HANDBOOK FOR KTP ASSOCIATES HOW TO MANAGE YOUR KTP PROJECT
Knowledge Transfer Partnerships A DTI Business Support Solution Version 6 June 06 HANDBOOK FOR KTP ASSOCIATES HOW TO MANAGE YOUR KTP PROJECT AND YOUR PERSONAL DEVELOPMENT Knowledge Transfer Partnerships A DTI Business Support Solution CONTENTS 1. WELCOME 4 2. REGISTERING AS A KTP ASSOCIATE 5 2.1 2.2 REGISTRATION PROCESS WHY YOU NEED TO REGISTER 3. THE KNOWLEDGE TRANSFER PARTNERSHIPS 3.1 3.2 3.3 3.4 3.5 3.6 3.7 THE STRUCTURE OF THE PARTNERSHIPS THE PURPOSE OF THE PARTNERSHIPS KEY PEOPLE IN KNOWLEDGE TRANSFER PARTNERSHIPS IMPORTANT ORGANISATIONS THE FUNDING OF KNOWLEDGE TRANSFER PARTNERSHIPS THE MANAGEMENT OF KNOWLEDGE TRANSFER PARTNERSHIPS EXECUTIVE SUMMARY REPORTS 4. MANAGING YOUR PROJECT 4.1 4.2 4.3 4.4 4.5 12 CHALLENGE AND OPPORTUNITY TIME COMMITMENT FINANCE FOR YOUR DEVELOPMENT PLANNING YOUR PERSONAL AND PROFESSIONAL DEVELOPMENT FORMAL RECOGNITION OF YOUR DEVELOPMENT FURTHER ACADEMIC QUALIFICATIONS RECOGNITION AS A PROFESSIONAL IN YOUR SPECIALISM RECOGNITION AS A COMPETENT MANAGER 7. RESOURCES FOR YOUR DEVELOPMENT 7.1 7.2 11 TERMS AND CONDITIONS OF EMPLOYMENT CONFIDENTIALITY REVIEW OF PERFORMANCE PENSIONS 6. PERSONAL AND PROFESSIONAL DEVELOPMENT 6.1 6.2 6.3 6.4 6.5 6.6 6.7 6.8 9 YOUR ROLE FINDING OUT THE DETAILS OF YOUR PROJECT THE PROJECT TEAM PROJECT MEETINGS DOWNLOADABLE TOOLS 5. EMPLOYMENT ARRANGEMENTS FOR KTP ASSOCIATES 5.1 5.2 5.3 5.4 6 14 RESOURCES PREPARING FOR THE MANAGING FOR RESULTS MODULE 2 Knowledge Transfer Partnerships A DTI Business Support Solution 8. DEVELOPING YOUR MANAGEMENT SKILLS TO THE NATIONAL STANDARD AND ACHIEVING THE NVQ IN MANAGEMENT 8.1 8.2 8.3 8.4 8.5 8.6 8.7 8.8 8.9 8.10 8.11 8.12 8.13 8.14 8.15 8.16 9. COMPLETING YOUR ASSOCIATESHIP 9.1 9.2 9.3 9.4 16 LEARNING TO MANAGE TO NATIONAL STANDARDS LEARNING TO BE A MANAGER PERFORMING TO THE NATIONAL MANAGEMENT STANDARDS THE NATIONAL MANAGEMENT STANDARDS STRUCTURE OF THE STANDARDS THE MANAGEMENT SKILLS MODEL FOR KTP ASSOCIATES GAINING RECOGNITION FOR YOUR MANAGEMENT PERFORMANCE ACHIEVING THE NVQ IN MANAGEMENT PROGRESS EXPECTED YOUR NVQ E-PORTFOLIO - LEARNING ASSISTANT THE ASSESSMENT PROCESS QUALITY ASSURANCE APPEALS WHY AN NVQ? TIME COMMITMENT BECOMING A CHARTERED MANAGER 22 FINISHING YOUR PROJECT YOUR FINAL REPORT ASSOCIATE CERTIFICATE PREMATURE TERMINATION OF YOUR ASSOCIATESHIP ANNEX 1 23 SPONSORS OF THE KNOWLEDGE TRANSFER PARTNERSHIPS ANNEX 2 24 FORMAT FOR EXECUTIVE SUMMARY REPORTS TO THE LOCAL MANAGEMENT COMMITTEE ANNEX 3 25 THE CHARTERED MANAGEMENT INSTITUTE AND ITS MANAGEMENT INFORMATION CENTRE RECOMMENDED READING AND LINKS TO SELECTED MANAGEMENT STANDARDS 26 ANNEX 4 28 PROFESSIONAL INSTITUTIONS 3 Knowledge Transfer Partnerships A DTI Business Support Solution 1. WELCOME! CONGRATULATIONS ON YOUR APPOINTMENT AS A KTP ASSOCIATE. This Handbook is for you. It explains how to make the most of the opportunity that working at the heart of a Knowledge Transfer Partnership offers you to complete a challenging and rewarding project and develop your career. Chapter 2 explains why you must register with the KTP Central Office as a KTP Associate. This is a priority. If you have not already registered, you should follow the instructions in this chapter. Chapter 3 explains the purpose of Knowledge Transfer Partnerships, how they are organised and managed, who the key people and organisations are and the financial arrangements. Chapter 4 explains how you should take charge of managing your Project. Chapter 5 describes the employment arrangements for KTP Associates including contracts, salaries, progress reviews and pensions. Chapter 6 describes the extensive arrangements made to support your personal development as a professional and a manager. This includes planning your personal development and your career and taking part in the modular KTP Associate Development Course. It is important that you work through the first, web-based module of the Associate Development Course – An Introduction to Knowledge Transfer Partnerships – as soon as possible after registering as a KTP Associate. Chapter 7 lists the resources available to Associates throughout their partnership Chapter 8 introduces the National Management Standards and explains how you can use them to guide your development of management skills and qualify as a professional manager. Chapter 9 provides information on the completion of your associateship and how to take the maximum advantage of it in pursuing your further career. Annexes 1 – 4 provide useful contacts and links. 4 Knowledge Transfer Partnerships A DTI Business Support Solution 2. REGISTERING AS A KTP ASSOCIATE 2.1 REGISTRATION PROCESS Your company Supervisor should have registered you as a KTP Associate. If not you will need to ask them to visit http://www.ktponline.org.uk/admin/ and register as a Supervisor. Once they have provided you with your username and password you can then log in to the site from http://www.ktponline.org.uk/assocs/. If you do not have web access, you should phone the KTP Central Office on 0870 190 2829 and ask for KTP Associate registration. 2.2 WHY YOU NEED TO REGISTER When you have registered as a KTP Associate you will: be able to start work on An Introduction to Knowledge Transfer Partnerships, the web-based introductory module of the KTP Associate Development Course be able to book your place on the first two residential modules of the Associate Development Course, Managing for Results and People Skills be able to use KTP Knowledge, the web-based management learning support system be able to register as a student member of the Chartered Management Institute and start the process of learning to manage to the National Management Standards receive details of other KTP Associates in your area who you may wish to contact receive copies of the KTP Newsletter and regular updates on Additional Training Courses for KTP Associates and Supervisors. 5 Knowledge Transfer Partnerships A DTI Business Support Solution 3. THE KNOWLEDGE TRANSFER PARTNERSHIPS Knowledge Transfer Partnerships is a UK-wide activity that helps businesses to improve their competitiveness and productivity by making better use of knowledge, technology and skills within universities, colleges and research organisations. 