be contacted while on Study Leave. The employee is required to inform N-3 (HCM) upon the successful completion of their program by a memo routed through their N/N-2/N-3/ Head of SBU/CSU. 73 NNPC Limited HCM Processes and Procedures Learning and Development Policies Photocopies of testimonials or certificates and a copy of the project/thesis must be submitted to the N-3(HCM). XVII. At the end of the program, the employee must submit the degree certificate for verification by HCM before their record can be updated. VIII. Re-absorption after any study leave of 12 months or less will be automatic; while re-absorption after any Study Leave of more than 12 months will be subject to the availability of a vacancy. XIX. If an employee intends to disengage from the services of the Company at the end of their study leave period, written communication must be sent to N-2 (HCM), at least three (3) months before the end of their program. XVI. The additional qualification does not translate into a promotion, salary increment, or automatic redeployment for the employee as these are determined by the extant performance management policy as well as established business requirements. SSFTP is a once-in-a-career benefit. XX. XXI. C. Self-Sponsored Part-Time Programs (SSPTP) For Part – Time Programs, the following conditions shall apply: I. II. III. IV. V. VI. VII. Employee shall be a confirmed staff who must have spent not less than two (2) years of service with the Company. Course must be run outside working hours or on weekends Academic Institution must be recognized by the Federal Ministry of Education. Duration of the course must not exceed five (5) years. Distance of the Institution from the place of work must not exceed 250km. Where the distance of the institution from the place of work exceeds 250km, it is the responsibility of the employee to demonstrate that undertaking the program will not negatively impact the business nor the safety and security of the employee. All costs associated with the program shall be borne by the applicant, i.e., there shall be no reimbursement of educational expenses. Approval for part-time programs shall rest with SBU Management and communicated to N-2(HCM) or to the 74 NNPC Limited HCM Processes and Procedures Learning and Development Policies VIII. department responsible for Talent Management for information. The additional qualification does not translate into a promotion, salary increment or automatic redeployment for the employee as these are determined by the extant performance management policy as well as established business requirements. D. Self-Sponsored Distance Learning Programs (SSDLP) This policy shall apply to degree level distance learning programs only. The following conditions apply: I. II. III. IV. V. VI. VII. VIII. Employee shall be a confirmed staff who must have spent not less than two (2) years of service with the Company. Employees may pursue distance learning degrees organized by institutions accredited by the National Universities Commission to run those distance learning programs. Employees may also undertake overseas distance learning programs run by foreign higher education institutions that are recognized and accredited by their host government and its regulatory bodies and in conformity with NNPC Standards for the Acceptability of Higher Education Institutions. The program must be run partly online and partly on-site (at least 10% of the program must be on-site). The employee will utilize annual leave days to attend the onsite part of the program (this will be calculated prior to approval). The online part of the program must be run outside office hours or on weekends only. All costs associated with the program shall be borne by the applicant, i.e., there shall be no reimbursement of educational expenses. The additional qualification does not translate into a promotion, salary increment or automatic redeployment for the employee as these are determined by the extant performance management policy as well as established business requirements. 75 NNPC Limited HCM Processes and Procedures Learning and Development Policies 7. Membership of Professional Bodies A. The Company shall support an employee’s membership of relevant professional associations/bodies where the memberships can help the employee develop and maintain his professional competence. 