Content: 5.2. Inspection of training centre

Content

5.2. Inspection of training centre

Overview

Item	Description
Purpose	To describe inspection procedures to: ensure compliance of earlier checks check the documentation assess the quality of training and overall performance of training centres
Reference to guidelines	Para 3.2.1.7, page 23
Prerequisite/s	Access to completed: SF 5.1D1: Due diligence of training centre (excluding residential facilities) SF 5.1D2: Due diligence of residential facilities SF 5.1H1: Batch summary as on day of batch freezing SF 5.1H2:List of candidates in the batch and their profile SF 5.1I: Attendance registers for candidates (as per biometric) SF 5.1J: Attendance registers for trainers (as per biometric) SF 5.1P: List of equipment in the training centre SF 5.1Q: List of equipment in the trainees’ accommodation facilities (applicable for residential training only) SF 5.1T : Daily failure items report SF 5.1U: 15 day summary of centre status
Time for completion	As per the inspection schedule
Resource/s	SF 5.2A: Training centre inspection and as per the SFs listed after the activities table below
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant documents
PIA OP team	To ensure Availability of all recordsas per list given in due diligence and information about the activities to be carried out at the centre on ERP Proper functioning of the training centre	Duration varies as per each activity and time for completion is shown against the activity	SF 5.2A: Training centre inspection and as per forms listed in due diligence list.
PIA Q team	carry out the inspection as detailed in SF 5.2A Share inspection report and advisories with SRLM/CTSA Follow up for compliance	As per the inspection schedule	SF 5.2A
For APS
SRLM	Carry out the inspection as detailed in SF 5.2A To verify randomly selected items verified by PIA Q team including the inspection notes and compliance of the PIAs Q team Share inspection report and advisories with PIA for compliance and CTSA for information	As per the inspection schedule Within 3 days of conduct of inspection	SF 5.2A
CTSA	Carry out the inspection as detailed in SF: 5.2A Check on Q team and SRLM reports and share the advisories Share inspection report and advisories with PIA for compliance and SRLM to ensure	As per the inspection schedule Within 3 days of conduct of inspection	SF 5.2A
PIA OP team	Comply with the advisories shared	Within 5 days of receipt of advisories	SF 5.2A
PIA Q team	Ensure compliance of the advisories	Within 8 days of receipt of advisories	SF 5.2A
SRLM	Verify compliance report of PIA Q team and initiate action as per default procedure and report CTSA	As per the schedule prescribed in Default chapter	SF 5.2A
For YPS
CTSA	Carry out the inspection as detailed in SF: 5.2A To verify randomly selected items verified by PIA Q team including the inspection notes and compliance of the PIAs Q team Share inspection report and advisories with PIA for compliance and SRLM for information	As per the inspection schedule but not later than 3 days of inspection conducted Within 3 days of conduct of inspection	SF 5.2A

5.2.1 Protocol for inspection of a training centre

All training centres will be inspected by persons trained in DDU-GKY processes. In emergencies if inspections are done by SRLM/CTSA/MoRD personnel not trained in DDU-GKY processes the same should be reviewed and ratified by personnel trained in DDU-GKY.

(If the centre does not run throughout the year, the number of inspections will be reduced proportionately but there should be at least one inspection by Q team in a year).

5.2.1.1 Deleted

Content of the section is deleted, however the section is retained to maintain the number continuity

5.2.1.2 PIA Q team

Q team will inspect a training centre at least 6 times in a year of which at least 4 will be planned inspections. These inspections should be staggered such that a centre is inspected around 40 days after a batch starts.
Remaining inspections will be surprise. During surprise visits the team should check 2 modules randomly picked by the system. In addition the team can choose two more modules as per the situational needs.

5.2.1.3 SRLM (or its TSA) for APS/CTSA for YPS

SRLM/CTSA will undertake around 4 inspections of a training centre per annum of which two will be detailed and two will be surprise. The inspections should be so staggered to cover all the batches trained in a centre.
Modules to be inspected during surprise check will be randomly generated by the ERP system. SRLM/CTSA can also choose additional items to be inspected as per their choice.
In addition to their regular inspections they will audit PIA Q team inspections.
CTSA inspections for YPS would be of the same nature as the SRLM of an APS.

5.2.1.4 CTSA (for APS and YPS)

CTSA will conduct the inspections to audit inspections of PIA Q team and the SRLM
In this role CTSA will undertake at least 3 visits to a training centre - 2 surprise and 1 detailed
It will ensure that each centre will undergo due diligence inspection before initiation of training.
For APS SRLM will ensure compliance of its reports and CTSA reports.
For YPS CTSA will take corrective action based on its inspections and those undertaken by the SRLM.

5.2.1.5 Role of SRLMs in YPS

SRLM in an YPS can play an active role in ensuring quality of the programme. However, as SRLM team is not strengthened no schedules are prescribed for their inspections. Depending on the staff availability, SRLM is encouraged to get its personnel trained in DDU-GKY procedures and to enable monitoring by its team.

All inspection reports of SRLM of YPS should be sent to CTSA, PIA and MoRD. It is the responsibility of the PIA to comply with items and send a compliance report through the PIA Q team to SRLM and CTSA. CTSA will monitor and ensure proper compliance.

5.2.2 Protocol for CCTV

Overview

Item	Description
Purpose	To ensure that a training centre performs as per procedures in guidelines and the SOP by review of CCTV footage
Reference to Guidelines	Para 3.2.2.2.1, page 27
Prerequisite/s	Start of training centre
Time for completion	Continuous process when the training is going on
Resource/s	As per SF 5.2B: CCTV - Specifications, location and recording, review and storage
Process owner	PIA OP team

Activities

Actor	Action	Time for completion	Relevant documents
PIA OP team	To ensure that the daily activities are being captured through CCTV. Storage of video footage after completion of each batch and share whenever is asked for	Daily	SF 5.2B: CCTV - Specifications, location and recording, review and storage
	To review CCTV footage as per the instruction given in SF 5.2A: Training centre inspection	As per the inspection schedule	SF 5.2B
For APS
SRLM	To review CCTV footage as per the instruction given in SF 5.2A: Training centre inspection To verify randomly generated samples verified by PIA Q team including the inspection notes and compliance of the PIAs Q team	As per the inspection schedule	SF 5.2B
CTSA	Check on Q team and SRLM reports	As per the inspection schedule	SF 5.2B
For YPS
CTSA	To review CCTV footage as per the instructions given in SF 5.2A: Training centre inspection To verify randomly generated samples verified by PIA Q team including the inspection notes and compliance of the PIAs Q team Follow up on compliance of SRLM’s observations.	As per the inspection schedule	SF 5.2B

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