3.1 THE STRUCTURE OF THE PARTNERSHIPS The partners in each Knowledge Transfer Partnership are: the Company Partner: this is usually a company but in some cases it can be a health or education organisation the Knowledge Base Partner: this is a university, college or research organisation. One or more KTP Associates are employed in each Partnership. The Associates carry out strategic projects which benefit the business of the Company Partner whilst they gain professional experience. In carrying out their projects, the Associates are supported by both the Company and Knowledge Base Partners and receive extensive professional and management training. 3.2 THE PURPOSE OF THE PARTNERSHIPS Formally, the overall objectives of Knowledge Transfer Partnerships are to: facilitate the transfer of technology and the spread of technical and business skills stimulate and enhance business-relevant research and training undertaken by the knowledge base provide company-based training for Associates to enhance their business and specialist skills. Thus Knowledge Transfer Partnerships exist not only to benefit the Company Partners’ businesses and the Associates’ careers but also to help the Knowledge Base Partners build closer links with businesses so they can carry out research and teaching which reflects the needs of the economy. Associates should always be aware that the success of the Partnerships depends on balancing the benefits to all three parties. 3.3 KEY PEOPLE IN KNOWLEDGE TRANSFER PARTNERSHIPS The key people responsible for your Knowledge Transfer Partnership are: you, the KTP Associate your Company Supervisor. This is an experienced employee of the Company Partner who will act as your manager and guide. You should report to your Company Supervisor on a day-to-day basis your Knowledge Base Supervisor. This is an employee of the Knowledge Base Partner who has expertise relevant to your project. Your Knowledge Base Supervisor should normally visit you and your Company Supervisor once per week to help you carry your project out and to guide your professional development 6 Knowledge Transfer Partnerships A DTI Business Support Solution the Partnership Facilitator and Knowledge Base Leader. These are senior people from the Company and Knowledge Base Partners who are responsible for ensuring that the Partnership does not lose sight of its objectives and that their organisations make all necessary resources available your KTP Adviser. A KTP Adviser is assigned to each Knowledge Transfer Partnership by the KTP Central Office (see below). S/he will visit the Partnership every 3 or 4 months to take part in the regular meetings of the Local Management Committee (see section 2.6) and to assess your progress in developing management skills (see chapter 7). Your Adviser will have extensive experience and you should regard them as a source of independent advice. They will help you if you have problems that you cannot solve by discussion with your Supervisors or other employees of the Company or Knowledge Base Partners. 3.4 IMPORTANT ORGANISATIONS Fifteen public sector bodies, known collectively as the KTP Sponsors, provide financial support and set the strategy for the Knowledge Transfer Partnerships. They are led by one of the sponsors, the Department of Trade and Industry. The KTP sponsors are listed in Annex 1. The Department of Trade and Industry has contracted the day-to-day management of Knowledge Transfer Partnerships to Momenta on the Sponsors’ behalf. This company, based in Harwell, Oxfordshire operates the KTP Central Office. The KTP Central Office will answer your queries ([email protected] or telephone number 0870 190 2829) and is also responsible for: co-ordinating the KTP Advisers managing the KTP Associate Development Course publishing guides and handbooks, including this document providing the ktponline web site at www.ktponline.org.uk publishing the KTP newsletter. The Chartered Management Institute (CMI) is the UK’s professional body for management. By arrangement with the Institute, the KTP Central Office is able to award national vocational qualifications (NVQs) in Management to Associates to recognise the management skills they develop (see chapter 6). 3.5 THE FUNDING OF KNOWLEDGE TRANSFER PARTNERSHIPS The government encourages the formation of Partnerships by making a grant to the Knowledge Base Partner as a contribution to the costs of the KTP Project(s). The Company Partner also pays a share of these costs. Specifically, this joint funding makes a contribution to the cost of: your employment, by the Knowledge Base Partner, as a KTP Associate the Knowledge Base Partner’s input to the work of the Partnership, including the work of your Knowledge Base Supervisor materials and equipment needed to carry out your Project specialist training you may need for your professional development or to carry out your project effectively. 7 Knowledge Transfer Partnerships A DTI Business Support Solution In addition to contributing to the grant, your Company Partner also meets the full cost of its input to your Project and to accommodating you on its premises. The full cost of the Company Partner’s participation often represents a very significant commitment by the company. The expenditure of the grant and the Company Partner’s contribution is controlled by the Partnership’s Local Management Committee (see the next section). 3.6 THE MANAGEMENT OF KNOWLEDGE TRANSFER PARTNERSHIPS Each Knowledge Transfer Partnership has its own Local Management Committee (LMC). This committee is responsible for top-level decisions regarding the conduct of the Partnership. This includes: reviewing and (if necessary) revising the objectives of the Partnership agreeing plans for the work of the Partnership monitoring progress towards the Partnership’s objectives monitoring and advising on your development approving your training and development activities (see Chapter 5) controlling the expenditure of the grant funds and other resources committed by the partners reporting to the KTP Sponsors on the results of the Partnership in a final report. You will be expected to contribute part of this document. The LMC for each Partnership meets regularly (normally every four months) throughout the period of the Partnership. The committee’s members are senior representatives of the Company and Knowledge Base Partners, the Company and Knowledge Base Supervisors and the KTP Advisers. You are expected to play an important role in the meetings of the LMC. 3.7 EXECUTIVE SUMMARY REPORTS Before each meeting of the LMC, you will be expected to circulate an executive summary report to members. You will be expected to present it formally during the meeting. The executive summary is a formal report describing the progress made on your Project relative to the objectives, the effects of this progress on the partners and proposals for the work to be carried out before the next meeting of the LMC. The executive summary should also report on the progress of your professional development and make proposals for further development. The executive summary is a management document of the type you are likely to need to produce throughout your career. It should be concise and understandable to non-specialists. A recommended format for the executive summary is given in Annex 2. 