8. Company Assisted Certification Programs (CACP) A. The Company shall support employees to obtain professional certifications within professional associations and chartered institutes to build their professional competencies in line with their skill pool. The following conditions apply: I. The Company will support an employee’s membership in not more than two (2) professional associations/bodies. II. Membership of Professional Associations must be in line with pre-defined skill pool requirements (Vide Published Recommendations for Membership of Professional Associations per Skill Pool) III. The request for membership of the professional association must be endorsed by the employee’s Head of Business Unit for budgetary considerations. IV. The Company shall pay for the following: a. Registration; b. Annual Subscription Fees; c. Conference Fees, where applicable; d. Mandatory Courses leading to Certification; e. Examination Fees leading to membership; f. Mandatory Continuous Professional Education (MCPE) biennially (i.e. once in two years) where applicable. V. Reimbursement of any of the above expenses shall be based upon presentation of verified official receipts. VI. This benefit shall be limited to registered professional associations within Nigeria. 9. Competency Profile Database A. The Learning and Development function shall maintain and regularly update competency profile database detailing the skills and competency requirements of staff company wide. The database shall be updated regularly to reflect the current skills and competency requirements of staff. 76 NNPC Limited HCM Processes and Procedures Learning and Development Policies 10. Project-related and non-Project related Overseas Courses A. These are courses related to specific projects. They are open to any staff approved by Company Management to attend irrespective of the staff’s grade level. Entitlements of beneficiaries shall be as stipulated in the NNPC Limited Compensation and Benefits Policy. B. The Company shall sponsor Senior Staff and above on non- project-related overseas training programmes where feasible (Courses, Seminars, Workshops and etc). 11. Family Accompanying Employee A. Employees who are on overseas project assignments of six (6) months and training programmes of nine (9) months and above may have their families accompany them at the Company’s expense. B. The size of the accompanying family shall be a spouse and a maximum of four (4) children of 18 years and below at the time of departure 12. Training Interests with Third Parties (Contractors and Partners) A. Where practicable, training opportunities from Joint Venture companies (JVC) shall be made available to the entire Company. The Company shall encourage the cross- posting of Training Personnel within the organisation where this is necessary for the provision of advisory/consultancy assistance to the business or enhance training employee’s skills. 13. Technical Assistance Programmes A. Technical Assistance Programmes are technical aid programmes that are offered to the Company by some overseas countries and organisations. These aid programmes are selected and tailored to the training needs of the Company and career path of benefiting staff. Their division must nominate such staff. The entitlement of beneficiaries will be as stipulated in the Compensation and Benefits Policy. Fellowship/Scholarship: B. For trainees who are awarded Scholarship/Technical Assistance, NNPC Limited will be responsible for only those costs especially passed to it and approved by Management before the programme starts. 77 NNPC Limited HCM Processes and Procedures Learning and Development Policies 14. Long Duration Courses, Training/Attachment A. An employee of NNPC Limited may be sponsored by the Management of the Company to attend long-duration courses, and training/attachment locally outside his/her station. Where board and lodging are not provided by the training institution, the officer attending such a course/training or attachment outside his station in excess of three months shall be entitled to in-lieu of Hotel accommodation for ninety (90) days. Thereafter he/she shall be paid 30% of the daily rate for the rest of the programme. 15. Training Cost Guidelines A. The Learning and Development unit of HCM shall provide Training Cost Guidelines from time to time and same circulated to the relevant units within the business. Learning and Development Procedures - Develop Learning and Development Plan Responsible S/N Party Description 1. At Third Quarter of the Year or As Part MS Forms of Organizational Planning Cycle N-5 Job Aid Develop/ Update Learning Needs Assessment Questionnaire and forward to N-4. 2. N-4 Review the questionnaire, provide input and approve questionnaire. MS Office 3. N-5 Obtain approved questionnaires and dispatch to N-4 to collate Learning needs of staff in their departments/ regions, specifying deadline for submission of completed forms. Email, Complete questionnaires based on staff competency gaps as well as requirements for career progression. Email, 4. Unit Heads M S Office M S Office Forward completed questionnaires to N-4. 