How to Source & Purchase Technical Training Equipment

Technical Training Equipment's are used by colleges, polytechnics, universities and companies to create realistic learning environments for students to train for professional skills, often industrial.

Setting up an effective training environment at the right cost and risk requires many considerations, and that's what this blog post is going to cover in a straightforward and condensed (no bullshit) manner.

• Our promise: after reading this blogpost you will be more than ready to jump straight into the works of developing your own training center

Let's have a look at what we will cover, summarized below:
 

Phase	Activity	Goal
Framework	Establish training needs, jobs, competencies, & curriculum	Form Your Framework
Baseline	Gap analysis of training goals and existing teaching tools	Understand Current State
Limitations	Consider physical limitations of your training environment	Analyze Limitations
Research	Establishing relevant sourcing parameters, what is important	Establish Your Needs
Sourcing	Searching for suitable products & services from different sources	Evaluate Products
Procuring	Requesting quotations, evaluating offers, potentially negotiating	Evaluate Cost & Risk
Purchasing	Entering into contract, paying for and receiving products & services	Manage Implementation
Maintaining	Manage resources, risk, & relationships, implement improvement	Maintain & Improve

 

As you can see we have separated this process into eight phases, with their own activities and goals. In the blogpost below we will explain each phase in detail, with a large amount of tips to make sure you have all the tools necessary for managing your project.

• Bonus: at the end of the blogpost you will find a link to download this blogpost as a free eBook, complete with templates to help you stay organized.

Ready to get started? Let's jump right in!

 

Index:

Chapter 1: Form Your Framework Through Preparatory Work

Chapter 2: Baseline of Existing Training Technologies

Chapter 3: Consider Physical Limitations of your Training Environment

Chapter 4: Establishing Relevant Sourcing Parameters

Chapter 5: Sourcing Technical Training Equipment (the search)

Chapter 6: Procuring Technical Training Equipment (negotiating the offer)

Chapter 7: Purchasing Technical Training Equipment (placing the order)

Chapter 8: Management & Maintenance of your Training Environment 

Chapter 9: Conclusion

 

Chapter 1: Form Your Framework Through Preparatory Work

If you are developing a technical learning environment, a vocational workshop, or an engineering lab, this will most likely be to support a specific course, a training program, a full diploma or even a degree.

We know it's exciting to start looking into instructional technology, equipment and learning systems, but before jumping into this, let’s take a step back and explore the reasoning for why we are doing what we are doing, let's form our framework.

Ask yourself, is all the preparatory work done and do we have a sound logic for what we are trying to achieve? At Edquip we use to suggest that you at least explore the five levels of analysis below, before you start evaluating training tools.
 

Training Needs Analysis

Your training center (whether its public, private or enterprise) has identified all possible foreseeable workforce needs for your country, region, or enterprise. Essentially this means that you have a clear list of which jobs (trades & occupations) will be in demand and you have prioritized them accordingly.
 

Job Analysis

For each job identified in step 1 – you have established a panel of experts consisting of: subject matter experts, top trainers, coaches, assessors etc. with a deep level of understanding of the job function. This panel has closely reviewed, listed, and segmented into units the various work tasks associated with each job. Essentially this means you already know clearly which tasks needs to be performed at each job.
 

Identification of Competencies

The list of tasks identified in step 2 has thereafter been mapped by the panel to the awareness, knowledge, skill, attitude and competencies which the learners need to acquire, in order to do the job well. Essentially this means that you have traced back and identified what the learners need to learn.
 

Competency Development Framework

The competency development framework you have developed, is neatly tying together the different jobs, units, individual tasks and the awareness, knowledge, skill, attitude and competencies that learners needs to acquire to perform each task. This is formulated into learning areas and the key is that each piece of learning is measurable and verifiable to a standard level required.
 

Development of Curriculum & Training Programs

The successful German dual education system combines apprenticeships in a company simultaneously with education and training at a vocational school, within one course. The competency development framework from step 4 above, should be translated into curriculum and teaching material for both on and off the work training (for dual systems), alternatively just for class-based training systems. Emphasis should be on both theoretical and practical exercises and ideally plotted to existing courses and resources.
 

Summary

As explained in the five steps process above, you should have a clear understanding about which jobs your training centers should be preparing learners for. You should understand which are the tasks necessary to be performed in each job, and what awareness, knowledge, skills, attitudes and competencies the learners need to acquire to perform their job well.

You should also have a competency development framework (CDF) which indicates measurable and verifiable learning experiences to a standard level required. When that is then translated into curriculum and teaching materials you have a good foundation of steering documents for supporting your acquisition process for didactic training equipment.

 

 

Chapter 2: Baseline of Existing Training Technologies

Do you have a current training center with existing technology? Are you unsure if your training systems and equipment are up to date? You might ask yourself these types of questions when you are to revamp, extend, or scale-up your training program.

Perhaps the easiest way to assess your existing training equipment is by analyzing if it can support effective learning of the skills which your training center is supposed to teach.
 

List all Skills & Competencies

First, make sure you have a clear picture of which skills and competencies are to be taught, and that they are measurable and verifiable to a standard level required (Chapter 1).Also, while workforce development takes a long time to implement and assess, technology development is only accelerating into shorter and shorter development and adoption cycles.

Therefore, it is critical to highlight the importance of not only focusing on CURRENT workforce needs, but also on FUTURE workforce needs. To properly include future workforce needs we suggest analyzing both local industry needs and predictions, as well as global macro technology trends for the near to medium future.
 

List all Instructional Technologies

Second, take stock of the different types of instructional technologies and educational tools which you have available for learners in your training center. Make sure to include, machines, equipment, hardware training systems, e-learning, software simulation tools, virtual reality training, educational contents etc.

Ideally you should know which type of skills each training system can effectively teach, the depth of the knowledge transferred and the richness of the learning experience.
 

Map Skills to Technologies

Third, map the two lists of (a) Skills & Competencies and (b) Instructional Technologies towards each other, this exercise will make it clear:

• which Skills & Competencies are well met and supported, poorly covered, or totally unaddressed by the existing Instructional Technology.
• which Instructional Technology is currently adequate, which should be reviewed, and which is superfluous for training the desired Skills & Competencies.

The goal of this exercise is to be able to swiftly decide which existing training equipment should be reviewed further before we decide to keep, or to discard them.
 

Evaluate / Assess existing training equipment

There are various reasons as to why we want to implement educational technology, namely improving learning outcomes, instructional processes, access to learning and scalability, lowering costs, increasing organizational capacity etc.

Considering these different reasons, we have aggregated the below list of parameters to make evaluation and assessment as easy as possible. Since priorities differ between each training provider, we suggest that you use the below parameters in any combination and with whichever weighting that makes sense for you.
 

Learning Outcomes:

• Subject knowledge (level of content quality, student outcome)
• Hand skills preparedness (degree of hands-on, physically applied, kinesthetic learning)
• Problem solving (degree of included fault diagnostics, troubleshooting processes)
• Job readiness (degree to which the technology is the same as used in future job)
• Technology literacy (degree of preparation to work in a digital environment)
• Information literacy (promotes reflective and critical discovery of information)

Instructional Processes:

• Safety aspects (degree of which safety requirements are considered)
• Collaboration & teamwork (didactic approach to small group work)
• Teaching efficiency (is process and approach efficient considering trainer time)
• Trainer workload (will workload decrease or increase)
• Subject knowledge (level of content quality, trainer outcome)

Access & Scalability

• Reach (degree of off-premises access to learning experience)
• Simulations (degree of pre-class simulation training to increase learning effectiveness)
• Tech support (availability of tech support from producer, supplier, distributor etc.)
• Total cost of ownership (purchase costs, ongoing costs, maintenance costs etc.)
• Use whichever parameters are important for you, assess the existing training equipment and decide which are worth keeping.
   

Planning of Training Environment

Once you know which training equipment makes sense to keep, and which to discard, it’s time to dig into planning your training environment. The training environment is the room, workshop, or laboratory in which you will be conducting the training.

The better that such an environment is initially planned and organized, the higher use and lower cost the final training environment will have.

Good planning of the training environment starts by knowing which occupations we are training for, which exact tasks are performed at each job, what needs to be learnt, and at which verifiable and standard level required (chapter 1).

Furthermore, it is important that the design has utilization in mind, that it includes elaborations of learning concepts, room data sheets with descriptions of utilization and with input from all prospective users of the learning space.

Based on such understanding it is possible to decide what type of equipment and training systems should be used, and how to physically organize them in the learning environment for the highest potential learning output.

In the next chapter we will explore the physical layout and limitations.

 

 

Chapter 3: Consider Physical Limitations of your Training Environment

Considerations related to the physical space where the training equipment will be housed are crucial. Here are some parameters associated with the building and space requirements:
 

Space Availability

Assess the available space in your training facility to determine if it can accommodate the size and layout of the equipment. Consider factors such as floor space, wall clearance, and room dimensions.
 

Ceiling Heights

Ensure that the ceiling heights in the training area are sufficient to accommodate any tall or overhead equipment. This is particularly important for equipment such as industrial machinery or overhead projectors.
 

Door Frame Sizes and Elevators

Measure the door frame sizes to ensure that the equipment can be easily moved in and out of the training area without encountering obstacles. If the workshop or lab space is not on the ground floor, consider if they fit within the elevators of the building.
 

Ventilation and Airflow

Evaluate the ventilation and airflow systems in the training area to ensure adequate circulation of air, especially if the equipment generates heat or emissions. Proper ventilation is essential for maintaining a comfortable and safe learning environment.
 

Electrical and Power Requirements

Determine the electrical and power requirements of the equipment, including voltage, wattage, and outlet specifications. Ensure that the training area has sufficient electrical capacity to support the equipment without overloading circuits.
 

Flooring and Surface Considerations

Choose flooring materials that are durable and suitable for the type of equipment being used. Consider factors such as slip resistance, impact absorption, and ease of cleaning.
 

Storage and Workspace Organization

Plan for adequate storage space to store the equipment when not in use, as well as space for students to work and collaborate during training sessions. Consider storage solutions such as cabinets, shelves, or dedicated equipment rooms.
 

Acoustic Considerations

Assess the acoustic properties of the training area to minimize noise disruptions and ensure a conducive learning environment. Consider acoustic treatments such as soundproofing materials or acoustic panels if necessary.
 

Lighting Conditions

Evaluate the lighting conditions in the training area to ensure sufficient illumination for safe and comfortable operation of the equipment. Consider factors such as natural light, artificial lighting, and glare reduction.
 

Health and Safety Regulations

Ensure that the training area complies with health and safety regulations and building codes relevant to the type of equipment being used. This includes requirements for fire safety, emergency exits, and hazard prevention.

 

 

Chapter 4: Establishing Relevant Sourcing Parameters

Before starting the search, we recommend that you establish the parameters which are important to achieve the goals in your learning environment. The relative importance of each parameter is always different for each situation and institution, which is why the list below is presented in no particular order.
 

Relevance to Curriculum

Ensure that the equipment aligns with the curriculum or learning objectives of your training program. It should cover the necessary topics and skills that students need to learn. If you have done your homework in Chapter 1, this will be a piece of cake.
 

Effectiveness of Teaching

To which extent does the training equipment transfer; subject knowledge; technology literacy; and hands-on preparedness to the learners? What non-biased proof of such knowledge and skills transfer exists?
 

Quality and Durability

Invest in high-quality equipment that is durable and built to withstand frequent use. Quality equipment will last longer and provide a better learning experience.
 

Safety Features

Safety should be a top priority when selecting training equipment. Ensure that the equipment meets safety standards and includes features to protect users from accidents or injuries.
 

User-Friendly Interface

Choose equipment with a user-friendly interface that is easy for students to operate and understand. Intuitive controls and clear instructions can enhance the learning experience.
 

Scalability and Expandability

Consider whether the equipment can be easily scaled or expanded to accommodate future growth or changes in your training program. This includes compatibility with additional modules or accessories.
 

Technical Support and Maintenance

Look for equipment that comes with reliable technical support and maintenance services. This can include training for instructors, troubleshooting assistance, and warranty coverage.
 

Integration with Technology

If applicable, consider whether the equipment integrates with other technology platforms or software tools used in your learning environment. Compatibility with digital learning platforms can enhance the overall learning experience.
 

Cost-Effectiveness

Evaluate the cost of the equipment relative to its features, quality, and durability. Choose equipment that offers good value for your budget and long-term investment.
 