8 Knowledge Transfer Partnerships A DTI Business Support Solution 4. MANAGING YOUR PROJECT 4.1 YOUR ROLE You are expected to take responsibility for managing your project. You will be given considerable support by your Supervisors and your KTP Adviser. The KTP Associate Development Course and the KTP Knowledge management learning support system help you develop into a competent, qualified manager. 4.2 FINDING OUT THE DETAILS OF YOUR PROJECT In order to manage your Project effectively, you need to understand its objectives, the plans for carrying it out and the benefits that it is expected to produce for the Company and Knowledge Base Partners. This information is provided in the Partnership Proposal and Grant Application that was submitted to the KTP Central Office before a grant was approved. You will be able to obtain a copy of this document from either of your Supervisors. You should obtain this information about your Project at the earliest opportunity and discuss it with your Supervisors, to see if circumstances have changed and to understand the background to your Project. 4.3 THE PROJECT TEAM You and your Supervisors are the Project Team, responsible for the management of your Project. Sometimes it is appropriate for other people, who make a significant contribution to the Project, to join the Team. You are expected to lead and co-ordinate the Project Team. 4.4 PROJECT MEETINGS Between the LMC meetings, you should organise and lead meetings of the Project Team, which should take place at least monthly. The meetings of the Project Team should review progress against the objectives agreed with the LMC and plan future activities in line with those objectives. The meetings should lead to clear agreement of actions to be taken, who is responsible for carrying them out and the timescales involved. Before each meeting of the Project Team, you should distribute an agenda to team members. Immediately afterwards, you should record decisions and actions agreed and distribute written notes to team members confirming them. Organising and leading meetings of the Project Team effectively will make a big contribution to the success of your Project. The training you will receive by taking part in the KTP Associate Development Course will help you develop the skills needed to carry out this responsible task well. They will be useful throughout your working life. 9 Knowledge Transfer Partnerships A DTI Business Support Solution 4.5 DOWNLOADABLE TOOLS The first, web-based module of the Associate Development Course, An Introduction to Knowledge Transfer Partnerships, contains a number of downloadable tools which will help you manage your Project including a work planner and a check-list for ensuring actions agreed at Project Team meetings are carried out. 10 Knowledge Transfer Partnerships A DTI Business Support Solution 5. EMPLOYMENT ARRANGEMENTS FOR KTP ASSOCIATES 5.1 TERMS AND CONDITIONS OF EMPLOYMENT You will be employed by the Knowledge Base Partner who should provide you with an employment contract. This should set out the terms and conditions of your employment including hours of attendance, holiday entitlement, confidentiality, arrangements for review of your performance, salary and the period of notice required to terminate the contract. Although your formal terms and conditions of employment will be set by the Knowledge Base Partner, you should be sensitive to the fact that you will be working predominantly on the premises of the Company Partner and with Company employees. You should therefore comply with standards that apply in the Company. 5.2 CONFIDENTIALITY You should ask your Supervisors to inform you about any agreements reached between the partners regarding confidentiality and the ownership and protection of intellectual property so you do not accidentally breach them. You may be asked to sign a confidentiality agreement. 5.3 REVIEW OF PERFORMANCE You should expect to take part in at least two formal appraisals of your performance whilst you are a KTP Associate. The purpose of the appraisal is for your Supervisors to discuss with you the strengths and weaknesses of your performance and how it can be improved. The appraisal should also consider your personal and professional development in the context of your personal development plan. You may also use the occasion of the appraisal to comment constructively on the support you have received from your Supervisors. 5.4 PENSIONS You should speak to the personnel office of your employer (the Knowledge Base Partner) about your options regarding pension arrangements. The office is responsible for providing you with factual information and will be able to suggest sources of impartial advice. 11 Knowledge Transfer Partnerships A DTI Business Support Solution 6. PERSONAL AND PROFESSIONAL DEVELOPMENT 6.1 CHALLENGE AND OPPORTUNITY As a KTP Associate, you will undertake a business-based project which is challenging intellectually and important for the future of your Company Partner. You will be supported by Supervisors from both partners each of whom have substantial (and potentially conflicting) interests in your Project’s progress. You will need to develop and apply interpersonal skills and project management techniques as well as further developing and applying your technical knowledge to practical situations. The project management skills you will need to develop include planning, communicating, influencing, team working and problem solving. These will be useful throughout your career. The challenge of your Project and the considerable support arrangements provided for KTP Associates will enable you to develop professional skills (technical, managerial and academic) rapidly and to a high level. You will also be able to take advantage of arrangements to ensure that your development is formally recognised and to exploit it in your future career. 