Attachment_4_HDTC_SOP.pdf

Humanitarian Demining Training Center

T R A I N I N G & C U R R I C U L U M D E V E L O P M E N T P R O C E D U R E M A N U A L

US Department of Defense Humanitarian Demining Training Center

DSCA-DBO-HDM

1321 Battle Drive Bldg. 9024 Fort Lee, Virginia 23801

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1. Introduction

Training conducted at Humanitarian Demining Training Center (HDTC) prepares US military forces for humanitarian mine action missions in mine affected countries throughout the world via the train the trainer methodology. HDTC training also provides combatant commanders with Humanitarian Mine Action (HMA) competent forces capable of performing military to military engagement in HMA activities in countries not easily accessible by other means.

These procedures provides daily work instructions for staff involved in product realization.

HDTC’s primary mission of providing HMA instruction to military members, coordination, execution, and after action reviews. By following the guidelines in this manual and the ISO 9001:2008, HDTC is able to develop, present, and control its’ educational services and processes. All HDTC staff are required to follow the guidelines outlined in this manual.

The goal of HDTC POI development is to provide US Forces with conceptual and task oriented training and education while optimizing return on investment (ROI). HDTC Program of Instruction (POI) development enhances the DoD HMA program ensuring relevant up to date; data, tactics, techniques, and procedures (TTP). Open source documents are competently and coherently used in POI training material construction and presentations. The training is relevant to partner nation requests, and reinforces competencies and values inherent in US Forces conducting HMA missions. All resident and nonresident training program management activities conducted by HDTC are conducive to safety and environmental protection and country specific when required.

HDTC personnel and contractors conducting POI development must ensure they stay abreast of global trends in HMA TTP’s, changes in USG policy and US code, and environmental and resource constraints. Although HDTC is not a research and development firm, personnel performing POI development shall recommend incorporating new technologies into the HDTC POI when applicable and feasible. The HDTC Director is the ultimate authority for modifications to a POI.

HDTC holds a Curriculum Content Review Board (CCRB) on a triennial bases to update a POI. The CCRB is the preferred method for updating content in the POI, but HDTC has also established a procedure for updating content for a developed course of instruction. These procedures will guide and assist Instructional Staff, contracted personnel, and Management to ensure that products are standardized, controlled, and recorded in a way the meets HDTC requirements as outlined in the HDTC QMS.

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CONTENTS

1.0 Training Management

1.1 Responsibilities

1.2 Course Preparation

1.4 Training Venues

1.4.1 Resident Training

1.4.2 Non-Resident Training

1.4.3 Telephonic & Online Training

1.5 Course Management

1.5.1 Receiving Students

1.5.2 Document Control

1.5.3 Run Course

1.5.4 End of Course

1.6 End of Course Management

1.6.1 Shared Drive

1.6.2 Data Analysis

1.6.3 Internal Audits

1.6.4 Management Review

1.7 Production Realization

1.7.1 Corrective Actions

1.7.2 NONCONFORMING PRODUCT

1.7.3 Preventive Actions

1.8 Measures of Effectiveness Program

2.0 Design & Development

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2.1 Design and Development Planning

2.2 Design and Development Inputs

2.3 Design and Development Outputs

2.4 Design and Development Review

2.5 Design and Development Verification

2.6 Design and Development Validation

2.7 Control of Design and Development Changes

3.0 Curriculum Development

3.1 Scope

3.2 Course Content Review Board

3.3.1 Requirements

3.3.2 Inputs

3.3.3 Outputs

3.4 Systems Approach to Training

3.4.1 Analyze

3.4.2 Design

3.4.3 Develop

3.4.4 Implement

3.4.5 Evaluate

3.5 Plan of Instruction

3.5.1 Master Lesson Files

3.6 Updates & modifications to poi or mlf

3.7 Forms and Format

3.8 HDTC Quality Management System

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3.8.1 Control of Documents

3.8.2 Control of Records

4.0 Annexes

Annex One

Annex Two

Annex Three

1.0 References

6.0 Acronym list

7.0 Document Review Sheet Amendment Record

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1.0 TRAINING MANAGEMENT

H M A P L A N N I N G & T R A I N I N G P R O C E S S

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ISO 9001:2008 Clause 7.2 provides guidance for customer-related processes. Planning and Training Process supports HDTC Quality Management System (QMS). The Combatant Command (CCMD) Humanitarian Mine Action (HMA) Program Manager (PGM) places a request for educational services (ETS) using HDTC Form CD 405.

1.1 RESPONSIBILITIES

Program Analyst:

Planning

Ensures that the CCMD HMA PGM meets the ETS requirements; determines if training will be a briefing, resident, or non-resident training. The Program Analyst assigned to planning ensures that the project goals, objectives, and resources are clearly defined in the Overseas Humanitarian Assistance Shared Information System (OHASIS) website. This information is then presented to the HDTC Director for approval or disapproval. Refer to the flow chart for appropriate actions.

Training Management

Once the request for ETS has been approved on HDTC CD 405, the Program Analyst/Training Management schedules and coordinates future training venues. Refer to the flow chart above for clarification.

Trainers

The Program Analyst, assigned to manage training, will assign trainers which coordinate and manage the future venue. The trainers perform coordination, determine requirements, develop HDTC 716 Training Schedules, present only approved modules, or provide support as required. Communicates with CCMD PGM as required to ensure students questions or concerns are addressed.