78 NNPC Limited HCM Processes and Procedures Learning and Development Procedures - Develop Learning and Development Plan 5. N-4 Receive completed questionnaire. Forward to N- 5. Email, M S Office 6 N-5 Liaise with the Head, Performance Applicati Management to extract on HCM information on learning Softwar and e development needs Module (SAP identified during the S4HAN A), MS Excel 7. N-5/N-3 Collate and develop draft Learning Needs Assessment Report (based on Unit Heads input and feedback from employees’ performance result) and forward to N-4 for review. MS Review Learning Needs Assessment Report to ensure accuracy, completeness and relevance. Provide relevant input and obtain approval of the N-3 Email 8. N-4 Exce l, Applicatio n HCM Softwa re Modul e (SAP S4HANA) 79 NNPC Limited HCM Processes and Procedures Learning and Development Procedures - Develop Learning and Development Plan 9. N-4 Develop a Company Learning Plan for the calendar year based on approved Learning Needs Assessment Report and in consultation with N-4. Obtain approval of the N-3 and integrate Learning plan with Company planning and budgetary cycle. Email Note: The content of the Company Learning Plan shall include: • • • Learning Calendar – specifying participants and timing of training Learning Curriculum (Intervention, programmes e.t.c) – detailing course content, facilitator, duration, and method of delivery (virtual, on-site, instructor-led, self-paced). Learning Budget – cost implication for all the trainings listed. 80 NNPC Limited HCM Processes and Procedures A. Learning and Development Input & Output Documents Document S/N Description 1. Learning Needs Assessment Questionnaire Type Frequency Source Recipient Input Annually Unit Heads Input As required HCM N-5 Output Annually N-3 N-5 Designed to gather information on skill gaps existing in the organization. 2. Performance Evaluation Report Presents a summary of the employee’s Performance results for the review period. 3. Learning Needs Assessment Report N-4 N-5 Compilation of findings from the questionnaires and review of individual Learning needs as detailed in the Performance Evaluation Report. 4. Company Learning Plan Summary of Learning calendar, Learning Curriculum and Learning budget Output Annually N-4 N-5 N-3 N-2 N for the year. 81 NNPC Limited HCM Processes and Procedures Learning and Development Key Performance Indicators Performance Measure Basis of Measurement Timeframe Target 1. Cycle time for developing final Learning Needs Assessment Report. Number of weeks between the commencemen t and finalisation of the Learning Needs Assessment Report. Annually 10-12 weeks 2. Timeliness of developing final Company Learning Plan. Number of weeks between the finalisation of Learning Needs Assessment Report and Company Learning Plan development. Annually 4 weeks S/N 82 NNPC Limited HCM Processes and Procedures N-3 / N-5 Unit Head N-4 N-5 Develop Learning and Development Plan Process Flow Start Develop/ Update Training Needs Assessment Questionnaire and forward to N-4. Liaise with the Head, Performance Management. Review and approve the questionnaire, collate learning needs of staff and specify deadline for submission Receive completed questionnaire. Forward to N-5. Review and obtain approval from N-3 Fill questionnaire Collate and develop draft Learning Needs Assessment Report and forward to N-4 for review Develop a Learning Corporate Plan for the calendar year End NNPC Limited HCM Processes and Procedures B. Learning and Development Procedures - Conduct Induction/ Company Orientation Programme Responsible S/N Party Description Job Aid From ‘Plan and Recruit Employees: Screen and Select Candidates’ 1. 2. N-4 N-5 Receive Hiring Notice, detailing level, unit, location and scheduled date of assumption of duty, from N-3 and forward to N-5. Email, Word Review Hiring Notice and develop Induction Plan, detailing: the composition of the induction team, duration of programme, agenda, venue, course content, facilitators, and financial implications etc.). Forward Induction Plan to N-4. Email, Word MS MS Note The Induction Team shall be a crossfunctional team comprising HCM representatives and selected representatives across NNPC Limited. 3. N-4 Review Induction Plan, provide input and obtain any other necessary approvals. Email, Word MS 4. N-5 Obtain approved Induction Plan, organise logistics support (e.g., venue, equipment, Learning materials, etc.) and execute activities in the plan. Email 5. Induction Team Conduct program. Induction/Company Orientation Email Go to ‘Evaluate Learning Programmes’ NNPC Limited HCM Processes and Procedures B. Learning and Development Input & Output Documents S/N 1. Docume nt Descripti on Type Frequency Source Recipient List of New Hires Input Quarterly N-3 N-3 List of staff recruited into NNPC Limited within the last three (3) months. 