6.2 TIME COMMITMENT As a KTP Associate, you are expected to devote approximately ten per cent of your working time to personal and professional development. The 15 days needed to attend the three compulsory residential modules of the KTP Associate Development Course are included in the ten per cent time allowance. 6.3 FINANCE FOR YOUR DEVELOPMENT The budget for your Partnership includes funds for Associate Development. These are provided to meet the cost of your personal and professional development beyond participation in the Associate Development Course, which is provided at no charge to your Partnership. Subject to the agreement of the LMC, this funding may be used to finance your participation in training courses and other activities for your personal and professional development. You are expected to take the initiative in proposing personal development activities to your Supervisors and ultimately to the LMC, in accordance with your Personal Development Plan (PDP) (see below). 6.4 PLANNING YOUR PERSONAL AND PROFESSIONAL DEVELOPMENT In order to make the most of the opportunity that being a KTP Associate offers, you will need to plan your personal and professional development. The first (web-based) module of the Associate Development Course, An Introduction to Knowledge Transfer Partnerships, provides a template and guidance for drawing up the first version of your PDP. The discipline of working to an evolving PDP is very worthwhile and evidence of doing so is increasingly demanded by professional bodies (see section 6.10). 12 Knowledge Transfer Partnerships A DTI Business Support Solution 6.5 FORMAL RECOGNITION OF YOUR DEVELOPMENT By carrying out your project and taking advantage of the learning and development opportunities listed in section 6.6, you will rapidly gain confidence and develop new knowledge and skills. In order to focus your skills development efforts and to ensure others (such as potential employers) recognise your capabilities, you need to gain formal recognition of your achievements academically, professionally and as a manager. The following sections explain how you can achieve recognition for your developing skills and achievements. 6.6 FURTHER ACADEMIC QUALIFICATIONS You are encouraged to make arrangements with your Knowledge Base Partner to gain a further academic qualification in your specialist field. The level and nature of the qualification will depend on your existing qualifications and the length and academic challenge of your project. Possibilities include a post-graduate diploma, a masters degree or a doctorate. You should discuss the acquisition of a further academic qualification with your Knowledge Base Supervisor. 6.7 RECOGNITION AS A PROFESSIONAL IN YOUR SPECIALISM The nature of your existing academic qualifications and of your work as a KTP Associate probably entitles you to become a member of the professional institution most relevant to your specialism. For example, engineers will be able to join one of the engineering institutions (such as the Institution of Mechanical Engineers, physicists can join the Institute of Physics, marketers can join the Institute of Marketing and IT specialists can join the British Computer Society). You are encouraged to join the professional institution most appropriate to you. This will open up networking and educational opportunities as well as enabling you to start on the path of gaining professional recognition as, for example, a chartered engineer. Such recognition usually requires proof of knowledge and professional experience. The experience you gain by working on your project may well count towards the professional experience requirement, but gaining recognition of it is simplified if you join the institution concerned at an early stage and take account of its requirements. Contact details of professional institutions are given in Annex 4. 6.8 RECOGNITION AS A COMPETENT MANAGER Chapter 7 describes how KTP Associates are expected to develop management skills to the National Standards in Management. This can enable you to gain a professional management qualification and to make progress towards becoming a Chartered Manager. Your plans for gaining formal recognition of your new skills and knowledge should be incorporated in your PDP. 13 Knowledge Transfer Partnerships A DTI Business Support Solution 7. RESOURCES FOR YOUR DEVELOPMENT A wide range of resources are available to support your personal and professional development. Section 7.1 describes them and explains, how to start using them. 7.1 RESOURCES The KTP Associate Development Course. All KTP Associates are required to take part in the course, which is provided at no charge to your Partnership. The Course is designed to enable you to: - acquire a comprehensive range of management skills, to a nationally agreed standard, which you will need to manage your Project and which will provide an excellent foundation for a career in any field - develop the skills and understanding needed to lead developing businesses - plan your personal and career development. Further details of the KTP Associate Development Course are at www.ktponline.org.uk Courses and other development opportunities to meet your specific, personal and professional development needs agreed by your Partnership’s LMC and financed from the Partnership’s Associate Development budget KTP Knowledge – the web-based management learning system made available to you when you register as a KTP Associate. This provides learning material in easily assimilated “learning bites” on any management topic you want to know more about Study opportunities (such as short courses) on specialist subjects which may be available to you as an employee of the Knowledge Base Partner. You should discuss this with your Knowledge Base Supervisor The Chartered Management Institute’s Management Information Centre. As a KTP Associate you will automatically be registered as a student member of the Institute and be able to access the Centre, which is a valuable source of management learning material. See Annex 3 Your Supervisors, who will be able to guide you within their areas of expertise and experience Your KTP Adviser, who will be able to advise you on maintaining good working relationships within your Partnership and how to plan your professional development in broad terms. 