2.9 - Organising needed infrastructure and resources


As a Quality Manager you should also consider the planning of physical and material resources.
Correct and timely planning resources are essential for the training development according to all
quality requirements. The training characteristics dictate the conditions required in terms of: facilities
(infrastructure and space), human resources and equipment.

Why is this important for you as a QM?

  • To guarantee the material, physical, environmental and logistical conditions necessary and adequate for the operation of the training activity, through its own resources or externally managed (if applicable).
  • To make sure that the students will learn more efficiently and effectively;
  • To deliver the training course smoothly. This benefits both you as a Quality Manager and your students;
  • To create more impact for the training course.

How should I implement the action?

As a QM you should:

  • Define spaces and equipment in number and with characteristics appropriate to the training activity;
  • Define minimum requirements related to the dimensions and characteristics of the training rooms, if the training is in person; define the minimum technical characteristics to be ensured if training is distance learning;
  • Define the number of, and the skills that you need from, the staff (Tutors, trainers, administrative, etc);
  • Verify with trainers and tutors if you have all the material support (books, exercises, visits previously organized and scheduled, etc);
  • Arrive for the training on time to make sure everything is arranged for a successful training course;
  • Make sure the seating arrangements are efficient for the students and are adequate for your training course needs;
  • Make sure the room temperature is pleasant for you and your students to work in;
  • Check if audio-visual hardware works well, if needed. Run through all audio-visual materials you will use to deliver the training activity;
  • Check electrical outlets, so it is convenient to move through the training course space and so that there will be no accidents;
  • Find out where the light switches are in case you want to dim the lights for audio-visual material use, for example;
  • Make sure blinds or shades on the windows are working well, for example when there is inconvenience from the sunlight;
  • Check if you have everything you need and the course materials needed, like pens, paper, handouts (already on the tables). It helps to make a checklist for this in advance;
  • If you will be demonstrating tools or equipment, make sure you have it with you. Here, it also helps to make a checklist in advance.

How should I know if I have made an impact thus increasing the quality of the VET provision and to which extent?

You will know the impact of these actions through:

  • The feedback from the team (tutors, trainers, support personnel, etc);
  • Positive results of assessments applied to trainees, trainers and other staff considered relevant;
  • Comparison between expected and actual financial execution regarding these resources;
  • The level of learning by students during the training course. This can be measured when assessing their knowledge/skills relevant after your training course. For the success of the implementation they should be better than the previous ones by at least 10%;
  • You were able to deliver the training course properly, once completing the checklist previously done;
  • The participation rate in future training activities should be maintained or increased;
  • Completion rate in VET programmes should increase by at least 10%, your training course can contribute to that when delivered well;
  • Placement rate in VET programmes should increase by at least 10%, to which your training course can contribute when delivered properly;
  • Utilization of acquired skills at the workplace should increase by at least 10%, to which your training course contributes when delivered successfully;
  • Unemployment rate according to individual criteria, which could be decreased by at least 10% through the impact of your training course.

From the results of this feedback, you as a QM can realize if the resources were managed correctly.
This is something that can be achieved during the training development and not only at the end of the
training. This way, you can act and correct possible deviations to what was previously planned and try
to maximize the positive impact.

Links & further readings

  • IN-QUAL project’s Common Reference Framework, paragraph 1.1.1. Methodology for internal evaluation.
  • Simplify Training. (n.d.). How to Conduct an Effective Training Session. Retrieved on 29 January 2020, from https://simplifytraining.com/article/how-to-conduct-an-effective-training-session/
  • Ministério do Trabalho, Solidariedade e Segurança Social Direção Geral do Emprego e das Relações de Trabalho (DGERT), Direção de Serviços de Qualidade e Acreditação (DSQA). 2017. https://certifica.dgert.gov.pt (23/03/2020).
  • Ministério do Trabalho, Solidariedade e Segurança Social Direção Geral do Emprego e das Relações de Trabalho (DGERT), Direção de Serviços de Qualidade e Acreditação (DSQA). 2017.Certification Guide for Training Entities (67).
  • Cedefop – European Centre for the Development of Vocational Training. 2015. Handbook for VET Providers: Suport Internal Quality Culture (246).
Unit 2
Time - Preparatory phase:
Low: 1 hour to 1 day
Time - Regular tasks:
High: every day
Time - Length of commitment:
High: > 1 month
HR - Number of staff members:
Medium: Up to 50% of staff
HR - Commitment by staff members:
High: >1 month
Economic investment:
Medium: Investment is option
ICT skills:
Suggested Cards: before reading the current one:
Suggested Cards: after reading the current one: