SMEC India Procedures - HR PR 03

TRAINING AND DEVELOPMENT

These procedures come into force with effect from the approval date and supercede all previous
policies or procedures relating to this topic

These procedures are applicable to SMEC India Corporate, Regional, Branch and Project offices.

1.0 Purpose

SMEC is committed to providing employees with the required training and

development to enable them to perform their work effectively and develop their skills
in line with organisational requirements.

A strategic goal for the organization is the development of capable staff committed to
the delivery of SMEC’s services. To achieve this, SMEC is actively involved in the
implementation of appropriate training and employee development programs across
the organisation to ensure its skill base is competitive and of the highest quality.

2.0 Scope

The scope of this procedure includes the induction of new employees, training for
present employees and retraining for employees whose responsibilities or duties
change through advancement or organisational restructuring. SMEC aims to foster a
continuous learning environment by encouraging employees to explore development
options and opportunities with an emphasis on both technical and non-technical
training.

3.0 Action

3.1 Training Needs Analysis

Training needs may arise as a result of any or all of the following:

 Annual Performance Appraisals.

 The introduction of new systems, work processes or procedures and the
knowledge required for a new work task. e.g: the introduction of crushed rock
road base construction methodologies.
 The action taken by staff to develop, access information and improve their
future effectiveness in the Company.
 The gap of knowledge and skills that can be created after the transfer,
promotion or departure of staff.
 Performance deficiencies revealed as part of the performance appraisal
process and identified in relation to the tasks and functions that are detailed in
employee’s Position Description.
 Training needs analysis or skill audits, which reveal a generic or specific gap in
skills or knowledge of individuals or work groups e.g. project management
skills, technical skills in specific areas.

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3.2 Responsibility of Reporting Manager

It will be the responsibility of the Reporting Manager to provide on-the-job training

where necessary to teach knowledge of new methods, equipment, techniques and
duties beyond what is normally expected of the employee. Other employees may be
designated as on-the-job trainers. Such training will be conducted during normal
working hours unless otherwise approved by the relevant Managers.

The Reporting Manager, with prior approval from the Regional Manager / Functional
Manager, is required to plan and organise the logistics of a training program, with
such considerations as:

 Identify the training needs, the staff to be trained and the general approach to be
taken in undertaking the training e.g. lecture, seminar, field trip, on-the-job or off-
the-job training, individual study program etc.
 Set clear objectives for the training program
 Source the trainer, where necessary (particularly where the trainer is a
line/technical specialist) and arrange professional assistance in the preparation of
the training program and reference materials.
 Organise the training date/s and venue and ensure that they are suitable for all or
the majority of staff attending.
 Inform staff of the date and venue.
 Arrange the release of staff to attend.
 Arrange suitable evaluation and follow-up to ensure transfer of skill/knowledge
acquired to the workplace.

3.3 Training Request Forms (HR PRO 3.1)

Staff are required to submit a Staff Training and Development Request Form (HR
PRO 3.1), detailing the training particulars and direct / indirect course costs. The
form will include details on the value of the training for the employee, the links to
job/skill improvements and benefit to the Company. This form must be endorsed by
authorising Manager and approved by the Managing Director.

3.4 Training Attendance Register (HR PRO 3.2)

Where there is training organised in-house and for more than two staff, a Training
Attendance Register, (HR PRO 3.2) will be completed.

Where training is off-site a certificate of attendance is required for the employee’s

personal file.

3.5 Monitoring and Evaluation (HR PRO 3.3)

All training courses shall be evaluated by participants at the end of the program:
 Participants shall be asked to give their comments and feedback using the
Course Evaluation Form. (Form HR PRO 3.3)
 Wherever appropriate, the trainer should also devise an assessment to test the
competency of the participants in the skill or knowledge of participants on the
subject matter of the course.

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4.0 Responsibilities & Authorities

Reporting Manager’s Responsibilities:

 Ensuring all his staff are adequately trained for the position they occupy.
 Identifying training needs among his staff.
 Organise training as needs are identified or required.

Employee’s Responsibilities:

 Assessing their own training needs against the Position Description

 Requesting training when they consider it necessary.

5.0 Further Study and Training Incentive

Staff who wish to pursue long term study or further tertiary qualifications can apply for
further study incentives. These training incentives will only be given when the course
/ study is sanctioned by the Reporting Manager and approved by the Managing
Director, prior to starting the study. On successful completion of the study, the
employee can apply for 50% of the fee paid up to a maximum of Rs 10,000/-
(Rupees ten thousand only) per course. An employee is entitled to take one such
course in two years.

Staff are to remain in the employ of SMEC for a minimum of one year after the
incentive is paid or SMEC will seek reimbursement of the same.

6.0 Overseas Training

From time to time Staff may have the opportunity to Study or undertake training
courses outside of India. A Staff member who is offered or applies to do study or
training overseas must go through the same approval processes as per all training.
Management will review each request on a case to case basis in regard to
reimbursement, sponsorship, leave etc.

Staff are to remain in the employ of SMEC for a minimum of one year after the
incentive is paid or SMEC will seek reimbursement of the same.

7.0 Certificates and Training Records

All staff must submit a copy of training and study records and certificate of
completion to the HR Department for their personal file.

8.0 Definitions

8.1 Categories of Further Study or Training

Examples of Further Study or Training may include:

 Technical training e.g. Crushed rock base construction practices
 Software training, e.g. M/S Word
 Systems training e.g. Quality assurance, Quality control
 Procedural training e.g. the introduction of Project Management Techniques
 Management / Leadership Development
 Post-graduate studies e.g. MBA

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 Non Technical training, such as personal development courses e.g.

Communication skills

8.2 Type of Training

On-the-job Structured training with clear objectives, defined outcomes and a

progressive acquisition of skills conducted primarily in the workplace.

Off-the-job Structured training with clear objectives, defined outcomes, and a

progressive acquisition of skills conducted primarily away from the
workplace, usually in a classroom or formal training establishment

9 References

Form HR PRO 3.1 Training & Development Request Form

Form HR PRO 3.2 Training Attendance Register - Form
Form HR PRO 3.3 Training and Development - Course Evaluation Form

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