7.2 PREPARING FOR THE MANAGING FOR RESULTS MODULE When you attend the first residential module of the Associate Development Course, Managing for Results, you will need to take with you the first version of your PDP and a specification for a “mini project”, agreed with your Supervisors. You are expected to carry out your mini project in the three week gap between the first (Managing for Results) and the second (People Skills) residential modules of the Associate Development Course. It should take about three days’ work and be designed to: 14 Knowledge Transfer Partnerships A DTI Business Support Solution introduce you to as many functions and people within the Company Partner as possible complement your main project (rather than be part of it) provide the basis for you to prepare a formal written report and a presentation to be reviewed during the People Skills module. The web-based module, An Introduction to the Knowledge Transfer Partnerships, provides guidance and formats for preparing your first PDP and specifying your mini project. 15 Knowledge Transfer Partnerships A DTI Business Support Solution 8. DEVELOPING YOUR MANAGEMENT SKILLS TO THE NATIONAL STANDARD AND ACHIEVING THE NVQ IN MANAGEMENT 8.1 LEARNING TO MANAGE TO NATIONAL STANDARDS You will need to develop considerable management skills in order to make a success of your Project and your future career. The National Management Standards are a nationally agreed framework to guide you in acquiring these skills, and a route to gaining a professional award, the National Vocational Qualification (NVQ) in Management at Level 4. Your KTP Adviser is a qualified management skills Assessor and will guide you through the process of developing and demonstrating your management competence. This chapter explains more about the process of developing management competence to the National Standards and gaining the NVQ in Management. Before you can begin you need to register with CMI via the KTP Central Office. Details can be found on the KTP Website. Please note if you do not complete your NVQ within 3 years from initial registration with CMI, CMI may ask you to pay a one off re-registration fee. 8.2 LEARNING TO BE A MANAGER As a KTP Associate, you learn the fundamentals of good management by participating in the KTP Associate Development Course and using the support provided by KTP Knowledge. You have many opportunities to put your learning into practise as you manage: your KTP Project the project team that supports you the resources that you use for your Project your own development. 8.3 PERFORMING TO THE NATIONAL MANAGEMENT STANDARDS All KTP Associates are expected to develop their management skills to the National Standard. The Knowledge Base and Business Partners in your Partnership were asked to specify, in the partnership proposal and grant application for your Partnership, how working on your project will give you the opportunity to practise the application of key management skills specified in the National Standards. This requirement is reinforced when your Supervisors attend the Supervisors workshop at the start of the Partnership. 16 Knowledge Transfer Partnerships A DTI Business Support Solution 8.4 THE NATIONAL MANAGEMENT STANDARDS You can view and download the National Management Standards at https://system.learningassistant.com/MOMENTA. They are also available by Unit on the Learning Assistant website for those who choose to complete their portfolio electronically. (see below) The Management Standards were produced following consultations with practising managers, employers and professional bodies. They define best practice in management. 8.5 STRUCTURE OF THE STANDARDS The Standards are made up of Units, each of which concerns a specific aspect of management such as Plan Change (Unit C5) or Managing your own resources and professional development (Unit A2). For each Unit, the Standards define management best practice for the topic concerned. They specify: Outcomes of effective performance – the measurable results of competent performance Behaviours which underpin effective performance – behaviours displayed by individuals who work to the required standard Knowledge and understanding: General Knowledge and understanding Industry/Sector specific knowledge and understanding Context specific knowledge and understanding. 8.6 THE MANAGEMENT SKILLS MODEL FOR KTP ASSOCIATES The Management Standards list 22 Units. The following eight Units have been selected as those which most closely reflect the key management skills which reflect the key management skills which you will need to develop whilst you are an Associate. Unit Title A2 Manage your own resources and professional development B1 Develop and implement operational plans for your area of responsibility C2 Encourage innovation in your area of responsibility D5 Plan change D2 Develop productive working relationships with colleagues and stakeholders E6 Ensure health and safety requirements are met in your area of responsibility F1 Manage a project F3 Manage business processes 17 Knowledge Transfer Partnerships A DTI Business Support Solution 8.7 GAINING RECOGNITION FOR YOUR MANAGEMENT PERFORMANCE In order to prove you can manage to the National Standards, you need to demonstrate, for each Unit, that you are meeting all the performance criteria in your work and that you have gained the knowledge and understanding needed to meet the knowledge requirements. Your KTP Adviser is a qualified Assessor of management skills. S/he will assess your progress in developing your management performance by examining and discussing with you evidence you produce from your work (see section 8.11). When the Adviser is satisfied that you are performing fully to the Standard for all Units, you will be officially credited with it on behalf of the CMI. 8.8 ACHIEVING THE NVQ IN MANAGEMENT When you have been credited with all eight Units, you will be awarded the NVQ in Management. 