Case studies
Modular full-service training administration
Promata processes the complete training administration for various customers,from A for registration to Z for certificate - modular, demand-oriented and tailored to the respective system.
The challenge
- The customer needs demand-oriented training of his dealer network in order to ensure the deployment of qualified and competent personnel.
- Personnel management (acquisition and maintenance) as a prerequisite for qualified training
- Training includes all forms of training (face-to-face seminars, webinars, workshops, in-house and virtual classroom training) as well as all employee/target groups of the dealership organization.
- Participant and qualification management is required to elicit existing employee qualifications and competencies and their training needs.
- The complete training administration (needs assessment, organization, communication, control, reporting, etc.) is to be handled by a service provider.
- Training status and training availability should be transparent for customers and retailers/participants.
- The efficiency of the training courses that have taken place should be monitored and measured.
- Reporting should be provided to the customer in a flexible and up-to-date manner.
- A contact person should be available to advise customers and retailers.
- All involved parties (customer, trade, trainers, training centers, hotels) have to be coordinated and organized.
- Necessary services are to be purchased and the resulting invoices are to be settled.
- All costs incurred for the participants in the course of the training shall be charged to the dealer accounts.
- Optimal training utilization and budget control should be ensured. If necessary, existing processes and systems should be used or integrated.
The Promata solution
- Promata manages all organizational and administrative activities related to the preparation and follow-up of trainings.
- The basis for this: a Training Management System (TMS) tailored to the customer, in which all personnel data, courses, bookings, completed trainings, etc. are stored and maintained.
- Alternatively, if desired by the customer, an existing system (e.g. LMS) is used and all services are tailored to it.
- Target group-specific advertising of training courses (seminars, dates, training locations) in order to determine demand, maintain standards/qualifications of personnel and optimize utilization of courses
- Design and provision of a (digital) training catalog to provide an overview of the seminar offering and detailed information on content as well as processing and conditions for the training course
- Takeover of target group-specific communication management (invitations, confirmations, waiting lists for specific functions, learning paths, etc.)
- Location management: handling the organization and booking of seminar and training rooms in hotels or training centers, including the necessary equipment + catering for participants (conference flat rate)
- Trainer management: booking of trainers, including trainer contracts, invoices, status and information
- Organization of overnight accommodations for trainers and participants, if required
- Production and on-time delivery of training materials (seminar documents, name displays, etc.) to the training location, including graphic design upon request
- Support by telephone and e-mail (including customer-specific hotline number and e-mail address)
- System-supported documentation and report generation for retail and specialist departments
- Provision of a download center that gives activated users 24/7 access to previously defined documents and information, as well as the option of downloading/printing documents
- Sending of certificates in the training follow-up Training evaluation and evaluation of feedback sheets
- Debit of merchant accounts (seminar fees, possible cancellation and rebooking fees, etc.)
- Payment of invoices for purchased services Support during internal audits
The result
- Relief for the specialist department through the complete takeover of operational processes
- Higher customer satisfaction and loyalty through optimally trained employees in the dealer network
- High employee satisfaction and loyalty to the company and the brand
- Optimum utilization of brand-owned training centers
- Satisfied and motivated trainers due to well-attended courses, optimally timed and equipped trainings
- Preferred and budget-friendly conditions through long-term cooperation with hotels
- Smooth processing and lowest possible cancellation/change booking costs through proactive action, optimal appointment management and controlling as well as quickest reaction to changes
- Transparency with regard to the fulfillment of personal and company-related goals through consolidated, always up-to-date data and information
- Up-to-date reporting available at any time provides information on fulfillment and utilization rates; forecasting and demand analysis enable optimal planning.
- Individual employee and dealer histories can be tracked in one central location.
- Evaluation forms/tools show optimization potential.
- Even under adverse circumstances, such as the Corona times, the training business could be maintained through flexibility and quick reaction to changes.
- Promata handles the training administration for all areas in the dealership (managers, sales, non-technical area, technical area, body shop).
- The services are modular, flexible and customizable.
>5000
Training participants
>1.200
Trainings / year
>2000