2. Induction Plan Details the agenda of the induction program, faculty, content, budgets etc. N-4 Output As required N-4 Unit Head, L& D N-3 B. Learning and Development Key Performance Indicators S/ N 1. Performance Measure Basis of Measurement Timeframe Target Quality of induction programme Average rate of inductee satisfaction with the programme (as indicated in the evaluation questionnaire) At the end of the induction programme ≥ 75% satisfaction rate NNPC Limited HCM Processes and Procedures Induction Team N-5 N-4 Conduct Induction/ Corporate Orientation Programme Process Flow Start Receive Hiring Notice from N-3 na forward to N-5 Review Hiring Notice, Develop Induction Plan and forward to N-4 Review Induction Plan Obtain approved plan and organise logistics support Conduct Induction/ Corporate Orientation program Go to Evaluate Learning Programmes NNPC Limited HCM Processes and Procedures C. Learning and Development Procedures - Develop and Maintain Learning Curriculum Responsib Steps le Party Description Job Aid 1. N-5 Collate the skills and competency requirements for all levels and functions within the organisation. MS Word, MS Excel, Applicable HCM Software Module (SAP, S4HANA) 2. N-5 Analyse and cluster technical and soft skills requirements of the business by level and function. MS Word, MS Excel, Applicable HCM Software Module (SAP, S4HANA) 3. N-5 Liaise with subject matter experts in the different professional fields within and outside the organisation to develop curriculum requirements that anticipate and are responsive to the competencies of each level and function. MS Word, MS Excel, Applicable HCM Software Module (SAP, S4HANA) 4. N-5 Consolidate draft curriculum and forward to N-4 for review. Email 5. N-4 Forward Draft curriculum to relevant Unit Heads, Skill pool leads and other professionals where necessary to review and provide inputs Email 6. N-4 Update draft curriculum based on inputs received. MS Word, MS Excel, Applicable HCM Software Module (SAP, S4HANA) NNPC Limited HCM Processes and Procedures C. Learning and Development Procedures - Develop and Maintain Learning Curriculum 7. N-3 Present Curriculum to Exco for final review and signoff. Email, MS Word 8. N-4 Communicate approved Learning Curriculum to all Unit Heads and N-5 Email ‘Learning Curriculum Maintenance’ 9. N-4 Every two (2) years (or as required) Review Learning curriculum to identify areas requiring update based on emerging capability requirements of the business and other changes in the operating environment. MS Word, MS Excel, Applicabl e HCM Software Module (SAP, S4HANA) 10. N-4 Liaise with Unit heads to identify and gather inputs on areas requiring updates in the curriculum. Email 11. N-4 Collate recommended updates and obtain the inputs of internal and/or external subject matter experts as required. MS Word, MS Excel, Applicable HCM Software Module (SAP, S4HANA) ) 12. Unit Head, L&D Review updates to the Learning curriculum with Unit heads /functional heads. MS Word, MS Excel, Applicable HCM Software Module (SAP, S4HANA) 13. Unit Head, L&D Obtain necessary approvals and signoff on the updated Learning Curriculum. Email NNPC Limited HCM Processes and Procedures C. Learning and Development Input & Output Documents 1. Learning Needs Assessment Report Input As required N-5 N-4 Output As required N-5 N-3 Provides information on Learning requirements/ skill gaps existing in the organisation. 2. Learning Curriculum A documentation of all Learning programs approved for employees within the Company C. Learning and Development Key Performance Indicators Performance Measure Basis of Measurement Timeframe Target 1. Cycle time for development of Learning Curriculum Number of weeks between the commencemen t and finalisation of the Learning Curriculum As required 1 month 2. Relevance of Learning Curriculum Feedback from Business owners via a satisfaction index survey As required Nil S/N 89 NNPC Limited HCM Processes and Procedures Unit Head, L&D N-3 N-4 N-5 Develop Learning and Development Plan – Develop and Maintain Learning Curriculum Process Flow Start Collate required Skills and Competencies, analyse and cluster technical and soft skills requirements. Liaise with subject matter experts in the different professional fields within and outside the organisation Consolidate draft curriculum and forward to N-4 for review. Forward Draft curriculum to relevant Unit Heads to review and provide inputs and update