8.9 PROGRESS EXPECTED All Associates are expected to make steady progress towards achieving management skills to the National Standard as this is an important feature of Knowledge Transfer Partnerships. If your Associateship is for two years or longer, you are expected to achieve the full eight Units, leading to the award of the NVQ in Management. Associates whose contracts are for a period of less than 24 months are expected to achieve at least four Units. Associates who do not complete the full NVQ (ie eight Units) during their Associateships may ask the KTP Central Office to provide a certificate from the CMI for the Units they have achieved. They may also continue to receive assessments by KTP Assessors after the completion of their Associateships, at their own expense. 8.10 YOUR NVQ E-PORTFOLIO – LEARNING ASSISTANT In order to demonstrate to your Assessor that you have developed management skills to the National Standard, you will need to accumulate a portfolio of evidence. You will gather all your evidence together in an e-portfolio. This is completed on a web-based software programme called Learning Assistant. Once you have completed the CMI Registration form (http://www.ktponline.org.uk/assocs/ Word Document) and returned a signed copy to Momenta you will be sent your log-in for Learning Assistant by e-mail. You will also receive a “Welcome Letter” and a KTP DVD to assist you with the introductory module. When you log in to Learning Assistant for the first time please go to the “Getting Started” word document which you can find in your course folder under Unit X (X0.0) to help you get started. Under each Unit you will find an “Evidence Planning and Guidance” document which will assist you with suggestions for your evidence. Whilst you can choose what evidence you want to present to your Assessor for each Unit, evidence you present should naturally occur from material which you will have produced as part of your project work. 18 Knowledge Transfer Partnerships A DTI Business Support Solution Evidence of the management skills and knowledge you have acquired may take many forms. The most common types are: Products of Your Work Examples likely to be used by KTP Associates are: personal development plans (useful for Unit A2 Manage your own resources and professional development) reports (eg the reports you prepare and present at LMCs), minutes of meetings in which you play a part (useful for F1 Manage a project) designs or proposals you produce (useful for Unit C5 Plan change). Reports on You at Work Examples include reports by: your KTP Adviser on your contribution to a LMC meeting (useful for Unit F1 Manage a project) your knowledge base Supervisor on your guidance of a student project (useful for Unit D2 Develop Productive Working Relationships with Colleagues and Stakeholders). Evidence Folder and Cross-Referencing onto a Unit When uploading evidence onto Learning Assistant the system will automatically allocate it a number. To cross reference it to a particular Unit you need to go to your course folder and select a Unit. Then choose your evidence and tick which outcomes, behaviours, knowledge and understanding criteria you think the evidence meets. You can then submit the evidence to your Assessor for assessment. Whilst the majority of your portfolio will be electronic, CMI will need to see hard copies of signed documents for audit purposes. Details of which documents you should have as signed copy can be found in Unit X (Portfolio Support File X0.2). You will also need to file some documents in Unit S which will not be cross referenced to any Unit as these are continually updated throughout the course of your NVQ. If you need any help with any of the aspects on Learning Assistant please contact your KTP Adviser or the KTP Central Office on 0870 190 2829. Witness Testimonies Your Line Manager will be asked to witness your understanding of particular aspects of management by confirming that you have demonstrated within each Unit the behaviours that underpin effective performance. Evidence Statements These are statements which you prepare as the last stage in collecting evidence for each Unit. They should confirm the outcomes of effective performance and lead your Assessor and Verifier to the evidence by providing an audit trail. You should provide one for each Unit. The template for the Evidence Statements can be found in Unit X0.4. 19 Knowledge Transfer Partnerships A DTI Business Support Solution 8.11 THE ASSESSMENT PROCESS Your KTP Adviser will guide you through the process of acquiring management skills and their assessment. S/he will give you a briefing on the process at your first or second LMC meeting and will set aside time before or immediately after each subsequent LMC meeting for assessments. During these assessment meetings your Assessor will: assess the evidence of your management skills you have presented help you plan what evidence you should bring forward for the next assessment suggest areas where you need to develop your skills and understanding further. The assessment process consists of comparing the knowledge and skills you are able to demonstrate to the Assessor with the requirements of the Standards. This will involve your Assessor examining evidence you present, discussing aspects of your work with you and sometimes observing and reporting on your performance during the LMC meeting. Planning what evidence to bring forward should take account of the requirements of the Standards and your work plans for the next period. Ultimately, it is your responsibility to decide what evidence to bring forward. Your Assessor is responsible for determining whether it satisfies the Standards. At the end of the assessment, your Assessor will inform you, for each Unit assessed: whether:….. a. you have presented sufficient evidence and you will be credited with the Unit, or…. b. you have presented insufficient evidence and the Unit will not be credited until further evidence is presented or….. c. you are not yet competent and you need to develop your skills further. The Assessor will explain what further evidence may be needed and, if necessary, the areas in which you need to improve your competence. After each assessment meeting, your Assessor will provide you with an NVQ Assessment Report which is a formal record of the assessment and its outcome which you should file in your portfolio of evidence. Your Assessor will send a copy of the report to you by e-mail and you should upload this into Learning Assistant under S0.0. Your Assessor may do this for you. 8.12 QUALITY ASSURANCE There are strict quality controls on the assessment process. This means that you may be asked to send a unit to the KTP Central Office for independent verification of assessments. This is known as a unit call in for IV. The purpose of this is to have an internal verifier (senior assessor) confirm that he/she agrees with the decision the assessor has made to credit your unit. When your completed portfolio is received, you must have had a unit IV’d within the last year in order for your portfolio to pass. If you are completing your portfolio online, a unit will automatically be IV’d on Learning Assistant. 