1.2 COURSE PREPARATION

Training Management

The Program Analyst (PA) in charge of training management conducts quality assurance to ensure future training venues are properly coordinated, resourced, and all mission requirements for the venue are met. The PA also serves to evaluate instructional staff, survey students, and provide support as required (see SOP for the Qualification of HDTC Trainers). Updates Form 702 (Annual Training Allocation).

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Trainers

Training Specialist and Program Analyst may serve as trainers. Trainers must comply with the requirements in the Administrative Procedure Manual (APM) Section 3.1.3. Training staff must uses an approved Plan of Instruction (POI) and Master Lesson Files (MLF) to present modules. Prior to a course of instruction, the trainers review the requirements for all modules that they will be presenting. The trainers prepare training materials or areas as required. If needed, additional personnel may be requested to support instructional staff.

Instructional staff are required to make updates to lessons and ensure that documents external to the organization such as laws, policies, IMAS, IATG, etc. are the most current.

When external documents are found to be outdated, staff complete HDTC Form 717 and follow the procedures outlined in HDTC QM 2.1 Control of Documents, section (f).

Potential Outputs

HDTC ADM 602- TDY Checklist HDTC ADM 603 – Economy Plus Authorization DSCA FORM 100 – Overtime and Travel Comp Time Request HDTC ADM 605 – CTT Amendment HDTC ADM 705 - Trip Report Format HDTC CD 402- Course After Action Reviews HDTC CD 403 - Student Sign-In HDTC CD 404 – End of Course Critique HDTC CD 405 – Training Request HDTC CD 406 – HMA Workshop Student Roster HDTC CD 701 – Instructional Rating Form HDTC CD 702 - Annual Training Allocation HDTC CD 703 – HMA Certificates HDTC CD 716 – Course Schedule HDTC CD 718- Customer Feedback Recommendation to POI Request Form HDTC CD 721 – Metal Detector Evaluation Form HDTC CD 722 – Student Teach Back Evaluation Form HDTC QMS 717- Document Creation or Change Request Form HDTC QMS 801- Nonconformity Report HDTC QM 802 Corrective and Preventive Action Plan

DSCA FTDQ 2011

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1.4 TRAINING VENUES

1.4.1 RESIDENT TRAINING

Training that takes place at Fort Lee, Virginia. Training Areas are designed to meet the POI requirements in accordance with HDTC POI.

1.4.2 NON-RESIDENT TRAINING

The PA in charge of training management generally coordinates the initial phases of training venues with the different stakeholders. The trainers should ensure that proper coordination has taken place while finalizing any remaining coordination or planning prior to execution of the event. There are requirements for performing Temporary Duty and all personnel will complete form HDTC ADM 602 (TDY Checklist) prior to travel, DSCA Form 100 (Overtime & Travel Comp Time Request), HDTC ADM 603 (Economy Plus Authorization). DSCA has established procedures for obtaining organizational travel approval that all personnel must comply with (https://policyext.osd.mil/int/DSCA/travel/SitePages/Home.aspx) (See APM 4.3).

Upon completion of mission personnel complete as required: a HDTC ADM 605 (CTT Amendment), and a HDTC ADM 705 (Trip Report) as required. Personnel also complete DSCA FTDQ 2011 and contacts security office for counter intelligence brief.

1.4.3 TELEPHONIC & ONLINE TRAINING

When possible, briefings will take place using DoD approved electronic methods to avoid travel and per diem costs to the Federal Government. It is not recommended that teleconferences be held for groups over eight personnel.

Trainers will only use approved presentations unless an authorized modification is approved by the HDTC Director. The trainers ensure that each participant completes HDTC CD 406 (Workshop Student Roster).

For training involving Systems Approach to Training or Metal Detection or when the scope exceeds that of a simple briefing, trainers will collect student feedback on approved forms.

1.5 COURSE MANAGEMENT

The HDTC QMS and HDTC POIs require compliance with the following procedures.

1.5.1 RECEIVING STUDENTS

https://policyext.osd.mil/int/DSCA/travel/SitePages/Home.aspx

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Ensures HDTC CD 403 or HDTC CD 406 (Sign-In Form) are completed by each student.

Completed documents are forwarded for storage.

Student Records may be stored indefinitely. The OA ensures all information is complete and legible to ensure proper records are maintained.

1.5.2 DOCUMENT CONTROL

Trainers use approved training materials from the POI and MLF which are stored on the shared drive. No modifications to the POI or a MLF are authorized without completing HDTC QMS 717 and following the outlined procedure on the form. A backup copy of the POI is stored on the HDTC Shared Drive. HDTC assigns one Training Specialist the responsibility to update the POI or MLF to control changes.

1.5.3 RUN COURSE

The Implementation Phase outlined in section 3.4.4 addresses the procedures for an instructor to prepare for a lesson. It is recommended that prior to presenting material the instructor review the relevant sections in this manual.

Trainers

Must comply with the procedures for the qualification of HDTC trainers (See APM 3.1.3). This document is stored on the shared drive and mandates that only qualified personnel will present HMA materials to students, presents only approved material or exercises, manages classroom and students, administers student evaluations, and ensures records are complete and accurate.

