PROCEDURE FOR TRAINING, COMPETENCE, AND AWARENESS

Code: QMS-PRO-003

Version: 02

Created by: Angela Byrne

Approved by: Fiona Spillane

Date of version: 21/07/2023

Signature:

Change history
Date Version Created by Description of change

21/07/2023 02 Angela Byrne Revision of document to include ISO9001:2015 requirements.

 Table of contents
1. PURPOSE, SCOPE, AND USERS ......................................................................................................... 3

2. REFERENCE DOCUMENTS ............................................................................................................... 3

3. PLANNING AND CONDUCTING TRAINING ................................................................................... 3

3.1. DEFINING AND PROVIDING HUMAN RESOURCES .................................................................................... 3

3.2. DEFINING NEED FOR TRAINING ............................................................................................................... 3
3.3. COMPETENCE AND AWARENESS TRAINING PLANNING ............................................................................ 4
3.4. DEFINING OBJECTIVES AND ORGANISING TRAINING................................................................................ 4
3.5. CONDUCTING TRAINING ......................................................................................................................... 4
3.6. ASSESSING TRAINING EFFECTIVENESS .................................................................................................... 5
3.7. ANNUAL APPRAISAL ............................................................................................................................... 5

4. MANAGING RECORDS KEPT ON THE BASIS OF THIS DOCUMENT ......................................... 6

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 1. Purpose, Scope, and users

The purpose of this procedure is to define need, planning and methods for training and assessment of
training results, in order to provide competent employees whose work influences quality and
effectiveness of QMS processes and the realisation of Quality objectives.
This procedure is applied to all processes and/or within the QMS (Quality Management System – ISO
9001:2015).
A user of this document is the General Manager and all process owners of Shorcontrol Safety.

2. Reference documents

• ISO 9001:2015 standard, clause 7.1.2; 7.2; 7.3

• Quality Manual
• Quality Policy

3. Planning and conducting training

3.1. Defining and Providing Human Resources

Top management and process owners define all working positions, number of employees needed for
every work position, their competence based on appropriate education, training, skills, and experience.
This information shall be included as part of the company’s business plan and reviewed at a minimum
of once per year.
The General Manager determines and provides persons necessary for the effective implementation of
the QMS and operation and control of Shorcontrol Safety processes.

3.2. Defining need for training

The purpose of this activity is to define the gap between existing and required competence of
employees and persons doing work under Shorcontrol Safety’s control and necessary training to
overcome this gap. The General Manager and Process owners are responsible for conducting this
activity and to define need for training according to:
• Organisational or technical change that influences working processes or types of products that
the organisation delivers.
• Effectiveness records of previous or current trainings.
• Assessment of organisation about competence of employees to perform specific work tasks.
• Necessary competence of all persons doing work under the organisation’s control who affect
the performance and effectiveness of the QMS.
• Records about change of skill needed or seasonal fluctuation of work force (temporary
employees).
• Internal or external certification, needed for performing specific work tasks.

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 • Requirements of employees who identified a possibility for personal improvement that
contributes to the quality objectives of the organisation.
• Legal and regulatory requirements.
• Market survey that identifies and forecasts new customer requirements, and therefore new
skills that need to be trained for.

3.3. Competence and awareness training planning

According to defined needs for training, Process owners create a Training Program, which is approved
by the General Manager.
Process owners plan annual refresher training for all of their employees at Shorcontrol Safety.
Refresher training doesn’t need to be conducted for all employees at the same time, but all employees
must attend the training annually.
Awareness training is conducted annually by the Quality Manager in order to ensure that persons
doing work under Shorcontrol Safety’s control are aware of the following:
• The Quality Policy
• Relevant quality objectives
• Their contribution to QMS effectiveness, including the benefits of improved performance
• Implications of not conforming with QMS requirements
While planning the training, the process owners must consider limitations that may affect the training
process such as deadlines and schedules, financial resources, availability of trainees, motivation and
capability of trainees, availability of trainers and limitations regarding other resources.

3.4. Defining objectives and organising training

Process owners define the training objectives and enters them into the Training Program. Defining
objectives and organizing training are done considering the following:
• Expertise and competence of employees, education, need for additional training and specific
knowledge and experience.
• Results of previously conducted trainings.
• Special requirements of awarding organisations and legislative requirements.
• Competence testing of individuals to perform specific work.

3.5. Conducting training

Process owners organise and coordinate the conducting of training according to the approved Training
Program. Training can include taking courses outside the organisation and in-house training and can
be performed by experienced workers within the organisation.
After completion of each training, the process owner creates a Training Record, or for trainings that
don’t require follow-ups, fills in the Record of Attendance.

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 3.6. Assessing training effectiveness

This can be conducted by trainers (confirmation or certificate if training was outsourced), or Process
owners based on monitoring and interviewing trainees.
Training effectiveness is the ratio between realised and planned activities during training. It can also
be determined by the ratio of trainees who have successfully passed the training test to total number of
trainees, or the number of employees who demonstrated higher working capability following the
training. The process owner enters results of the assessment into the Training Program.
Awareness trainings are not subject to effectiveness evaluation and are recorded in Record of
Attendance.

3.7. Annual appraisal

At Shorcontrol Safety all employees are to be appraised and competence reviewed on an annual basis
at minimum.
All employees shall be appraised by their direct supervisor or manager. The General Manager has the
discretion to appraise any and all employees in lieu of having an employee’s direct supervisor conduct
the appraisal.
The review shall be performed annually based either on the employee’s work anniversary or at a
defined period in which all employees within a process are reviewed.
General procedure for conducting review includes the following:
• Appraiser arranges time slot and private location to hold review with employee.
• Appraiser must use the Appraisal Form for structuring the review process.
• The form must be used in a non-subjective manner.
• Appraiser is to rate and measure the employee’s performance in a fair and factually based
manner, through using the scale provided on the review form.
• Appraiser uses KPI’s, previous appraisals, training and education or other relevant materials
related to the employee’s performance.
• Appraiser provides clear, concise, and constructive feedback to the employee about their
performance.
• Appraiser allows employee to clarify any feedback queries and promote open dialogue about
performance.
• Appraiser sets realistic and obtainable objectives with the employee to achieve before next
appraisal.
• Appraiser and employee discuss these objectives to develop a plan for achievement. This can
include training and supports needed, equipment etc.
• Appraiser and employee must discuss their professional goals both with the company and their
future career goals and agree on a developmental plan. This can be short, medium, and long
term, depending on the goals.
• Once complete, both appraiser and employee must sign and date the Appraisal Form and
conclude the review.
• Appraiser shall issue the Appraisal Form the General Manager to review and determine the
following:
o Was the review conducted in a fair, ethical and confidential manner?
o Was feedback fair, appropriate and constructive?

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 o Are set objectives in line with company goals, realistic and attainable?
o Can requested additional resources be provided?
• If there are any discrepancies or concerns with the appraisal, development plan of provision of
resources, this must be communicated to both the appraiser and the employee.
• The General Manager shall input any relevant feedback on the Appraisal Form and the record
shall be retained securely within the employee’s file.

4. Managing records kept on the basis of this document.

Storage
Record name Code Review Retention Responsibility
Location
time time
M Drive Management
Training Programme QMS-FM-008 1 years Active
QA Folder
QMS-FM-007 Active M Drive Management
Training Record 1 years
QA Folder
QMS-FM-006 Active M Drive Management
Attendance Record 1 years
QA Folder
Qualifications/ Certificates N/A 1 years Access Management
Active
Database
Appraisal Form GEN-FM-004 1 years Active M Drive Management
QA Folder

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