CODE 06.08.

04
OPERATION CONTROL REV. 00
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: COMPETENCE, TRAINING & AWARENESS PROCEDURE

TITLE

OBJECTIVE : To define procedure for identification of training needs of all

personnel performing activities affecting quality.

SCOPE : All functional groups

RESPONSIBILITY : AGM (HR & Admin.)

INPUTS : Qualification, Experience & Competence of individual person

PROCEDURE

1. The qualification, experience and competence required for a particular activity / job is detailed in the
competence chart.

2. Unit Head / HOD to identify training needs of the personnel based on one of the following criteria: -
a) Training Requisition Form
b) Job Descriptions & Allocation of Responsibilities
c) Change in Product & Systems or customer’s requirements
d) Acquisition of New Equipment
e) Re- Allocation of Responsibilities
f) Training Plan
g) Training Needs Identification, Requisition & Assessment Sheet

Additional Trainings for Executives are scheduled on the basis of internal Training Requisition form sent
by the concern HOD’s to HR department, Additional trainings of workers are scheduled on the basis of
Training Needs Identification sent by the concerned HOD after completion of training or before Training,
Additional Training for executives a mail of the Training Schedule is sent to the concerned HOD’s by HR
department & to the participants, Additional Training for workers a mail of the Training Schedule is sent
by the concerned Trainer or HOD’s to HR department and after completion of training TNI is send by
concern Trainer or HOD’s to HR Department.

1. During Executives Training (General and Additional), participants attendance is marked on the
attendance Sheet by the Trainer who returns these sheets to HR Department.
2. In case of Executive General Training only Attendance sheet is generated and feedback is taken.
3. Workers Training (except General Training) all the details of Training are recorded in the Training Needs
Identification and attendance is marked on the same sheet and in case of General Training attendance is
marked on attendance sheet and no other training document is generated.
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DATE OF ISSUE CHECKED BY APPROVED BY

01-01-2018

HOD (HR & Admin.) MR

4. Record of conduct of each Training is to be kept in the Training File & after the completion
of Training, Executive of HR department sign on the Files documents.

5. Methods of evaluation:

a) On Job Training Feedback Form : Information regarding the below mentioned points
is taken:

i) Were you personally introduced to your new colleagues, managers and

other appropriate people during your first few days in post?

ii) Has your training helped you understand your job, responsibilities, work
standard?

iii) Have appropriate policies and procedures, important to your job

(Regulations, work processes), along with basic ideas of your company has
been shown to you and explained to you?

iv) If there was one aspect of your training that could be improved what would
it be, and how might we improve it?

b) Conducting evaluation after training through Training Effectiveness Report to be

filled in by HOD’s / functional Heads / Incharges of the concerned departments.

6. Employees securing 5 marks or less or executives securing “D” grade or below in the
evaluation, will be provided re-training in one of the next training programmes on the
particular topic(s) / areas.

7. Based on evaluation of employees future training methodology shall be planned.

8. All new appointees are provided induction training as per New Joinee Departmental
Induction Programme before placement at designated working place.

ANNEXURE I ADDITIONAL TRAININGS FOR EXECUTIVES

A. Process for arrangement of training

1. The HOD fills up the Training Requisition Form (QF/HR/01) and suggests the names of
participants for training.
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2. The form is then mailed to the HR department.

3. The HR executive coordinates with the HOD for the available dates, time and venue of the training.
Training Coordinator also coordinates with the trainer(s) who shall be required to deliver this
training.
4. The confirmed schedule for the training is then e-mailed to the concerned HOD and an
acknowledgement from him is received.
5. The training is conducted. During training, the attendance is marked in Attendance Sheet
(QF/HR/06) and participants’ evaluation is recorded by the trainer in Customized questionnaire
Sheet (as per the training module).
6. An Evaluation Report is then sent to the concerned HOD and kept in record.

B. Reevaluation/reassessment for training effectiveness

1. The date is finalized for evaluation of training effectiveness 30 days (± 15days) after the date of
training.
2. The date is thereafter communicated to the concerned trainer(s) via e-mail by HR department.
3. The trainer evaluates the participants and records the findings in the Training Effectiveness Report
for Executives and for Workers (QF/HR/02) and sign on it and after the same form e-mail to the
entire concerned HOD by HR department.
4. In case the Grade received is found to be ‘D’, then the participant is recommended for retraining.