based on every inputs received. Communicate approved Learning Curriculum to all Unit Heads and N-5 Learning Curriculum Maintenance Review Learning curriculum. Liaise with Unit heads to identify and gather inputs on areas requiring updates in the curriculum. Collate recommended updates and obtain the inputs as required. Present Curriculum to Exco for final review and signoff. Review updates to the training curriculum with Unit heads /functional Heads and Obtain necessary approvals End NNPC Limited HCM Processes and Procedures D. Learning and Development Procedures – Design Learning Programme In-House Responsible S/N Party Description Job Aid From ‘Develop and Grow Employee: Learning Needs Planning’ 1. N-5 Obtain approved Company Learning Plan and review to identify learnings that are to be conducted in-house. Email 2. N-5 Identify suitable external SMEs/ inhouse faculties to deliver the learning. Compile list and forward to N-4 MS Word 3. N-4 Review list of facilitators and recommend updates as required, in consultation with Unit Heads and inHouse subject matter experts. Discuss list of facilitators with N-3 and obtain approval. Email 4. N-5 Notify selected facilitators to commence preparation of Learning materials. Email, MS Word 5. N-5 Organise workshop on effective facilitation and Learning delivery for SMEs Email 6. In-house Develop and compile Learning materials and obtain input of other in-house or external subject matter experts to ensure adequacy and completeness. MS Office Suite Facilitator s Note: L&D will develop the templates & guide for developing learning materials and may assist in the process of compiling materials, liaising with other technical experts within the Company. NNPC Limited HCM Processes and Procedures 7. N-5 Obtain approved materials and produce Copies as required. To Deliver Learning Programmes MS Office Suite NNPC Limited HCM Processes and Procedures In-House Facilitators N-4 N-5 Design Learning Programmes (In-House) Process Flow Start Obtain approved Corporate Learning Plan and review Identify suitable Trainers/ in-house faculties deliver the training. Compile list and forward to N-4 Notify selected facilitators to commence preparation of Learning materials. Organise workshop on effective facilitation and Learning delivery for SMEs Review list of facilitators and recommend updates as required, Discuss list of facilitators with N-3 and obtain approval. Develop and compile Learning materials Obtain approved materials and produce Copies as required. NNPC Limited HCM Processes and Procedures D. Learning and Development Procedures – External Consult Responsible S/N Party Description Job Aid From ‘Develop and Grow Employee: Learning Needs Planning 1. N4(HCM)/ N4(SCM) For Solicited Proposals Email HCM Prepare Request for Proposals, itemises learning requirements and forwards to the procurement department who engages identified/relevant consultants through its internal vendor selection process (see Supply Chain Management policy on vendor selection) Go to Step 3 2. 3. N4(HCM)/ N4(SCM) For Unsolicited Proposals Email N-4 Review proposal in line with approved vendor selection criteria and liaise with relevant Unit Heads to select a suitable consultant / Learning provider for required trainings Email/ Email Procurement receives proposals from external consultants and Learning providers and shares with the HCM department based on its vendor selection process. M S Office Suite 4. N-4 Prepare memo detailing consultant qualifications, cost of Learning delivery (attach consultant’s proposal), and forward to N-3 5. N-3 Review proposal, approve and forward to Email N-4 6. N-4 Obtain approved proposal and communicate approval to external consultant, Unit Heads and other relevant parties Email 7. N-4 Advise consultant on details of Learning content and curriculum in conjunction with in-house subject matter expert or relevant Unit Heads Email NNPC Limited HCM Processes and Procedures D. Learning and Development Procedures – External Consult 8. N-4 Develop Learning programme in line with specified curriculum/ course content Email 9. N4/Functional Unit Head, or In-House Subject Matter Expert Review Learning materials and content to ensure adequacy for the company requirement Email Go to Deliver Learning Programmes D. Learning and Development Input & Output Documents S/N 1. Document Description Type Frequency Source Recipient Company Learning Plan Input As required N-4 N-4 As required In- house/ External Facilitator Learning and development Unit Summary of Learning calendar, Learning Curriculum and Learning budget for the year. 2. Learning Materials Output Compilation materials to used for training. of be the NNPC Limited