Feedback and Reviews

Research feedback and reviews from other educators or institutions that have used the equipment. This can provide valuable insights into its effectiveness and reliability.
 

Hands-On Learning Opportunities

Select equipment that provides hands-on learning opportunities for students. Interactive exercises and real-world simulations can help reinforce theoretical concepts and practical skills.
 

Versatility and Flexibility

Look for equipment that can be used for a variety of exercises and simulations, allowing students to explore different scenarios and applications within the subject area.
 

Portability and Storage

Depending on your needs, consider the portability of the equipment and whether it can be easily transported or stored when not in use. This is especially important for mobile training units or programs with limited space.
 

Industry Standards and Certifications

If applicable, choose equipment that meets industry standards or certifications relevant to the field of study. This can help students gain credibility and recognition in the job market.
 

Data Collection and Analysis Capabilities

Look for equipment that allows students to collect and analyze data, providing opportunities for practical experimentation and research. This can be particularly beneficial in STEM fields.
 

Integration with Real-World Equipment

If possible, select equipment that integrates with or simulates real-world industrial or laboratory equipment. This can provide students with valuable hands-on experience and familiarity with industry-standard tools.
 

Collaborative Learning Features

Consider whether the equipment supports collaborative learning experiences, such as group projects or team-based exercises. Features like multi-user interfaces or networking capabilities can facilitate collaboration among students.
 

Customization and Personalization Options

Choose equipment that offers customization or personalization options, allowing instructors to tailor the learning experience to the specific needs and interests of their students.
 

Feedback Mechanisms

Look for equipment that provides feedback mechanisms, such as performance metrics or error tracking, to help students monitor their progress and identify areas for improvement.
 

Language requirements

Is the content language available either in the mother tongue of my learners, or can they manage with content in a secondary well spread global language?
 

Workload on Educator

To which extent does the training system add to or decrease the workload of the educator? Does it improve upon current existing processes which the educator needs to perform anyways, or does it add more administrational tasks for the educator which might not have an obvious value?
 

Environmental Impact

Evaluate the environmental impact of the equipment, including factors such as energy efficiency, recyclability, and use of sustainable materials. Choose equipment that minimizes its carbon footprint and environmental footprint overall.
 

 

Chapter 5: Sourcing Technical Training Equipment (the search)

 

 

Chapter 6: Procuring Technical Training Equipment (evaluating different offers)

Once you have searched and found suitable training technologies your sourcing phase has come to an end and you will step into the procurement phase. In the procurement phase the goal is to find the best value for money, which means that you will be interacting with suppliers of the different products you have identified.

The first step is to request quotations from the manufacturers, which can be done through an online marketplace like Edquip, it is time to request quotations to understand the general costs and some common terms for the future purchase.
 

Equipment Costs

Compare the costs of the equipment proposed by different suppliers. Consider not only the initial purchase price but also any additional fees or charges associated with customization, upgrades, or optional accessories.
 

Ongoing Costs

Evaluate the long-term costs associated with maintaining and operating the equipment. This may include expenses such as consumables, replacement parts, software licenses, and maintenance contracts. Assess whether these ongoing costs fit within your budget constraints.
 

Incoterms

Review the proposed Incoterms (International Commercial Terms) to understand the responsibilities and obligations of both the buyer and the seller regarding the delivery of the equipment. This includes aspects such as transportation, insurance, and risk transfer.
 

Shipping Costs

Consider the shipping costs associated with transporting the equipment from the supplier's location to your facility. Evaluate whether the proposed shipping method and carrier are cost-effective and reliable. Air freight is quick, but sea freight is more economical. 
 

Importation Costs

Assess any importation costs or customs duties that may apply when bringing the equipment into your country. Factor in taxes, tariffs, and other fees to accurately estimate the total landed cost of the equipment.
 

Installation, Commissioning, Training

Review the proposal to determine whether installation, commissioning, and training services are included. Evaluate the scope of these services, including the duration, level of support, and training materials provided.
 

Warranty

Examine the warranty terms offered by the supplier to ensure adequate coverage for the equipment. Pay attention to the duration of the warranty, what is covered (e.g., parts, labor), and any exclusions or limitations.
 

