Example for procedure of Personnel Competency & training requirements

1.0 PURPOSE:

The aim of this procedure is to maintain a documented procedure for:

• Defining personnel competency.
• to identify the rationale for, and elements of, the process the Company uses to verify the background and qualifications of a candidate for employment at XXX
• Identifying training requirements.
• Actions to achieve the necessary competency of personnel whose responsibilities fall within the scope of the Quality management system.
• Includes provisions for determining and documenting the effectiveness of the training or other actions taken toward the achievement of required competency.
• Ensure that all personnel performing activities affecting quality are capable of performing their respective assigned tasks.
• Ensure that persons doing work under the organization’s control are aware of relevant requirements.

2.0 SCOPE:

This procedure is applicable to all the following systems and standards

• API Spec Q1, 9th edition /ISO 29001:2020
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Applies to all processes which has an influence on product quality.

3.0 RESPONSIBILITY:

1. Human Resource Manager
2. Management Representative (MR)
3. All concerned process owners

4.0 INPUTS:

• Training need identification
• Skill – Competency matrix
• Annual Training Plan

5.0 RESOURCES:

• Competent Manpower
• Funds
• Infrastructure for training

6.0 PROCEDURE:

6.1 General

All personnel performing work effecting product quality shall be competent on the basis of appropriate education, relevant, and necessary training, skills and experience. XXX determines the necessary competence of person doing work under its control that affects its Quality performance and its ability to fulfill its compliance obligation. There are two forms of training available in XXX and are:

1. In-house Training (on the job training)
2. External Training (off the job training)

Evidence of the determination of competence of personnel have been recorded and maintained. Refer Level – 03 Skill Matrix.

XXX:

1. Provides for Quality management system training and job training;
2. Ensures that customer-specified training and/or customer-provided training, when required, is included in the training program; (Refer Annual Training Calendar)
3. Ensures that the frequency and content of training is identified;
4. Ensures that its personnel are aware of the relevance and importance of their activities and how they contribute to the achievement of the quality objectives; and
5. Maintains appropriate records of education, training, skills, and experience.

6.1.1 IDENTIFICATION OF TRAINING NEEDS

1. The knowledge and skills of employees necessary for the department to achieve QMS objectives are been identified by the respective process heads and approved by the HR Manager.
2. Frequency of Identification of training is minimum of 1 year.
3. Annual training calendar is prepared by the HR every year. As per the training calendar, trainings are conducted throughout the year.
4. Knowledge and skill levels are considered in recruitment and personnel selection as per Skill / Competency Chart.
5. Ongoing developments of employee skills are accomplished through internal and external training programs.
6. Training for Internal Auditing is given for identified Internal Auditors.
7. Training needs are associated with QMS requirements, environmental aspects, OH&S risks and its HSE management system requirements.

6.1.2 INDUCTION & ON THE JOB TRAINING

• Induction Training shall be provided to the newly employed personnel. Quality, Environmental, Health & Safety Management System requirements and the roles and responsibilities of their position shall be discussed in the induction training. Induction Training shall be performed within one month from the date of joining of the person.
• Depends on the operation where ever required “on the job training” provided for employees performing job effecting product quality. This includes XXX as well as sub-contractors/manpower suppliers/ agencies manpower whoever involved in the actual job.
• All the employees involved in the work effecting product quality informed and aware of the importance of maintaining the product quality and not carry-out any activity that they are not competent enough without proper supervision. 
• XXX provides Quality Management System training and ensures that customer-specified training and/or customer provided training is included in the training program.

6.1.3 SAFETY TRAINING

• The Chairman has overall responsibility for ensuring that all personnel carry out their duties in a safe and responsible manner, in accordance with the company safety policy and the international standard API Spec Q1, 9^th Edition. The Machine Shop Manager or his designee is responsible, at local level, for ensuring that all employees are familiar with safe working practices and the requirements of the Health and Safety Regulations and local legislation.
• In order to make the safety awareness to the employee, periodic safety training carried-out and performed accordingly.

6.1.4 IMPLEMENTATION OF TRAINING & AWARENESS

XXX ensures that personnel are aware of

1. Quality policy
2. Relevant objectives
3. The potential consequences of departure from specified procedures.
4. Their contribution to the effectiveness of the Quality management system, including the benefits of improved performance
5. The implications of not conforming with the Quality management system requirements, including not fulfilling the organization’s compliance obligations

Requirements of periodic Training are based on the following:

1. Competence of personnel performing work effecting product quality.
2. Awareness of product/process requirements
3. Awareness of Standards, technical specifications
4. Company Quality Policy and Quality Objectives
5. Safety awareness, Company safety policy and Health and Safety requirements
6. Housekeeping
7. Communication and customer service

• Training towards achievement of policies, objectives and targets are provided to all personnel within the department.
• New Employees are given training which includes training in the methods and skills required to perform their tasks in an efficient and competent fashion and knowledge of the impact that their activities can have on the QMS and business processes if performed incorrectly.
• Skill-competence evaluation for new employees is done only after three months from his date of joining.
• Training is given to each and every department to ensure that employees have appropriate and current knowledge of regulatory requirements, QMS policy, department’s procedures and objectives, and the consequences of noncompliance.
• The level and detail of training is determined with the help of Process heads.
• Identified personnel are trained as Internal Auditors.
• Monitor the training effectiveness in day to day work and highlight the same in inter department meetings and with the department employees.
• Training feedback is obtained from the attendees, immediately after the completion of training. This is used for improving the quality of the training as to the faculty, contents, location and presentation of the training material.
• Once the training process is completed, the Human Resource Officer collects the feedback document and analyses the improvement opportunities from the training process.

