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Neftaly Human Capital Training Material Management Policy, Procedures, Processes, Templates, Documents and Forms NeftalyP308

Document Code: NeftalyP308
Approved By: Chief Executive Officer (CEO)
Date Approved: 03 November2025

Policy owner:Neftaly Chief Human Capital,NeftalyCHCR

NeftalyP308-1 Purpose

NeftalyP308-1-1 The purpose of this policy is to ensure that Neftaly develops, stores, updates, distributes, and evaluates training materials in a consistent, quality-driven, efficient, and secure manner.
It protects intellectual property, ensures training excellence, and maintains compliance with Neftaly standards and partner requirements.

NeftalyP308-2 Scope

NeftalyP308-2-1 This policy applies to:

  • NeftalyP308-2-1-1 Training manuals
  • NeftalyP308-2-1-2 Facilitator guides
  • NeftalyP308-2-1-3 Learner workbooks
  • NeftalyP308-2-1-4 eLearning modules
  • NeftalyP308-2-1-5 Presentations (PowerPoint/Google Slides)
  • NeftalyP308-2-1-6 Assessments & answer sheets
  • NeftalyP308-2-1-7 Training videos
  • NeftalyP308-2-1-8 Activity sheets, handouts & job aids
  • NeftalyP308-2-1-9 Digital content (LMS uploads, PDFs, SCORM files)
  • NeftalyP308-2-1-10 Reference materials & resource libraries
  • NeftalyP308-2-1-11 Accreditation-related learning documents

NeftalyP308-3 Principles

NeftalyP308-3-1 Neftaly’s training materials must be:

  • NeftalyP308-3-1-1 Accurate – aligned with evidence-based knowledge and sector standards.
  • NeftalyP308-3-1-2 Consistent – following Neftaly formatting, branding, style guidelines, and templates.
  • NeftalyP308-3-1-3 Accessible – usable by people with different learning needs and languages.
  • NeftalyP308-3-1-4 Up-to-Date – regularly reviewed and updated.
  • NeftalyP308-3-1-5 Secure – protected from unauthorised editing, duplication, or distribution.
  • NeftalyP308-3-1-6 Compliant – aligned with SETA QMS requirements (where applicable), funder requirements, and national regulations.

    NeftalyP308-4 Definitions

    • NeftalyP308-4-1 Training Material: Any content created for teaching, capacity building, skill development, or learning facilitation.
    • NeftalyP308-4-2 Owner: Neftaly Human Capital / L&D Department.
    • NeftalyP308-4-3 Contributor: A staff member, freelancer, consultant, or partner who creates training content.
    • NeftalyP308-4-4 Version Control: A documented process of tracking revisions, updates, and changes.
    • NeftalyP308-4-5 Master Copy: Final approved document stored in the secured Neftaly repository.

    NeftalyP308-5 Roles and Responsibilities

    NeftalyP308-5-1 Human Capital / L&D Department

    • NeftalyP308-5-1-1 Develops, reviews, updates, approves, and archives all training materials.
    • NeftalyP308-5-1-2 Manages templates, version control, and master repositories.
    • NeftalyP308-5-1-3 Ensures material compliance with quality standards and accreditation requirements.
    • NeftalyP308-5-1-4 Coordinates translation, accessibility formatting, and digital uploads.

    NeftalyP308-5-2 Training Coordinators

    • NeftalyP308-5-2-1 Collect training needs and request material development.
    • NeftalyP308-5-2-2 Distribute materials to facilitators and learners.
    • NeftalyP308-5-2-3 Ensure proper tracking and usage of materials.

    NeftalyP308-5-3 Trainers/Facilitators

    • NeftalyP308-5-3-1 Use materials as provided without altering master versions.
    • NeftalyP308-5-3-2 Request updates or corrections using the Material Update Form.
    • NeftalyP308-5-3-3 Report issues that may affect training delivery.

    NeftalyP308-5-4 Quality Assurance Officer

    • NeftalyP308-5-4-1 Reviews materials for accuracy, compliance, and consistency.
    • NeftalyP308-5-4-2 Ensures alignment with Neftaly’s QMS and partner standards.

    NeftalyP308-5-5 IT & Digital Learning Team

    • NeftalyP308-5-5-1 Manages digital storage, LMS uploads, backups, and access control.

    NeftalyP308-6 Policy Statements

    • NeftalyP308-6-1 All training materials must follow Neftaly templates and branding guidelines.
    • NeftalyP308-6-2 No training material may be used externally without official approval.
    • NeftalyP308-6-3 Material creation must go through the approval workflow before release.
    • NeftalyP308-6-4 All materials must be securely stored in the Neftaly Training Repository (SharePoint, LMS, Cloud).
    • NeftalyP308-6-5 Only approved users may edit, distribute, or publish training content.
    • NeftalyP308-6-6 All materials must undergo annual review or earlier when necessary.
    • NeftalyP308-6-7 Version numbers must be updated and recorded in the Version Control Log.

      NeftalyP308-7 Procedures & Processes

      NeftalyP308-7-1 Development Process

      • NeftalyP308-7-1-1 Training Needs Request received (Form P308-A).
      • NeftalyP308-7-1-2 L&D conducts content research and outlines learning objectives.
      • NeftalyP308-7-1-3 Draft materials developed (manuals, slides, assessments).
      • NeftalyP308-7-1-4 Internal review by QA Officer.
      • NeftalyP308-7-1-5 Corrections and revisions.
      • NeftalyP308-7-1-6 Final approval by Human Capital Manager.
      • NeftalyP308-7-1-7 Master Copy stored in repository.