Lead Time

Consider the lead time required for manufacturing, delivery, and installation of the equipment. Understand that education equipment manufacturers normally “produce-to-order” as opposed to selling “off-the-shelf” products. Evaluate whether the proposed timeline aligns with your project schedule and training program timelines.
 

Technical Specifications and Compliance

Ensure that the proposed equipment meets your technical specifications and complies with relevant industry standards, regulations, and safety requirements. Verify that the equipment is suitable for your intended use and learning objectives.
 

Supplier Reputation and Support

Research the reputation and track record of the supplier to assess their reliability, customer service, and technical support capabilities. Consider factors such as references, reviews, and past performance when evaluating the proposal.
 

Payment Terms

Review the proposed payment terms, financing options, and payment schedules offered. Do these payment terms align to the risk you are prepared to take? If you are looking for a lower risk profile with a Letter of Credit (LC), evaluate if the extensive work associated is necessary, or if the escrow solutions offered by Edquip meets your needs.
 

Potential Negotiation

Once you have an overview of the costs and the terms of comparable equipment, this is a time when you should make sure that any offers are suitable for your needs and that you accept the terms and conditions. If you think that there is room for negotiation either in price or regarding any of the terms, this is the time to ask for it, before you decide which equipment to buy. Once an offer is accepted, the Vendors are typically not keen on any negotiation.

 

 

Chapter 7: Purchasing Technical Training Equipment (placing the order)

After evaluating the different offers and potentially negotiating, you will enter into the phase of purchasing, which is to actively enter into a contract with suppliers, to pay for and to receive products and services according to the terms agreed.

Below are a number of important parameters to consider throughout the product purchasing phase.
 

Budget Management

Track expenses closely to ensure that the purchase stays within the allocated budget. Monitor costs related to equipment purchase, shipping, importation, installation, training, and ongoing maintenance.
 

Vendor Communication

Maintain clear and open communication with the selected vendor(s). Keep track of all correspondence, to ensure that expectations are aligned and any issues are addressed promptly.
 

Procurement Timeline

Monitor the progress of the procurement process to ensure that it stays on schedule. Keep track of key milestones, such as order placement and confirmation, production lead times, shipping, and delivery dates, and execution of installation, commissioning, and training, to avoid delays.
 

Quality Assurance

Verify that the equipment meets quality standards and specifications outlined in the proposal or contract. Conduct inspections upon delivery to ensure that the equipment is in good condition and free from defects or damage.
 

Compliance and Documentation

Ensure that all necessary documentation, including contracts, invoices, shipping documents, and certificates of compliance, are in order. Keep track of any regulatory requirements or certifications needed for the equipment.
 

Risk Management

Identify and mitigate potential risks associated with the procurement process, such as supply chain disruptions, delivery delays, or quality issues. Develop contingency plans to address unforeseen challenges and minimize their impact.
 

Payment Processing

Manage payments according to the agreed-upon terms and conditions outlined in the contract or purchase order. Keep track of payment deadlines, methods of payment, and any invoicing discrepancies that may arise. Coordinate with finance or procurement departments to ensure timely processing of payments.
 

Installation and Commissioning

Coordinate the installation and commissioning of the equipment according to the agreed-upon schedule. Monitor progress to ensure that installation is completed correctly, and that the equipment is functioning as expected.
 

Training and Support

Schedule and coordinate training sessions for instructors and end-users on how to operate the equipment effectively. Ensure that training materials and resources are provided and that technical support services are available as needed.
 

User Feedback and Evaluation

Gather feedback from instructors and students, regarding their experience with the equipment. Evaluate user satisfaction, performance, and any areas for improvement to inform future purchasing decisions.

 

 

Chapter 8: Management & Maintenance of your Training Environment

Once you have researched, sourced, procured, and purchased the necessary instructional technologies your learning environment is set up, but the work doesn’t end here.

Managing and maintaining a technical training center is no rocket science, but it helps if you: (1) stay educated, (2) are organized, and (3) invest in the relationship with Vendors.
 

Safety requirements

Some training equipment has dangerous components, such as the use of gases (chemical engineering), high voltage (power engineering / e-mobility), high pressure (hydraulics / pneumatics) etc.

