||Training 6.2.1; 6.2.2|
Responsibility and authority is defined through training to a process, embedded in documents, and/or in a job description (Position Guideline). Communication of these responsibilities and authorities is through training and/or by making employees aware of (distributing) documents related to the processes they are involved with.
1. At some point during
the first 90 days of employment, new employees receive an orientation covering
applicable statutory/regulatory requirements, general practices, and the
significance (relevance and importance) of their role at Pi-Co in relation to
fulfilling the Quality Policy and Objectives
(included in the Business Model). This training includes a review of the
Business Model (Quality Management System) ensuring they
understand who their internal vendors are (those employees affecting them) and
who their internal customers are (those employees they affect).
2. Management assigns the employee a Position Guideline applicable to his/her job title. The employee is given a copy of the Position Guideline for an understanding of job expectations and to know what he/she will be evaluated against during the upcoming review(s).
3. During the first 90 days (or so) of employment, the employee receives on-the-job training for the duties and responsibilities outlined in the Position Guideline. This equips the employee with the skills and understanding necessary to perform the job.
4. The documents in the Master Control Plan section of Document & Records Control (maintained by the ISO Management Representative) applicable to the new employee's position are determined (typically, with area management). The new employee is trained to these documents, ensuring he/she understands the procedures by observing him/her perform the tasks outlined in the document.
- Is the employee recognized as proficient (competent) in all items?
During the initial 90 days (or so) of employment, the employee's education, skills, training, and experience are assessed (by manager or supervisor) as required for the position defined in the Position Guideline. Records of this training (may be a signed off Position Guideline, a completed Training Attendance Log, or some other entry in the employees training files) are maintained per the Records Controls outlined in the Master Control Plan section of Document & Records Control.
6. If after 90 days of
employment (or scheduled assessment date), any of the employee's education,
skills, training, and experience (assessed by manager or supervisor) are deemed
incomplete and/or do not meet requirements (and we are choosing not to dismiss
them), the entry in the applicable training record is left open until they are
seen as competent. For all items assessed as complete and/or meet or exceed
requirements, an entry is signed off or a record is completed.
On-the-job-training (OJT) continues for the incomplete areas until the next
assessment. Completed training records are controlled as records per the
controls defined in the records section of the
Master Control Plan embedded
in Document & Records Control.
7. If after 90 days of employment (or scheduled assessment date), all the employee's education, skills, training, and experience assessed (by manager or supervisor) as defined in the applicable training record (Position Guideline, Training Attendance Log, etc.), are deemed complete and/or meet or exceed requirements, all of the entries on the training record are signed off. Optionally, additional skills are added to the applicable record for future reference. The trainer or a member of management completes the training record, once the trainee is competent, and turns it in to management for filing. Completed training records are controlled as records per the controls defined in the records section of the Master Control Plan embedded in Document & Records Control.
- Can the employee follow the process and complete the applicable tasks effectively?
- Can the employee demonstrate the knowledge obtained is being applied?
9. On-the-job-training (OJT) continues until the employee is proficient (or in some cases terminated for lack of proficiency). The training record (Position Guideline, Training Attendance Log, or any other form of training record) is stored and maintained by management. Management and/or the ISO Management Representative is responsible for working with area management to facilitate assessment/re-assessment of employee proficiency (competence) and to determine the re-evaluation date. This cycle continues until the employee is proficient (or other action is taken). For documents, procedures, and equipment, employee training continues until he/she can perform the outlined task(s) effectively. The ISO Management Representative and area management are responsible for ensuring each employee understands the documents, procedures, and equipment associated with his/her job.
10. Once the employee completes, meets, or exceeds requirements, all the requirements outlined in the applicable training record will be signed off and the record(s) turned it in to management for filing. A copy of any certificates of training/attendance for employee-based training (involving individual employees) may also be retained as records of training. When certificates from outside parties (seminars, training courses, etc.) are involved, those sending the employee for the training will discuss what was learned with the employee to assess the effectiveness of the training, making notes of that assessment on the back of the certificate (record) and present it for filing. In any case, all of the records described herein are controlled per the controls outlined in the records section of the Master Control Plan embedded in Document & Records Control.
11. A new document is added to the Quality Management System by the ISO Management Representative or new equipment is added by management impacting product quality. The affected Position Guideline are revised to reflect any additional requirements, when applicable.
12. The ISO Management Representative works with the management team to determine who needs to be trained to the document and facilitates training. Area management determines who needs to be trained to the equipment and facilitates training.
13. The employee(s) affected by the document or equipment are trained. Each employee is observed to ensure he/she understands how to perform the task(s) outlined in the document or equipment operating instructions.
14. The existing document is changed.
15. The ISO Management Representative identifies those to be re-trained to the changed document (typically, by reviewing the names of those recognized as trained to the previous version). This re-training is a means of ensuring changes to documents are identified and implemented.
16. Performance assessment may occur as part of an annual performance review or may simply be recognized as part of day-to day operations and internal audits. When additional skills are required (to fulfill new processes/requirements), the Position Guideline of those positions affected will be updated and trained to. In either case, management makes the call.
17. Recurring training may be required as part of an annual training/refresher program administered by the ISO Management Representative, upper management, or area management.
- Is additional training (besides the training already provided) needed to ensure competence, compliance, or to advance the
employee's skills, training, education, or experience?
19. Utilizing both internal or external sources, training is identified to be used to meet the need. The need is clearly defined and the evidence needed to show proficiency is also noted on the associated training record (Position Guideline, Training Attendance Log, certificate of training/attendance, etc.).
20. The Training Attendance Log may also be used to facilitate training activities, including the evaluation of effectiveness. This log is maintained as a record per the controls outlined in the Master Control Plan embedded in Document & Records Control.