        NeftalyP308-7-2 Version Control Process

        • NeftalyP308-7-2-1 Each material must have:
          • Document number (e.g., NeftalyT501)
          • Version number (e.g., V1.2)
          • Date modified
          • Author & reviewer names
          • Summary of changes
            Version Control Log (Form P308-B) must be updated with every change.

        NeftalyP308-7-3 Storage Process

        • NeftalyP308-7-3-1 Materials uploaded to secure Neftaly repository.
        • NeftalyP308-7-3-2 Files assigned appropriate permissions (read/edit).
        • NeftalyP308-7-3-3 Backup stored in encrypted cloud folder.
        • NeftalyP308-7-3-4 LMS versions published for learners (if applicable).

          NeftalyP308-7-4 Distribution Process

          • NeftalyP308-7-4-1 Training Coordinators request materials via Form P308-C.
          • NeftalyP308-7-4-2 L&D provides approved materials.
          • NeftalyP308-7-4-3 Trainers receive controlled copies only.
          • NeftalyP308-7-4-4 Documentation of distribution kept for audits.

            NeftalyP308-7-5 Review & Updating Process

            • NeftalyP308-7-5-1 Periodic review every 12 months.
            • NeftalyP308-7-5-2 Immediate review triggered by:
              • regulatory changes
              • stakeholder feedback
              • inaccuracies
              • new program requirements
            • NeftalyP308-7-5-3 Update completed using Material Review Checklist (Form P308-D).

            NeftalyP308-7-6 Archiving Process

            • NeftalyP308-7-6-1 Outdated versions archived for 5 years.
            • NeftalyP308-7-6-2 Archived files labelled “Archived – Do Not Use”.
            • NeftalyP308-7-6-3 Access restricted to L&D leadership.

            NeftalyP308-8 Templates & Standard Documents (Included in NeftalyP308)

            NeftalyP308-8-1 Template 1: Training Manual Template

            • NeftalyP308-8-1-1 Cover Page
            • NeftalyP308-8-1-2 Table of Contents
            • NeftalyP308-8-1-3 Learning Outcomes
            • NeftalyP308-8-1-4 Content Sections
            • NeftalyP308-8-1-5 Activities & Exercises
            • NeftalyP308-8-1-6 Assessment Sections
            • NeftalyP308-8-1-7 References

            NeftalyP308-8-2 Template 2: Facilitator Guide

            • NeftalyP308-8-2-1 Session Plan
            • NeftalyP308-8-2-2 Timing Breakdown
            • NeftalyP308-8-2-3 Key Messages
            • NeftalyP308-8-2-4 Facilitation Tips
            • NeftalyP308-8-2-5 Required Materials

            NeftalyP308-8-3 Template 3: PowerPoint Presentation Template

            • NeftalyP308-8-3-1 Title Slide
            • NeftalyP308-8-3-2 Module Slides
            • NeftalyP308-8-3-3 Activity Slides
            • NeftalyP308-8-3-4 Summary Slides

            NeftalyP308-8-4 Template 4: Assessment Template

            • NeftalyP308-8-4-1 Questions
            • NeftalyP308-8-4-2 Answer Keys
            • NeftalyP308-8-4-3 Scoring Guidelines

            NeftalyP308-8-5 Template 5: Training Material Style Guide

            • NeftalyP308-8-5-1 Fonts
            • NeftalyP308-8-5-2 Colours
            • NeftalyP308-8-5-3 Logos
            • NeftalyP308-8-5-4 File Naming Convention

            NeftalyP308-9 Forms (Attached to NeftalyP308)

            NeftalyP308-9-1 Form P308-A – Training Material Request Form

            • NeftalyP308-9-1-1 Includes training need, target audience, goals, and deadlines.

            NeftalyP308-9-2 Form P308-B – Version Control Log

            • NeftalyP308-9-2-1 Tracks document changes and approvals.

            NeftalyP308-9-3 Form P308-C – Material Distribution Request Form

            • NeftalyP308-9-3-1 Used by trainers to request materials before sessions.

            NeftalyP308-9-4 Form P308-D – Training Material Review Checklist

            • NeftalyP308-9-4-1 Used by QA and L&D teams to approve quality.

            NeftalyP308-9-5 Form P308-E – Material Update Request Form

            • NeftalyP308-9-5-1 Trainers use this form to suggest updates or report errors.

            NeftalyP308-10 Compliance Requirements

            • NeftalyP308-10-1 Must align with Neftaly QMS.
            • NeftalyP308-10-2 Compliant with POPIA for data privacy.
            • NeftalyP308-10-3 Compliant with funder and accreditation requirements.
            • NeftalyP308-10-4 Training materials must not violate copyright laws.

            NeftalyP308-11 Monitoring & Reporting

            • NeftalyP308-11-1 Annual audit of training materials.
            • NeftalyP308-11-2 Monthly usage reports from LMS.
            • NeftalyP308-11-3 Quarterly QA review reports.
            • NeftalyP308-11-4 Findings escalated to Human Capital Leadership.

            NeftalyP308-12 Review

            This policy will be reviewed every 24 months or earlier if required.