6.1.5 EVALUATION AND EFFECTIVENESS OF TRAINING

1. Evaluation test (written or oral) is conducted as a part of the training programme. The result of the test determines the effectiveness of the training. Evaluation of training is done by the department heads after a given period of time which is usually three months.
2. In order to evaluate the effectiveness of the training given, the trained personnel are closely monitored during the initial period and personnel found not competent in their trained activity/task returned for training or alternate arrangement made. It is the responsibility of department managers to monitor the effectiveness of personnel training.

6.1.6    EMPLOYEE PRE-SCREENING

This procedure applies to all new hires of full-time and part-time administrators, staff members. The procedure does not apply to part-time student employees or part-time temporary special assignment employees (less than 3 months in duration) if those employees will not work with minors under the age of 18. This procedure also applies to all full-time temporary positions.

Pre-employment screening includes core elements and additional elements depending on the nature of the duties involved.

The core elements that apply to all new hires are:

• Background checks for criminal convictions (felony and misdemeanors(
• Education verification (to verify degree(s) earned from accredited institutions)
• Reference checks [these should continue to be done prior to an offer of employment by the relevant hiring department in consultation with Human Resources].

Reference Check list :

• Complete resume
• Educational Qualification Copy
• Additional Qualifications
• Experience Certificates

In order to assure a consistent and effective application of this procedure, the process of conducting background checks will be managed by the Office of Human Resources. Any exceptions to this procedure must be approved by the chairman.

The Contingent Offer of Employment:

The Office of Human Resources and the technical department work together to identify a candidate for hire. Once that candidate has been identified, an offer of employment is extended by the HR department to the candidate, specifically indicating that the offer is contingent upon the successful completion of appropriate pre-employment screening.

The appropriate release form(s) must be signed by the candidate and delivered to the Office of Human Resources before the start of full time employement. Accordingly, in order to initiate the pre-employment screening process, the Office of Human Resource Management must have the following documents:

• Candidate Signed Offer Letter
• Copy of reference check list , work permit , Iqama Copy , Civil ID copy and Signature Authorization Letter from the previous company

6.1.7 Process to Verify Information:

Commencement of employment is contingent upon the results of the screening process. All pre-employment screening must be completed and the results verified before the candidate begins to work. Based on the check/test results, the Office of Human Resource Management notifies the hiring department of the candidate’s ability or inability to commence employment. At no time should a candidate begin to work until the Office of Human Resource Management has verified results of the candidate’s pre-employment screening.

The Office of Human Resources will review the results of the background investigation in relation to the position under consideration. All known factors regarding the candidate will be considered. Any misrepresentation of facts noted on the Company Employment Application may be cause for dismissal or refusal to employ.

6,1,8 Re-employment:

Team member separated from the Company two years or longer are required to undergo a new pre-employment background check upon rehire. Time is measured by reviewing the end date of the prior service in comparison to the beginning date of the new service. In some cases and based on position, a new background check may be required with less than a two year separation. In such cases, Chairman Approval shall be required.

7.0 TRAINING RECORDS

Training records should include:

1. Employee’s name
2. Job title
3. Job description
4. Training requirements
5. Faculty Name
6. Date of Training and qualification record of each employee is maintained till their tenure in XXX.

8.0 OUTPUTS:

Training Records,

Training feedback

Training evaluation & effectiveness

9.0 KEY PERFORMANCE INDICATOR

• Completion of training as per Annual Training Schedule.

10.0 ASSOCIATED DOCUMENTS & RECORDS

DESCRIPTION	FORMAT NUMBER	RESPONSIBILITY
Master List of Employees	XXX / HR / D01	HR Manager
Skill – Competency matrix	XXX / HR / D02	Department Managers
ML of Personnel Visual Acuity Test	XXX / HR / D03	MR
Job Description	XXX / HR / D04	HR Manager
Annual Training Calendar	XXX / HR / 01	HR Manager
Training Request Form	XXX / HR / 03	HR Manager
Training Need Analysis	XXX / HR / 04	HR Manager
Training Attendance Record	XXX / HR / 05	HR Manager
Training Feedback form	XXX / HR / 06	HR Manager
Training Effectiveness form	XXX / HR / 36	HR Manager
Induction Training Form	XXX/HSE/R 37	HR Manager

S. No.	Activity	Responsibility
1	Training Plan & Training Schedule	HR Manager
2	Collecting Training Feedback document	HR Manager
3	Maintaining Training Records	HR Manager
4	Evaluation of Effectiveness of Employees	Department Managers