PA or Training Specialist

Performs QA/QC function, evaluate Instruction on approved form (see APM 3.1.3 Step 7), monitors customer feedback in the form of After Action Reviews (AARs) and Course Critiques, conducts AARs and Student Course Critiques, and presents Graduation Certificates.

1.5.4 END OF COURSE

A Training Specialist or PA holds an after action review with all involved in running the course. The staff reviews student feedback for process improvement or future course modification.

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PA ensures records are stored on the HDTC Shared Drive IAW QMS Clause 4.2.4.

Access to the HDTC Shared Drive is controlled.

1.6 END OF COURSE MANAGEMENT

The QM, Control of Records section 2.2, mandates the storage of records. In most cases, records are stored for at least three years, but student performance records may be stored indefinitely due to HDTC’s mandate to train military personnel IAW CJCSI 3207.01C.

Military personnel who have attended HDTC training in the past are authorized to perform overseas humanitarian mine action engagements. Records are also used for verification to show that HDTC and staff are following the guidelines outlined in the QM, APM, Training & Curriculum Development Procedure Manual (TCDPM), and the POI. Management and staff also use historical data to update course content and for process improvement. At least once a year, HDTC performs an internal audit to ensure that processes and procedures are being followed. As part of the Internal Audit, the records from a randomly selected course may be chosen to ensure all procedures were in fact followed. ISO 9001:2008 requires the adherence to all procedures, this will be a priority for all HDTC personnel to ensure that processes are; followed, recorded, and records stored in the required locations. Instructors collect the following records during a course:

HDTC CD 402 Course After Action Review

HDTC CD 403 Student Sign In

HDTC CD 404 End of Course Critique

HDTC CD 701 Instructor Rating Form (See APM 3.1.3 Step 7)

HDTC CD 716 Training Schedule Form

HDTC CD 721 Metal Detector Evaluation Form (HMA Basic Course Only)

HDTC CD 722 Student Teach Back Evaluation Form

HDTC Course Examination Documents

HDTC Course Examination Plotting Documents (HMA Basic Course Only)

The following form may be used by staff to ensure all required documents have been collected during and after a training event.

NOTE: During HMA workshops, students will sign-in on form, HDTC CD 406 HMA Workshop Student Roster. The HDTC instructor will collect the form after students have signed in and ensure legibility and completeness.

1.6.1 SHARED DRIVE

The HDTC Shared Drive is used to store the vast majority of HDTC’s records. The OA also stores certain records. Access is controlled to protect content. See QM Control of Records 2.2, and Annex One, of this manual, for the requirements related to data storage.

1.6.2 DATA ANALYSIS

HDTC’s primary method of updating a HDTC HMA POI is by a triennial Course Content Review Board (CCRB). The data stored on records becomes a large part of the justification for determining the need for specific courses and for developing or modifying learning objectives.

1.6.3 INTERNAL AUDITS

The primary method for conducting an audit is a process audit. The QMS is audited at least once yearly; each HDTC process is documented and records stored. Each class HDTC provides generates specific records (see Potential Outputs) that the auditor inspects to ensure compliance.

1.6.4 MANAGEMENT REVIEW

The HDTC Director holds a management review at least once yearly to update the QMS and search for trends and identify possible process improvements within the organization.

HDTC’s primary customers are its’ students and their performance data and comments are utilized during Management Review so complete and accurate records are critical.

1.7 PRODUCTION REALIZATION

The POI and the MLF outline the requirements for HDTC’s educational services. HDTC staff follow the requirements of the QMS and POI to ensure standardization and quality of HDTC educational services and products.

1.7.1 CORRECTIVE ACTIONS

When it has been determined that a product or a specified service does not conform, the HDTC QM Corrective Action provides procedures for nonconformance in processes and procedures. The responsible staff member will complete a form HDTC QMS 802, Corrective and Preventive Action Plan. The procedure outlined in the QM is completed and records stored IAW QM Clause 4.2.4.

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1.7.2 NONCONFORMING PRODUCT

HDTC ensures that products meet specification. Nonconforming product refers to items such as student manuals, training aids, supporting items, etc. that don’t conform to specifications. The HDTC Control of Nonconforming Product provides guidance and procedures for a product that do not meet specification. A product may be thought of as damaged training aids, equipment, or materials related to providing educational services to the student/customers.

1.7.3 PREVENTIVE ACTIONS

If staff or management identifies a potential problem or issue to a HDTC process or product, the staff member will complete form HDTC QMS 802, Corrective and Preventive Action Plan. The QM Prevent Action defines the procedure to follow. Records related to preventive actions are stored QM Control of Records.

1.8 MEASURES OF EFFECTIVENESS PROGRAM

Management uses the Measure of Effectiveness Score Card to communicate HDTC’s goals and objectives. The Score Card is distributed quarterly to ensure staff’s efforts are aligned with the organization’s priorities. Refer to the APM section 2.5.2, Internal Communication.

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2.0 DESIGN & DEVELOPMENT

HDTC’s Quality Management System is based on ISO 9001:2008 which regulates design and development. This clause is excluded from the QM; Design and development will be outsourced to a contractor. The basis for this management decision is administrative constraints including the number of training specialists available to perform design and development for HDTC courses. HDTC will monitor design and development performed by the contractor via an established quality assurance surveillance plan and scheduled audits of the contractor’s work. The contractor will conduct design and development as prescribed in the HDTC Training & Curriculum SOP, sections 2, 3, and Annexes.

