The Training Contract Manager role is used for the data entry, administration, financial management, and scheduling of training contracts. This role ensures accurate contract setup, session scheduling, instructor assignment and claims for hours worked, customer invoicing, and general compliance with contractual obligations. It is also used for managing standing offers, tracking contract budgets, and changing training schedules.
The Training Contract Manager plays a key role in coordinating instructor availability, ensuring proper allocation of resources, and integrating training contract data with financial reporting systems such as SAGE. Additionally, this role generates SLE session slots, which are later assigned by the SLE Contract Manager.
Key Responsibilities & System Capabilities
- Contract and Callup Entry & Financial Oversight
- Enter and manage contract details, including start and end dates, billing rates, and session schedules.
- Upload contract documents and other related documents such as training proposals.
- Create student accounts, groups, and enter basic student contact information.
- Oversee customer contracts, ensuring compliance with training and financial obligations.
- Manage training budgets, invoicing, and financial tracking.
- Automate invoice creation and integrate with external financial systems (e.g., SAGE).
- Standing Offer & Budget Tracking
- Create and manage standing offers, ensuring that contracts adhere to pre-negotiated conditions.
- Track contract budgets and monitor allocated vs. remaining funds.
- React to system warnings for under/over budget conditions to ensure financial control.
- Instructor Assignment & Payment Processing
- Allocate full-time vs. part-time instructor assignments based on session hours.
- Track and approve monthly timesheets for instructor payments.
- Ensure all pay periods are correctly processed according to contract conditions.
- Full-time Employee Timesheets
- Receive and review monthly timesheets from full-time employees
- SLE Session Slot Generation & Scheduling
- Generate session slots for SLE evaluations, which are later assigned by the SLE Contract Manager.
- Ensure training sessions are scheduled in accordance with contractual obligations and budget limitations.
- Maintain session availability tracking, ensuring efficient use of instructor resources.
- Monthly Student Attendance Confirmation
- Provide student attendance records to clients.
- Oversee automated attendance confirmations, ensuring students acknowledge participation before invoicing, by observing and enforcing:
- Automatic reminders to students and instructors when a month-end timesheet is due.
- Automatic redirection of students to their timesheet confirmation page when joining a session.
- Automatic notifications to instructors to remind students about timesheets by showing the instructor a list of deficient students when the instructor starts a session, and submits their monthly pay claim.
The Enterprise LMS provides Training Contract Managers with financial tracking, instructor allocation, standing offer management, and session scheduling tools, ensuring seamless contract administration, compliance, and reporting.