trainer management system.
প্রশিক্ষক ব্যবস্থাপনা Trainer Managementon EngageX
Role
UX Designer
Company
Simplilearn
Product
EngageX · Trainer Master DB
Timeline
2022 — 2023
what is EngageX?.
প্রেক্ষাপটcontextEngageX is a backend product developed by Simplilearn that is designed to streamline and optimize the operations of their Learning Management System. By carefully curating EngageX to become an intellectual property in the future, Simplilearn is likely aiming to establish a competitive advantage in the e-learning industry.
EngageX appears to provide a platform for managing and organizing classes and courses, as well as listing all stakeholders involved in these activities. By doing so, EngageX can help reduce waste in time, effort, and materials, thus improving the overall efficiency of Simplilearn's Learning Management System.
what is Trainer Master DB?
Trainer Master DB is a document maintained by the "Faculty and Assignment" team at Simplilearn, which serves as a comprehensive listing of trainers available for teaching classes and courses that includes a range of information about each trainer, including their activity report, costing, and personal details.
The purpose of this document is to facilitate better alignment of trainers with classes and courses, based on the requirements of both business-to-consumer (B2C) and business-to-business (B2B) clients.
responsible stakeholders.
{{ t.name }}
{{ t.process }}
user interviews & question board.
গবেষণাresearchWe conducted thorough interviews with our stakeholders to get a view of how the work is done and how they take care of Trainer Master Database right now. We had a set of questions ready for our users so that we could help them guide and narrate through their issues and problems.
- {{ q }}
here's a view of the existing Trainer Master Database.
Auto-scrolls sideways — hover or drag to take over
observations.
{{ o.title }}
{{ o.body }}
important points to be considered.
After deep-diving we got to know, that there are a lot of points that were missed out on :
While choosing a trainer for a particular course, two things that take precedence over others is Availability & Cost/hour.
From a business perspective point of things, the biggest thing would be saving up on cost. So, be it a better trainer with better ratings, but if another trainer does not have much difference in performance and has lesser cost, they would be selecting the second trainer.
Contract is a big part that needs to be taken care of.
For part time trainers, we give them Master Service Agreements. For full time trainers, we do not have to give them any MSA. The validity of the MSA needs to be taken care of. So that alignment team does not keep aligning trainers even after its validity ended.
There are different types of trainers in the system.
On the basis of activity of trainers, there are 4 types of trainers :
- Active Trainers : Trainers who are in the system and taking current classes.
- Inactive Trainers : Trainers who are in the system and have taken a leave or leave Simplilearn. Alignment Team keeps them in the database to contact them whenever a new trainer is needed.
- To be Approved Trainers : Trainers who have registered themselves but have not been approved by the Alignment Team to take classes.
- Blacklisted Trainers : Trainers who have gone against rules and there have been escalations against them so they have been barred permanently. With special level of consideration from higher management, they can be the given the permission to be appointed as trainers again.
On the basis of their performance, there are four types of Trainers :
- Platinum Trainers : Trainer with 4.5+ Rating
- Gold Trainers : Trainer with 4.0–4.5 Rating
- Silver Trainers : Trainer with 3.5–4.0 Rating
- Bronze Trainers : Trainer with >=3.5 Rating
changes made : tiering logic
We thought only Trainer Rating might not make sense, we would have to take consideration of the Session Ratings as well which were taken by the trainer and the most important factor of all, the standard deviation of both Trainer Rating & Session Rating.
proposed flow for trainer onboarding & alignment.
The main part of this workflow was to get everything organised and segregate the task between Sourcing team and Alignment team and defining the work that needs to be done by both of the teams. The handover process from Sourcing team and Alignment were also discussed and made accordingly.
metrics to be measured.
{{ m.team }}
- {{ mi }}
transformed this — to this.
step {{ taStepNo }} / 2
{{ taStepTitle }}
- {{ it }}
types of trainer profiles
step {{ ptStepNo }} / 3
{{ ptStepTitle }}
{{ ptStepDesc }}
approval of to be approved trainer
step {{ approvalStepNo }} / 3
{{ approvalStepTitle }}
Once the trainer profile is created, this whole form needs to be filled in by the Sourcing team to make the Trainer profile active. Clicking on the Approve Trainer button, the details for the trainer's association with Simplilearn comes up and a course needs to be assigned to the trainer for which he has been hired, to activate his profile so that he is qualified to take classes.
Annual Business Guarantee
For ABG Trainers, the cost entered would be the cost agreed on, for his tenure and it will be applicable for all the courses he will be assigned to.
Vendored Trainer
If the trainer has been sourced through a vendor, the vendor details need to be put in, so the payment process is done through the vendor and the cost/hr is not available to the trainers but to Operations team only.
MSA Validity
It is the validity of the contract made with the trainer, so that his costing remains the same for the tenure he is hired for.
Full Time Trainer
For full time trainer, no cost/hr needs to be added as the trainer would be a full time employee under Simplilearn's payroll.
small details to be noted
{{ d.a }}
project outcome.
ফলাফলoutcome"Overall data hygiene, sanity & compliance."
- ▸Removal of Sourcing Spreadsheet
- ▸Removal of Master database Spreadsheet
- ▸Reduction of Manhours by 0.3hrs/person during activating trainer profile as all information would be autofilled from Salesforce
- ▸Reduction of Manhours by 0.2hrs/person during assignment to courses
- ▸Easier auto-calculation of Expense Reports for ABG trainers
challenges & key takeaways.
শিক্ষাlearningschallenges.
Megacategory filter is something we never thought of, or we missed, which might have helped team wise segregation of trainers under a particular large category.
Program Type was not taken up as a filter, which might not help the Alignment team to segregate trainer listing according to the types of program they were selected for. For eg. B2B courses would only be given to people who have professional experience of more than 4 years and have already taken classes for our enterprise partners before.
There could have been an expanded view which would give all the course-wise details for a trainer in the listing page.
key takeaways.
Stakeholder involvement and engagement is crucial — handling the task along with multiple stakeholders has led to a lot of confusion as the work was overlapping across teams.
A lot of discussions needed to be done in order to discover a lot of information leading to discovery of all the types of trainers that are present inside Simplilearn.
There are always 10 ways to do one job — understand what's important to your users, study the best practices, and sometimes trust your gut. Design is an iterative process — you could always go back to understand what went wrong and re-work on it.
Back to portfolio
← All workPrevious case study
Live Chat Experience ↗︎