Make sure that you are aware of which types of safety requirements are necessary for your training center, train your staff, make sure that any dangerous procedures are clearly documented and adhered to, and go through the necessary continuous infrastructure checkups.
 

Insurance

The most common workplace accidents are associated with improper and untrained usage of machines and equipment. Training students correctly will reduce accidents and fatalities in future workplaces, but it also poses a risk that something might go wrong during training.

To limit risk should something go wrong, make sure that your insurance does not lapse so that you always have coverage for your specific training activities.
 

Product warranty

Most Vendors of training systems, machines and didactic equipment will guarantee their product against manufacturing faults, meaning they will provide spare parts, repair, or replace faulty products.

The product warranty typically differs anywhere from 12 to 60 months (1-5 years) depending on Vendor, country, usage environment (high humidity, extreme heat) etc.

Make sure you know your product guarantees and do a proper review of the training systems well in time before the product guarantee lapses.
 

Software updates

If your training system requires timely updates, make sure you are aware of this and that any notifications from the producer reach you accordingly. Sometimes software updates can be conditional for keeping the product guarantee active.
 

Technical Support

If you run into technical problems, the majority of producers will be able to provide you with remote technical support, either through video conferencing systems or through proprietary communications and support-ticket management systems.

Check which type of technical support you can be provided such as a formal ticketing system, via email, via phone etc. Also check if the turn-around-time for support tickets meets your requirements, or if you need to put in place a special service level agreement.
 

Maintenance

The Vendor might have general maintenance recommendations for the equipment, make sure that you know what they are and that you follow them accordingly, this often prolongs the lifetime of your apparatus.

Also, some manufacturers of didactic products offer maintenance programs in which they will travel to your destination and service your equipment. Most often this is an “add-on-service” which can be purchased alongside the initial equipment, and sometimes afterwards.
 

Vendor relationships

As customers we sometime come across a company which “just gets it” regarding how to treat and take care of their customers. The truth is that the same applies to how Vendors perceive their Customers.

How can you as a customer receive quick, professional, and loving care from your producer? There is only one way to get there, invest time into building a good relationship, some tips, and tricks below:

When you need technical support first try to solve the problem yourself, read the manual, read the FAQ, do the trouble shooting, chances are that the solution is documented. If you still need support, explain what you have done, it helps to zero in on the problem, Vendors love that.

If you have suggestions for improvement, either administrational, technical, or pedagogical, share it with the vendor, it will help them improve and they will love you for it.

Many Vendors want to provide case studies and success stories in their marketing campaigns. If you can provide them with photos, videos, student testimonials, key statistics, and numbers which they can use for case studies, then consider yourself already among the top customers.
 

Asset management software

If your training center has different types of training equipment from diverse suppliers, managing this infrastructure is cumbersome but rewarding. An asset management software is a tool which can help you bring order and processes to keeping track of important commercial documentation, reminders, technical support requests, communications etc.
 

Organizational knowledge

Maintaining knowledge within your training center and making it available for everyone can prevent troubles when key-personnel leave.

Putting in place information sharing procedures and systems goes a long way if combined with clearly defined responsibilities tied to yearly employee follow-ups. We also highly recommend that various personnel are present when producers do initial training.
 

Budgeting

Setting up didactic technology and learning infrastructure in a training center does not only require the purchase of didactic equipment, but also of ongoing management and maintenance.

When managing the budget for a training center it is important to take into consideration the full cost of ownership and to set aside sufficient resources for continuous management.

 

 

Chapter 9: Conclusion

As you can see from this article, building an effective learning environment for technical subjects and skills requires many considerations. At Edquip, we understand the importance of laying a solid foundation for your technical learning environment.

As you embark on the journey of sourcing didactic training equipment, our online marketplace streamlines the search process, provides solutions for easy comparison of different equipment, as well as quotations and proposals. Further we provide a dashboard to manage communications with different Vendors, and a step-by-step purchase process which is tied into safe transactions through escrow solutions.

Whether you're establishing a vocational workshop, engineering lab, or training center, our comprehensive approach ensures that you're equipped with the right tools to achieve your educational objectives.

We look forward to collaborating with you, feel free to reach out via info(at)edquip.co or feel free to download the free eBook.