HCM Processes and Procedures D. Learning and Development Key Performance Indicators S/N 1. Performance Measure Basis of Measurement Timefram Target e Average annual Learning hours per employee Total number of Learning hours for all staff companywide (excluding instructor hours) divided by total number of staff trained Annually At least 80 Learning hours of formal and informal learning intervention per employee per financial year (FY). NNPC Limited HCM Processes and Procedures External Consult Process Flow N-4(HR)/N-4(SCM) From Develop and Grow Employee: Learning Needs Planning Procurement Start HR Prepares request for proposal N-4 Review proposal receive proposals Is it for Yes Solicited Proposal No from external End consultants and training providers Communicate Prepare approval to external consultant, Unit Heads and memo and forward to N-3 other relevant Advise consultant on details of training Develop Learning programme in line with specified curriculum/ course content N-4 / Functional Head / InHouse Subject Matter Expert N-3 parties Review proposal, approve and forward to N-4 Review Learning materials and content Go to Deliver GoLearning to Deliver Programmes Learning Programmes NNPC Limited HCM Processes and Procedures E. Learning and Development Procedures – Deliver Learning Programmes S/N Responsible Party Description 1. N-4 Obtain approved Company Learning Plan, divide into quarterly schedules and monitor to identify due trainings. 2. N-4 Eight Weeks Prior to Scheduled Learning Date Job Aid MS Excel Collate list of participants scheduled for Learning programs and forward to the relevant Unit heads for confirmation. 3. N-4 Where Learning is to be conducted outside the participant’s work location MS Excel Prepare Joining Instruction (JI) and forward to selected participant at least 1 month before the scheduled course. 4. Selected Participa nts Complete Touring Advance Form (using Joining Instruction). Attach Joining Instruction and forward to respective Unit Heads for endorsement. Email Note: The Joining Instruction will detail: Learning location, , course fee, and advises that participants take appropriate touring advance to cover all associated costs ‘Finance and Accounts: Process Advance and Expense Reimbursements’ Go to Step 6 5. Selected Participants Where Learning is to be conducted within the participant’s work location Go to Step 6 Email NNPC Limited HCM Processes and Procedures E. Learning and Development Procedures – Deliver Learning Programmes 6. N-4 Notify Learning facilitators (inhouse/external) and forward list of participants to the approved resource persons. Email, M S Word As much as possible, notify Learning participants of Learning date and venue minimum of eight (8) weeks (for overseas training) and four (4) weeks (for local training) prior to the commencement of the Learning through their Unit heads. 7. N-4 Coordinate Production of participants Learning guides and provision of adequate logistics support for Learning delivery e.g., hotel bookings, transportation bookings, production of Learning materials, evaluation forms, stationeries, etc. for participants and facilitators as applicable. Email 8. In-house/ External Trainers Conduct Learning in line with curriculum and ensure proper documentation of attendance. Email To Develop and Grow Employee: Evaluate Learning Programmes NNPC Limited HCM Processes and Procedures Deliver Learning Programmes Process Flow N-4 Start Obtain approved Corporate Training Plan Collate list of Participants Prepare Joining Instruction (JI) and forward to selected Is training conducted Yes outside the work location Notify Learning Facilitators Coordinate Production of participants Learning guides and provision of adequate logistics support for Learning delivery participant at least 1 month before the scheduled course. In-house/External Trainers Selected Participants No Go to Step 6 Conduct Learning in line with training content and ensure proper documentation of attendance Develop and Train Employee: Evaluate Training Programmes Complete Touring Advance Form End Finance and Accounts: Process Advance and Expense Reimbursement s NNPC Limited HCM Processes and Procedures F. Learning and Development Procedures – External Learning Programmes (Local and Overseas) Responsible Party Description Job Aid 1. Department al & Unit Heads Identify relevant overseas Learning and forward to L&D. Email, MS Word 2. N-4 Review list and forward list of selected external trainings and Learning Request Form to Unit heads. Email, MS Word 3. Unit Heads Complete Learning Request Form and forward to the N4. Applicable HCM Software Module (SAP, S4HANA), Email/ MS Word 4. N-4 Forward completed Learning