20 Knowledge Transfer Partnerships A DTI Business Support Solution 8.13 APPEALS If you feel that your Assessor has carried out an assessment of your competence unfairly, you can appeal to the NVQ Centre Manager at the KTP Central Office. If your appeal cannot be satisfied at that level, you have the right to refer it to the CMI. 8.14 WHY AN NVQ? Systematically developing management skills to the National Standard is a major benefit of being a KTP Associate and should be of value throughout your career. The NVQ system for proving that you have the skills was chosen for the following reasons: it confirms your practical ability as well as your theoretical knowledge it uses products which should occur naturally from your work as an KTP Associate rather than having to produce a thesis or take an examination become a Chartered Manager. 8.15 TIME COMMITMENT You will have to devote some time to the process of developing your management skills. This will be needed so you can: assess and reassess your learning needs acquire any management knowledge you need beyond that provided by the KTP Associate Development Course (eg by using KTP Knowledge) write reflective summaries for each of the Units of the Standards assemble your portfolio of evidence in the format described in the Portfolio Support File X0.2 (Learning Assistant) prepare for assessments. Experience shows that this work is best done on a regular basis, setting aside around two hours per week, on average. 8.16 BECOMING A CHARTERED MANAGER Following receipt of a royal charter in 2002, the CMI has introduced the designation “Chartered Manager” for people who have appropriate management qualifications and experience and who undergo continuous professional development. CMI will then write to you to offer advice on the process of becoming a Chartered Manager. 21 Knowledge Transfer Partnerships A DTI Business Support Solution 9. COMPLETING YOUR ASSOCIATESHIP 9.1 YOUR FINAL REPORT It is important that your Project should be completed effectively so that all participants gain the maximum benefit from it. At the end of your Project you are required to complete a KTP Associate Final Report and send it to the KTP Central Office. The report gives your personal account of the Partnership and your achievements. It forms part of the overall final report on the Partnership, which contains the views of all the participants. Your final report should reflect your personal views and does not require the approval of anyone else. However, it is good practice to discuss a draft version of your final report with the LMC for your Partnership. The final report helps the government evaluate the return on its investment in the Knowledge Transfer Partnerships and provides feedback on the effectiveness of the management arrangements for the Partnerships. Approximately five months before your Associateship is due to end, and again one month before the KTP Central Office will remind you to produce your final report and provide a format for its production. You will be able to present your final report to your Assessor as evidence of your competence to manage the closure of projects. 9.3 ASSOCIATE CERTIFICATE If you complete at least seventy-five per cent of your Associateship, the KTP Central Office will provide you with an Associate Certificate when you submit your final report. This describes the role of KTP Associates, and gives details of your Project. This is intended to be a useful addition to your CV. 9.4 PREMATURE TERMINATION OF YOUR ASSOCIATESHIP If your Associateship ends before your contract period is completed, for any reason, you should contact the KTP Central Office’s Associate registration section. 22 Knowledge Transfer Partnerships A DTI Business Support Solution ANNEX 1 Sponsors of the Knowledge Transfer Partnerships Biotechnology and Biological Sciences Research Council BBSRC Department for Environment, Food and Rural Affairs DEFRA Department of HealthDHDepartment of Trade and Industry DTI Engineering and Physical Research Council EPSRC Economic and Social Research Council ESRC Invest Northern Ireland Invest NI Natural Environment Research Council NERC Particle Physics and Astronomy Research Council PPARC Scottish Executive SE Welsh Assembly Government WAG Arts and Humanities Research Council AHRC European Social Fund ESF One North East ONE South East England Development Agency SEEDA The Northern Way 23 Knowledge Transfer Partnerships A DTI Business Support Solution ANNEX 2 Format for Executive Summary Reports to the LMC Purpose The Executive Summary should provide the LMC with a concise, up to date account of the status of your Project relative to its objectives and to those of the KTP Programme. It should indicate the current and potential impact on the company, the Knowledge Base Partners and your development. It should be informative, understandable to a non-specialist, forward looking and aid decision taking. It is not a substitute for a full record of what has been done and achieved. Preferred format The summary should be no more than two A4 pages (with appended Gantt Chart) organised under the headings 1 to 4 below and preceded by a title page. 0. Title Page indicate that document is a summary of your Project in the KTP Programme between the named Company and Knowledge Base Partner include date, reference number and your name list persons to whom it will be distributed. 1. Project Aim statement of aim, objectives and plan of your Project incorporating any changes agreed by the LMC since the Project was initiated statement of how the Project fits into the KTP Programme and how the Programme relates to the future business plans of the partner company. 2. Activity Since Previous Meeting summary of Project status at previous meeting comparison of what was actually undertaken since previous Local Management Committee meeting with plan (Gantt Chart) agreed at previous meeting. 