AI Training Funding Implementation Guide: 90-Day Rollout Plan

You've secured funding approval. Now what? Most companies waste 60% of their training budget on poor execution—wrong providers, misaligned content, zero follow-through. This 90-day playbook turns government subsidies into measurable skill development.

The 90-Day Implementation Framework

Day 1-30: Foundation (Provider selection, curriculum design, baseline assessment) Day 31-60: Execution (Training delivery, skill application, early wins) Day 61-90: Validation (ROI measurement, expansion planning, continuous improvement)

Pre-Launch: Securing Funding (Day -30 to Day 0)

Malaysia HRDF Path

If NOT yet registered with HRDF:

Day -90: Begin HRDF registration

1. Gather company registration documents (SSM, Form 24, Form 49)
2. Prepare payroll statements (3 months minimum)
3. Submit application via HRD Corp portal
4. Timeline: 2-3 months for first-time registration

Day -30: Submit grant application

1. Log into eTRiS portal
2. Select training program from registered provider
3. Upload justification: "How does AI training support business goals?"
4. Include participant list (names, IC numbers, job titles)
5. Timeline: 2-4 weeks for approval

If ALREADY registered with HRDF:

Day -7: Submit grant application

1. Check levy balance in eTRiS
2. Submit application minimum 1 day before training (recommend 1 week buffer)
3. Wait for approval email

Singapore SkillsFuture Path

Individual SkillsFuture Credit (Immediate):

• Employees check balance on MySkillsFuture portal
• Register for SSG-approved course
• Credit applied at checkout automatically

Enterprise Credit (Post-training claim):

• Train employees first
• Submit claim after training completion
• Processing time: 2-4 weeks

MCES (Mid-Career Enhanced Subsidy):

• Employee must be 40+ years old
• Course must be diploma level or higher
• Subsidy applied automatically if eligible

Day 1-30: Foundation

Week 1: Provider Selection & Contracting

Day 1-3: Shortlist Providers

Malaysia criteria:

1. HRD Corp registration status (active, not expired)
2. Track record: How many HRDF claims approved in past 12 months?
3. Industry specialization: Do they understand your sector?
4. Trainer credentials: AI practitioners, not just theorists?
5. Post-training support: Do they offer Q&A sessions after course ends?

Singapore criteria:

1. SSG approval status
2. MCES eligibility (if targeting 40+ employees)
3. Course format: Full-time vs part-time vs online
4. Trainer quality: Check LinkedIn profiles, past client reviews
5. Job relevance: Does curriculum map to actual work tasks?

Red flags to avoid:

• Provider registered <1 year (higher claim rejection risk)
• Generic "AI for Everyone" courses (too shallow)
• No customization offered (one-size-fits-all rarely works)
• Pushy sales tactics ("Sign today or lose subsidy!")
• No post-training support (you're on your own after Day 3)

Day 4-7: Request Proposals from Top 3

Send this RFP template:

Subject: RFP for AI Training - [Company Name] - [Number] Employees

We're seeking an AI training provider for [number] employees in [roles].

**Requirements**:
- Training objectives: [Specific skills needed: ChatGPT, prompt engineering, automation]
- Duration: [Days/hours]
- Delivery format: [In-person / Online / Hybrid]
- Industry focus: [Your sector: finance, healthcare, manufacturing]
- Funding: [HRDF / SkillsFuture]

**Please provide**:
1. Detailed curriculum (module-by-module breakdown)
2. Trainer bios and AI experience
3. Pricing (gross + net after subsidy)
4. Sample case studies from your industry
5. Post-training support offerings
6. References from 2 similar clients
7. Confirmation of HRDF/SSG registration status

**Selection timeline**: Proposals due [date], decision by [date], training start [date].

Week 2: Curriculum Customization

Day 8-10: Evaluate Proposals

Score each provider on:

• Curriculum relevance: Does it match your use cases? (40 points)
• Trainer quality: Industry experience + teaching ability? (30 points)
• Pricing: Net cost after subsidy? (15 points)
• Support: Post-training Q&A, materials, follow-up? (15 points)

Winning proposal: 80+ points Acceptable: 70-79 points Red flag: <70 points

Day 11-14: Negotiate Customization

Work with selected provider to tailor content:

1. Replace generic examples with your data

   • Bad: "Use ChatGPT to write blog posts"
   • Good: "Use ChatGPT to draft [your company's specific document type]"

2. Map training to job functions

   • Customer service: AI-assisted email responses
   • Finance: Automated reconciliation
   • HR: Resume screening with AI
   • Sales: Lead qualification automation

3. Create industry-specific scenarios

   • Healthcare: Clinical documentation
   • Manufacturing: Predictive maintenance
   • Legal: Contract review
   • Marketing: Content generation

4. Request customization deliverables:

   • Custom slide deck with your company logo
   • Industry-specific case studies
   • Exercises using your actual workflow examples
   • Post-training action plan template

Day 15-20: Contract Finalization

Critical contract clauses:

1. Cancellation policy: What if HRDF claim is rejected?

   • Recommended: "If HRDF/SSG claim is rejected due to provider issue, full refund."