Request Form to N-3 for sign-off. Applicable HCM Software Module (SAP, S4HANA), Email/ MS Word 5. N-3 Forward signed Learning Request Form to N-2 for endorsement. Applicable HCM Software Module (SAP, S4HANA), Email, MS Word 6. N-2 Endorse Learning Request Form and forward to the N for approval. Applicable HCM Software Module (SAP, S4HANA), Email, MS Word S/N 101 NNPC Limited HCM Processes and Procedures F. Learning and Development Procedures – External Learning Programmes (Local and Overseas) S/N Responsible Party Description Job Aid 7. N Approve Learning Request Form and route back to N-2. Applicable HCM Software Module (SAP, S4HANA), Email, MS Word 8. N-2 Route approved TRF to N-3 through N-4 9. N-4 Instruct the N-5 to prepare Joining Instruction and forward to selected participants through their respective Unit Heads. Applicable HCM Software Module (SAP, S4HANA), Fill Touring Advance Form (using input from Joining Instruction) attach Joining Instruction and forward to respective Unit Heads for endorsement MS Word 10. Selected Participa nts Email, MS Word ‘Finance and Accounts: Process Advance and Expense Reimbursements’ 11. N-5 Notify Learning facilitators (inhouse/ external) and forward list of participants to the approved resource persons. Email, MS Word Notify Learning participants of Learning date and venue eight (8) weeks (for overseas training) and four (4) weeks (for local training) prior to the commencement of the 102 NNPC Limited HCM Processes and Procedures F. Learning and Development Procedures – External Learning Programmes (Local and Overseas) S/N Responsible Party Description Job Aid training. 12. N-4 Review Learning materials to validate content and ability to deliver on Learning objectives. MS Word 13. N-5 Coordinate provision of adequate logistics support for Learning Programme e.g., hotel bookings, transportation bookings, production of Learning materials, evaluation forms, stationeries, etc. for participants as applicable. Email 14. In-house/ Conduct Learning in line with Learning content and ensure proper documentation of attendance. Email External Trainers To Evaluate Learning Programmes F. Learning and Development Input & Output Documents S/N 1. Document Description Type Frequency Source Recipient Company Learning Plan Input As required N-5 Team Lead, L&D Summary of Learning calendar, Learning curriculum and Learning budget for the year. 103 NNPC Limited HCM Processes and Procedures F. Learning and Development Input & Output Documents 2. Course Advice Form Output Details the Learning location, flight cost, taxi and attendant costs, and miscellaneous expenses. Details the Learning location, flight cost, taxi and attendant costs, and miscellaneous expenses. As required (for oversea training) N-5 Partici pant’s Unit heads Accounts Payable Officer F. Learning and Development Key Performance Indicators S/N 1. Performance Measure Basis of Measurement Timefram Target e Average Learning hours per employee. Total number of Learning hours for all staff companywide (excluding instructor hours) divided by total number of staff trained Annually At least 80 Learning hours per FY for formal and informal learning. 104 Identify relevant overseas Learning and forward to L&D. Review list and forward list of selected external to Unit heads Forward completed Learning Request Form to N-3 for sign-off. Instruct the N-5 to prepare Course Advice Form and forward to selected participants through their respective Unit Heads. Review Learning materials to validate content and ability to deliver on training objectives. Complete Learning Request Form and forward to the N-4. N-3 Start Forward signed Training Request Form to N-2 for endorsement. N-2 Unit Head N-4 Departmental and Unit Heads External Training (Local and Overseas) Process Flow Endorse Learning Request Form and forward to the N for approval. N-5 Selected Participants N Approve Learning Request Form and route back to N-2. Fill the Touring Advance Form Finance and Accounts: Process Advance and Expense Reimbursements Notify Learning facilitators and forward list of participants to the approved resource persons. Coordinate provision of adequate logistics support for training delivery In-house/External Trainers Notify Learning participants of training dat Conduct Learning in line with Learning content and ensure proper documentation of attendance. NNPC Limited HCM Processes and Procedures G. Learning and Development Procedures - Evaluate Learning Programmes Responsible S/N Party Description Job Aid From ‘Develop and Grown Employee: Deliver Learning Programme’ 1. N-5 Administer Learning Evaluation Questionnaires (pre, end of course and post course evaluations) to track that learning