3. Achievements to Date record of achievements and deliverables since previous meeting, including progress against Project plan and against PDP record of benefits to the Company Partner and to you, the Associate cost benefit estimates of what has been achieved to date including indications of accuracy overall progress against aim and objectives. 4. Proposals for future action alternative proposals for any changes to Project plan estimate of costs and benefits of proposed actions, with indication of their accuracy Gantt Chart showing actions (including training), key outcomes and deliverables (with dates) for period to next meeting indication of how proposed actions fit overall Project Plan and PDP statement of resources required to achieve plans training requirements decisions required to enable plans to be implemented. 24 Knowledge Transfer Partnerships A DTI Business Support Solution ANNEX 3 CMI and its Management Information Centre This represents an extensive and authoritative source of information about management. It is available to all student members. As a student member, you can borrow up to four books or pamphlets from the Centre at any time, for an initial four weeks, but this can be renewed twice by telephone. To do so, contact the loans desk by phone (01536 207400) or e-mail [email protected] with the title and author and your membership number. All materials are dispatched by first class recorded delivery (requiring a signature). There is a charge of £2 for the first item and £1 for subsequent ones. The member has to pay for the return postage. In addition to borrowing books and pamphlets, you can make contact with a researcher at www.managers.org.uk/researchreports, who will draw up lists of materials tailored to your requirements and order photocopies of journal articles. Recommended Reading The following table gives details of books which will help you understand more about management topics appropriate to Level 4. The table shows how the contents of the books relate to the Management Standards and whether the books are available from the CMI’s Management Information Centre. Subject to the agreement of your KTP LMC, funds from your training budget may be used to buy management text books. 25 Knowledge Transfer Partnerships A DTI Business Support Solution RECOMMENDED READING AND LINKS TO SELECTED MANAGEMENT STANDARDS Title Subject Author Publisher Available from MIC? Meeting Customer Needs Internal Communications Marketing Ian Smith Butterworth Heinemann 2nd - Y other - Y Managing Information Business Applications of IT (non-technical) David A Wilson Butterworth Heinemann 3rd - Y 2nd - Y Personal Effectiveness Covers MCI Personal Alexander Murdock Competencies and Carol Scutt Butterworth Heinemann 3rd - N 2nd - Y Managing People Managing Self and Others Rosemary Thomson Butterworth Heinemann 3rd - N 2nd - Y Managing Financial Resources Costing, Budgeting, Pricing Mick Broadbent and John Cullen Butterworth Heinemann 3rd - N 2nd - Y The Management Task Managing Performance Rob Dixon Butterworth Heinemann 3rd - Y Managing Quality TQM George Wilson, Philip Butterworth McBride and Des Heinemann Bell Y How to Get Contol of Time Management Your Time and Your Life Alan Lakein Signet Y Staying OK Updated Text on Transactional Analysis Amy and Thomas Harris Pan N The One Minute Manager Tips for Effective Management Kenneth Blanchard and Spencer Johnson Fontana/Collins Y TA Today Transactional Analysis Ian Stewart and Vann Lifespace Publishing Joinos Y Body Language Non-Verbal Communications Alan Pease Y Sheldon Press x = includes coverage (not necessarily complete) of topics relevant to this component of the Standards y = available from MIC n = not available from MIC 26 Knowledge Transfer Partnerships A DTI Business Support Solution Title Subject Author Publisher Available from MIC? Its Negotiable Negotiation Skills Gavin Kennedy Arrow Books N - But have other books by Kennedy on negotiation Write Right Effective Writing Jan Venolia David and Charles N Team Roles at Work Personality Types and Teamwork Meredith Belbin Butterworth Heinemann Y Assertiveness at Work Oral Communication Skills David R Stubbs Pan N The People Side of Project Management Good Coverage of Project Management Skills Ralph Kliem and Irwin Ludin Gower Y Managing Activities Explanations of Management, linked to Standards Michael Armstrong CIPD Y Goal Setting Setting Targets and Planning Susan Wilson AMACOM N Implementing Quality Through BS5750/ISO9000 Quality Management David Irwin Thorogood N Handbook of Management includes Resource Management Denis Lock Gower Y Everything You Need for an NVQ in Management 722 pages for £15 good value! Julie Lewthwaith Hawksmere Y x = includes coverage (not necessarily complete) of topics relevant to this component of the Standards y = available from MIC n = not available from MIC Please Note: This list is not exhaustive and a library search by subject is recommended to find answers to specific needs. 27 Knowledge Transfer Partnerships A DTI Business Support Solution ANNEX 4 PROFESSIONAL INSTITUTIONS Institute of Physics 76 Portland Place, London W1B 1NT Tel: +44 (0)20 7470 4800, Fax: +44 (0)20 7470 4848 Email: [email protected], Web: www.iop.org Institute of Biology 1 Bierton Court, Spencer Hill Road, London, SW19 4EL Tel: 020 8241 7499 Web: www.iob.org Institute of Mechanical Engineers 30 Boileau Road, London, W5 3AH Tel: 0208 248 7641 Web: www.imeche.org.uk Institute of Chemical Engineers One Portland Place, London, W1B 1PN Tel: +44 (0) 20 7927 8200, Fax: +44 (0) 20 7927 8181 Web: www.icheme.org Institute of Electrical Engineers Savoy Place, London, WC2R 0BL Tel: 020 7240 1871, Fax: 020 7240 7735 Web: www.iee.org British Computer Society 1 Sanford Street, Swindon, Wiltshire, SN1 1HJ Tel: 01793 417417 Email: E-mail: [email protected], Web: www.bcs.org.uk Chartered Institute of Marketing Moor Hall, Cookham, Maidenhead, Berkshire, SL6 9QH Tel: 01628 427500, Fax: 01628 427499 Web: www.cim.co.uk Chartered Management Institute Management House, Cottingham Road, Corby, NN17 1TT Tel: 01536 204 222, Fax: 01536 201 651 E-mail: [email protected], Web: www.managers.org.uk Chartered Institution of Wastes Management London Borough of Camden Street Environment Services , 211 Arlington Rd Camden Town, London, NW1 7HD Fax: 020 745 83808 Web: www.ciwm.co.uk 28
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