2.1 DESIGN AND DEVELOPMENT PLANNING

The Director or representative ensures that planning and control takes place during the design and development of educational and training products. The Director further ensures that the products support the TLO’s and ELO’s. The CCMD and implementing partner requests for training and education support guide design and development phases to achieve product realization. The intent of the products are clearly stated in the design phase and refined and verified in the development phase.

HDTC conducts a triennial CCRB that the program analyst oversees. Development maybe outsourced, but IAW ISO 9001:2008 4.1 “NOTE 3 Ensuring control over outsourced processes does not absolve the organization of the responsibility of conformity to all customer, statutory and regulatory requirements” therefore the requirements in the TCDPM will guide development and training when outsourced. The type and extent of control to be applied to the outsourced process can be influenced by factors such as participants; this usually includes a management representative, training specialists, and outside experts. The TDCPM outlines the Analyze, Design, Develop, Implement, and Evaluation (ADDIE) stages. The ADDIE process includes methods for review, verification, and validation. Each stage of the ADDIE process has specific outputs which are developed on approved HDTC Forms. HDTC separates or removes old materials, see QM Control of Documents and Control of Records. CCRBs are planned and objectives follow the ADDIE stages. Staff conducts in progress reviews (IPRs) as required to update timelines, assign tasks, and review outputs.

2.2 DESIGN AND DEVELOPMENT INPUTS

HDTC’s mandate comes from CJCSI 3207.01C to provide educational services for the DoD to prepare military members for HMA engagements (see QM 1.0). CCMD Program Managers define mission requirements as outlined in section 1, of this manual. Based on input from CCMD HMA program requirements, HDTC develops products and services to fulfill its’ mission. In addition; student information, feedback, emails, and other documents serving

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a) During the Analyze and Design phases training developers take historical data and subject matter expert (SME) guidance to determine the Terminal and Enabling Learning Objectives. The TLOs & ELOs form the bases for all performance and knowledge requirements for educational products.

b) The Develop, Implement, and Evaluate processes are documented and information management conforms to the requirements specified in Annex One and the QM Control of Documents and Records.

c) HDTC Shared Drive is the primary method of storing and managing Course Development information. The phases of the ADDIE process are outlined in Section 3, Curriculum Development. There are specific outputs that result from each stage of the SAT process.

2.3 DESIGN AND DEVELOPMENT OUTPUTS

The SAT process has a design and development phase for curriculum development. During the develop phase, training products go through a validation process as outlined in this procedure manual. The Master Lesson Files (MLF) are composed of specific documents:

lesson plan, practical applications, presentations, and concept cards at a minimum. Other possible outputs can include student handouts, practical exercises, risk assessment, and instructor guides. All training products conform to the TLO and ELOs developed during the design phase of the SAT process. During the design and development phases, the method and media are specified along with resource and safety requirements.

a) For new course development, each step in the ADDIE process is followed and supporting documentation and information management conforms to the requirements specified in the QM Control of Documents and Control of Records. The products produced are verified during the develop phase and all products within the POI are approved by the Director.

b) For modifications to existing courses and for the development of new courses, changes will be requested, approved or denied, and annotated on HDTC QMS 717 which are later stored as records in HDTC Shared Drive IAW QM Control of Records.

2.4 DESIGN AND DEVELOPMENT REVIEW

The primary method for updating courses is during the triennial CCRB. Modifications to an existing course are divided into minor modifications to training products and major modifications involving TLOs or ELOs. Modifications are recorded on HDTC QMS 717.

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a) Minor changes to a course are authorized including grammatical/punctuation errors and/or PowerPoint modifications. The Program Analysis is the approving authority for minor modifications.

b) Major changes or modifications altering the context of training and education subject matter, including processes, expected results, Enabling Learning Objective(s) (ELO), or

Terminal Learning Objective(s) (TLO) will constitute a major change. The Director is the approving authority for major modifications.

c) HDTC Management, Training Specialist, and external subject matter experts hold a CCRB in which course schedules, media products, and other relevant documents are evaluated.

The intent of the CCRB is to analyze the validity and merit of proposed POI modifications.

CCRB participants present arguments and supporting facts regarding the merits and/or risks associated with proposed POI modifications.

d) The CCRB participants ensure that all required POI modifications are verified and implemented. HDTC Management assigns tasks to CCRB participants with corresponding task completion dates on an as needed basis. Upon verification of changes, the PA submits changes to the Director for review and approval. If required, the Director either; mandate further review or return changes for rework prior to final approval.

e) The PA ensures CCRB major topics of discussion and associated action items are recorded in CCRB meetings. The written record is developed an archived in the HDTC shared drive.

f) The Director or his representative signs off on HDTC QMS 401 Record Control Register

(see QM Control of Documents and Control of Records) stating that the course is approved in its present format.

Implementation

a) Once the course or modification has been approved, all outputs are published in accordance to section QM Control of Documents. HDTC shared drive is the primary method for storing controlled documents. Records of the results of the reviews and any necessary actions are maintained (see QM Control of Records).

b) When the course is approved, training sites, training aids, and equipment will be developed to the specified standard, or purchased as needed.

