Learning Event Workflow for TTLs and Teams Pre-Activity

Learning Event Workflow for TTLs and Teams Pre-Activity (TTLs/Managers) Initiative Design Discussions Approval Create AIS Phase 1: Planning Preparation Phase 3 4 to 1 months ahead TTL/ and Partner (if appl) Beginning of FY or 4/5 m. ahead Delivery Sharing of Responsibilities between WBI TTL and Partners Identification Region/Country, Sessions, Event Audience, Participant Curriculum Dev. Participants & Mode Logistics Invitation/Registration Speakers/ Logistics (F 2 F, DL, EL) Consultants Set Dates Meeting On-Site Participants’ Agenda & Venue/Space: Registration: Fees Topic Plenaries/Break-outs • Badge distribution Development Exhibition space PLATO • Meeting folder Special features Input Marketing: • Website • Brochure • Announcement With Comm. T. Concept Note (portfolio reviews, concept note Reviews, etc) Phase 2: (main tasks for a FTF event, does not include all steps) Funding Identification Content Design/ Results Planning Participant Nomin/Invitations (Country Procedures) Hi-Tech: Internet connection Hi-tech equipment Audio-Visual Equipment VC equipment Logistics Preparation: • Hotel & other suppliers’ contracts • Mtg Space seating Sponsored Fee Collection • Equipment Participant (Self-Financed • Audio Visuals Travel/Visa Participants) • Food & Beverage • Allowances • Airport Transfer (disbursement • Ground Transp. arrangements) • Field Trips CRS • Hotel • Training Materials Database Registration • Supplies/Badging • Certificate preparation • Protocol/Security Participant Insurance • Insurance Hiring of International Speakers TOR/Contract Hiring of Local Consultants Sessions Format Content Tr. Materials Travel prep. SMO Plan how to show change in Capacity/Results Management of Speakers & Session Delivery Supervision of Logistics Disbursement Of Funds: • Participants (sponsored) • Service Providers Phase 4 Closure w/in 4 weeks Payment of Invoices and claims Statement of Expenditures Back-to-Office Report (BTOR) In CRS Update Participants And confirm number of hours Reconcile Income from Participants/ Close sub accounts Results/AUS Awarding of Certificates