2. Attendance requirements: HRDF requires 75% attendance

   • Clause: "Provider must track and report attendance to support claim."

3. Materials ownership: Can employees keep course materials?

   • Recommended: "All course materials licensed for employee reference post-training."

4. Post-training support: How long do they answer questions?

   • Recommended: "30-day email support included, optional 90-day support for [fee]."

5. Payment terms: When do you pay?

   • Malaysia HRDF: Provider bills HRD Corp directly (new 2025 process). You may pay 10-30% admin fee to provider.
   • Singapore: You pay first, then claim reimbursement (Enterprise Credit) or use individual credits at checkout.

Week 3: Baseline Assessment & Communication

Day 21-23: Measure Current State

Before training, document baseline:

1. Skills assessment

   • Survey: "Rate your AI comfort level: 1 (never used) to 5 (expert)"
   • Practical test: "Complete this task with/without AI, time both"
   • Identify skill gaps by department

2. Performance metrics (will measure again at Day 90)

   • Time per task: [Process name] takes [X] hours currently
   • Error rate: [X]% of outputs require rework
   • Customer satisfaction: [Score] on recent surveys
   • Employee satisfaction: "How tedious is [manual task]?" (1-5 scale)

Why this matters: You can't prove ROI without baseline data.

Day 24-27: Pre-Training Communication

Email to participants (1 week before training):

Subject: You're Enrolled: AI Training - [Date]

You've been selected for AI skills training on [date]. This training is [X]% funded by [HRDF/SkillsFuture], making it available at minimal cost to the company.

**What you'll learn**:
- [Specific skill 1]
- [Specific skill 2]
- [Specific skill 3]

**What to expect**:
- Duration: [Days/hours]
- Format: [In-person/Online]
- Materials: Provided by trainer

**Pre-work**:
- [ ] Complete skills assessment survey [link]
- [ ] Review attached AI tools overview
- [ ] Bring examples of repetitive tasks from your role

**Why this matters**:
AI is transforming [your industry]. This training ensures you're ahead of the curve, not left behind. Specific use cases from your daily work will be covered.

**Questions?** Reply to this email or contact [Training Coordinator].

See you on [date]!

Manager briefing (for supervisors of trainees):

Subject: Your Team Members Are Training in AI - Here's How You Can Support

The following team members are attending AI training on [date]:
- [Name 1]
- [Name 2]

**Your role**:
1. **Before training**: Discuss with each person: "What tasks could AI help you automate?"
2. **During training**: Ensure they can attend uninterrupted (no urgent meetings)
3. **After training (critical)**: Within 48 hours, meet for 15 min: "Show me one thing you learned"
4. **Week 2-4 post-training**: Weekly check-in: "How are you applying AI this week?"

**Why manager support matters**:
Without reinforcement, 70% of training is forgotten in 30 days. Your active engagement increases retention to 90%+.

**Resources for you**:
- AI tools cheat sheet (attached)
- Questions to ask in check-ins (attached)

**Questions?** Contact [Training Coordinator].

Week 4: Final Preparations

Day 28-30: Logistics

In-person training checklist:

• Venue booked (confirm Wi-Fi speed >50 Mbps for AI tools)
• Equipment: Projector, whiteboard, laptops (if not BYO)
• Catering arranged (coffee, lunch for full-day training)
• Sign-in sheet prepared (75% attendance required for HRDF)
• Feedback forms printed

Online training checklist:

• Zoom/Teams link sent to participants
• Test link 24 hours before (ensure all can access)
• Breakout rooms configured (for group exercises)
• Digital attendance tracking set up
• Pre-training materials shared (slide decks, exercise files)

Day 31-60: Execution

Week 5: Training Delivery

Day 31-33 (or 31-35): Training Week

Day 1 of training - HR's role:

1. Morning: Arrive 30 min early, ensure room setup
2. Opening remarks (5 min):
   • "This training is funded by [HRDF/SkillsFuture] at [X]% subsidy"
   • "Your role: Attend fully, participate actively, apply learnings immediately"
   • "Company's expectation: Each of you will implement one AI workflow improvement within 30 days"
3. Attendance: Sign-in sheet at start and end of each day (HRDF requirement)
4. Feedback: Distribute evaluation forms at end of final day

Day 2-3 of training - Let trainer run, but observe for:

• Engagement levels: Are participants active or passive?
• Relevance: Is content matching their actual work?
• Red flags: Is trainer too technical? Too shallow?

