TMS has proven its worth
Judging from the experiences of an individual user and a "super user" of the Police College's Training Management System (TMS), the new web-based system is undoubtedly a useful tool for those officers eager to advance their career developments with training courses. For a Regional or District Training Coordinator, TMS is also an effective tool streamlining administrative procedures and cutting down a lot of paper work.
As officers, Training Coordinators and General Registry staff had used TMS during the successful pilot runs in Hong Kong Island Region and Crime Wing, OffBeat has talked to an individual user, Station Sergeant Garr Hok-ming of the Patrol Sub-Unit 3 of Chai Wan Division, and a "super user", Miss Carmen Ho, Regional Executive Officer (Personnel) of Hong Kong Island Region, about their views and observations of TMS.
Very useful tool
Describing TMS as "very useful" both for individual officers and the Force as a whole, SSGT Garr said the new system would benefit officers in terms of development of their job-related knowledge because the nature of the training courses announced in TMS are "wide-ranging", such as job-related, computer knowledge and a variety of courses offered by the Civil Service Training Development Institute (CSTDI).
Right to choose
What is more important for SSGT Garr as far as TMS is concerned, is the "right" to choose the courses he prefers. "In the past I came to know training courses mainly through orders, memos or other channels. I've missed some courses I like but now I can get a full picture of what courses are available to me from the web messages of TMS and submit my applications via TMS. I can even use my computer to gain access to TMS through POINT from Home to pick the courses I'm eligible to apply for. Now information on training courses has become a 'two-way traffic'," he explained.In fact, SSGT Garr has lost no time in making full use of TMS to meet his training requirements - he has already attended a three-day course on FICS run by the Police College, and enrolled for a workshop on management offered by the CSTDI.
"I'm interested in courses on management, and will continue looking up TMS from time to time. I hope fellow officers would avail themselves of what TMS can offer," he noted.
Useful tips from Training Coordinator
Miss Ho hopes to share with Force members her experience of using TMS in the capacity of one of the Regional Training Coordinators for Hong Kong Island Region. She also plays the role of a District Training Coordinator for regional headquarters units, such as crime, operation, administration, Emergency Unit and RCCC."We keep on reminding ourselves that we're wearing two hats, and these two roles require different follow-up actions at different times," she noted.
During the pilot run, Miss Ho said, workload increased at the initial stage but once both users and General Registry staff became familiar with TMS, they were impressed by the efficiency and benefits it brings. "We need not promulgate training course information, type personal particulars of applicants, and prepare memoranda and returns. They are all in TMS! For regional/district administrative staff, it is very important to review the entire workflow of paper mode submission before migration to TMS. Some administrative steps need to be retained, modified or removed. My advice is to maintain good communication with regional/district supervisors and registry staff, and set up an effective bring-up system for nomination submissions," she added.
Offering tips to officers, Miss Ho suggested: "Please form a habit to login TMS regularly, preferably daily. Besides TMS web messages, you also get PEN notifications if you have registered your PEN address under 'Personal Particulars'."
For supervisors, Miss Ho's advice is: "Delegate your endorsing authority before you proceed on leave. The 'Learning Calendar' is a very useful management tool, and it includes courses enrolled by your newly transfer-in subordinates as well".
She also has advice for Training Coordinators and General Registry staff.
"Please download and save the nomination list for record purpose after the list has been finalised and before you have pressed 'Confirm' in TMS because when the nominee is subsequently posted out of your formation, you will not see his or her name again in TMS," she advised her fellow Training Coordinators.
Station Sergeant Garr Hok-ming and Regional Executive Officer (Personnel) of Hong Kong Island Region, Miss Carmen Ho, talk about their experiences of using the TMS