Every assigned training must be completed and certified within 15 calendar days of the assignment date. Anyone not certified by the end of day 15 is escalated to Raja / Mohit.
1. Purpose and scope
A participant’s training is done only when they are certified, and they have 15 days from assignment to get there.
- Covers: every training run by the training team for internal or external participants, from collecting participant details until the certificate is issued.
- Applies to: participants, their reporting managers, the training team, and Raja / Mohit for escalations.
- Does not cover: how training content is made and published. That stays in the HEAL Documentation and Training Content Process.
2. Roles and responsibilities
The participant owns finishing on time; the training team owns setup, tracking, review and escalation.
| Role | Must do | Must not do |
|---|---|---|
| Participant | Start soon after assignment. Complete the LMS courses and practical exercises, and pass the assessment, within 15 days. Report blockers early to training@healsoftware.ai. | Leave it to the last days. Report training as done without the certificate. Ask for extensions on Teams, WhatsApp or personal email. |
| Reporting manager (internal participants) | Give the participant time for the training. Follow up when the training team flags a delay. | Approve skipping the assessment. |
| Training team (led by the Documentation and Training Manager) | Collect participant details and set the training mode. Complete the NDA for external participants. Create LMS accounts, assign courses and set up hands-on access. Track progress daily, send reminders and support participants. Review exercises and assessments, issue certificates, and escalate on day 16. | Give access to an external participant before the NDA is complete. Issue a certificate without a reviewed assessment. Hold back an escalation. |
| Raja / Mohit | Review each escalation and decide the next step. |
3. Process steps
The 15-day clock starts at step 4, when the courses are assigned.
- Collect participant details: name, email ID, role, training requirement and expected outcome.
- Complete the NDA for every external participant before giving any access.
- Create LMS accounts and assign the courses. This is day 0 of the 15 days.
- Share the training plan and completion timeline, with the day-15 due date.
- Set up hands-on access where needed: VPN, server or lab access, and setup instructions.
- Participants complete the LMS courses and practical exercises.
- Track progress and support participants. Anyone with no progress in the LMS or hands-on gets a reminder.
- Review practical exercises and assessments. A failed assessment can be retaken within the 15 days.
- Issue the certificate once the required training and assessment are passed.
- Escalate on day 16: anyone not certified goes to Raja / Mohit.
4. The 15-day rule
Each assigned training must be completed and certified within 15 calendar days of the assignment date, which counts as day 0.
- Done means certified. Finishing the courses and exercises without passing the assessment does not count.
- The due date does not move. A late start or a failed attempt does not reset the 15 days.
- Day 16 means escalation. Anyone not certified by the end of day 15 is escalated to Raja / Mohit.
The 15-day clock starts at assignment. A failed assessment can be retaken inside the window; anyone not certified by the end of day 15 is escalated on day 16.
5. Escalation to Raja / Mohit
On day 16, the training team emails Raja / Mohit about each participant who is not certified.
- From: training@healsoftware.ai, copying the participant and, for internal participants, their reporting manager.
- Includes: participant, training name, assigned and due dates, courses and exercises completed, assessment attempts, and any reason given.
- Then: Raja / Mohit decide the next step.
6. Certification
A participant is certified when the training team has reviewed their practical exercises and assessment and issued the certificate.
- The assessment is taken after the required courses are complete.
- A failed assessment can be retaken within the same 15 days.
- The certificate is issued only once the required training and assessment are passed, and is recorded in the LMS.
7. Tracking
The LMS is the single record of assignments, due dates and certificates.
- The training team checks LMS and hands-on progress daily, alongside the shared mailbox and JIRA.
- Every participant with no progress in the LMS or in the hands-on exercises gets a reminder from training@healsoftware.ai.
- The training team supports participants who are stuck on the course content or the hands-on setup.
- Questions and requests go only to training@healsoftware.ai, never Teams, WhatsApp or personal email.