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c) Without the Directors express consent, no class is given until all specified requirements have been completed.

Instructor Qualifications

a) All instructional staff are trained on the content of the new course or the nature of the modification to an existing course.

b) Instructional staff are trained on new material as required. Instruction staff conform to the requirements outlined in the APM Section 3.1.3, Instructional Staff Competence and Training.

2.5 DESIGN AND DEVELOPMENT VERIFICATION

Evaluations and Verifications

a) Product verification and evaluation of the HMA Basic Course occurs during triennial CCRBs. The ADDIE Model of the System Approach to Training provides HDTC with a continual and formative feedback while instructional materials are being developed and evaluated.

b) Student evaluations are developed during the design phase of the ADDIE process. The evaluation measures the student’s understanding of the ELO and TLO presented during the modules of training.

c) Student evaluations occur throughout the course and the results are stored IAW the QM Records Control and used for managerial analysis.

Customer Feedback

a) Once the course or modification has been approved. All outputs are published in accordance to the QM Control of Documents. HDTC shared drive will be the primary method for storing controlled documents. Records of the results of the reviews and any necessary actions are maintained (see QM Control of Records). For ongoing courses all forms and evaluations are stored IAW QM Control of Records. Students/Customers, HMA PGMs, and other stakeholder may request modifications to a course utilizing HDTC CD 718 Customer Feedback Recommendation to POI Request. OHASIS serves as a method for collecting deployed student feedback after mission completion.

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b) Combatant Commander’s Humanitarian Mine Action Program Managers are HDTC’s primary stakeholder, and as such; notes and electronic communications from Program Manager’s feedback on student proficiency should be stored in accordance to QM Control of Records.

2.6 DESIGN AND DEVELOPMENT VALIDATION

Validation of a Completed Product (Training Course)

a) On a triennial basis, HDTC management holds a review panel to ensure that the course in question is meeting the specified customer requirements and to ensure that the training material is in line with the most current trends in the international community. As a leader in humanitarian demining training, HDTC analyzes technological trends which show utility for potentially incorporating them into training for employment with Partner Nation’s HMA Programs.

b) The Director convenes a panel of experts to analyze all the data obtained from after mission evaluations, student records, CCMD HMA program managers, partner nation feedback, available technologies, and other relevant sources of data. Once the data has been reviewed, the panel analyzes the course’s ELOs and TLOs and other outputs and recommends modifications.

c) The modification recommendations are submitted to the Director for his analysis and approval.

Panel Qualifications:

a) The Director should make every effort possible to seek experts from the international community, and

b) Management should obtain outside sources to conduct quality control checks on the HMA Basic Course. This may include outside HMA professionals in governmental and nongovernmental organizations, private industry, and implementing partners. Records of the results of validation and any necessary actions will be maintained (see QM Control of Records).

Validation of product during CCRB:

The SAT process and ADDIE model incorporate a validation process during the develop phase as outlined in this procedure manual. Training Specialist/Contractors validate specific training material and makes recommendations for modifications. The validation

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Records are maintained and stored IAW QM Control of Records.

2.7 CONTROL OF DESIGN AND DEVELOPMENT CHANGES

Outputs of Validation:

a) The Director convenes a triennial review panel to ensure a course is meeting the specified customer requirements. Outputs from these review panels will include recommendations for modifications to the course during the validation process;

b) The Program Analysis presents the Director with the completed POI for signature. The Director may choose to mandate modifications as needed prior to signing.

c) The signed version of the POI is stored on the shared drive. A hard copy is also available.

Any later modifications to the completed product are requested, tracked, and approved on HDTC QMS 401 and HDTC QMS 717 or HDTC CD 718 (see QM Control of Document & TCDPM Section 1.2). All modifications are stored IAW QM Control of Records.

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3.0 CURRICULUM DEVELOPMENT

3.1 SCOPE

Training conducted at HDTC prepares US military forces for humanitarian mine action (HMA) missions in mine affected countries throughout the world via the train-the-trainer methodology. HDTC training also provides combatant commanders with HMA competent forces capable of performing military to military engagements in HMA activities in countries not easily accessible by other means.

The goal of HDTC POI development is to provide US Forces with conceptual and task oriented training and education, optimizing return on investment (ROI). HDTC POI development enhances the DoD HMA program ensuring relevant up to date data, tactics, techniques and procedures (TTP), and open source documents are competently and coherently used in POI training material construction and presentation. The training is relevant to partner nation requests and shall reinforce competencies and values inherent in US Forces conducting HMA missions. All resident and nonresident training and program management activities conducted by HDTC shall be conducive to safety and environmental protection and country specific as necessary.

HDTC personnel or contractors conducting POI development must ensure they stay abreast of global trends in HMA TTP’s, changes in USG policy and US code, and environmental and resource constraints. Although HDTC is not a research and development firm; personnel performing POI development shall recommend incorporating new technologies in the HDTC POI when application of new technology is applicable and feasible as determined by the HDTC Director.

Systems Approach to Training (SAT), also called Instructional Systems Design (or Development) (ISD) evolved out of systems analysis concepts after World War II (Kearsley, 1984). SAT/ISD processes support US forces unit training, individual training and education, and self-development training. Similarly, SAT and ISD in HDTC POI development shall encompass SAT/ ISD processes supporting partner nation, US Forces, and combatant commander subject matter expert (SME) requests, for resident and nonresident training, and HDTC program management activities.

