PMKVY Trainee Handbooks Offline Process for Ordering

NSDC has empaneled four publishers who will be responsible for supplying trainee Handbooks to the PMKVY candidates at Training Centers, under the assigned sectors. Please refer to Annexure A for the list of sectors assigned to the publishers. Training Providers (TPs) must place an order for trainee handbooks for listed job roles with respective publisher only – these have been mapped on the Knowledge Initiation& Trainee Handbook (KITS) Portal to ensure that the TP/TC SPOC places orders for job roles only with the respective publishers.

1. Identify Authorized Training Centers (ATCs):
   • Determine the PMKVY Authorized Training Centers (ATCs) that offer the specific courses you’re interested in. These centers are accredited by the Sector Skill Councils (SSCs) or other relevant authorities to conduct PMKVY training programs.
2. Contact ATCs:
   • Reach out to the ATCs either through their website, email, or phone to inquire about the availability of the trainee handbooks for the PMKVY courses you wish to procure.
3. Provide Course Details:
   • Download the Course Details form provided in Annexure B. Clearly communicate the course name, code, and any other relevant information to the ATCs. This ensures that they can accurately identify the trainee handbooks you require.
4. Request Quotations:
   • Annexure C. Request quotations from the ATCs for the procurement of trainee handbooks. Provide details such as the number of handbooks needed, delivery preferences, and any special requirements.
5. Review Quotations:
   • Review the quotations received from different ATCs. Consider factors such as pricing, delivery timelines, and the reputation of the ATCs in providing quality materials.
6. Negotiate Terms:
   • If necessary, negotiate the terms of the procurement, such as pricing, bulk discounts, delivery charges, and payment terms, to ensure a favorable arrangement for both parties.
7. Finalize Order:
   • Select the ATC that offers the most favourable terms and finalize the order for the trainee handbooks. Confirm the quantity, pricing, delivery details, and any other relevant terms in writing.
8. Place Order:
   • Place the order with the selected ATC, following their specified procedures for procurement. Provide any necessary documentation and information required to facilitate the order process.
9. Payment Processing:
   • Process the payment for the trainee handbooks as per the agreed-upon terms. This may involve making an advance payment, partial payment, or full payment, depending on the ATC’s policies.
10. Delivery or Pickup:
    • Arrange for the delivery of the trainee handbooks to your desired location, or schedule a pickup from the ATC’s premises, based on the agreed-upon logistics.
11. Quality Check:
    • Upon receipt of the trainee handbooks, perform a thorough quality check to ensure that they meet the specified standards in terms of content accuracy, print quality, and overall presentation.
12. Distribution to Trainees:
    • Distribute the trainee handbooks to the enrolled participants of the PMKVY courses as per the training schedule and guidelines provided by the training center or relevant authorities.
13. Documentation:
    • Maintain proper documentation of the procurement process, including invoices, receipts, delivery notes, and any other relevant records for future reference and audit purposes.
14. Feedback and Follow-Up:
    • Gather feedback from trainees regarding the quality and usefulness of the handbooks. Address any issues or concerns raised and follow up with the ATC to ensure ongoing support and satisfaction.

To facilitate the offline procurement of trainee handbooks for the Pradhan Mantri Kaushal Vikas Yojana (PMKVY) courses, Training Providers (TPs) are required to follow a structured process outlined by the PMKVY authority. This process ensures efficient communication with publishers and timely delivery of handbooks to the training centers. Below are the step-by-step instructions for TPs to place offline orders for trainee handbooks:

Step 1: Fill the Work Order Form

• Download the work order form provided in Annexure C.
• Complete the form by filling in all required details. This includes specifying the quantity of handbooks ordered for each job role and Training Center (TC).
• Raise a separate work order for each TC where trainees are enrolled.

Step 2: Provide Center List Annexure

• Prepare an annexure containing the list of all TP’s centers, including their TC ID on SMART, TC ID on SDMS, TC Address on SDMS/SMART, and other relevant details.
• Clearly indicate the quantity of handbooks ordered for each job role at each center.

Step 3: Sign, Seal, and Scan the Work Order

• After filling out the work order form, print it out and ensure it is signed and sealed by the authorized personnel.
• Scan the filled work order form to convert it into a digital format.

Step 4: Email the Work Order to Publishers

• Refer to Annexure A for the email IDs of the respective publishers.
• Compose an email to the appropriate publisher(s) and attach the scanned copy of the filled work order form.
• Clearly state the quantity of handbooks ordered and provide any other relevant instructions or specifications.

Step 5: Negotiate Payment Terms

• Upon receiving the work order, the publishers will contact the TPs with details of charges/amounts to be paid.
• The price per page for trainee handbooks is as per the rates specified by the PMKVY authority, inclusive of all applicable taxes and logistics costs.
• TPs must negotiate payment terms and ensure clarity on pricing before proceeding with the order.

Step 6: Make Advance Payment

• Once the payment details are finalized, TPs must make advance payments to the publishers as per the invoice shared by them.
• Refer to Annexure A for the publisher’s account details.

Step 7: Provide Delivery Address

• Share the correct delivery address of the training center, including the pin code, with the publisher.
• Ensure that the delivery address matches the address provided on SDMS/SMART to avoid any logistical issues.

Step 8: Confirm Delivery and Disbursement Guidelines

• Await confirmation from the publisher regarding the delivery of trainee handbooks to the training center.
• Refer to Annexure D for disbursement and other important guidelines related to trainee handbooks.

By following this offline process diligently, TPs can effectively procure trainee handbooks for PMKVY courses and ensure that enrolled trainees have access to the necessary learning resources for their skill development journey.