C. Process for retraining

1. The names of participants are suggested for retraining and mentioned in the Evaluation Report
which is sent via email for approval to the concerned HOD by HR department.
2. The HR department coordinates with the HOD for the available dates, time and venue of the
training. She also coordinates with the trainer(s) who shall be required to deliver this training.
3. The confirmed schedule for the training is then e-mailed to the concerned HOD and an
acknowledgement from him is received.
4. The training is conducted. During training, the attendance is marked in QF/HR/06 and participants’
evaluation is recorded by the trainer in Customized questionnaire Sheet which is then signed by the
trainer.
5. An Evaluation Report is then sent to the concerned HOD and kept in record

ANNEXURE II ADDITIONAL TRAININGS FOR WORKERS

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D. Process for arrangement of training

7. The HOD fills up Training Needs Identification, Requisition & Assessment sheet (QF/HR/02 – left
grey side) citing the Training Needs for the workers in question and signs the same at the bottom
left side.
8. QF/HR/02 is send to the HR department.
9. The HR department coordinates with the HOD for the available dates, time and venue of the
training. Training Coordinator also coordinates with the trainer(s) who shall be required to deliver
this training.
10. The confirmed schedule for the training is then e-mailed to the concerned HOD and an
acknowledgement from him is received.
11. The training is conducted. During training, the attendance and participants’ evaluation is recorded
by the trainer in QF/HR/02, which is then signed by the trainer.
12. The QF/HR/02 is then signed by the concerned HOD and kept in record.

E. Reevaluation/reassessment for training effectiveness

5. The date is finalized for reevaluation of training effectiveness 30 days (± 15 days) after the date of
training in collaboration with the concerned HOD and trainer(s).
6. The date is thereafter communicated to the concerned HOD and trainer(s) via e-mail by the HR
department.
7. The trainer evaluates the participants and records the findings in the Training Effectiveness Report
for Workers (QF/HR/02) and sign on it along with the concerned HOD.
8. In case the ratings are found to be 50% or less than the maximum marks, the participant is
recommended for retraining.

F. Process for retraining

6. The names of participants suggested for retraining are written on to the left side of a fresh
QF/HR/02. In the ‘Training needed in’ column, the subject as well as ‘for retraining’ is mentioned.
This copy of QF/HR/02 is generated by the concerned HOD .The form is then mailed to the HR
department.
7. The HR department coordinates with the HOD for the available dates, time and venue of the
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training. She also coordinates with the trainer(s) who shall be required to deliver this training.
8. The confirmed schedule for the training is then e-mailed to the concerned HOD and an
acknowledgement from him is received.
9. The training is conducted. During training, the attendance is marked in QF/HR/06 and participants’
evaluation is recorded by the trainer in the same QF/HR/02, which is then signed by the trainer.
10. The QF/HR/02 is then signed by the concerned HOD & Trainer and kept in record.
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OUTPUT REFERENCES: CODE

WORK INSTRUCTIONS:

1. Training Plan QW / HR / 01
2. Guidelines on Induction Training of new employees QW / HR / 02
3. New workers Induction Programmed QW / HR / 03
4. Employees Competency Chart QW / HR / 04
FORMATS:

1. Training Requisition Form QF / HR / 01

2. Training Needs Identification, Requisition & Assessment Sheet QF / HR / 02
3. Departmental Induction Program Sheet QF / HR / 03
4. On Job Training Sheet QF / HR / 04
5. OJT Feedback Form QF / HR / 05
6. Attendance Sheet QF / HR / 06
7. Training Feedback form QF / HR / 52

MONITORING CRITERIA:
1. Verification at random
a. Work to a particular person has been assigned as per Competency Chart and / or On
Job Training.
b. Training needs are identified regularly.
c. Training as per Training plan is provided at defined frequency.

2. Review by HR department at least once in six months as per PDCA Cycle.