gaps have been closed. Email 2. N-5 Obtain completed questionnaire, collate responses, analyse to identify relevant trends and make recommendations. MS Excel 3. N-5 Periodically liaise with N-4/N-5 (Line MS Word, MS Managers) Excel to obtain feedback on impact of Learning on work content if any. 4. N-5 Condense information from analysis and recommendations on a quarterly basis and develop Learning Evaluation Report. Forward report to N-4. Go to ‘Monitor Programmes’ 5. N-4 MS Excel, Applicable HCM Software Module Learning (SAP, S4HANA) Review and provide input to Learning Evaluation Report and circulate to all relevant internal stakeholders MS Excel, Applicable HCM Software Module (SAP, S4HANA) NNPC Limited HCM Processes and Procedures G. Learning and Development Input & Output Documents S/N 1. Document Description Type Frequency Source Learning Evaluation Questionnaire Input On completion of Learning programs Learning and Learning Development Participants Unit Output Quarterly N-4 N-2 Output Quarterly N-4 N-3 Used to measure the effectiveness of the training. 2. Learning Evaluation Report Recipient Analysis of the perception of Participants with respect to the different trainings conducted during the period under review. 3 Learning Impact Report Evaluation of impact of Learning on employee’s performance on the job. N-2 N (as required) NNPC Limited HCM Processes and Procedures Evaluate Learning Programmes Process Flow N-4 N-5 From Develop and Grown Employee: Deliver Learning Programme Start Administer Learning Evaluation Questionnaire Obtain completed questionnaire, collate responses, analyse and make recommendations. Periodically liaise with N-4/N-5 (Line Managers) to obtain feedback on impact of Learning on work content if any. Condense information from analysis and recommendations on a quarterly basis and develop Learning Evaluation Report. Forward report to N-4. Go to Monitor Training Programme s Review and provide input to Learning Evaluation Report and circulate to all relevant internal stakeholders End NNPC Limited HCM Processes and Procedures G. Learning and Development Procedures - Evaluate Learning Programmes Responsible S/N Party 1. N-4 Description On a quarterly basis Job Aid MS Word Prepare Learning Activity Report summarising trainings conducted and planned trainings that were not conducted in the quarter. 2. N-4 3. N-4 Obtain information on the MS Excel, Learning budget for the Applicable HCM previous quarter. Compute Software variance between budgeted and actual cost of trainings in the relevant quarter and determine reasons for observed variances. Develop overall Learning Status and Performance Report and forward to N-2 for review. The combined status report will detail the following: • • Module (SAP, S4HANA) MS Word Learning evaluation summary and recommendations Learning activities for the quarter Learning Budget Status 4. N-3 Review Learning Status and Performance Report and submit as part of HCM performance reports for the period Email 99 NNPC Limited HCM Processes and Procedures G. Learning and Development Procedures - Evaluate Learning Programmes Email 5. N-3 Discuss Learning Status Report with the N to agree on and approve action steps and recommendations. 6. N-4 Obtain approved Learning Status and Performance Report and coordinate the implementation of recommendations. Email H. Learning and Development Input & Output Documents 1. Learning Budget vs. Actual Spend Report Input Quarterly Finance & Accounts Learning and Development Unit Output Quarterly N-4 N-3 Details of cost of each Learning conducted within the quarter under review 2. Learning Status Report Learning evaluation summary and recommendation s Learning activities for the quarter Learning Budget Status. N-2 N 100 NNPC Limited HCM Processes and Procedures H. Learning and Development Key Performance Indicators S/N 1. Performance Measure Basis of Measurement Timefram Target e Cost Variance between budgeted and actual Learning costs Quarterly Nil Number of trainings that did not hold as scheduled Quarterly Nil performanc e of Learning program 2. Compliance w ith Learning calendar 3. Learning penetration rate Percentage of employees that have completed a course/Learning compared to the total number of employees Annually 100% 4. Average Learning Cost per Employee The total cost of Learning divided by the number of employees Annually TBD 5. Return on Investment (ROI) of training The monetary value of benefits minus cost of programme Annual net program divided by Program Cost Annually TBD 6. Employee satisfaction with training – Return on Expectation (ROE) The degree of satisfaction by trained employees and Line managers At the end of >80% en d Learning 101