HDTC only uses Open Source References to develop course materials. Examples of open source documents include (but are not limited to):

a. International Mine Action Standards (IMAS)

b. International Ammunition Technical Guideline (IATG)

c. Geneva International Centre for Humanitarian Demining (GICHD) references

e. Military Handbook (MIL-HDBK) 29612-1A, 2A, 3A, 4A, and 5A.

f. TRADOC 350-70, Systems Approach to Training Management, Processes and Products

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g. Defense Security Cooperation Directives

h. USG Policy

i. Training Exercises [Mine Action Rapid Response (MARR)]

j. Training developer Middle Manager Desk References.

Evaluation is one of the most important functions of the Training/Training Development (TD). Evaluation is crucial during the SAT process and vital to the HDTC POI development process. Additionally, evaluation is not limited to Step five (5) of the POI development process. Evaluation shall occur throughout POI development process. All stakeholders must examine internal and external evaluations including, but not limited to; peer evaluations, master instructor evaluations, AARs completed at the end of training, management comments and recommendations, CCMD program manager trip reports, data contained in the Overseas Humanitarian Assistance Shared Information System (OHASIS), Policy Assessment Visits (PAV) report, Requirements Determination Survey (RDSS) report, Pre Deployment Site Determination Survey (PDSS) report, and Policy Review Visit (PRV) reports.

Potential Outputs:

HDTC CD 711, LO Worksheet TLO HDTC CD 712, LO Worksheet ELO HDTC CD 713, Concept Card HDTC CD 714, Lesson Plan HDTC CD 715, Presentation HDTC CD 716, Course Schedule HDTC QMS 717, Document Creation or Change Request HDTC QM 401, Record Control Register Plan of Instruction Supplemental Lesson Material Instructor Guides Student Guides Student Handouts References Training Area Development Purchase Requests Contracting Contract Monitoring Memorandums of Understanding Audit of Curriculum (see annex one)

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3.2 COURSE CONTENT REVIEW BOARD

HDTC holds a triennial CCRB to update courses. Management schedules future CCRBs and staffs them accordingly. The purpose of a CCRB is to ensure learning objectives meet internal and external customer requirements. This can only be accomplished by having the input of the CCMDs and International Stakeholders. HDTC management assembles a board of SMEs to advise HDTC staff on trends and reviews HDTC course content to ensure materials are in line with international best practices. ISO 9001:2008 defines the requirements for Design and Development. ISO 9001:2008 Clause 4.1 mandates that processes outsourced that affect product conformity are defined and controlled.

Contractors working in HDTC’s behave are required to follow the guidelines in ISO 9001:2008, HDTC’s Quality Manual, APM, and TCDPM. Design and Development is excluded from the QM; Design and development is outsourced to a contractor. The basis for this management decision is administrative constraints including the number of training specialists available to perform design and development for HDTC courses. HDTC will monitor design and development performed by the contractor via an established quality assurance surveillance plan and scheduled audits of the contractors work. The contractor will conduct design and development as prescribed in the TCDPM, sections 2, 3 and Annexes.

3.3.1 REQUIREMENTS

Participants, dates, topics, minutes, and finding are recorded during a CCRB. Any relevant information developed during a CCRB is made available to all instructional staff and management for review.

3.3.2 INPUTS

Existing Plan of Instruction

Subject Matter Experts

Student Performance Data (see note for End of Course Management)

Student Feedback; AARs & Post Graduation OHASIS AARs

Program Manager Requirements

3.3.3 OUTPUTS

Historically a Microsoft Project spreadsheet has been developed that follows the ADDIE model to develop milestones for creating or updating a course of instruction. HDTC may update or build curriculum internally or contract the development of course materials.

This manual serves both purposes by providing guidance for the management of curriculum.

Plan for updating existing POI and MLFs

Plan for developing new curriculum and POI and supporting MLFs

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3.4 SYSTEMS APPROACH TO TRAINING

HDTC uses SAT to develop curriculum for its’ educational services and products. HDTC strives to utilize open source materials whenever possible. Some open source references are:

http://www.navair.navy.mil/nawctsd/Resources/Library/Acqguide/296122a.pdf http://www.mcu.usmc.mil/lleadership/LLI%20site%20documents/LDDS/SAT_Manual.pdf

3.4.1 ANALYZE

The analyze phase is a crucial phase in the ADDIE process. During this phase job performance data is collected, analyzed, and reported. This analysis results in a comprehensive list of tasks and performance requirements selected for instructional development. In humanitarian mine action, IMAS and the International Ammunition Technical Guidelines (IATG) serves as the starting point for curriculum development.

HDTC materials conform to the requirements of CJCSI 3207.01C, US HMA Policy, Guidelines for Foreign Military Release, IMAS, and IATG.

The purpose of the Analyze Phase is to accurately determine what the military member must know and do on an HMA mission. Unlike other military school curriculum, HMA training must also take into account the needs of the partner nation personnel who are the end users of the training products and services.

Job Analysis is done through systematic research; international experts often times are able to provide valuable information to HDTC staff in meeting this requirement. A job analysis results in a verified list of all duties and tasks performed on the job and the instructional setting assigned to each task.

