Procedure for Competence,

Training, and Awareness.
1.0 PURPOSE:

To establish, implement & maintain a procedure to ensure that all the personnel is
trained appropriately to the requirements of Environmental, Occupational Health &
Safety Management System including those whose work may create a significant
impact / Risk on the environment and safety.

2.0 SCOPE:

 This procedure also applies to all permanent, contract employees & personnel
working under the control of XXX, whose job may affect the functioning of
Environmental, Occupational Health & Safety Management System.

3.0 RESPONSIBILITY:

 HR Manager

4.0 DEFINITIONS:  

 4.1 Training – Includes all forms of training such as on job experience and
background education, programmed training or EHS training.

4.2 Awareness – This refers to awareness on Environment & Safety Management

System.

4.3 Competence – All employees or personnel working for or on behalf & under
the control of XXX whose jobs can affect the Environmental, Health & Safety should
be competent. This means that the education, experience and training requirements
for that job must be defined and the employee must meet the requirement.

5.0 PROCEDURE:

5.1 At XXX, training are conducted across the organization for various topics as
covered in the training plan. This is to ensure that the employees are made aware of:

 The importance of conformance with the Environment & Safety policy and
organizational objectives derived to meet the policy.
 The control methods derived to reduce the significance of the significant
environmental aspects & OH&S Hazards identified in the area.
 The preparedness for potential emergency situations.
 Environmental Impacts / OH&S consequences actuals or potentials of their
work in case of deviations and appropriate corrective actions for the same.
5.2   Competency, Training & Awareness:

Employees working or working on behalf & under the control of XXX in the areas
where significant Aspects/Hazards has been identified are trained to build
competency for handling the significant Aspects / Hazards. MR / HR retains the
records of competency. Core Team members of the department within the scope of
EHS shall be responsible for assuring that the appropriate training, awareness, and
competence requirements have been defined and met. The associated records of
competency are retained by the HR / MR as relevant for fulfilling the requirement of
competency (PER-FR-06)

5.3 Identification of Training Needs and Training Calender:

The training needs (PER-FR-01) pertaining to the Environmental, Health & Safety
Management system are identified:

1. At the start of the implementation of the EHS Management System – a

training plan is derived for all dept’s where the common topics of training are
identified. The Core Team must make sure that adequate resources are available
to allow the employee to receive all appropriate training. If adequate resources
are not available, the Core team members must develop a plan for completion
within a reasonable time frame.
2. Activities with Significant Impacts / Hazards
3. Operation control procedures
4. Incidents that have discrepancies
5. Emergency Situations
6. After Audit from its observations
7. Change in the management system, Introduction of new product/process/
services, which has significant aspects / Hazards.
8. Induction of new employee based on skill/competency requirements of the
person.
9. Change in responsibility is based on the skill evaluation, which is kept as the
base to analyze his functional competency against the requirement for the
relevant function or position.
10. Based on the competence defined for specific significant process/activity.

Annual Training Calendar (PER/FR-02) will be prepared based on the above-

mentioned points. After the conduct of training, attendance records are maintained.
Training programs are conducted based on the responsibility and ability of the
personnel, language & literacy. Competent personnel/ Agency / qualified trainer will
conduct the training on the EHS Management system. Effectiveness of training will
be evaluated by concerned dept HOD. If found not effective re-training will be
planned & associate records will be maintained by concerned dept Head.

6. 0 Document / Record reference

 
S. No. Document /Record Description Reference No.

1. Skill  Matrix PER-FR-06

2. Training Calendar PER-FR-02

3. Training Need PER-FR-01

4 Training Attendance Sheet PER-FR-03

5 Training Feedback & Evaluation PER-FR-04

Procedure for Training

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 BLK/Elite 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 to 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 is 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)