Grow Management Consultants
External Training Procurement Policy and Procedures
Introduction
An external training procurement policy and procedures document outlines the guidelines
and processes that an organization follows when procuring external training services for its
employees. This document helps ensure that the organization obtains high-quality training
that meets its needs while adhering to legal and ethical standards
Principles
The principles of an external training procurement policy and procedures are foundational
guidelines that govern how an organization procures external training services for its
employees. These principles are designed to ensure that the procurement process is
transparent, fair, efficient, and in compliance with legal and ethical standards. Here are
some key principles that such a policy and procedures document might include:
1. Transparency
Openness: Ensure that the procurement process is open and transparent, with clear
criteria for vendor selection and evaluation.
Communication: Communicate openly with stakeholders about the procurement process,
including the rationale for selecting specific vendors.
2. Fairness
Equal Opportunity: Provide equal opportunity for all qualified vendors to compete for
training contracts.
Non-Discrimination: Prohibit discrimination based on factors such as race, gender,
religion, or nationality in the procurement process.
3. Accountability
Responsibility: Clearly define the roles and responsibilities of all stakeholders involved in
the procurement process.
Compliance: Ensure that the procurement process complies with relevant laws,
regulations, and organizational policies.
Victorian Institute of Education Pty Ltd t/a Southern Academy of Health Sciences | RTO Code 45273 I CRICOS Code: 03778C
Level 2 & 3, 741 George Street, Sydney NSW 2000 I Level G, 97 Pirie Street, Adelaide SA 5000 I
Phone: 1300 871 776 |Email: [email protected] |BSBHRM613 I
Version: 0.1 I Last Updated: 27 March 2024I Page 1 of 4
4. Efficiency
Timeliness: Conduct the procurement process in a timely manner to meet the
organization's training needs.
Cost-Effectiveness: Ensure that the procurement process is cost-effective and that training
contracts provide value for money.
5. Quality
Standards: Establish clear standards for the quality of external training programs,
including content, delivery, and evaluation.
Evaluation: Regularly evaluate the quality and effectiveness of external training programs
to ensure they meet organizational goals.
6. Ethical Behavior
Integrity: Conduct the procurement process with integrity, avoiding conflicts of interest
and unethical practices.
Transparency: Disclose any potential conflicts of interest and take steps to mitigate them.
7. Flexibility
Adaptability: Be flexible in the procurement process to accommodate changing
organizational needs and priorities.
Innovation: Encourage innovative approaches to training procurement that can enhance
employee development and organizational performance.
8. Continuous Improvement
Feedback: Solicit feedback from stakeholders on the procurement process and use it to
make improvements.
Review: Regularly review and update the procurement policy and procedures to reflect
best practices and lessons learned.
Procedures
The procedures of an external training procurement policy and procedures document
outline the specific steps and actions that an organization must follow when procuring
external training services for its employees. These procedures ensure that the procurement
process is conducted efficiently, transparently, and in compliance with legal and ethical
standards. Here is a general outline of the procedures that such a document might include:
Victorian Institute of Education Pty Ltd t/a Southern Academy of Health Sciences | RTO Code 45273 I CRICOS Code: 03778C
Level 2 & 3, 741 George Street, Sydney NSW 2000 I Level G, 97 Pirie Street, Adelaide SA 5000 I
Phone: 1300 871 776 |Email: [email protected] |BSBHRM613 I
Version: 0.1 I Last Updated: 27 March 2024I Page 2 of 4
1. Needs Assessment
Identify Training Needs: Conduct a thorough assessment of the organization's training
needs, considering factors such as skills gaps, performance goals, and strategic objectives.
Prioritize Needs: Prioritize training needs based on urgency, impact on organizational
goals, and available resources.
2. Vendor Selection
Market Research: Conduct market research to identify potential training providers that
meet the organization's needs and standards.
Request for Proposals (RFP): Prepare and issue an RFP to solicit bids from qualified
training providers.
Vendor Evaluation: Evaluate vendor proposals based on criteria such as expertise,
experience, cost, and compatibility with organizational culture and values.
Vendor Selection: Select the most suitable vendor based on the evaluation results.
3. Contracting
Negotiation: Negotiate the terms and conditions of the training contract, including scope
of work, deliverables, timelines, and pricing.
Contract Approval: Obtain necessary approvals for the contract from relevant
stakeholders, such as management or the board of directors.
Contract Signing: Sign the contract with the selected vendor.
4. Implementation
Training Delivery: Coordinate with the vendor to schedule and deliver the training
program according to the agreed-upon terms.
Participant Registration: Manage participant registration and ensure that all relevant
employees are enrolled in the training program.
Logistics: Arrange for training venue, materials, equipment, and other logistics as needed.
5. Monitoring and Evaluation
Monitoring: Monitor the progress and quality of the training program to ensure that it
meets the organization's standards and objectives.
Evaluation: Evaluate the effectiveness of the training program based on predefined
criteria, such as participant feedback, performance improvement, and achievement of
learning objectives.
6. Payment
Invoicing: Receive and review invoices from the vendor for accuracy and compliance with
the contract.
Payment Processing: Process payments to the vendor in accordance with the contract
terms and organizational policies.
Victorian Institute of Education Pty Ltd t/a Southern Academy of Health Sciences | RTO Code 45273 I CRICOS Code: 03778C
Level 2 & 3, 741 George Street, Sydney NSW 2000 I Level G, 97 Pirie Street, Adelaide SA 5000 I
Phone: 1300 871 776 |Email: [email protected] |BSBHRM613 I
Version: 0.1 I Last Updated: 27 March 2024I Page 3 of 4
7. Documentation and Reporting
Documentation: Maintain accurate and complete records of all procurement activities,
including RFPs, vendor proposals, contracts, and invoices.
Reporting: Prepare and submit reports on the procurement process and outcomes to
relevant stakeholders, such as management or the board of directors.
8. Review and Revision
Review: Conduct periodic reviews of the procurement process to identify areas for
improvement.
Revision: Revise the procurement policy and procedures as needed based on feedback
and changing organizational needs.
Victorian Institute of Education Pty Ltd t/a Southern Academy of Health Sciences | RTO Code 45273 I CRICOS Code: 03778C
Level 2 & 3, 741 George Street, Sydney NSW 2000 I Level G, 97 Pirie Street, Adelaide SA 5000 I
Phone: 1300 871 776 |Email: [email protected] |BSBHRM613 I
Version: 0.1 I Last Updated: 27 March 2024I Page 4 of 4