Task Analysis is performed to determine the job performance requirements of each task performed on the job. Job performance requirements include a task statement, conditions, standard, performance steps, administrative instructions, and references.

Determine the Instructional Setting for each task behavior. Instructional setting is important because it defines who is responsible for instructing the task and the level of proficiency the student must achieve when performing the task in an instructional environment. There are two guiding principles in determining the instructional setting;

effectiveness and efficiency.

The final report documenting the Analyze Phase will conform to ANNEX Three.

http://www.navair.navy.mil/nawctsd/Resources/Library/Acqguide/296122a.pdf http://www.mcu.usmc.mil/lleadership/LLI%20site%20documents/LDDS/SAT_Manual.pdf

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3.4.2 DESIGN

The training developer(s) take the results of the CCRB and Analyze Phase to design training to simulate real world conditions as closely as possible. The closer the instructional setting is to the real world job requirements, the more likely it is that the student will transfer the learning to the job. The Design Phase is made up on six steps.

Write a Target Population Description (TPD), Conduct Learning Analysis, Write Learning Objectives, Write Test Items, Select Delivery System, and

Sequence Learning Objectives.

This serves as a guideline for conducting the Design Phase. The purpose of this manual is to allow flexibility when possible and state requirements when necessary. The Target Population Description is a part of the POI, HDTC CD 711 and 712 Learning Objective Worksheets are utilized to record the LO, test items, and the methods & media. The Design Phase is documented and records stored IAW the QM Control of Records on HDTC’s shared drive.

3.4.3 DEVELOP

The Develop Phase of the ADDIE model builds on the outcomes of the Analyze and Design Phases. The Analyze Phase identifies those tasks to be instructed and the desired standard to which those tasks must be performed. The Design Phase outlines how to reach the instructional goals determined in the Analyze Phase by converting job tasks to tasks taught in the instructional environment, and further builds the foundation for instruction. The elements of the Develop Phase are:

Develop a Course Structure (HDTC CD 714), Out

IN

P

U

Equipment Manuals

IMAS & IATG

Write TPD Conduct Learning Analysis

Pro

TPD

Learning

Objectives Test Items Methods /

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Develop Concept Cards (HDTC CD 713), Conduct an Operational Risk Assessment (Part of the POI; See Annex One), Develop Lesson Materials (HDTC CD 714 and 715), Construct Tests (See Annex One)

Validate Instruction; the goal of validation is to determine the effectiveness of instructional material prior to implementation. The method for tracking and recording this process is by recording all events with personnel involved, observations, dates, lessons, etc. This document is stored on the shared drive in the POI folder.

Develop the Program of Instruction; this document once validated will be signed by the HDTC Director. Once signed it is stored on the shared drive for staff reference.

(See Annex One)

Assemble Master Lesson Files; One Master Lesson File is compiled for EVERY class taught. HDTC’s minimum requirement for a MLF stored on the shared drive is a lesson plan (HDTC CD 714), concept card (HDTC CD 713), and practical exercise or presentation (HDTC CD 715). Other recommended items include; student guide, instructor guide, references, and handouts.

3.4.4 IMPLEMENT

During the Implement Phase the following is accomplished: reviewing the lesson materials, preparing for instruction, conducting instruction, administering student tests, and performing after-lesson management. This includes the instructor reviewing the training schedule and class materials (to include tests), preparing personnel and the training environment, and conducting rehearsals. Once the instruction has been delivered, the instructor must administer student evaluations to determine if the learning objectives have been met. The instructor concludes the instruction by having each student complete a Course After Action Report (AAR) HDTC CD 402. A management representative will have the students give feedback to complete HDTC CD 404, End of Course Critique.

Out

IN

P

U U

TPD

Learning

Objectives Test Items

Dev. Course Schedule

Dev. Concept Cards

Conduct Risk Assessment

Develop Lesson

Pro

POI

MLF

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Using the curriculum produced during the Develop Phase, the instructor executes the instruction during this phase. The purpose of the Implement Phase is the effective and efficient delivery of instruction to promote student understanding of material, to achieve the student’s mastery of the learning objectives, and to ensure a transfer of student knowledge and skills from the instructional setting to the job. This is accomplished by effectively implementing the POI that was designed, developed, validated, and approved during the previous phases. The Implement Phase is made up of five separate sections.

Review Lesson Materials

Prepare for Instruction

Conduct Instruction

Administer Student Tests

After Lesson Management

Time Critical Risk Assessment

NOTE:

Refer to 1.0 Training Management for instructional requirements and procedures.

HDTC Staff comply with the requirements of this manual, APM, and the QMS.

3.4.5 EVALUATE

The Evaluate Phase of the ADDIE model measures instructional program effectiveness and efficiency. Evaluation and revision drive the ADDIE model. Evaluation consists of formative and summative evaluation and management of data. Formative evaluation involves validating instruction before it is implemented and revising instruction to improve the instructional program prior to its implementation. Formative evaluation is ongoing at all times both within and between each phase of the ADDIE model. Summative evaluation is conducted after a course of instruction has been implemented. Summative evaluation assesses the effectiveness of student performance, course materials, instructor performance, and/or the instructional environment. There are five parts to evaluation:

Output

IN

P

U

T

MLFs

Review Lesson Materials Prepare for Instruction Conduct Instruction Administer Tests After Lesson Mgmt

Process

Delivery of Instruction Course Graduates

Course Data Storage of Records

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Plan Evaluation

Conduct Evaluation

Analyze Data

Manage Data

Conduct a CCRB (see section 2.2) – A CCRB is conducted at least on a triennial bases.

