Employee Training Plan Form

About this template

A form to fill in, not a document to read

The employee training plan is built as an internal form that a training officer completes and sends up for approval. [HRD Form No. 5] sits above the title and ( file with HR Team after approval ) sits under it. The running header reads “Training plan HRD-05 · keep 3 years after the course ends” and the footer reads “Enrollment is announced only after the cohorts and their caps are fixed.” If your own document rules set form numbers and retention periods, change those two lines before anything else. The body runs from Ⅰ to Ⅶ across two A4 pages, and most of it is wide blank cells and check boxes.

Filling order

1. The top table (Plan No. / Date drafted / Start date / Organizing dept.) and the approval row (Drafted / Team lead / HR review / Approved) are not the drafter’s to fill. The note under them says so: “Shaded cells are completed by HR Team. Drafters leave them blank.”
2. Ⅰ. Training planner takes the organizing department, title and name, phone and extension, venue, and the date drafted. The date cell prints as an empty year-month-day line.
3. In Ⅱ. Course classification, tick Course type (New course / Recurring course / Statutory training / Job transition), Completion type, Delivery and Instructor. For a course you run every year, tick Recurring course and put last year’s plan number beside it; review moves faster.
4. Write the three rows of Ⅲ. Training plan entries.
5. Fill the number tables in Ⅳ. Training target metrics and Ⅴ. Plan by cohort.
6. In Ⅵ. Attachment checklist, tick Submitted or N/A, then add the sheet count and who verified it.
7. Tick the three lines of Ⅶ. Drafter’s declarations, then date and sign. The Received · Course code, HR review comments and Decision to run cells below belong to HR.

What goes in the three rows of section Ⅲ

The Field column is already set to 1. Why the training is needed, and who attends, 2. Course design and instructors and 3. Budget and completion criteria; only the Plan details column is empty. In the first row put the skills-gap findings, the grades and headcount attending, whether the course is required or elective, and what work gets blocked if people do not complete it. In the second, the schedule per cohort, the teaching hours per session, whether instructors are in-house or external and whether they are booked, and the share of hands-on work. In the third, instructor fees, materials and venue costs broken out line by line, and the completion rule stated as attendance plus assessment score. If you run out of room, attach the curriculum on separate sheets and write the count in the space provided.

Sections Ⅳ and Ⅴ are where the numbers get checked

Ⅳ. Training target metrics ships with Target completion rate 92%, Target satisfaction 4.3, Target completions 128 and On-the-job application rate 80%. The columns beside them – Target, Basis of estimate, Time point, Checked – are what turn a wish into a target, so write how each number was derived and when it will be measured. A target with an empty Basis of estimate is the first thing HR sends back. Ⅴ. Plan by cohort runs Cohort 1 to Cohort 4 down the side with Planned, Completed, Completion (%) and Run period across the top, so the same table serves as the plan now and the result later.

The third declaration is the personal-data line

Section Ⅶ ends with “I understand that the attendee list and the assessment results contain personal data, and I will follow the retention rules.” That is not boilerplate: a roster plus scores is personal data, which is why the header carries a retention period rather than leaving the file open-ended. Decide where the list lives and when it is destroyed before you tick that box. Of the six attachments the form lists, the instructor CV and the roster are the two that carry other people’s data.

Before it goes up for approval

• Filling the shaded HR cells. The note above them says to leave them blank.
• Announcing the course before approval. The closing note promises a decision within 7 business days of the draft date, and the footer says enrollment waits for it.
• Leaving HRD-05 and the three-year retention line in place when your own rules say something else.
• Ticking Required without saying what happens to anyone who does not complete it. The form already offers “rescheduled if not completed”.
• Leaving five rows of cohorts when you are running two, or four attachment rows you never send.