1. SCOPE
This procedure is applicable to all the employees of XXX.
2. PURPOSE
The purpose of this procedure is to define the requirements for positions in the company affecting quality, for hiring and training employees to ensure these requirements are met, and for evaluating the effectiveness of training provided.
3. REFERENCE DOCUMENTS
3.1 XXX Quality Manual,
3.2 Procedure for HR and Administration
4. TERMS & DEFINITIONS
HR – Human Resource
PA-Performance Appraisal
OJT- On Job Training
5. RESPONSIBILITY AND AUTHORITY
The HR Manager is responsible for implementation and management of this procedure.
6. DETAILS OF PROCEDURE
6.1 OVERVIEW
6.1.1 XXX employees are selected, trained and evaluated to ensure that those personnel performing work affecting product quality are competent on the basis of four primary criteria:
- education
- training
- skills
- experience
6.1.2 Job requirements have been developed for each position in the company affecting the quality and documented in an applicable Job Description. These define the desired minimum requirements for each position, including the four criteria listed above.
6.1.3 HR Assistant shall include applicable statutory or regulatory requirements for the position defined.
6.2 CANDIDATE SCREENING
6.2.1 All XXX personnel are hired on the basis of their ability to perform acceptable work. This is done by comparing the candidate’s resume, experience, application, etc. against the job description requirements.
6.2.1 It is not mandatory that candidates meet all requirements if the company can provide subsequent training or other actions to bring the candidate up to the requirements eventually.
6.3 NEW HIRES
6.3.1 New employees for the XXX undergo employee orientation, which includes Company Work policies and practices, ISO 9001 and Health & Safety training, and training on the Quality, Health & Safety Policy. Orientation training shall be completed within 15 days of the employee’s start date.
6.3.2 Orientation shall include discussing with the employee the relevance and importance of that person meeting customer and company MS requirements, and how their work will affect quality objectives.
6.3.3 A record of the completion of the orientation shall be maintained in the employee’s training file.
6.4 SUBSEQUENT TRAINING / OJT
6.4.1 Subsequent training, including on-the-job training (“OJT”), is performed to ensure each employee is knowledgeable in their job function and their role within the company.
6.4.2 The Competency Matrix lists applicable task-specific requirements for the positions/roles/designations; for employees hired in these positions, the HR Manager will update this matrix as training is conducted for these tasks.
6.4.3 On the Competency Matrix, an employee is considered qualified if the task is marked off as completed; the employee may train others if this is indicated.
6.4.4 Training records are maintained for training course conducted as per Training Attendance Form and individually in Employee Training Record and should indicate the following:
- Type of training
- Method of training
- Duration of training
- Date of completion
- Location of training
- The name of the instructor or individual who conducted the training
6.4.5 Personnel undergoing third-party training and receiving a certificate of training by the training provider may retain this certificate as a training record in lieu of an Employee training record.
6.4.6 All training records are to be maintained in the employee training file. Copies may be given to the employee for their personal retention or posting in their work areas.
6.5 TRAINING EVALUATION
6.5.1 Management periodically reviews and re-certifies employees for operations where recertification is required or beneficial. Personnel evaluations are performed as per Training Evaluation Form to assess the effectiveness of training. Employee evaluations shall include goals for continual improvement of the employee’s competency and abilities, as well as their growth within the company, as applicable.
6.5.2 Where appropriate, some training programs will include a test or other means of verifying the effectiveness of training. In such cases, work instructions will define the minimum passing grade and actions to be taken when an employee does not pass.
6.5.3 If problems, weaknesses, or concerns are discovered during an evaluation or otherwise reported for any other reason (including customer complaints), the HR Manager shall be completed to identify the weaknesses and develop a plan of improvement for that employee;.
6.5.4 For some tasks, tests may be developed and given to assess training effectiveness. In case a candidate fails to pass the test, he/she may under asked to undergo retraining. Repetitive failure may lead to Job reallocation or termination.
7. RETAINED DOCUMENTED INFORMATION
1) Employee Evaluation Record (HR / QF/02)
2) Employee Training Record (HR / QF/04)
3) Position Description (HR / QF/05)
4) List of Employees (HR / QF/06)
5) Training Attendance Form(HR / QF/07)
6) Competency Matrix (HR / QF/08)
7) Training plan(HR / QF/09)
8)Training Evaluation Form (HR / QF/10)