3.5 PLAN OF INSTRUCTION

Annex One provides guideline for development of future HDTC POIs. This document provides general guidelines for the development of the POI and it contains the following elements:

Purpose

Scope

Length

Curriculum Breakdown

Class Capacity

Target Population Description

Staffing Requirements

Training and Education Support Requirements

Summary of Hours

SEE Annex One for requirements and example related to POI Development.

3.5.1 MASTER LESSON FILES

Each lesson has a Terminal Learning Objective (TLO) which is designed to meet the needs of the given Target Population Description (TPD). In addition to a TLO, lessons include Enabling Learning Objectives recorded on HDTC CD 711 or performance steps. The Concept Card HDTC CD 713 lists the ELO and TLO for each lesson. See Annex One for requirements and examples related to MLF content and Annex Two for Curriculum Audit Criteria.

Learning Analysis Worksheets should accompany a lesson but are not mandated.

A lesson plan, HDTC CD 714, will accompany each MLF which is stored on the shared drive.

HDTC also maintains a printed version of the POI and MLFs.

Presentations or practical application relate to method of instruction and media used to convey information to the student. The MLF will explain how information is to be transferred to the student; video, online module, presentation, practical exercise, or a combination of the above.

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A MLF may also contain:

Instructor Guides

Student Guides

Media (PowerPoints, Videos, training aids)

References

Student Handouts Material stored in the MLF must conform to HDTC’s QMS formats as required. See Annex One for further requirements and examples and Annex Two for audit criteria.

3.6 UPDATES & MODIFICATIONS TO POI OR MLF

Section 2.0, Design & Development, provides additional information regarding mandates, procedures, and processes for updating course materials of an existing course outside of a triennial CCRB. Modifications to an existing course are divided into minor modifications to training products and major modifications involving TLOs or ELOs. Modifications are recorded on HDTC CD 717.

g) Minor changes to a course are authorized including grammatical/punctuation errors and/or PowerPoint modifications. The Program Analysis is the approving authority for minor modifications not involving TLO or ELOs.

h) Major changes or modifications altering the context of training and education subject matter, including processes, expected results, Enabling Learning Objective(s) (ELO), or

Terminal Learning Objective(s) (TLO) will constitute a Major change. The Director is the approving authority for major modifications.

i) The responsible Training Specialist will complete HDTC QMS 717, Document Creation or

Change Request, to request a modification to the POI or a MLF.

j) An external stakeholder, to include contracted personnel, or former student may request a change or modification on HDTC CD 718, Customer Feedback Recommendation to POI

Request. The stakeholder will make their recommendation which will be considered by

HDTC staff and management.

3.7 FORMS AND FORMAT

The Shared Drive houses all approved HDTC Forms. These forms are to be downloaded from the Shared Drive on the users’ desktop and only modified after a version has been downloaded. The direct internal link to download forms is: \\vs\HDTC\Private\ISO Forms

External developers will be provided with updated documents as required.

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It is recommended that all staff copy the forms folder onto their computer for future reference, but update the forms often to ensure that they have the latest version saved. On the bottom of each HDTC Form is a version number and date of revision.

Refer to Annex One for requirements, examples, and audit criteria.

3.8 HDTC QUALITY MANAGEMENT SYSTEM

All HDTC staff members (and contractors, as needed) are required to be familiar with the HDTC Quality Manual, SOPs, Policies, and Procedures. HDTC strives to make information easy to follow, usable and easily accessible. There are some requirements outside of the QMS that are mandated by law or the Department of Defense. It is imperative that staff meet the requirements for; computer security, physical security, personal security, training requirements, and any other mandates. In developing or presenting training products it is further imperative that only approved open source materials are used to comply with the mandates of Foreign Military Release requirements.

Contractors are required to comply with all applicable laws, policies, and procedures.

3.8.1 CONTROL OF DOCUMENTS

The QM Control of Documents mandates the control of documents. Only approved documents will be used to develop training materials when required. Master copies are stored on the HDTC Shared Drive. Staff members are not authorized to make modification to documents without prior approval from the Director or his representative. See Annex One for additional storage requirements. Current documents will be provided to external contractors.

3.8.2 CONTROL OF RECORDS

All completed document are considered records. The Quality Manual Clause 4.2.4 Control of Records mandates the storage and preservation of records. Records are either stored on the Shared Drive or stored by the OA as required. It is not expected that all staff will access the shared drive without prior approval. Access to the shared drive is controlled to protect and control content.

Records may be generated by staff or external contractors. Records storage must conform to HDTC QM 2.2.

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4.0 ANNEXES

ANNEX ONE

GENERAL INFORMATION RELATED TO COURSE CONTROL DOCUMENTS

Course Control Documents (CCD)

Include all documents used to develop and run a course. This will include items such as:

Documents used for analysis, Program of Instruction (POI), references, testing results, and media. Generally, the CCD will be broken into sections reflecting the ADDIE process.