End of training - Collect:

• Completed attendance sheets
• Feedback forms from all participants
• Trainer's post-training report
• Certificate of completion (for HRDF claim)

Week 6-7: Immediate Application

Day 34-37: The Critical 72-Hour Window

Why this matters: Research shows 72 hours post-training is when memory is strongest. Employees who apply skills within 72 hours have 3x higher retention.

Day 34: Send this email immediately after training ends:

Subject: Your AI Training - Next Steps (Action Required)

Congratulations on completing AI training! Now comes the most important part: application.

**Your 72-Hour Challenge** (Due [Date 72 hours from now]):
1. Identify ONE task you do repetitively (emails, reports, data entry)
2. Use AI to do that task (ChatGPT, Copilot, tool from training)
3. Document: Old time vs new time, quality comparison
4. Share with your manager in Friday's 1:1

**Resources**:
- Training slides: [Link]
- AI tools list: [Link]
- Q&A with trainer: [Email/Slack channel]

**Need help?** Reach out to [Training Coordinator] or your manager.

Let's turn this training into real results!

Day 37: Managers must hold 1:1s with each trainee

Script for managers:

"Show me what you learned in AI training."
[Let employee demonstrate one use case]
"How could you use this in your daily work?"
[Brainstorm 2-3 specific applications]
"Let's pick one to implement this week. What support do you need?"
[Remove blockers: tool access, time allocation, approval]

Day 38-47: Weekly Application Tracking

Week 6-7 ritual: Every Friday, each trainee submits:

**AI Application Log - Week [X]**

1. **Task I automated**: [Specific task]
2. **AI tool used**: [ChatGPT, Copilot, etc.]
3. **Time saved**: [Before: X hours → After: Y hours]
4. **Quality impact**: [Better/Same/Worse + why]
5. **Challenges faced**: [What didn't work?]
6. **Next week's goal**: [What will I try next?]

HR's role: Compile logs, identify patterns

• What's working? (Amplify best practices)
• What's stuck? (Provide additional support)
• Who needs help? (Schedule refresher sessions)

Week 8: Early Wins Showcase

Day 48-54: Internal Case Studies

Identify 3-5 "early wins" to showcase:

Example:

**Early Win #1: Customer Service Email Automation**

**Employee**: Sarah (Customer Service Rep)
**Task**: Responding to common inquiries (shipping, returns)
**Before AI**: 30 minutes to draft response for complex inquiry
**After AI**: 10 minutes (ChatGPT drafts, Sarah reviews/sends)
**Time saved**: 20 minutes per inquiry × 8 inquiries/day = 2.6 hours/day
**Annual value**: 2.6 hours × RM25/hour × 250 days = RM16,250
**Company investment**: RM600 (after HRDF subsidy)
**ROI**: 2,608% in Year 1

Day 54: Host "Lunch & Learn" - 30 minutes

Invite entire company (not just trainees):

1. Share 3-5 early win case studies
2. Live demo by employees who achieved wins
3. Q&A: "How can I do this in my role?"
4. Announce: Next training cohort enrolling in [month]

Purpose: Build momentum, create internal advocates, justify expansion.

Day 61-90: Validation & Expansion

Week 9-10: ROI Measurement

Day 61-70: Gather Post-Training Metrics

Remeasure baseline metrics from Day 21-23:

1. Skills assessment (same survey as Day 21)

   • Compare: Before training (avg 2.1/5) → After training (avg 3.8/5)
   • Target: 1.5+ point improvement

2. Performance metrics

   • Time per task: [X hours] → [Y hours] (% improvement?)
   • Error rate: [X]% → [Y]% (improvement?)
   • Customer satisfaction: [Before score] → [After score]
   • Employee satisfaction: "How tedious is [task]?" (1-5)

3. Adoption rate

   • Survey: "How often do you use AI tools now?" (Daily / Weekly / Never)
   • Target: 80%+ using AI at least weekly

