The Institute of Public Administration (BIPA) emphasized the adoption of the advanced-structured electronic system i.e. Training Management System (TMS) in the registration process definitively to all services provided by the Institute of various training programs in addition to the assessment of training courses, and measure the returns of these courses, BIPA's Senior Director of Finance and Services Public Affairs (Acting Director of Information Technology and Knowledge Management) Almotasim Billah Ahmed stated that the TMS, which BIPA worked on since 2013, today can accommodate all government ministries and agencies to register in all training programs, stressing the cease of using manual sheets in the nomination process for the courses from any government agency.
Mr. Ahmed pointed out that this system aims to streamline operations, reduce administrative procedures, facilitate communication and monitoring process, also contributes to the increase in the operational effectiveness of customer service at BIPA, as well as improving the ability to communicate and coordinate between the Institute and all government ministries and institutions, also the system aims to improve the efficiency and quality of training and the providing of more information in a short time without duplicating administrative processes, in addition that it provides exchanging knowledge between departments and improve the internal supervision and evaluation processes.
TMS includes many of the features that meet BIPA's needs and ambitions i.e. to make a quantum leap in the quality and efficiency of training programs provided to the government sector, in regard to the mentioned features, Mr. Ahmed added that – this system enhances scheduling of the training programs according to the administrative and training needs, as well as achieving flexibility in linking training programs with all the different internal administrative systems such as procurement and reservations; as well as the features that will facilitate the work of the registration department, including the provision of a shared database of training information that gathers BIPA with the training officers in government ministries and institutions, adding that this will meet the ambitions of the government in having training services transparency and the development of government performance.
The transition from the traditional registration to the TMS will also contribute to facilitating training process administrative procedures, in this regard Mr. Ahmed stated that the electronic system will allow to receive all nominations of government agencies, and allow officials of training in these entities to print training programs and the reports of attendance and graduation documents directly from the electronic system.
One of the new additions offered by the TMS, Mr. Ahmed confirmed that the evaluation process according to the electronic system, is the dispense with printing of evaluation sheets and distribution to the trainees and conducting scan process and storing manually, since the advanced electronic system is carrying out the evaluation process more quickly through accessing to an electronic link by using smart phones and devices through which the trainees to fill an evaluation questionnaire to be stored automatically in the system, in which the results of the evaluation are reviewed at the same time, and giving a direct feedback to the relevant departments at the Institute and the trainers.
With regard to the reports provided by the electronic system, Mr. Ahmed said “weekly reports could be issued automatically concerning training halls and the number of trainees, the system will also allow the issuance of an annual report about all training programs, including the timing and number of participants, as well as attendance reports and topics of training programs,” adding that government ministries and institutions can obtain detailed reports to monitor the trainees of their employees, to help them to see all of these programs and the total number of training hours and attendance. The system also allows producing any new reports based on indicators that are entered into the electronic system.