4. Financial impact

   • Sum all time savings across 30 employees
   • Convert to RM/$ using hourly rate
   • Calculate actual ROI: (Benefit - Net Investment) / Net Investment × 100%

Day 71: Generate ROI Report

Create 1-page summary for leadership:

**AI Training ROI Report - [Date]**

**Investment**:
- Gross cost: RM/$ ___
- Subsidy: -RM/$ ___ ([HRDF/SkillsFuture])
- Net cost: RM/$ ___

**Results (90 days)**:
- Employees trained: [X]
- Adoption rate: [Y]% using AI weekly
- Time saved: [Z] hours/day total
- Annual value: RM/$ ___
- **ROI**: ___%
- **Payback period**: [X] months

**Top 3 Use Cases**:
1. [Case study 1 with specific numbers]
2. [Case study 2 with specific numbers]
3. [Case study 3 with specific numbers]

**Next Steps**:
1. Expand training to [Department B]: [X] employees
2. Advanced training for early adopters: [Y] employees
3. Refresh sessions for those struggling: [Z] employees

Week 11-12: Continuous Improvement

Day 72-84: Establish Ongoing Support

1. Monthly AI office hours (1 hour)

   • Open Q&A for anyone struggling
   • Share new AI tools/techniques
   • Peer learning (employees teach each other)

2. Slack/Teams channel: #ai-champions

   • Async Q&A
   • Share wins and tips
   • Troubleshooting together

3. Quarterly refreshers (2 hours)

   • Review fundamentals for those falling behind
   • Introduce new AI capabilities
   • Recertification for those who want it

Day 85-90: Plan Expansion

If ROI > 200%: Expand aggressively

• Train next department (30+ people)
• Invest in advanced courses for early adopters
• Budget for Year 2: Double the training investment

If ROI 100-200%: Expand cautiously

• Train smaller cohort (10-15 people)
• Focus on refining approach with early successes
• Investigate: Why didn't some employees adopt AI?

If ROI < 100%: Pause and diagnose

• Root cause: Was training poor quality? Wrong content? Insufficient manager support?
• Fix: Adjust provider, content, or support structure
• Retry with pilot group (5-10 people) before scaling

Common Implementation Failures (And How to Avoid Them)

Failure #1: "Train and Forget"

Problem: Training ends, everyone goes back to old habits. Six months later, no one uses AI.

Fix:

• Schedule mandatory 72-hour application challenge
• Weekly manager check-ins (4 weeks minimum)
• Monthly office hours for ongoing support

Failure #2: Generic Training

Problem: "AI for Everyone" course teaches theory, not practical application to your business.

Fix:

• Demand curriculum customization (use your company's actual data)
• Require industry-specific case studies
• Reject providers who offer zero customization

Failure #3: No Manager Involvement

Problem: Employees trained, but managers don't know what they learned. No reinforcement = no adoption.

Fix:

• Brief managers before training: "Here's what your team will learn"
• Mandate 1:1s within 72 hours post-training
• Include "AI adoption support" in manager performance reviews

Failure #4: Waiting for Perfect Provider

Problem: Spend 6 months evaluating providers. By then, budget reallocated or business priorities changed.

Fix:

• Set decision deadline: 30 days from RFP
• "Good enough" provider today > "perfect" provider in 6 months
• You can always switch providers for next cohort

Failure #5: Not Tracking Baseline Metrics

Problem: Can't prove ROI because you never measured "before" state.

Fix:

• Day 21-23: Always measure baseline (time, cost, quality)
• Day 61-70: Remeasure same metrics
• ROI = (After - Before) / Investment × 100%

Next Steps: Start Your 90-Day Rollout

Week 1 Action Items:

1. Shortlist 3 HRDF/SSG-registered providers
2. Send RFP using template above
3. Set decision deadline (Day 7)

Week 2 Action Items:

1. Evaluate proposals (scoring rubric above)
2. Negotiate customization with selected provider
3. Finalize contract

Week 3 Action Items:

1. Measure baseline metrics
2. Send pre-training email to participants
3. Brief managers on their support role

Need expert help executing your rollout? Pertama Partners provides end-to-end implementation support for government-funded AI training programs. We handle provider selection, curriculum customization, manager briefings, and ROI tracking.

Schedule a consultation to fast-track your 90-day implementation.

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Last updated: February 2026 | 90-day implementation playbook for Malaysia HRDF and Singapore SkillsFuture-funded AI training